Volunteer-Pre-Application V1 - Rocky Point Bird Observatory

Your Guide to Volunteering at RPBO

For Registered Volunteers Only

WHEN TO HELP
Volunteer Management Scheduling Software

Thank you for your interest in joining the volunteer team at Rocky Point Bird Observatory!

Our volunteers are the heart of our conservation efforts, contributing their time, skills, and passion to help us do our best to learn more about our local birds, and help guide ways to protect them.

We welcome individuals of all backgrounds, skills, and experience levels - students to retirees, nature enthusiasts to tech-savvy individuals, or those just looking to give back in their free time. Your passion and willingness to contribute is greatly appreciated.

RPBO acknowledges the many benefits of volunteerism - to the volunteer, to RPBO, and to conservation at large. RPBO strives for a dynamic and meaningful volunteer program where volunteers, staff and board members work together to successfully carry out our mission and programs.

If you’re ready to make a difference, we’re ready to help you get started!

Before you apply,
here’s an overview of what you can expect from us, what we expect from you - and your next steps to getting involved!

Pre-Application Information

Please Read Before Completing Your Volunteer Application
Carefully review this important information that you should know before applying to be a volunteer.

1. The Impact of Volunteering

Volunteers are a highly-valued resource for all organizations, especially non-profits like RPBO. They make a huge impact on a daily basis by giving freely of their time and service, in support of a cause they believe in. That’s a mutual benefit to the volunteer, and to the organization.

Value to RPBO

An extensive volunteer network empowers us to broaden our outreach, connecting with more people and communities, to enhance public awareness of bird conservation.
A robust volunteer program allows more resources to be allocated toward essential operational programs and new initiatives.
A diverse volunteer base introduces fresh perspectives, new skills and innovative ideas.
A solid, dependable corpse of volunteers ensures continuity, helping us to maintain our operations even in times of financial or political uncertainty.
Positive volunteer experiences lead to valuable word-of-mouth promotion and increased visibility and trust of our organization.

Benefits to the Volunteer

Getting out and about supports your physical health
Helps maintain mental well-being
Provides opportunities to learn new, or build on existing, skills
Boosts self-confidence and sparks creativity
Strengthens your connections to the community, fosters a sense of belonging
Offers a chance to meet new people with shared interests
Volunteering and giving back is a powerful and fulfilling way to make a real difference
Improves transferable job skills
Serves as a refreshing break from daily work, school, or family responsibilities

2. What We Look For in Volunteers

At RPBO, our volunteers are the heart of our conservation efforts. To ensure a successful and fulfilling partnership, we look for individuals who possess key personality traits and attributes that align with our mission and values. Here are some of the qualities we value in our volunteers:

We seek volunteers who support environmental conservation and have a genuine interest in the core of our bird monitoring work.

Consistency is crucial for the success of our projects. We value volunteers who can be counted on to fulfill their commitments, show up as scheduled, and complete their tasks responsibly.

Our work - at the station, on the Board, or behind-the-scenes - can be dynamic and ever-changing. Volunteers who can adapt to new tasks, handle unexpected challenges, and remain flexible in their roles are especially valuable to our team.

Many of our tasks require working closely with others. Volunteers who are cooperative, communicative, and enjoy being part of a team help foster a positive and productive environment.

We appreciate volunteers who are proactive and take initiative. Whether it’s offering ideas, tackling tasks with energy, or going the extra mile, a can-do attitude makes a big difference.

Above all else, a considerate and respectful approach toward all wildlife, the natural environment and especially each other is fundamental. We aim to create a welcoming and inclusive atmosphere where everyone feels valued and supported.

3. Levels of Commitment, Skills and Physical Activity

At RPBO, we offer a variety of opportunities for volunteers, catering to different interests, skills, and physical capabilities. Our volunteer tasks range from fieldwork to office-based roles. To help you find the perfect fit, each role will describe the levels of physical activity and commitment required, ensuring that a wide range of volunteers can find a meaningful way to contribute to our mission.

Physical Activity

Swivelling your office chair, walking around a community booth, clearing trails with power tools - every volunteer role comes with its own level of movement. Don’t worry—we’re not here to scare you off, just to help you find the perfect fit.

