Volunteer Handbook

2016

Table of Contents
Organizational Details .................................................................... Error! Bookmark not defined.
Letter of Welcome .............................................................................. Error! Bookmark not defined.
Mission, Vision, Values of Butterfly Pavilion .......................................................................................... 4
Organizational Overview and Recent Accomplishments .................................................................. 4
Staff Directory..................................................................................................................................... 9
About our Volunteer Program ................................................................................................................. 10
Volunteer Leadership Council ...................................................................................................... 6
Volunteer Benefits ............................................................................................................................ 6
Tracking Volunteer Hours ........................................................................................................... 11
How to login to the website ......................................................................................................... 8
Facility Information .......................................................................................................................................... 9
Map of on-site volunteer locations ........................................................................................................ 11
USDA Regulated Materials - Plant & Animal Material .................................................................... 12
Butterfly Pavilion Policies ............................................................ Error! Bookmark not defined.
Harassment ................................................................................................................................................ 24
Sexual Harassment .................................................................................................................................. 25
EEO/Harassment Complaint Procedure .......................................................................................... 25
Smoking ...................................................................................................................................................... 26
Alcohol and Drugs .................................................................................................................................. 26
Anti-Violence............................................................................................................................................. 26
Safety/Reporting of Injury ............................................................... Error! Bookmark not defined.
Confidential Information ............................................................................................................................ 27
Canceling Scheduled Volunteer Time ......................................... Error! Bookmark not defined.
News Media Policy ....................................................................................................................................... 27
Photographic Release .................................................................................................................................. 28
Dress Code............................................................................................. Error! Bookmark not defined.
Cell Phone Policy ................................................................................. Error! Bookmark not defined.
Solicitation ....................................................................................................................................................... 28
Performance .................................................................................................................................................... 28
Termination ..................................................................................................................................................... 28
Ethics...... .......................................................................................................................................................... 16p
Volunteer Records ........................................................................................................................................ 29
Miscellaneous Info (Closure Policy, Volunteer/Staff Entrance, First Aid & Emergencies,
Lost and Found, Lost Children, NO Food or Drink in the Conservatory,
Parking)......................................................................................................................... 30
Guest Care Non-negotiables ................................................................................................................. 19
Be aware of your body language! ............................................................................................ 34
Mission in Action 2013................................................................................................................................ 21
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Document of Volunteer Understanding ............................................................................................... 22

Release and Liability Waiver ..................................................................................................................... 23

Dear Volunteer:
Welcome to Butterfly Pavilion - a place of magic, mystery, beauty and most of all, engaging
education. As a volunteer you will play an essential role in the nurturing and stewardship of
Butterfly Pavilions students and guests. Your participation will undoubtedly assist Butterfly
Pavilion in accomplishing its mission and vision. You will be a primary point of contact with our
public, so the impression that you make will be lasting and forever influence their perception of
Butterfly Pavilion. You will become an ambassador representing Butterfly Pavilion throughout
the community. Your contributions will have a significant impact on visitors experiences and to
the success of Butterfly Pavilion.
You are joining our team during an era when we are experiencing the excitement of celebration
and growth. Becoming a part of an educational organization that emphasizes sustainability
locally and globally is a special opportunity. You are afforded that special opportunity of leaving
your fingerprint on the future of Butterfly Pavilion.
We hope that your experience is fulfilling, challenging, and one of exploration and
enlightenment.

Our desire is that you fulfill your goals and that you are rewarded by growth

and discovery. Our gratitude and appreciation is sincerely extended to you for your choice of
contributing your time and talent to Butterfly Pavilion. We believe in lifelong learning and each
of us continues to make new and exciting discoveries. It is hoped that you are favorable to the
same philosophy because during your service to Butterfly Pavilion, you will touch upon the
minds of thousands of youngsters, children wanting to learn the wonders of the invertebrate
world. Your participation may well help inspire the growth of an entomologist, environmentalist
or other expert in the realm of the natural sciences, who will play a significant role in the
sustainability of the worlds ecosystems.
I look forward to personally welcoming you. Until then, thank you again for choosing Butterfly
Pavilion.
Sincerely,

W. Patrick Tennyson
President and CEO

Mission, Vision, and

Values of

Mission
Butterfly Pavilion exists to foster an appreciation of butterflies and other invertebrates while educating
the public about the need for conservation of threatened habitats in the tropics and around the world.

Vision
We believe that an appreciation of the environment begins with an appreciation of all living things.
Every day we teach the young and old alike about the need for conservation, because with knowledge
and empowerment we will protect the worlds natural habitats for generations to come.
We are aiming to be the premier invertebrate center in the United States for:
scientific research
conservation
education
enjoyment

Values
Education - We will share our passion for the natural world by providing the very best instruction and
services to a diverse public. We believe in and encourage lifelong learning. We seek to promote
curiosity and discovery among our patrons, from toddlers to seniors.
Environment We will teach stewardship and conservation, and embrace sustainability and diversity
locally and globally.
Inquiry - We will seek creativity, rigorous inquiry, analysis, documentation and communication as we
become a premier research center to explore the science of butterflies and other invertebrates.
Service - We are ever mindful that we exist to serve the community. We will honor and respect the
differences of those we serve and covet the confidence and trust of our patrons.
Leadership - We will seek excellence in decision-making and fiscal responsibility, and be bright and
thoughtful about solutions to problems. We will constantly assess our policies and programs.
Integrity - We, the leadership, Board of Directors and the staff of Butterfly Pavilion, will hold ourselves
to the highest ethical and moral standard.
Pride - We will foster a sense of pride in our institution and will always thoughtfully pursue ways to
promote growth, sustainability and improvement of Butterfly Pavilion.

