“Volunteers who perform or supply services to an organization or employer without being paid are defined as workers in Alberta’s OHS Act (with the exception of farm and ranch volunteers).
“Volunteers are only not considered to be workers of an organization if the organization has not formally or informally accepted the use of their volunteer services.

(Adapted from “Working alone: OHS information for workers and employers“)

When is a worker working alone? The working alone requirements in Part 28 of Alberta’s OHS Code apply when both of the following conditions are met:

1. Workers are working by themselves.
2. Assistance is not readily available to the worker if there is an injury, illness or emergency.

What does ‘Readily Available Mean’? Three factors determine whether assistance is “readily available” in the event of an injury, illness or emergency:

1. Awareness: Will other people capable of providing assistance be aware of the worker’s
   needs? (e.g. a passing motorist, a travel mate)
2. Willingness: Is it reasonable to expect that these other people will provide helpful
   assistance? (e.g. call 911, render first aid, drive the injured to a local hospital)
3. Timeliness: Will assistance be provided within a reasonable period of time?

• PRECEDENCE. The policies, procedures, and resources of the SAPAA Health and Safety Program (Program) do not take precedence over the Alberta Occupational Health and Safety (OHS) Act, Regulations, and Code (collectively referred to as “OHS legislation). In the event of a discrepancy, OHS legislation takes precedence.
• APPLICATION. The Program applies to all SAPAA volunteers and any future employees or contractors.
• SCOPE. Due to the nature of SAPAA’s work, it is impossible to anticipate every situation that may occur in the field. SAPAA volunteers are expected to use the general principles described in the program and extrapolate as required to the specific circumstances. When in doubt, OHS resources can also be consulted.

Personal Vehicle for Work Purposes; (290.1)
If a worker uses a personal vehicle for work purposes,

• (a) an employer must ensure that the worker complies with section 256(1) by complying with the appropriate licensed driver requirements of provincial legislation, and
• (b) the worker must ensure that the vehicle is maintained in sound mechanical condition.

SAPAA will not collect physical copies of forms but instead will exclusively use digital versions. The email associated with a SAPAA membership or a SAPAA domain email (e.g. @sapaastewards.com) is considered a legally binding signature. This not only reduces costs but it also improves the record retention for this information.

Unless there is a hold on these records, they can be destroyed after two full program years have passed since the form’s completion and typically in the calendar year following this requirement

A form submitted on October 2, 2031 (one day after the start of the program year) can be deleted on or after September 30, 2035. Most likely it will be part of an annual purge after January 1, 2036.

A multi-day trip is one that an individual remains a SAPAA volunteer overnight. The reason for a multi-day trip is the nature of the site being visited and the effort to return to it in successive days.

A multi-day trip must be approved in advance by the SAPAA Board and include additional Safety Hazard and Programmatic Value Assessments. As required, the board will purchase additional insurance riders for the trip.

A multi-day Trip must demonstrate value to SAPAA as opposed to traveling convenience to the SAPAA Volunteer. If a large portion of the time for a such a trip is not spent in a Protected Area, the Board will typically not approve it.

SAPAA Volunteers may choose to register individual site visits that are part of a multi-day trip. For example, a 3-night canoe trip in which visits to 2 protected areas along the river are planned. The SAPAA Member would register the two site visits.

The individual is only a SAPAA Volunteer when stopping one private activity (canoeing) and starting the SAPAA activity (walking towards the Protected Area). The reverse is also true, once leaving the Protected Area, the individual ceases to be a SAPAA Volunteer.

In assessing when one activity starts and the other stops, Substance over Form prevails.

• If the new site represents substantially higher risk then the SAPAA Volunteer must submit a new Statement of Intent to Visit. This can be done online via a cell phone.
• Changes to sites representing lower or approximately equivalent risks do not require a new Statement.

All SAPAA Volunteers are Responsible to correctly apply this program to their specific circumstances.

A supervisor or Field Trip Leader will be assigned for SAPAA group outings. When visiting a site alone or with 1-2 individuals, a supervisor can be nominated otherwise all SAPAA Volunteers are assumed to be responsible to supervise their own activities.