Commitment

From one-at-a-time event helpers, to dedicated weekly volunteers, to those who basically have their own parking spot, every role also has its own level of required involvement. Choosing the right commitment level ensures a positive experience for both you and RPBO, whether it’s a flexible opportunity or a regular, ongoing role.

Skills

Field work opportunities in bird monitoring come with their own specialized levels of required experience and commitment. These are necessary for the safety and well being of the staff and of course, the birds. On-the-job training and shadowing is available, when time and personnel availability permits. (Once the season starts, our Migration Monitoring crew works at an all-hands-on-deck level!). Please refer carefully to each specific position description. If you have any questions, please reach out to us for discussion.

What Role is Right for You

It’s important - for you and for RPBO - that you are matched well with your volunteering role. Finding the right volunteer role is key to a fulfilling and impactful experience. One way to succeed at this is to ask yourself the reasons you want to Volunteer:

What skills and abilities are you willing to share with others?
What would you like to learn?
What inspires and interests you?

It’s a great idea to test the waters before you commit - we invite you for a visit!

Visit us throughout the year at any of our Community Events to see what is involved in joining our Education & Outreach team.
Talk to our Board members to see how governance and leadership might be an excellent way for you to contribute to RPBO.
Visit us to see the Banding Station to see the facilities, thelocation, and the staff in action; get a sense of what’s involved in RPBO field work.

Volunteering with RPBO is an incredible way to contribute to conservation efforts, but to make the most of your experience, it's essential to choose a role that suits your interests, availability, and skills. Here's why:

When you choose a role that matches your passions, you'll enjoy your time more and feel a stronger connection to the group. It makes for a very rewarding experience - for you and for us!
Volunteering should fit comfortably into your schedule. By selecting opportunities that align with your availability, you ensure that you can consistently contribute without feeling overwhelmed.
Whether you're tech-savvy, great with people, or have subject-matter expertise, choosing a role that utilizes your strengths enhances your contribution and boosts the effectiveness of our projects.

Our work relies on dedicated volunteers who can commit to their roles. Before applying, ensure you are ready to follow through on the time and effort required. This commitment is vital to maintaining the consistency and reliability of our conservation efforts.

By selecting the right volunteer role, you'll not only make a meaningful impact but also have a fulfilling and enjoyable experience.

Volunteer Applicant Evaluation

Evaluating volunteer applicants is an essential step in building a strong, safe, and effective team. By taking the time to discuss each applicant’s background, skills, and motivations, RPBO can focus on placing volunteers in roles that match their abilities and interests—setting up a meaningful and rewarding experience for everyone. At the same time, evaluation helps protect RPBO’s programs and supports a positive, respectful working environment for both staff and volunteers, laying the groundwork for clear expectations and mutual trust. This process ensures that volunteer involvement aligns with both the needs of RPBO and the goals of the volunteer themselves.

Assessment and Evaluation help us identify whether we have suitable roles available (at this time or at any point) that match your circumstances. It also allows us to suggest potential alternatives if a specific role of interest will not be a good fit.
Let's talk! Over coffee, a phone call or a virtual zoom chat - we'd like to understand your background, availability and motivations for volunteering. We'll contact you once we've reviewed your application

Please Note: Anyone wishing to volunteer with RPBO - at the banding station, out in the community at Education & Outreach events, on the Board, etc - must first join with membership. Access to the online Membership Application can be found here. All volunteers that submit online Volunteer Applications will be evaluated.

Current Volunteer Opportunities

Now that you’ve got a sense of what volunteering at RPBO involves, let’s take a look at the opportunities currently available. The following are brief introductions to some of the volunteer positions currently available at RPBO. More detailed position descriptions are available - with more information about required time commitments, skills and qualifications. If you are interested, please reach out to start the conversation!

Band Recovery Manager:

Are you one of those tech-savvy individuals? Are you interested in a 'behind the scenes' volunteering opportunity?
RPBO is looking for a Band Recovery Manager:

Introduction - A band recovery occurs when a bird banded by an organization is reported to the banding office. These do not include recaptures of birds previously banded by the organization. Examples of band recoveries include (but are not limited to):
● Birds recaptured at other stations
● Birds taken to wildlife rehabilitation centers
● Dead birds (collisions, predation, etc)
● Birds photographed in the field where the observer manages to take pictures of the band.