Organizational
Overview &
Accomplishments

About Butterfly Pavilion

Butterfly Pavilion believes that an appreciation of the environment begins with an appreciation of all
living things. Every day, we teach the young and old alike about the need for conservation, because with
knowledge and empowerment we will protect the worlds natural habitats for generations to come.
The Butterfly Pavilion provides educational opportunities to 60,000 school children and nearly 300,000
visitors annually. We combine science education with hands-on exhibits to teach our visitors about
invertebrates and conservation. Butterfly Pavilion is truly a one of a kind experience. We pride ourselves
on being an unforgettable, immersive and educational opportunity for our visitors.
Butterfly Pavilion is a Tier II member of the SCFD (Science and Cultural Facilities District) and is the
eighth largest cultural attraction in the Denver Metro area, attracting more than 4 million visitors in its
20 years of operation. Butterfly Pavilion and Insect Center is a tax-exempt, Colorado non-profit
organization as defined by IRS code section 501(c)(3) and is a publicly supported organization. Butterfly
Pavilion operates with a Board of Directors, in collaboration with scientific advisors from zoos,
universities and museums, both locally and nationally.
Butterfly Pavilion was the first stand-alone invertebrate zoo in the United States and has become a
prototype for six others. Our facility includes four indoor exhibit areas; eleven acres of public gardens;
two educational classrooms; and event space, including a 2,200 square foot ballroom and patio
overlooking Jefferson County Open Space. Looking forward, we are committed to providing the most
enriching experience for our audience, being recognized as a scientific authority and being a leading
educational resource on invertebrates.
We believe in the concept of conscious capitalism and measure our success by the positive impact that
we make socially, ecologically and economically both locally and globally. We integrate a triple bottom
line philosophy and approach that considers people, profit and the planet equally so that human
systems are in balance with natural systems.

Recent Accomplishments
In 2014, Butterfly Pavilion served 46,913 school children through onsite class visits and outreach
programs, helping children learn important concepts like ecosystems and food chains. We awarded
more than $20,000 in scholarships, providing cultural opportunities to more than 10,000 low income
students. To leverage its community reach, our Education Department partners with several nonprofit
organizations and city municipalities to increase the diversity of the communities we serve. In 2011, we
began working with the 5 by 5 program through the City of Denver Mayors Office for Education and
Children, offering free admission to Head Start families and further increasing cultural opportunities for
low-income communities.
The Science and Conservation Branch experienced significant expansion within the last few years,
contributing to Butterfly Pavilions reputation as an authority within the science community. The
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Research Department expanded its Tarantula Captive Breeding Program to propagate threatened and
endangered tarantula species from around the world. Butterfly Pavilion has also served as principle
education and conservation partner for the Butterflies in Space program sponsored by BioServe Space
Technologies in partnership with NASA.

Staff & Volunteer Collaboration

Butterfly Pavilion employs 71 full-time and part-time employees with over 400 Core and Public Events
volunteers providing educational interpretation to facilitate over 46,000 school children and nearly
300,000 visitors annually. Staff members and volunteers work together to create a sense of community
and collaboration!

Staff Directory
Calling directions: Dial our direct line and then the 4-digit extension to reach the individual with whom
you would like to speak. If you would like to dial a person directly, dial 720-974 then the 4-digit
extension (with exceptions as noted).
BP Direct Line

(303) 469-5441

Community Program Manager

Marissa Copan

x 1876

Curatorial Managers

Mario Padilla

x 1889

Sarah Garrett

x 1887

Executive Assistant

Jessica Schwartz

x 1860

Exhibits Manager

Hugh Watson

x 1873

Fund Development Director

Andy Szekeres

x 1878

Group Sales and Events Manager

Crystal Zeyen

x 1879

Guest Services Manager

Sandy Mortenson

Horticultural Assistant

Joe Barry

x 1881

Horticulture Director

Amy Yarger

x 1874

Human Resources

Casi Preheim

x 1882

Marketing Director

x 1852

President & CEO

Patrick Tennyson

x 1865

Retail Director

Kimm Damour

x 1876

School Programs Manager

Christine Leahy

x 1862

SVP of Operations

Jessy Clark

x 1870

Volunteer Program Manager

Julia McCleary

x 1868

VP of Finance

Matt Rivera

x 1864

VP of Programs & Interpretation

Polly Andrews

x 1863

VP of Science and Conservation

Mary Ann Hamilton

x 1875

About the Volunteer Program

Butterfly Pavilion volunteer program is essential to the success of the organization. This program is very
diverse, ranging from a one-time event opportunity to a daily assignment.
We have approximately 85 long-term ongoing volunteers, who have made a commitment to
serve at least 8 hours per month for one year.
In 2015 our volunteers provided over 2022,000 hours of community service, which is the
equivalent of 11 full-time employees!

Volunteer Leadership Council (VLC)

The Volunteer Leadership Council began in December 2011 as a way to provide more opportunities for
volunteers to have a say in the plans and growth of the Volunteer Department. The purpose of the VLC
is to support the mission statement of the Butterfly Pavilion by providing services that contribute to the
education and enjoyment of visitors. The VLC also serves as an advocate for all volunteers, providing
insight and support to them, and serving as a liaison between administration and volunteers. The VLC
acts in coordination with and under the direction of the Volunteer Department of Butterfly Pavilion.
The VLC hosts monthly meetings during the third week of every month. Check your email for upcoming
meeting dates. Volunteers are welcome to share any ideas or issues during the open mic session at the
beginning of each meeting.

