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Appomattox Court House NHP- Volunteers-in-Parks Handbook
Background
National Park Service Reference Manual 7 (RM-7), Chapter 1 requires that parks and programs create local policy guidance on certain volunteer management topics.
INTRODUCTION
This document serves as overall guidance for managing volunteers at Appomattox Court House National Historical Park, outlining local standards, particularly where service wide guidance (RM-7) indicates there are requirements for local policy and local discretion.This document interprets Director’s Order 7 (DO-7) and Reference Manual 7 (RM-7) for the local needs of Appomattox Court House National Historical Park.
PARK SIGNIFICANCE
Appomattox Court House National Historical Park commemorates the victory of Lt. General Ulysses S. Grant on April 9, 1865, forcing the surrender General Robert E. Lee’s Army of Northern Virginia, effectively marking the end of the American Civil War. The park preserves the historic village of Appomattox Court House to commemorate the surrender and individuals surrounding this event including emancipation in this area.
Appomattox Court House National Historical Park, hosts approximately 500 volunteers, contributing to approximately 8,000 hours annually. The park hosts both recurrent and short-term volunteers and hosts 5 to 8 volunteer training, recognition and special volunteer events throughout the year.
APPROVAL
Prepared By: Alyssa Holland/Brian Miller Effective Date: December 1, 2025 Target Audience: Park Volunteers Approved by: James Bailey, Superintendent, 11/24/25
I want to take a moment to express my deepest appreciation for the dedicated volunteers who give their time, energy, and passion to preserving and sharing the rich history of Appomattox Court House. Volunteers are the heart of our mission; they greet visitors, share stories of the past, care for historic resources, and create meaningful connections that bring history to life. The impact of their service cannot be overstated; they help ensure that the legacy of Appomattox is passed on with accuracy, reverence, and humanity.
I speak from personal experience when I say that volunteering at a national park can change your life. I began my own journey in the National Park Service as a volunteer, and it was through that experience that I discovered not only a deep love for history and public service, but also the powerful role that individuals can play in protecting our nation's heritage. Whether you're a student, a retiree, or someone looking to make a difference, I encourage you to consider joining our volunteer team. Together, we can continue to honor the story of Appomattox and inspire generations to come.
Sincerely,
Jim Bailey
Superintendent, Appomattox Court House National Historical Park
Staff Roles, Responsibilities, and Communications:
Superintendent
The Superintendent has ultimate responsibility for the VIP program. Per DO-7, the Superintendent performs the following duties:
Designates a volunteer manager, who will be responsible for administering the VIP program at the park level.
Ensures adequate training and supervision has been provided for all volunteers and volunteer managers.
Approves local policy for the volunteer program, including guidelines for volunteer reimbursement and housing, whether persons convicted of crimes may serve, and whether volunteers may operate government vehicles.
Volunteer Manager
The volunteer manager develops and operates a volunteer program matching the conditions and needs of the park or program. Volunteer managers perform the following duties:
Assist staff by assessing needs and identifying work that can be accomplished by volunteers.
Advise staff on the proper engagement of volunteers.
Provide guidance, training, and technical assistance to staff members who supervise and work with volunteers to ensure compliance with volunteer program policies.
Work with division chiefs to recruit for specific volunteer positions. Posts positions on Volunteer.gov, and park social media accounts.
Coordinate volunteer orientation and training, volunteer recognition, and overall program evaluation.
Establish volunteer records management plan and ensure files contain all pertinent information, such as local policy, needs assessment information, service descriptions, safety documentation, recruiting information and strategies, and required training materials.
Ensure that electronic and paper records containing PII data are secured and managed in accordance with requirements in NPS approved systems.
Account for the safety and wellness of volunteers and those working with volunteers through the use of NPS best practices.
Develop relationships with partners and communities to support volunteer engagement.
Handle internal and external correspondence related to the volunteer program, including supporting park website content related to volunteers.
Develop and submit program funding requests and program reports to the Regional VIP Manager.
Monitor and record the use of park or program volunteer funds.
Maintain volunteer uniform cache.
Keep staff informed of trends and procedures related to the use of volunteers.
Follow all monthly and annual volunteer reporting standards.
Coordinate reimbursements to volunteers.
Craft monthly volunteer newsletters and coordinate quarterly VIP meetings.