• At least annually, SAPAA will conduct a review session to enhance the Program.
• Volunteers may choose to elect an independent representative or rely on the SAPAA Safety Officer to represent their interests.
• SAPAA will consult with industry experts, its volunteers, and peer organizations to best balance a compliant safety program with its practical implementation.

Minors (under the age of 18) are welcome on SAPAA events with the following provisions:

• A Minor cannot be a SAPAA Volunteer as they are not considered a competent adult.
• Minors must be accompanied by an adult at all times.
• Noting the exception of the designated adult responsible for the minor:
  • At no time can a SAPAA Volunteer, who is not responsible for the minor, assume responsibility while on Trip (emergencies notwithstanding).
  • A SAPAA Volunteer or other members of a trip must never be left alone with a minor; two adults must always present at all times.

Individuals and organizations that are not currently a SAPAA member.

• Members of the public can submit Site Inspections or iNaturalist observations.
• A members of the public is NOT a SAPAA Volunteer.
• They are welcome to use the publicly available information noting the limitations of use:
  • Maps, iNaturalist, etc. is for information and should not be relied upon in particular for navigation or determining legal boundaries.
  • All materials are provided without any guarantees of their accuracy, completeness, or being up to date.
  • Participants on a trip organized by an organizations (e.g. local nature or hiking clubs) are considered members of the public.

• An individual organization who maybe a currently registered SAPAA member but more importantly lives nearby a protected area(s).
• They are encouraged to submit a site inspection but are not considered volunteers.
• SAPAA maintains a list of such Stewards and communicates with them individually and as a community.
• They are invited SAPAA events but are they are not a voting member.
• They are encouraged to become a voting member and complete volunteer-training but this is not required of them.

An individual organization who is a currently registered SAPAA member. They may receive or request additional information about a site that is not publicly available. Members are not automatically assigned a volunteer status.

A public or SAPAA member taking part in an official event such as a field trip. They are not considered volunteers although they may be encouraged to make iNaturalist observations or submit Site Inspection reports.

A SAPAA member or invited guest leading an activity. Preparing, running an debriefing an event the individual is a SAPAA Volunteer and must follow relevant SAPAA procedures (including Safety assessments).

Level 1 – Volunteer: A SAPAA volunteer who has taken relevant SAPAA training (including Safety) and can volunteer to visit a Protected Area noting:

• The individual must follow relevant visiting and safety protocols.
• These protocols including carrying recommend safety equipment and material.
• There must be at least two Level 1 or 2 Volunteers on each trip.
• Up to three guests per Level 1 or 2 Volunteers may register for and attend the trip.
• The individual should hold a valid First Aid certificate.
• SAPAA reserves the right to not approve trips to Protected Areas deemed high risk.

Equivalent to a Level 1 Volunteer with additional advanced training in the following:

• This individual is approved to follow the Lone-Volunteer protocol and
• May be issued additional safety equipment to support these efforts.
• The individual must hold a valid a First Aid certificate

As funds are available, and at the discretion of the board, honorariums can be paid to all SAPAA Volunteers (including those serving on the board).

Honorariums acknowledge the contributions of the SAPAA Volunteer as opposed to a dollar for dollar reimbursement of out of pocket expenses. Shortfalls of a honorarium as compared to expenses incurred will not be covered by SAPAA. Conversely, if a SAPAA Volunteer receives a small and reasonable surplus, this need not be refunded to SAPAA; larger amounts should be returned to SAPAA.

The purchase of equipment, materials, access to software and other personal and incidental costs. For example, the honorarium will cover purchasing a larger data plan for a cell phone to allow for iNaturalist submissions.

To the maximum extent possible, an honorarium will be structured to be non-taxable for the SAPAA volunteer; nevertheless, the individual is responsible for any tax implications.

If a SAPAA Volunteer prefers not to receive an honorarium, SAPAA will attempt to facilitate a charitable receipt for the value of honorarium refused. This is subject to administrative capacity of the organization.

The rate and conditions of the honorariums will be set by the board annually and available to all members. This includes modifying or changing any of the following by updating this policy through a minuted board motion. The determination of any honorariums is reset annually at a date determined by the board.