Volunteer Benefits
Volunteering is a unique aspect of our society in which rewards for volunteers are measured in the
intangible terms of knowledge and rewarding experiences rather than in dollars and cents. The
commitment and dedication of every staff member and volunteer to the mission of Butterfly Pavilion is
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greatly appreciated. To show Butterfly Pavilions gratitude, Butterfly Pavilion is pleased to offer its

volunteers the following benefits:

The ability to volunteer on a flexible schedule

Ongoing training opportunities throughout the year

Ongoing access to experienced volunteers and staff

Networking and educational opportunities

A comfortable volunteer and staff break room, as well as a kitchen

Weekly email communication, including BP updates and upcoming volunteer opportunities

Staff and Volunteer events including:

Volunteer Appreciation Dinner in April

Tea Time Talks surrounding our animals, plants and conservation efforts

Potlucks with educational presentations

Volunteer Field Trips

We ask our volunteers to commit to at least 8 hours per month to receive our active volunteer
benefits as follows:
Discounted annual membership
10% off in our gift shop
At least 20% off (some free, depending on class) on-site Butterfly Pavilion adult education
classes. See the Adult Education Specialist for details or to RSVP for a class.
After 10 Years of Service, a butterfly host tree will be named in your honor on Butterfly Pavilion
grounds

Tracking Volunteer Hours

Volunteer Information Center (Online & On-site)
A volunteers time is very valuable to Butterfly Pavilion. In an effort to maximize volunteer contributions
and to best work with a volunteers schedule and Butterfly Pavilions needs, we offer our volunteer
information center (VIC). The VIC can be accessed both on-site (in the volunteer/staff kitchen) and online via a link on our website, www.butterflies.org.
The on-site VIC works like a time clock. We ask that you begin and end each volunteer visit by logging
into/out of our on-site VIC. It will automatically report your volunteer contribution to our volunteer
database and save us much effort in entering this data by hand. Also, we ask that if you do rotate
volunteer positions while you are here that you switch your role using the on-site VIC. If you forget to
log in or out or switch jobs, please record this mistake in the VIC Problem Log located in the break
room. The on-site VIC also allows you to:
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o
o

View your volunteer service

Check and change your schedule

The on-line site (VICnet) is a dedicated area of our website that allows a volunteer to:
o Update your profile (photo, contact information, emergency information, skills, etc. Note that
this is ONLY viewable by the volunteer & volunteer coordinator)
o Print out your volunteer service records
o Update & change personal volunteer schedule
o Find important documents

How to log into the On-line Volunteer Information Center

Once a volunteer has successfully completed our New Volunteer & Staff Orientation and a background
check, they become an active volunteer at Butterfly Pavilion. A volunteers on-line account will be set
up and you will be notified by e-mail that your account is set up and ready to go with detailed
instructions on how to log in. Unfortunately, if you do not have an e-mail address in our files, you
cannot access the on-line VIC.
Log in directions:
1.
2.
3.
4.

Go to our website at www.butterflies.org

Follow the Get Involved link at the top of the page
Click on the Volunteer link
Scroll to the bottom of the page and click on HERE in Active Volunteers click HERE to sign
up.
5. Enter your username (your e-mail) & password (typically the last 4-digits of your phone
number).
6. You are ready to go. Be sure to save any changes to your account before you log out.

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Facility Information

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General Information
General Information line: (303) 469-5441
Website: www.butterflies.org
Address: 6252 West 104th Avenue, Westminster, Colorado 80020
Admissions: Open daily, year-round from 9:00 a.m. - 5:00 p.m.
Closed Thanksgiving and Christmas, late opening on New Years Day
Admission fees:
$11.00/Adult
$9.00/Senior (65 and over) or Westminster Resident
$6.00/Child (2-12)
Groups of 10 or more are eligible for admission discounts by prior reservation
Exhibits: Butterfly Pavilion is situated on and adjacent to 4.8 acres of interpreted open space in
Westminster and is a 30,148 square foot building that includes:
Crawl-a-See-Em (CASE) This newly renovated exhibit highlights the adaptations of arthropods
in desert, rainforest, and grassland ecosystems. Visitors can discover what it feels like to hold a
rose-haired tarantula from Chile or a Madagascar Hissing Cockroach!
Waters Edge (WE) This exhibit is home to a multitude of marine invertebrates from the Atlantic
and Pacific tide pool habitats. Visitors can experience an up-close, hands-on look at these
animals including sea stars, sea hares, hermit crabs, sea cucumbers and other marine
invertebrates.
Wings of the Tropics (WOTT) At any given time the conservatory houses an average of 1,600
individual tropical butterflies, selected from over 1,000 species. Over 100 tropical and subtropical plants provide continuous exotic blooms, providing a nectar source for the colorful freeflying butterflies. The conservatory also features a waterfall with a winding stream that flows
into a pond with tropical water lilies, fish and an occasional turtle. A chrysalis viewing area allows
visitors to witness the magic of the last stages of metamorphosis, as adult butterflies emerge
from their gem-like chrysalides.
Invertebrate World (IW) This exhibit hall showcases the diversity of invertebrates across the
world, and features the Dug-Out; a hands-on experience where guests can interact with worms
and other benign detritivores.
spotlights.
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Invertebrate World also hosts a large number of spineless

Discovery Garden The Discovery Garden is an outdoor seasonal butterfly habitat and nature
trail which gives visitors an opportunity to view native butterflies, and many other animals and
plants.

Daily Programming
Spineless Spotlights we offer many educational programs daily (included with the cost of admission) to
support our mission. Locations & programs vary by day and time as follows:
10:30 am Story Time
11:30 am Program Varies
12:30 pm Butterfly Encounter in Wings of the Tropics
1:30 pm -- Plant-based program, dependent upon weather
2:30 pm Program Varies
3:30 pm Butterfly Encounter in Wings of the Tropics
Programs vary based on expected audience, season and available presenters, and on certain
days may feature animal feedings. A list of the days programming may be found near to the
admissions desk. Current rotating programs include The Science of Superheroes, Rosie Explains It
All, and Invertebrate or Not (An Interactive Gameshow) in Invertebrate World, Garden Safari in
our outdoor gardens, or Rainforest Ramble in Wings of the Tropics.
Butterfly Encounter (12:30 and 3:30 pm)
Discover more about our butterflies and their home at a Butterfly Encounter! Encounters
include the release of live butterflies, and an engaging look at fascinating topics that surround
our butterfly conservatory including more about rainforests, butterfly life cycles and butterfly
farming.
In 2014, we imported 43,250 pupae from rainforests around the world. We invested
over $83,000 in the sustainable business practice of butterfly farming, which provides a
fair trade income to people in the tropics keeping the rain forest intact and contributing
to global conservation efforts.