Volunteer Supervisors
Division Chiefs and volunteer supervisors must have a clear understanding of their roles and responsibilities when supervising the volunteers entrusted to them and must be qualified to supervise the activities volunteers will be completing. Volunteer supervisors perform the following tasks:
Write position descriptions in consultation with the volunteer manager.
Interview potential volunteers and coordinate with the volunteer manager to ensure a background check is completed.
Introduce volunteers to staff members with whom they interact.
Share relevant policies and procedures, set the volunteer’s schedule, and ensure compliance of uniform standards
Provide ongoing training, on-the-job coaching, informal appreciation, materials, and information to support volunteers’ efforts.
Collaborate with the volunteer manager to obtain uniform pieces for the volunteer.
Report individual and overall volunteer hours and the outcome of volunteer work to the volunteer manager.
Work with the housing manager to arrange housing as needed. The division must cover the cost of rent for the Moon House.
Lead disciplinary matters as needed. If issues persist, obtains assistance from the volunteer manager.
Although volunteer managers are responsible for the overall coordination of volunteer programs, they are not the only people who may directly supervise volunteers. Staff members who are directly responsible for the volunteers’ work supervise those volunteers.Volunteer positions and their supervisors:
Curatorial Volunteer- Curator
Education and Visitor Services Volunteer- Chief of Education and Visitor Services
Living History and Black Powder Volunteer - Chief of Education and Visitor Services
Natural Resource Management Volunteer - Chief of Resources
Research Volunteer - Historian
Special Events Volunteer- Chief of Education and Visitor Services or Facility Manager
Trails Volunteer- Chief of Resources
The Volunteer Manager is responsible for planning most volunteer events in coordination with the division chiefs who may provide material and/or staffing assistance. A division chief may set up a volunteer project event but must coordinate with the volunteer manager.
Volunteer program files are maintained by the volunteer manager and contain all pertinent information, such as local policy, needs assessment information, position descriptions, recruiting information and strategies, and required training materials.Separate volunteer files should be maintained and stored for each volunteer or volunteer group in the volunteer program. The files should contain the originals or copies of all forms associated with the volunteers, including:
OF301a, service description, and risk analysis
OF301b (groups), service description, and risk analysis
Form 10-67 (Claim for Reimbursement for Volunteer Expenses) if the VIP claimed reimbursement for out-of-pocket expenses; and
Other pertinent documents, such as:
Background investigation,
Training documentation,
Certification and licensing documentation,
Time logs,
Evaluations,
Any other documents, as required.
The NPS Records Schedule, Partnerships, Item 7 (N1-79-08-6) states that volunteer records are temporary and should be destroyed three years after the volunteer service agreement has been terminated.
The Superintendent has ultimate responsibility for the VIP program and designates a volunteer manager, who will be responsible for administering the VIP program at the park level. The volunteer manager is responsible daily program management including managing the volunteer budget, documents, and tracking hours.
Volunteers at Appomattox Court House NHP will be recruited and accepted from the public without regard to race, creed, religion, age, sex or national origin. Applicants must be able to physically perform the work they volunteer to do.
Individuals convicted of minor crimes who are currently participating in a court ordered community service program can serve as a volunteer at the discretion of the volunteer manager, division chief or superintendent. Individuals convicted of any violent crime, felony, crime against people or crime involving the use of a weapon, will not be accepted into the program.
All volunteers under the age of 18 years must have a parent or guardian sign an Interagency Volunteer Agreement Form (OF 301A) or the Girl Scout/Scout leader must sign the form for the troop in the Visitor Center (OF 301B). Volunteers under 18 years of age may not use a power tool or perform any hazardous work that may endanger their safety. Volunteers under 14 years must be accompanied by an adult/parent/guardian while volunteering.
Accredited Volunteer Internships
Volunteers who are students may have the opportunity to receive academic credit from their academic institution for their work with the NPS. Any agreement should outline the internship requirements and expectations for both NPS and the institution of higher learning. Accredited VIP internships can provide high-quality, meaningful educational experiences and interpretive services in national parks and are encouraged.
NPS Employees as Volunteers
The NPS does not allow an NPS employee to serve as a volunteer in a manner that takes advantage of an employee’s willingness to perform their paid work without pay. Generally, an NPS employee can serve as a volunteer if the duties they perform as a volunteer are not the same types of duties for which they are paid.The NPS prohibits allowing seasonal employees to volunteer in roles similar to their paid work (including collateral duties) once a seasonal position is terminated.