Duties - The Band Recovery Manager is responsible for maintaining an electronic record of all band recoveries. This data will be used on the RPBO website as well as in research projects.

Decide on a Repository Storage Mechanism - The Band Recovery Manager is free to design the data repository as they see fit. It must meet the following requirements:
● Easy to load new data into
● Detect duplicates (band number, date).1
● Easy to extract data for research queries
● Easy to extract data for the website

Note: The encounter file does not contain an encounter time so it is theoretically possible to have multiple encounters on the same day. For example a "foreign" NSWO could be captured at PEBA early in the evening and then fly on to Rocky Point later the same night. (While this wouldn't be an encounter we'd record in our repository it is meant to illustrate the possibility. Adding the station could help in checking for duplicates.)

Data Source - The banding office sends a list of encounters to the organization's permit holder. This person is responsible for forwarding the list to the Band Recovery Manager. The lists are in two formats, tab delimited CSV files and pdf format. The tab delimited format is the best to use for loading into the RPBO band recovery repository.

Review and Load Existing Files - There are a number of files in RPBO's Google drive. Some of these have already been loaded into a spreadsheet. The Band Recovery Manager will review the files to ensure the data has been captured. It is important to prevent duplication¹.

Load New Files - As new files are forwarded they should be processed into the repository, ensuring there is no duplication¹.

Update Website - After updating the repository a file should be generated and sent to the webmaster in the format they require.

Documentation - The steps to both load data into the repository and to extract it must be documented.

Time Commitment
● Initial setup and documentation: 5-10 hours
● Updates: 1-3 hours/quarter
● Website update: ½ hour/quarter

If this is something that interests you please contact Mike Motek at mikemotek@gmail.com and he can give you more information.

Host - Be-A-Better-Birder Courses

Host - Be-A-Better-Birder Courses

RPBO hosts a variety of in-person and in-field presentations led by subject-matter experts throughout the year, supporting our Outreach efforts in bird monitoring, identification, and conservation. This role collaborates with RPBO Development to coordinate these events, ensuring a seamless experience for both presenters and participants. Be present at the venue on the day of the course. Responsibilities include assisting with event setup and takedown, managing course materials, signing in attendees, and providing on-site support to help the event run smoothly.

Coordinator - Community Presentations

Coordinator - Community Presentations

RPBO receives many requests from community organizations who want to learn more about birds, their habitats, and their role in our environment. The Rocky Point Bird Observatory Community Presentation initiative exists to offer presentations about birds and bird conservation delivered by knowledgeable speakers. Upon receipt of a grant, RPBO wrote four presentations and a group of volunteers participated in training for the effective delivery of these presentations, and we have begun to build a database of organizations interested in booking. Presentations are available for community groups, schools, clubs, and other organizations throughout Greater Victoria and southern Vancouver Island. The Community Presentations Coordinator will be responsible for the when, where and who of arranging these presentations. Working on your own time, and from your own location, this volunteer opportunity would suit a very organized person, with no reservations about reaching out to others to align schedules.

Presenter - Community Presentations

Presenter - Community Presentations

Are you someone who loves talking to an audience? A salesperson? Someone who likes learning new things? Then this may be the role for you! Learn to become the presenter of various bird-related presentations to community groups, either at a community location, or virtually online. Presentations are ~45 min slideshows, and are already prepared by RPBO. We provide training on how to set up the presentation, techniques on successful presenting, full cover of the subject matter, how to answer FAQs, and general information on RPBO programs and projects. All supplies are provided and scheduling will be handled by RPBO. Time commitment would be several days of training and practice, and presentations are a few hours at a time, 3-5 times a year.

Liaison - Banding Station

Liaison - Banding Station

The Liaison serves as the friendly face to the public at our Pedder Bay banding station. The position might more aptly be named our “Director of First Impressions” - welcoming visitors with warmth and enthusiasm. We provide training on the subject matter, how to answer FAQs, and general information on RPBO programs and projects. You provide information about our programs, activities, and facilities, to ensure visitors have all they need for an unforgettable experience. Support the needs of the Banders and Staff on shift. This role may be on an as-needed basis, when larger groups or event days are scheduled at the station.