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Volunteer Station
Locations Map

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(All stations require specific

training, please ask!)
Admin West Office (near main
entrance) -

You can find

Volunteer Coordinators office

here!
Admin East Office- Help with
data entry, filing, and other
office projects
Crawl-A-See-EmRoving
volunteer & Touch Cart
Volunteer
Waters EdgeAmbassador
volunteer between Atlantic and
Pacific touch tanks
Wings of the Tropics
Butterfly Ambassadors &
Butterfly Specialists as roving
volunteers; attend or assist with
the 12:30 & 3:30 pm Butterfly
Encounters
Invertebrate World- Roving
volunteer, help with crafts and
interpreting exhibit
Ballroom- Help with either
Public Events or Private Events
Classrooms A & BWeekday
Youth Education Classes 9:301:30 pm; Weekend Birthday
Parties
Inside Conservatory &
Outside GardensHelp
horticulture staff with plant
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care, seasonal plantings

USDA Regulations

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USDA Regulated Materials - Plant & Animal Material

Butterfly Pavilion is a United States Department of Agriculture (USDA) regulated facility, because of this,
the integrity of the facilitys containment must be maintained. Permit conditions, which are regulated
through USDA, must be followed or our permitted status will be withdrawn. This permit regulates
potential plant pests (e.g., herbivorous insects such as butterflies and walking sticks).
Some of our permit conditions:
We must take all necessary reactions to prevent the escape of regulated organisms. In the event
of an escape, we must notify the USDA.
USDA is allowed to inspect our facility without prior notice.
All regulated organisms must be maintained in escape-proof cages at all times within the facility.
Cages accessible to visitors must be securely locked during public hours.
All waste materials from the shipping, care, and maintenance of regulated organisms must be
frozen at 20OF for 72 hours.
Curatorial department must submit an annual report to the USDA.

Butterfly Pavilions Compliance with USDA Guidelines:

CASE and Rearing Room (Walking Sticks)
Fire exit has an alarm on it
All exhibit cages are locked
All exhibit cages are cleaned in the Rearing Room
Hard ceiling no ceiling tiles
Ventilation is blocked in the Rearing Room
Drainage screens
Vestibule to Rearing Room
The red USDA sign posted on the rearing room doors indicate containment rooms where
volunteers only have access in the company of a curatorial staff member.
Wings of the Tropics (All Imported Butterflies)
*Important to note- a staff member or volunteer must always be present at the exit vestibule to ensure all
butterflies and moths do not leave the Wings of the Tropics
Vestibules for entrance, exit, and Chrysalis Room
Wind curtains at entrance and exit doors
Containment screen above exhibit
Drainage screens
UV light traps
No organic materials (live animals, flowers, etc.) may enter the exhibit without the express
permission of our Vice President of Science and Conservation. If a conflict arises, please notify a
zookeeper or the VP of Science and Conservation immediately.
No organic material (no dead butterflies, fallen flowers, etc.) may leave the exhibit.
The red USDA sign posted on the chrysalis door indicate containment rooms where volunteers
only have access in the company of a curatorial staff member.
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Butterfly Escape Procedure

Should a butterfly escape into the vestibule, or into the main building a code orange should be called over the
radio and the escape needs to be recorded on the clipboard in the Exit vestibule. By calling a code orange,
extra staff will respond to ensure the butterfly is caught and does not escape the building. Recording the escape
is important for maintaining good standing and being USDA compliant.
Waters Edge & Invertebrate World - Of no USDA importance
As a volunteer, we ask you to both follow these rules yourself and help us enforce them for our visitors.
Additionally, it is helpful that everyone keep an eye out for (a) animal escapes, (b) unlocked or unclosed
cages, (c) doors to Rearing Room or Chrysalis Room that are ajar. If you notice any of these, please
contact a zookeeper or any member of the Curatorial staff immediately. If you have questions
concerning policies or procedures, please contact the VP of Science and Conservation.

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Policies

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Safety
The safety of our volunteers, staff and guests is of the utmost importance to Butterfly Pavilion. For your
own protection and the publics safety, you are required to observe all safety rules and precautions as
outlined by your supervisor, as certain procedures may be specific to particular areas of the facility. It is
your responsibility to become acquainted with the precautions that will make your job safe.

First Aid & Emergencies

First Aid Supplies are located in the Staff/Volunteer kitchen, the Admin East kitchen, and the front desk .
If you need first aid, please help yourself to supplies, and inform a staff member of the incident, a report
may need to be completed. You are not expected to administer first aid to visitors, please seek a
staff member to help you. In case of an emergency, dial 9-911 (there is no cost to a visitor or
Butterfly Pavilion unless an ambulance ride is accepted) on any phone in the facility, stay with the
individual and send someone for staff assistance ASAP!

Dress Code
The Butterfly Pavilion is a family-oriented, educational facility. Our audience and mission require that all
the
representatives of the Pavilion conduct themselves in a wholesome and professional manner. To assist
the
ambassadors of the Pavilion in conforming to the standards of attire, appearance and demeanor that is
compulsory, the following dress and hygiene code will be adhered to without exception.

Hygiene and Appearance

At the Pavilion, personal appearance, hygiene, and attire are very important. A professional image must
be
maintained to instill confidence in the minds of our customers. This helps insure our companys success.
Employees appearance will be consistent with what our company considers appropriate business attire.
Employees should take their daily schedules into account when dressing for work. Employees should
also
take into account the dress code of the customers they plan on meeting with during the day and dress
accordingly.

Staff is to exercise reasonable hygiene (i.e. must be clean)

Fingernails should be clean and kept at a reasonable length
Nail polish must be of acceptable color and in good repair (i.e. no cracks or chips)

Shirts & Blouses

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Butterfly Pavilion shirts must be worn in exhibits, and are to be clean and presentable (i.e. no
wrinkles or stains)
A worn out volunteer shirt must be returned to the Volunteer Manager and a new one will be
issued.
No modification of issued uniforms may be made.
Staff not wearing Butterfly Pavilion issued shirts must be dressed professionally.
Mid Sections must not be visible (i.e. stomach, back and sides)
Sleeveless shirts may not have spaghetti straps.
No tube top shirts.
All clothing must always be in good repair.