Family Members of NPS Employees
Relatives of NPS employees may serve as volunteers. However, the volunteer position may not be supervised by an immediate family member, or the direct report of an immediate family member.
The volunteer manager assists the division chiefs or volunteer supervisors with recruitment for specific volunteer positions. Positions are posted on Volunteer.gov, and park social media accounts. The volunteer manager may also recruit volunteers via in person events such as internship fairs and volunteer events.
Onboarding
All volunteers are required to review and sign an OF301a form and service description annually. The OF301a must be signed by both the volunteer or volunteer group leader and the volunteer supervisor or volunteer manager. Volunteer agreements must be retained in a park file for at least three years from the last date on which the volunteer worked. Background checks may be initiated prior to onboarding.
Orientation
Each volunteer will receive appropriate orientation and job training, to be defined and coordinated by the volunteer program manager and volunteer supervisor. Volunteers should be provided with all the tools necessary to perform the job duties outlined in the service description, including EEO and anti-harassment policy training, park-specific or program-specific safety rules and procedures, and any personal protective equipment and training required by the NPS and Occupational Safety and Health Administration (OSHA) regulations.
The volunteer supervisor will ensure every volunteer receives job-specific training as needed and is responsible for monitoring that those volunteers are operating within established protocols. Volunteers assigned to operate machinery or equipment where training standards or certification exists (such as chainsaws and specialized equipment) must provide proof of training or certification and demonstrate proficiency to the supervisor responsible prior to operating any machinery or equipment.
The public must easily recognize volunteers by means of a visible distinction between paid employees and volunteers. Volunteers must not wear, or attempt to duplicate, any part of the official NPS uniform.Volunteers are expected to be nicely dressed, well-groomed and always maintain a professional appearance. Most volunteers are issued and expected to wear a volunteer nametag, shirt, and hat so visitors can clearly recognize them as a National Park Service volunteer. The Volunteer Manager or Division Chiefs are responsible for obtaining and distributing uniforms.
Wear Standards:
Service Uniform: standard uniform for volunteers in public contact positions, and for other non-maintenance positions. This is most often worn by administration, curatorial, education and visitor services, and research volunteers.
Volunteers will wear park-issued button up short sleeve shirts during warmer months. During colder months, those volunteers wear the long sleeve button up shirts.
The volunteer will provide their own tan or khaki dress pants.
Park-issued volunteer hats must be worn while outdoors.
The following items are not considered appropriate apparel: blue jeans, tank tops and/or shorts.
Field Uniform: The field uniform is worn by volunteers engaged in daily or planned work projects in the field, when warranted by environmental and working conditions, and when the potential for public contact is low. This is most often worn by maintenance and national resources volunteers.
Volunteers will wear park-issued t-shirts during warmer months. During colder months, those volunteers wear long sleeve button up shirts.
The volunteers will provide their work pants (hiking pants, jeans or anything appropriate for working in the outdoors).
Park-issued volunteer hats must be worn outdoors.
All volunteers may wear park-issued wind breakers and jackets. In special cases personal clothing guidelines are as follows: casual or dress shirt or blouses; casual or dress pants, shirt or shoes.
The Volunteer Manager is responsible for maintaining the volunteer uniform cache. Division chiefs will work with the volunteer manager to get the uniforms for their volunteers. If the volunteer coordinator is not available, the division chief may issue the volunteer uniform (shirts, a hat and jacket). Uniforms are located on the second floor of the Clover Hill Tavern.Each volunteer will receive the number of shirts depending on how often they are volunteering.
Recommended amounts:
Service uniform: 2 summer shirts, 2 winter shirts, 1 ball cap or brim hat, 1 fleece jacket, and 1 all-purpose jacket.
Field uniform: 1-2 shirts, 1-2 long-sleeved shirts, 1 brim hat, 1 fleece jacket, and 1 all-purpose jacket.
Upon separation, volunteers may keep their issued hats but must return all other items. Uniform items that can no longer be used much have their patch removed before disposal.