• General honorariums are intended to cover the cost of complying with the SAPAA Safety and Site Visit programs. It recognizes there are many hidden costs associated with volunteering such as using more cellphone data.
• Travel honorariums are intended to offset the costs of using a personal vehicle (gas, wear and tear, consumables).
• Exceptional honorariums are at the discretion of the board and are used to encourage and facilitate SAPAA programmatic objectives.

• The SAPAA Volunteer is expected to reasonably contribute to the costs of visiting sites particularly if funding is not available to the Society.
• No further reimbursement of costs will be made.
• Honorariums will not be paid unless there is a benefit received by SAPAA (such as a Site Inspection report).
• Honorarium reimbursement to a SAPAA Volunteer increases as the number of Site Visits over the course of a program year.

The board may make exceptions to the following.

• Travel Honorariums are meant to partially cover the costs of operating a personal vehicle.
• Where practical, a group traveling to a site should attempt to car pool. Saves on Honorariums, reduces emissions, and you can meet new friends!
• SAPAA Volunteers are required to pre-estimate their mileage for a trip which should include detours such as picking up other members.
• Any estimate should be rounded up to the nearest five (e.g. a 58 KM trip is rounded up to 60 KM).
• The board will consider significant changes to a pre-estimate (e.g. an accident requires a long detour to return home).
• Ideally, a Travel Honorarium will cover up to about 75% of the current Canada Revenue Agency mileage allowance.
• Further allowances for multi-day trips or vehicle rentals must be pre-approved.

• Public Advocacy: topics and opinions not expressly endorsed by the Board must be prefaced with opinions are those of the individual and not SAPAA.
• Confidentiality of Information: SAPAA Volunteers have access to privileged information. Only information publicly shared by SAPAA can be released without approval of the Board.
• Authority: A SAPAA Volunteer has no legal or enforcement authority. Recording of destructive or illegal activities underway can be recorded only to the extent the individual feels comfortable doing so.
• Handling Complaints: If a nearby resident or member of public has a complaint about the site, the SAPAA Volunteer can note and include it in their Site Inspection report. Under no circumstances should the individual suggest they have authority to address the issue.
• Use Existing Authorities: SAPAA Volunteers must direct all queries or requests for action to the relevant authority. These are listed annually as part of the Site Inspection process.

Implicit in the request to volunteer with SAPAA is access to a personal vehicle or ride share arrangement. Personal vehicles are the most common form of transportation, particularly for Level 2 volunteers visiting sites by themselves.

Ride share is typically another volunteer or a guest of the volunteer. It is possible but unlikely to arrange for commercial ride share services (e.g. taxi, Uber, etc.) given the remote nature of the sites. Public transit is deemed impractical for all but the most urbanized of the sites.

SAPAA is committed to safe driving for its volunteers (and anyone else getting into a motor vehicle). Although many of the following are mandatory legal requirements of using a motor vehicle, they are also SAPAA policy and common sense:

• Legally Entitled to Drive: Only individuals having a valid drivers license, vehicle registration, and insurance may use their personal vehicle as a Volunteer.
• Competent Driver: Only individuals physically and mentally competent may drive as a SAPAA volunteer. Reasons for the loss of competence may include illness, fatigue, etc..
• Driving Impaired: Volunteers must not be over the legally alcohol limit and preferably abstain completely from drinking while driving as a Volunteer.
• Driving Distracted: Volunteers must not drive distracted. For example, using hands free devices for phone calls and navigation.
• Seat Belt Usage: The driver and all passengers must use an approved seatbelt.
• Vehicle Maintenance: The driver must ensure the vehicle has been maintained to manufacture’s specifications. If this guidance is not available, then at a minimum, the operator of a vehicle must:
  • Employ a certified technician to perform maintenance where required.
  • Perform a pre-trip inspection.
  • Have a certified technician do a thorough inspection of each vehicle regularly.
• Emergency preparedness: The operator of a vehicle must ensure that they are ready for reasonably anticipated emergencies due to weather and other factors.
• Ergonomics: Particularly for longer distances, the driver must ensure the vehicle is comfortable to operate and travel in.
• Long Distance Driving: For trips more than sixty minutes in length, the driver must stop at least every hour for a rest break.
  • Discretion as to the exact timing is up to the driver, for example, driving a bit further to get a rest stop area.
  • Drivers should not driver more than eight hours in one day as a Volunteer.
  • If a longer duration is required, driving duties should be shared between two or more eligible drivers or broken up over multiple days.