Pants & Shorts

Pants must not be worn below the hips.

If shirts are tucked in, a belt must be worn.
Shorts must not be longer than the knee or sorter than mid-thigh when standing.

Skirts & Dresses

Skirts and dresses should be no shorter than 2 inches above the knees when standing, and
should not be excessively lose or tight.

Undergarments

When appropriate, the necessary undergarments are to be worn as to not present a provocative
appearance.

Footwear

Footwear must be appropriate to the task with safety being of top priority.
Close-toed shoes must be worn in the exhibits at all times.
Rubber shower sandals (i.e. flip flops) are not permitted at any time.

Jewelry & Tattoos

Jewelry requiring body piercing is prohibited, except for simple earrings. Only subtle and discreet
facial jewelry or tattoos may be acceptable, with the final determination made by the manager.

Hair

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Hair, sideburns, moustaches, and beards should be completely combed and neatly trimmed.
Eccentric styles of facial hair are not permitted.
Facial and body hair should be kept neat and tidy.

Perfume & Cologne

Perfume, cologne, and after-shave should be used sparingly so as not to offend visitors and
other Butterfly Pavilion personnel.

Make-up

Make-up should be tasteful.

Nametags

Nametags must be worn at all times while engaging with visitors.

Camouflage clothing is not permitted at any time.

If a member of Butterfly Pavilion personnel is improperly groomed or dressed, their supervisor may
send them home to change clothes, or take corrective action.

Cell Phone Policy

Please refrain from using your cell phone while actively volunteering for anything but a timepiece or,
sparingly, as a reference tool. If you need to use your phone to make a call, text or for any other
personal use, please make sure you are not doing so in an exhibit or on the floor, but rather in the
volunteer break room or outdoors.

Canceling Scheduled Volunteer Time

If you have signed up to volunteer and need to cancel, please contact your direct supervisor or the
Volunteer Manager as soon as possible AND use the on-line VIC to remove yourself from the schedule.
We want to maintain a reliable schedule that is accurate and up to date so we do not have voids, or too
many volunteers here at one time. This schedule is sent daily (by 5 PM) to the Education Team so that
they can make a schedule to staff the exhibits appropriately the day prior. Please remember that
Butterfly Pavilion is counting on you to be here!

Harassment
Butterfly Pavilion will not tolerate the harassment of others on the basis of their age, race, sex, color,
religion, national origin, disability, sexual orientation or any other status protected by state or local law.
Unlawful harassment includes verbal or physical conduct, which has the purpose or effect of
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substantially interfering with an individuals work performance or creating an intimidating, hostile or

offensive environment. This policy applies to all volunteers and staff.
A volunteer who feels harassed should take the complaint to the Volunteer Manager or their direct
supervisor. Complaints will receive prompt attention and appropriate action will be taken. Butterfly
Pavilion prohibits retaliation against any volunteer for filing a complaint under this policy or for
assisting in a complaint investigation. If you believe there has been a violation of our EEO or retaliation
standard, please follow the complaint procedure below.

Sexual Harassment
Butterfly Pavilion strongly opposes sexual harassment and inappropriate sexual conduct. Sexual
harassment is defined as unwelcome sexual advances, requests for sexual favors, and other verbal or
physical conduct of a sexual nature, when such conduct has the purpose or effect of substantially
interfering with an individuals work performance or creating an intimidating, hostile or offensive
environment.
All volunteers are expected to conduct themselves in a professional and businesslike manner at all
times. Inappropriate sexual conduct that could lead to a claim of sexual harassment is expressly
prohibited by this policy. Such conduct includes, but is not limited to, sexually implicit or explicit
communications whether in:

Written form, such as cartoons, posters, calendars, notes, letters, E-mail;

Verbal form, such as comments, jokes, foul or obscene language of a sexual nature, gossiping or
questions about anothers sex life, or repeated unwanted requests for dates;
Physical gestures and other nonverbal behavior, such as unwelcome touching, grabbing, fondling,
kissing, massaging, and brushing up against anothers body.

Equal Employment Opportunity & Harassment Complaint

Procedure
If you believe there has been a violation of the EEO policy or harassment based on the protected classes
outlined above, including sexual harassment, please use the following complaint procedure. Butterfly
Pavilion expects volunteers to make a timely complaint to enable Butterfly Pavilion to promptly
investigate and correct any behavior that may be in violation of this policy.
Report the incident to the President/CEO or Human Resources, who will investigate the matter and take
appropriate corrective action. Your complaint will be kept as confidential as practicable. If you feel you
cannot go to either of these individuals with your complaint, you should report the incident to your
Department Head.
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If Butterfly Pavilion determines that a volunteers behavior is in violation of this policy, appropriate
disciplinary action will be taken against the offending person, up to and including termination.
Butterfly Pavilion prohibits retaliation against a volunteer for filing a complaint under this policy or for
assisting in a complaint investigation. If you perceive retaliation for making a complaint or your
participation in the investigation, please follow the complaint procedure outlined above. The situation
will be promptly investigated.

Smoking
It is our objective to provide a smoke-free environment inside Butterfly Pavilion. Volunteers may smoke
outside in the designated smoking areas that are located 1) to the left of the buildings entrance along
the north side of the building or 2) beyond the picnic tables in the nook between the dumpster and
storage unit.

Alcohol and Drugs

Alert and rational behavior is required for the safe and adequate performance of duties. Therefore,
volunteering after the apparent use of alcohol, a controlled substance or abuse of any other substance
is prohibited. Furthermore, the possession, purchase, or consumption (use) or sale of a controlled
substance or alcohol on Butterfly Pavilion premises or while conducting Butterfly Pavilion business is
prohibited, except as noted below.
Standards of Conduct
The consumption of alcohol on Butterfly Pavilion property is to be controlled as follows:

Alcohol served at Butterfly Pavilion-sponsored meals (lunch, dinner) on Butterfly Pavilion

premises is restricted to wine or beer.
Alcohol served at Butterfly Pavilion-sponsored receptions and parties on Butterfly Pavilion
premises will only be served after working hours and to persons of legal drinking age.
Alcohol should only be taken in moderation, and any unprofessional behavior arising from
alcohol abuse will be subject to disciplinary action.