Volunteer Ethics
While volunteers-in-parks (VIPs) are not beholden to the same requirements of government employees, are still representatives of the National Park Service (NPS) They are, therefore, specifically prohibited from the following activities while acting in an official capacity providing volunteer service or wearing a volunteer uniform (not including meal breaks out of public view, in some cases):
Consuming alcoholic beverages, gambling in any form, or sleeping
Smoking or carrying cigars, pipes, cigarettes, or E-cigarettes in their mouths or chewing tobacco while in the public view (see Director’s Order #50D: Smoking Policy and Policy Memorandum 15-03: Use of Electronic Nicotine Delivery Systems)
Engaging in partisan political activity (even though the Hatch Act does not apply to volunteers)
Promoting any private business or religious faith or doctrine
Engaging in any activity prohibited by law or NPS regulations
Soliciting funds and fundraising (follow the same standards as for NPS staff as found in Reference Manual 21, Chapter 3)
Volunteers in any position should not take tips from visitors.
Volunteers must comply with all standards of professional conduct that apply to the work the volunteer performs under a volunteer service agreement. Federal employees who volunteer remain subject to federal standards of ethical conduct, such as the Hatch Act and conflict of interest.
An NPS volunteer may not engage in any political activity while in a federal office or workplace or while operating or riding in a government vehicle. The same constraints are true any time a volunteer is in their uniform or anything with the VIP patch visible on it. They may NOT wear a partisan political button while on duty. While a volunteer may run for any office in which they have an interest, they may not solicit support for candidates or discuss pending elections, their political views, or generally garner attention to an election while on duty or uniform.
The NPS should provide the government-owned equipment required to successfully complete the duties of a volunteer position. However, if a volunteer uses their personal property or equipment for official purposes, and that property is lost, damaged, or destroyed in the process, the NPS is not liable for the cost of that property, and the volunteer may not be reimbursed for the loss. In limited cases, the volunteer may be reimbursed for the loss if it meets the requirements in the Limited Liability section below.
Government property should never be used for personal use (non-authorized use) by the volunteer. When government property is assigned to a single volunteer, a DI-105 is signed, with a copy retained by the volunteer supervisor in the volunteer’s Volunteer Personnel Folder.
Vehicles
Following Director’s Order 44: Personal Property Management (DO-44), volunteers may operate government-owned and government-leased vehicles for official purposes. If the use of a government vehicle (including UTVs) is required for a volunteer, it must be indicated in the volunteer description, and the volunteer must: Possess a valid state driver’s license or international driver’s document for the class of vehicle being operated.
Be at least 18 years of age.
Have a safe driving record (see RM-50B, Section 41: Motor Vehicle Operations).
Obey all traffic laws, including the speed limit. Any citation resulting from violation of all traffic laws is the sole responsibility of the driver.DO-44 contains additional guidelines related to the appropriate use of government vehicles.
Use of golf carts, mowers, UTVs require the completion of additional training before use.
Equipment
The required Personal Protective Equipment (PPE) will be provided for the volunteers for use. PPE may include safety vests, work gloves, safety glasses, helmets, etc. A list of required PPE will be included in each volunteer service description.
Title 16 U.S.C. – 18i (d) deals with reimbursement to volunteers for personal property that was lost, damaged, or destroyed while being used for official purposes for the National Park Service.To be eligible under this act:
The volunteer must be required by an authorized NPS employee (Volunteer Supervisor) to furnish volunteer-owned property for use in the assigned position.
A statement must be included in their Volunteer Service Agreement (301A) and must specifically identify and describe the personal property involved, and state that the volunteer is required to provide and use this equipment as part of their official duties.
Whenever possible, volunteers should use government-owned equipment and property rather than using their own personal property when performing volunteer tasks. Volunteers are not required to provide and use personal equipment as part of their official duties. If a volunteer opts to use their personal equipment in lieu of available government provided equipment and that property is lost, damaged, or destroyed during service, the NPS is not liable for the cost of that property, and the volunteer may not be reimbursed for the loss. Only the Superintendent has the authority to approve reimbursement for volunteers to use their own equipment for official purposes.
Reimbursements & Housing
Reimbursements are provided under certain circumstances with the pre-approval of the superintendent or division chief.