Time / Commitment:
● September 15 to October 31
● Shift is 8pm to 11pm
● once a week

Coordinator - Online Store

Coordinator - Online Store

The Coordinator would maintain and expand our existing online store, accessed through our website. Design products on Zazzle and upload to RPBO’s Online Shop. Create new products suitable for the RPBO logo. Maintain a simple database of product details. Working on your own time, and from your own location, this volunteer opportunity would suit an individual with some digital technology skills and a flare for creativity.

Party Planner

Party Planner

Your primary responsibility is to orchestrate two parties a year - the start-of-season (July) and end-of-season (October) group parties for Volunteers, Banders, Staff, and Board Members. We celebrate the launch of a new monitoring season by welcoming our staff & volunteers, new and returning. And we toast the success of a completed season, and thank everyone who participated for all their hard work. This role can be done independently or shared with a friend. Action Plans from previous parties are available to get you started. Secure a host (someone’s house/backyard), name the date, invite the guests, arrange for food, secure a presenter (usually a Bander) and equipment, help with set up and clean up. These are low-budget, high-fun events that we all look forward to every year!

Time / Commitment:
● Start-of-Season Party ~ last week in July
● End-of-Season Party ~ first week in September
● Planning: two weeks in advance
● Party: 3 hours each

Event Planner - Annual Fundraising Event

Event Planner - Annual Fundraising Event

Christmas Craft Show, Book Sale, Yard Sale - to name three of our annual fundraising events. Each event needs a dedicated leader. The Planner would arrange the who, where, when, and how of the whole event - venue, date & time, event promotion, supplies, sale items - from set up to take down. RPBO has a large corp of volunteers that can be called upon to help out with each event, and previous years Action Plans are available. These Planners report to the Development Director who oversees RPBO’s Fundraising initiatives. These events not only raise funds for RPBO’s migration monitoring, public education and research programs, but also promote camaraderie and interaction with our Volunteers and expand awareness of RPBO in the community. Ideal for those who enjoy a fun and rewarding challenge but prefer a once-a-year commitment.

Online Researcher

Online Researcher

Periodically, our different departments - Development, Education, Operations, Board - may require investigation and online research into products or solutions to support their programs and projects - product cost comparisons, search for new grant opportunities or corporate sponsorships, educational materials, best practice ideas. Meet with your team to determine their needs, strategy and deliverables. Working on your own time, and from your own location, this volunteer opportunity requires internet connection, and knowledge of Google Drive. Keeping an ultimate deadline in mind, this opportunity suits a flexible schedule. Track and document your findings in a simple online document.

Scheduler, Volunteer Shifts

Scheduler, Volunteer shifts

We are seeking a dynamic individual to join our team as a Scheduler of Volunteer Shifts. This position plays a critical role in ensuring the smooth operation of our Monitoring Programs and Education & Outreach initiatives. Volunteers sign up for shifts online through the app When To Help. But not all shifts get filled in advance. And that’s where you come in. The Scheduler will contact members of our existing volunteer corps to fill these vacancies. The ideal candidate will have strong communication skills and love engaging and speaking with people. Though email is a tool, this role will involve calling people directly, often on short notice, to fill immediate shifts. You are persuasive and firm, yet polite and creative in your approach to get the roles filled. We provide the list of names and contact information - you just do the calling! This role is well suited to those who have flexible spare time, and need/want to work from home. Time commitment would be a few days of training, and callings would be short but frequent and random throughout the banding season.

Education & Outreach Assistant

Education & Outreach Assistant

Education & Outreach events and programs are led by RPBO’s Lead Educator, with support from our Development Director. Events are scheduled throughout the year - weekdays, weekends, daytime, evenings. Locations vary from outside at our public banding station in Metchosin or Outerbridge Park in Saanich, to hosting a booth inside at community events throughout the greater Victoria area. You engage with the public about RPBO’s conservation and education programs. You will be on a call list for all events - choose only those that you can attend. School Programs, Public Outreach, Victoria Bird Week. This role especially suits those with teaching or instructional experience, a love of working with the public, and the willingness to learn from our established team members. There is plenty of room to learn on the job!