Anti-Violence
Our goal is to strive to maintain a work environment free from intimidation, threats, or violent acts. This
includes, but is not limited to, intimidating, threatening or hostile behaviors, physical abuse, vandalism,
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arson, sabotage, use of weapons, carrying weapons onto Butterfly Pavilion property, or any other act
which, in managements opinion, is inappropriate to the workplace. In addition, bizarre or offensive
comments regarding violent events and/or behavior are not tolerated. Employees should immediately
report to management any behavior that may constitute a violation of this guideline. Employees should
directly contact proper law enforcement authorities if they believe there is a serious threat to the safety
and health of themselves or others.

Confidential Information
As a volunteer of Butterfly Pavilion, you will have access to confidential information. This refers to any
information that is not generally known to or accessible by the public. It would include, but is not
limited to,
1) Proprietary information developed by Butterfly Pavilion that is an underpinning to its work
methodology and
2) Issues or information noted as confidential.
Disclosure of confidential information might seriously damage Butterfly Pavilions competitive position
and therefore such action will not be tolerated. This non-disclosure applies during and after your
volunteer time at Butterfly Pavilion. Management must authorize any copying, reproducing or
distributing of confidential information in any manner. Confidential information remains the property
of the employer and must be returned to Butterfly Pavilion on demand. Volunteers are requested to
honor the privacy of their fellow volunteers and Butterfly Pavilion staff. This policy is intended to
protect your privacy as well.

News Media Policy

The purpose of this policy is to provide Pavilion staff and volunteers with specific guidelines regarding
the news media in order to maximize a positive image of the institution. The news media are defined as
organizations that reach the general public directly through the use of communication. News media
organizations may include newspapers, trade and popular-audience magazines, radio and television
stations, and news wire services.
Only public relations staff may directly contact the news media regarding Butterfly Pavilion business
and operations. There are no exceptions to this rule. Butterfly Pavilion staff and volunteers must
transfer incoming media calls or contacts to public relations staff immediately.
There are five official staff spokespersons for Butterfly Pavilion:

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Patrick Tennyson, CEO & President

Jessy Clark, SVP of Operations
Matt Rivera, VP of Finance

 Mary Ann Hamilton, VP of Research & Conservation

Polly Andrews, VP of Programs & Interpretation
This policy applies to staff, volunteers, and members of associated groups.

Photographic Release
The volunteer grants and releases to Butterfly Pavilion, its assignees and licensees all rights to use,
reproduce, publish and copyright any photograph in which the volunteer appears as a Butterfly Pavilion
volunteer unless otherwise specified.
At the time the photograph is taken, the volunteer reserves the right to accept use of the photograph.
These photographs may be used for Butterfly Pavilion purposes only and cannot be distributed to other
entities for sale or gain.
You will be asked if you would like to sign a photograph and video release agreement form.

Solicitation
Volunteers shall not solicit others on Butterfly Pavilion property for any purpose.

Performance
All volunteers should act in a professional manner at all times. A volunteer should seek and accept
constructive feedback on his/her performance. Any concerns pertaining to the administration of the
volunteer program should be brought to the attention of the Volunteer Manager.
Please remember that your communication and opinions voiced while volunteering are viewed by the
public as the philosophy and policy of Butterfly Pavilion. Personal opinions must be presented as such.
If a volunteer does not know the answer to a visitors question, he/she should do his/her best to find
the correct answer. A volunteer should always try to phrase things in a positive way.

Termination
Volunteers should be prepared to accept as conditions of their relationship with Butterfly Pavilion any
restrictions necessary to maintain public confidence in Butterfly Pavilion. Should the performance or
behavior of a volunteer in any fashion be deemed unacceptable, it is the prerogative of Butterfly
Pavilion to ask that individual to relinquish his/her volunteer status.

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Ethics
Although Butterfly Pavilion volunteers do not receive monetary compensation for their efforts, they are
expected to adhere to the standards that apply to all Butterfly Pavilion paid staff.
Volunteers must hold matters of program function and administration confidential. Volunteers who
have access to Butterfly Pavilion staff activities, research, collections, and associated privileged
information must respect the confidentiality of their positions, as well as the significance and integrity
of the collections.

Volunteer Records
Butterfly Pavilions Volunteer Program Manager will maintain up-to-date files on all volunteers in order
to have sufficient data regarding emergency notification, home address, phone numbers and the like.
Butterfly Pavilion will treat the information in the volunteer records with confidentiality. It is the
responsibility of a volunteer to make timely changes to his/her record reflecting: home address,
telephone and/or cell phone number, e-mail address, emergency contact information and medical
needs. This can be done by contacting the Volunteer Manager or recording the information at our
website in the on-line volunteer information center (VICnet); see the volunteer section for more details.

It is important to keep accurate records so that the magnitude of the volunteer

contribution can be documented. Butterfly Pavilion tracks the donated volunteer hours and uses
this documentation for grant purposes and also in the annual report.
Volunteers are expected to keep track of their volunteer time. All hours worked for Butterfly Pavilion
on-site will be recorded when a volunteer logs in/out of the on-site VIC in the break room. If you work
hours off-site, please call the Volunteer Program Manager to submit a timesheet or you can submit
your hours on-line through our VICnet system. Travel time should not be included in recording
volunteer hours, unless the travel time exceeds 1 hour round trip. Please record this separately in the
logbook by the computer in the break room.