Travel Reimbursement
Volunteers may be reimbursed $0.14 per mile for local commuting costs. See IRS Bulletin Rev. Proc. 2010-51, section 7, “Mileage.” See also 26 USC 170(i).Volunteers traveling away from home or duty station or overnight may be reimbursed for meals, lodging, and other business-related travel expenses. See 26 USC 162(a)(2) and Chapter 301 of the Federal Travel Regulation (Temporary Duty (TDY) Travel Allowances).A volunteer's long-distance travel expenses may be paid at the discretion and prior approval from the superintendent or division chief. Volunteers traveling away from home or duty station, or overnight in a park or other location as part of their duties may be reimbursed through one of two methods:
By creating a user profile in the Concur for invitational travel, with reimbursement through the voucher process, or
Reimbursement through the process of completing Form 10-67 and requiring all receipts and documentation, with no flat-rate reimbursement, except for the option of determining a not-to-exceed amount at or below the per diem rate.
See Director’s Order #31: Travel Procedures.
Housing
Shared housing may be available for volunteers. Volunteer housing is located at the Moon House on park property less than a five-minute drive or a ten-minute walk from the Visitor Center.Housing may be provided for volunteers who work 32 hours per week. All missed hours must be made up or scheduled as soon as possible. Volunteers staying in housing must follow all regulations in the housing management plan.
Camping Regulations for Living Historians
Only members of the invited units may participate (no unaffiliated individuals) in living history programs and camps. Volunteers will check in with park staff at the pre-arranged location to verify campsite location and complete volunteer paperwork. Each participant must complete their volunteer paperwork prior to setting up camp.
Camping and parking are only permitted in designated areas. If possible, the Park will provide firewood and potable water. Restrooms or port-a-johns will be available. For preservation of the battlefield, fire pits are not permitted. Surface fires will be placed by park staff. Every campfire must have a water bucket with it, and fires may not be left unattended. The fire should be extinguished and cold to the touch. Under no circumstances should the public be allowed to sample food cooked in camp.
Living Historians carrying historic weapons must follow the Park’s historic weapons regulations.
During public hours, visitors should be welcome to enter camp. Camps need to maintain an accurate impression in front of the public: modern objects such as coolers, cans, bottles, etc. kept out of sight (hidden in a tent or under a blanket, etc. and period appropriate uniform and accessories must be worn.
All volunteers should be recognized for their service in an appropriate and timely manner. The Volunteer Manager is responsible for coordinating and purchasing awards.Volunteers will receive the following recognizing when completing the hours listed below:
250 Hours: VIP America the Beautiful Card.
500 hours and beyond: Volunteers receive hour badge plates.
1,000 hours: Individual plaque.
2,000 hours: Name placed on Visitor Center 2,000-hour plaque.
4,000: Individual Plaque and Presidential Award.
5,000: Name placed on Visitor Center 5,000-hour plaque.
10,000: Name placed on Visitor Center 10,000-hour plaque.
When a volunteer performance or conduct problem first appears, the volunteer supervisor should immediately bring it to the attention of the volunteer and the volunteer manager and work with the volunteer to find a solution. If problem-solving measures do not improve the situation and/or the volunteer cannot be reassigned to another project or task without the problem being repeated, they may be notified that their services will no longer be needed.
Volunteers are not employees and can be terminated by the NPS at any time and for any non-discriminatory, business-based, legitimate reason. Termination of service must be noted on the volunteer service agreement. Volunteer-Initiated Termination Volunteers may terminate the agreement themselves at any time. Volunteers may decide to end their services for several reasons, such as the completion of a specific project, a conflict with personal or family obligations, or the acquisition of a new job. Termination of service must be noted in the volunteer service agreement.
If possible, the volunteer manager or division chief should attempt to have an exit interview. Volunteers must return all government equipment such as keys and uniform items.
Any use of volunteers in jobs considered to be hazardous for federal pay purposes must be evaluated on a case-by-case basis and approved by the superintendent. Volunteer supervisors must use risk analysis tools for all volunteer work assignments and consult with the park’s safety officer.Volunteers may not supervise but can participate in historic weapons firing demonstrations if they have received proper training (see Director's Order #6 section on “Historic Weapons”)
Volunteers are required to participate in safety training for the jobs they intend to volunteer for. Background checks are required for volunteers needing keys, working with children, or being by themselves in highly sensitive areas.The required Personal Protective Equipment (PPE) will be provided the volunteers for use. A list of required PPE will be included in each volunteer Service Description.