Site Maintentance

Station Set Up and Take Down

Play a pivotal role in the onsite set up and tear down of our seasonal monitoring projects. As part of a larger team, you would be called upon only a few times a year to assist with the opening and closing of our Fall Migration (July/Oct), Owl Migration (Sept/Oct) or MAPS (May/June) monitoring stations. It is a great reassurance to the Project Coordinators to have reliable and consistent volunteer help in these areas, with experienced crew members on hand to offer guidance and help in training new-comers. Under guidance from the Operations Coordinator and the Project Coordinators, the Crew installs poles and nets, clears net lanes and walking paths, and sets up the station with all the gear, furniture and equipment. If you like being outside, working with your hands (and the occasional power tool), and being among friends, these one-day gigs a few times a year might be just the thing for you!

Station Roles

We’re incredibly grateful for your interest in supporting our monitoring operations. Volunteers play a crucial role in what we do, and we strive to provide meaningful opportunities for those who are passionate about bird conservation.

However, we want to be upfront — we recognize that our schedule and operational needs may not always align with everyone’s availability or life circumstances.

Data Scribe / Helper (laptop data entry, net checking, net mending, general assistance)
These are roles available at the station for new volunteers.

Extractor is a volunteer role at the station, but require proven training in bird handling, knowledge and identification.
Census is also a volunteer role, but requires a high degree of successful bird identification skills, by sight and by sound.
Bird Banding is not a volunteer role - it is done by qualified staff, with eligible banding permits. The integrity of the research process and the safety of the birds is paramount to all our monitoring operations.

There are certain restrictions also that may make volunteering at the station challenging, or even unsuitable, for some individuals. To help you determine if this type of volunteer opportunity is a good fit, please consider the following:

Training is a big time commitment. Training involved in learning field work, monitoring and research roles requires a significant time investment, on the part of the volunteer and on RPBO staff. This could be difficult to balance for those with highly demanding schedules due to education, family or job commitments. Maintaining consistent attendance at the station during operating hours throughout the season is essential to the success of these roles, and for the program.
Our hours of operation are not for the faint of heart. The station operates on a fixed daily schedule. Passerine Migration shifts are 7.5 hours and start 60 mins before sunrise. Nocturnal Owl shifts are 7.5 hours and start 60 mins before sunset. Commitment to a certain number of shifts per season is mandatory per volunteer. If your schedule is unpredictable, this may be challenging. Preference is given to those who can commit to 10 shifts a season.
Transportation is the responsible of the Volunteer. Our banding station is in a remote area in Metchosin, and public transportation is not available for banding station operating hours. Volunteers typically need access to a reliable vehicle to commute to the site.

The following programs are currently accepting invitations

I would like to Volunteer!!

Are you prepared to embark on a volunteer experience that will really make a difference?
Do you have time and skills to help further conservation efforts of migratory birds?
Do you see opportunities that suits your interests and would fit comfortably within your lifestyle?

If you are ready to complete a volunteer application, we would love to hear from you!

Please note, all of our volunteers are members. If you wish to volunteer in the field for our monitoring projects or for public education activities, you first must become an RPBO member by completing the online Membership form.

If you are already a member, please continue to the online Volunteer Application form. Volunteers will be required to complete a Waiver and a Volunteer Application Form, provided online when you sign up or renew your Membership.

We look forward to meeting you!

Volunteer Onboarding

Once you become a fully-fledged (no pun intended) RPBO Volunteer, you will receive both orientation and training to help you get started with confidence.

Job-specific orientation and training will be tailored to your specific role and may vary in location, teacher, duration, and content depending on the responsibilities involved.

An Orientation Manual will be provided that covers essential formation about our Operations, how to use When To Help, shift checklists, safety procedures and security protocols, bird checklists, reimbursement forms, evaluation tools.

Orientation Tools

RPBO Volunteer Manual

RPBO Field Protocol (Rev2023)

Guide for When To Help