Closure Policy
If Butterfly Pavilion is closed due to weather, the Volunteer Manager will contact you by phone and/or
email to notify you as soon as possible. You may also check our website (it will be posted there ASAP),
watch for a notification on Channel 9 or call Butterfly Pavilion on the main line (303-469-5441) and
listen to the recorded message (selecting option 8 will take you to a designated line for snow
delay/closures for staff and volunteers.)
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Volunteer/Staff Entrance
All staff and volunteers may enter and exit the building through either the front doors or the East
administrative office. The front door is open by 9:00 a.m. and is locked after last admission at 4:15 p.m.
daily. The administration entrance is open 9:00 a.m. to 5:00 p.m. on weekdays only. If you need to enter
when doors are locked, please speak to your supervisor to arrange. We ask that you sign in and out
and record your hours on the computer located in the staff/volunteer kitchen or on the computer in
Admin East each time you volunteer.

Lost and Found

The front desk area is the central lost-and-found location for Butterfly Pavilion. You can turn in any
items found to the front desk.

Lost Children
In the event a child becomes separated from his/her family or group, the front desk should be notified
immediately. Use common sense and establish a calm attitude. Get as much information as possible.
Stay with the individual. The front desk will direct you on further action and can make an
announcement on the intercom paging system.

NO Food or Drink in the Conservatory

Inform any individual with food or drink in the conservatory that eating and drinking is expressly not
allowed in the Wings of the Tropics Exhibit, and that we prefer that visitors eat in the approved dining
area in the hallway outside the Bug Bites Caf. Alternately, receipts are valid for readmission all day if
visitors wish to exit Butterfly Pavilion to eat outside or offsite and then return.

Parking
Volunteers are of incredible value to Butterfly Pavilion and we realize your contributions. However, our
parking lot is rather small and limited during our busy times, and it will help our guests if volunteers

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who can do so park in the overflow area. We ask you, if you are able, to park across the street at
Caribou coffee/AMC Theater during our most busy times.
During large events, it will be necessary for all staff and volunteers to park across the street at Caribou
or the AMC Theater.

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Guest Care &

Hospitality

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Guest Care Non-Negotiables

At Butterfly Pavilion, we all work together to make sure that our mission is accomplished, and that
our guests are leaving with a positive memory of their visit. You are a critical part of this process
because we each represent the Butterfly Pavilion to our visitors, our community, and to each other.
Below is our list of non-negotiables, which all staff and volunteers adhere to in order to provide
visitors with the best experience possible.
Always Provide a Genuine Greeting

If the Guest is within a 5 foot radius of you and/or your station, on-site or off-site, be sure to
greet them (e.g. Hello! How are you today?) If the Guest is further than 5 feet away do your
best to smile and make eye contact with them to encourage interaction.

Whenever possible, use the Guests name i.e. if you see their name on their membership card,
credit card, name tag, or any other name identifier (e.g. Hi, Ms. Brown! Enjoy your journey
today!)

Complete the Experience

Always thank the Guest for visiting and/or ask them if theres anything else we can do to make
their visit special this should be done in all areas/departments the Guest should be thanked
from the start to the finish of their journey. Complete the experience off-site as well. Thank your
hosts, visitors to your booth, etc.

Be a Resource

Check in with the Guests. Ask them if you can answer any questions. Be sure to follow-up on
questions i.e. if you do not know the answer, do your best to find the answer. When on-site,
this means finding another Team Member to help and/or walking the Guest to another
department/area where an answer may be found.

Give your Time

Make time for the Guests even in the midst of projects and conversations. If you are having a
conversation with a fellow Team Member on the floor, make sure that it does not take
precedence over providing Guest care. Take the time to stop your conversation with the Team
Member to greet the Guest.

Do not talk or text on your cell phone on the floor. Cell phone conversations should take place
behind closed doors. This goes for all off-site programming and/or fairs as well.

Make sure to spend time on the floor i.e. admin/back of the house team members should
make a point each and every day to engage a Guest or two.

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Hold doors open for Guests whenever possible.

Say, Yes!

Seek solutions and answers that put the needs of the Guest first. Do your best to say Yes
and/or find meaningful solutions to questions and requests.

Be empathetic vs. apologetic i.e. do not just apologize to the Guest if they have had an
unpleasant experience, find a solution for the Guest. Express your understanding and empathy
then do your best to ensure the Guests needs are met and that they have a positive experience
moving forward. Be a problem-solver instead of an apologizer.

Keep it Clean

Always be professional in front of Guests no swearing, inappropriate jokes, negative

comments, etc. If youre having a tough day and need a few minutes to vent, do it behind closed
doors never in front of Guests.

Adhere to the dress code.

Keep spaces clean this means picking up trash when you see it and cleaning up messes on the
spot as well as keeping your personal work space nice and tidy.

Keep doors closed ensure that office doors, classroom doors, janitorial doors, etc. are always
closed during hours of operation.

Watch signage maintain our sign standards. Ensure that signs are always up-to-date, clean and
intact.

One Pavilion, One Team

Be a resource for your fellow Team Members across departments and areas of the building.
Working together as one team will help to ensure were providing the best Guest experience
possible.

Be aware of your body language!

1. Physical Contact (less is best - avoid all physical contact with children, due to the extreme
sensitivity of some visitors to any physical interaction between their children and strangers
only exception is when it is necessary to rescue a child from imminent physical danger or if the
contact is incidental to the task at hand (e.g., sharing Rosie)
2. Proximity (stay an arms length apart)
3. Eye contact (acknowledges that you are paying attention)
4. Silence (can be uncomfortable, an assuring, uh huh, is nice)
5. Gestures (stay open, dont cross your arms, put hands in pocket, make fists, etc.)
6. Posture (stand up straight)
7. Facial Expressions (your face communicates the most, smile!)
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8. Smell (no strong scents, even cigarette smoke can be offensive)

9. Overall appearance (cleanliness and neatness communicate competence)

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Volunteers Making an
Impact at

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Mission in Action- 2015

In 2014 Butterfly Pavilion became the first standalone invertebrate zoo to become AZA accredited!

In the 20 years Butterfly Pavilion has been in existence we have provided nearly 5.5 million visitors
with hands-on educational experiences.

More than 1.5 million people have held Rosie, our ambassador spider, making her one of the most
popular spiders since Charlotte and helping to dispel the myth that all spiders are aggressive and
harmful.

More than half a million school children have visited Butterfly Pavilion for field trips, providing the
students with hands-on science exploration.

Our Discovery Garden is home to more than 300 different plant species and our Wings of the
Tropics exhibit is home to 200 different plant species. Our gardens include approximately 30
different edible species, including some less-common plants like vanilla, chocolate, guava and
coffee.

Since 2002, Butterfly Pavilion has planted butterfly habitat gardens at 43 senior centers across the
Front Range, providing nearly 3,000 seniors with outdoor opportunities and creating more places
for butterflies to call home.

Butterfly Pavilion delivered Growing Scientist program for its 11th year serving 1,500 low income
students and families, 61 teachers, and 7 schools

2015 By the Numbers

We served 46,913 school children through onsite class visits and outreach programs, helping
children learn important concepts like ecosystems and food chains.
We imported pupae investing over $80,000 in the sustainable business practice of butterfly farming,
which provides a fair trade income to people in the tropics keeping the rainforest intact and
contributing to global conservation efforts. In 2014 we flew in 29,672 butterflies and moths and 170
different tropical species.

30,953 butterflies and moths flew for the very first time in Wings of the Tropics allowing our visitors
to appreciate the beauty that these animals have to offer.

We featured 31 different tarantula species in our collection, including one that is on the critically
endangered list and 13 that are protected.

We had 4 successful tarantula breedings, resulting in a total of 1,670 spiderlings (470 Curly
Hairs, Brachypelma albopilosum; 347 Salmon Pink Birdeater, Lasiadora parahybana; 982
Brazilian Fire Red Birdeater, Lasiadora difficilis; and 48 Green Bottle Blue, Chromatopelma
cyaneopubescens). Through captive breeding we can reduce the number of spiders that are
removed from their natural habitats.

Our Curatorial team made more than 1,000 animal identifications, helping educate the community
about the invertebrates in our area

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Colorado Butterfly Monitoring Network increased from 7 sites in 2013 to 47 sites in 2014, a 571%
increase. This work will help understand butterfly trends and support educated land management
practices.

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Installed Plains to Peak native Colorado garden -A previously undeveloped part of Butterfly Pavilion
landscape became a terraced native plant garden, showcasing the states diverse and beautiful flora.
$21,846 was awarded in field trip and class scholarships, helping 10,208 students. We led teacher
enrichment classes providing 215 professional educators with Colorado State Model Content
Standards for the Life Sciences (K-12).
Our volunteers more than 20,000 hours of community service, which is the equivalent of 10 full-time
employees!
We led 15 teacher enrichment classes providing 238 professional educators with Colorado State
Model Content Standards for the Life Sciences (K-12).
367 Children enjoyed Butterfly Pavilion camps about bugs, plants, marine life and more.
We served 1,758 adults through programs that appeal to the lifelong learner in all of us.
We had over 46,357 attendees at our free, classroom-based Spineless Spotlight programs
providing every visitor with the opportunity to interact with leaders in environmental education
Became a SOLE (Students in Outdoor Learning Environments) partner with the Colorado Division of
Parks and Wildlife. Served several hundred students and their families with outdoor education
programs.
Developed a new 9-week afterschool program for Centennial elementary: Three 9-week sessions
for K-2, 3-6 grade students
We saw nearly 12,000 attendees at our five major public events (Bugs We Love, Bloomapalooza,
Insectival, Bug-A-Boo and Living Lights). These special events appeal to visitors across a broad
spectrum of age groups and demographics while carrying a strong conservation message.

Document of Volunteer Understanding

Butterfly Pavilion is a non-profit organization which gratefully depends on the support of its volunteers.
The following is a written contract stating the follow volunteer has read, understood, and agrees to
follow the policies listed in this handbook.
I, _____________________, have read and reviewed the Volunteer Orientation Guide on my own
along and in addition I have received a summary from Butterfly Pavilions Coordinator. I
understand and agree to abide by Butterfly Pavilions policies outlined in the guide. As well, I
agree to comply with the following:
1. Please be on time. This is crucial because there are people in the organization that are counting
on you. Please arrive 5-10 minutes early to your shift in order to allow yourself time to check in
and report to your station.
2. Comply with the specifically outlined Volunteer Policies and Procedures. As a volunteer you
understand that if you do not follow the policies stated in the handbook, disciplinary action will
follow.
3. Sign in upon arrival and departure.
4. Attend required meetings as needed. Meetings will be related to your volunteer position.
5. Take the appropriate measures if you are absent.
6. Strive to always keep Butterfly Pavilions education and conservation mission in mind.
7. Maintain USDA facility containment guidelines.
8. Take every measure to follow Butterfly Pavilions Guest care non-negotiables
9. Grant release to Butterfly Pavilion for photographic purposes.
10. Enjoy yourself. You are making a positive impact.
Butterfly Pavilion agrees to:
1. Provide you with numerous volunteer benefits including training, ongoing supervision, learning
opportunities, support, recognition and evaluation.
2. Offer diverse volunteer opportunities.
3. Treat you respectfully and fairly.

__________________________
Volunteers Signature

_______________
Date

__________________________
Volunteers Printed Name

__________________________
_______________
Volunteer Program Managers Signature
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Date

Release and Liability Waiver/Statement

For Participation as a Volunteer at Butterfly Pavilion

I understand that there are certain risks involved with participating as a volunteer at Butterfly
Pavilion. I hereby release, discharge and agree to hold harmless Butterfly Pavilion and its officers,
agents, volunteers, assistants, and employees, from any and every claim, demand or action of any
kind arising due to bodily injury, illness, death and/or personal property damage resulting from any
incident which may occur to me as a result of participating as a volunteer in Butterfly Pavilion
activities. This release, liability waiver and hold harmless statement does not apply if such injury,
death or damage is caused by the willful or reckless actions or gross negligence of Butterfly
Pavilion or its officers, agents, volunteers, assistants or employees.

Signature

Printed name of party signing

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Date