SAPAA Expects its volunteers, board, and any employees to behave as adults and treat others with the respect they deserve. Specific responsibilities include:

• Be mindful and treat each other with respect,
• Through your words and actions, protect your and your co-workers’ psychological and physical health,
• Know how to identify workplace harassment and violence and how to report incidents,
• Maintain confidentiality of the individual(s) concerned,
• Participate in site hazard assessments to minimize risk related to workplace harassment and violence.

• Foster an organizational culture that promotes psychological and physical health and safety and zero tolerance for workplace violence and harassment,
• Ensure reported incidents are investigated in a timely and objective manner following SAPAA policies and procedures,
• Advise the individual(s) involved to consult a health professional if the individual reports physical or psychological injuries or adverse symptoms,
• Maintain the confidentiality of the individuals concerned, except where disclosure is necessary for investigating purposes or taking disciplinary measures,
• Be familiar with and ensure compliance with Occupational Health and Safety Act, and Alberta Human Rights Act.

• Workplace harassment is a single or repeated incident of objectionable or unwelcome conduct, comment, bullying, or actions by a person that causes offense or humiliation to another individual.
• Workplace Violence is the threatened, attempted, or actual conduct of a person that causes or is likely to cause physical or psychological injury or harm, and includes sexual violence.

The above should not be confused with any reasonable conduct of a supervisor or the the SAPAA Board in respect to the management of workers in the workplace. Examples of reasonable conduct may include feedback on tasks, duties and related deadlines, performance reviews, and discipline.

The following provided SAPAA policies and general guidance. Specific procedures are available: Workplace Harassment and Violence Procedure.

• Annually, the SAPAA Board will revise and publish procedures for workers to report and management to investigate incidents of workplace violence and harassment.
• Criminal Allegations: If the worker or the board considers the matter to be criminal in nature, it will be immediately forwarded to the appropriate authorities.
  • Actions will occur per the advice of the authorities so as to not interfere with investigations.
  • If the matter is deemed to be non-criminal, the following can occur with a revised reporting date when the incident was deemed non-criminal.
• Personal Resolution: First and foremost, differences in approach, communication styles, and humour should be discussed between the individuals involved. If the complainant is not comfortable doing this, then they may follow the prescribed reporting reporting procedures.
• Record Retention: all aspects of reporting and investigation are strictly confidential. The documents corresponding to the investigation will be kept on file in a secured location for two years from the date of the reporting.

Nature Alberta will be informed by the President or designate of any ongoing investigations. As required, the board may request the assistance of Nature Alberta.

• SAPAA Volunteers must declare their intent to visit a site in advance by completing a ‘Statement of Intent to Visit‘ (Statement).
• It includes a hazard assessment and helps the SAPAA Volunteer prepare for a visit. For example, reviewing past inspections, photos, and other details about the site.
• The intent to visit must be completed in advanced. For higher risk Protected Areas (e.g. remote), the Board reserves the right to pre or not approve a visit.
• The SAPAA Volunteer is responsible to assess the need for a new Statement if changes are required to the trip. How to make this assessment is part of the Level 1 and 2 Volunteer Training.

SAPAA Volunteers must consider and control for Seasonal Hazards. While common sense and personal judgment prevail. SAPAA requires that planned site inspections be canceled because of inclement or hazardous conditions. This include (but are not limited to):

• Poor driving conditions caused by snowfall, heavy/freezing rain, hail, flooding, etc.
• Poor air conditions caused smoke, extreme cold, etc.
• Expected temperatures below -25 C or above 25 C (including wind chill).
• Higher than normal pests such as ticks, mosquitos, etc.

Unless requested to do so, SAPAA will not monitor the return of a SAPAA Volunteer. Instead, the individual is expected to follow a return from volunteering procedure. In most cases, this is as simple as calling a spouse and saying you are ‘on my way home’. For a SAPAA Volunteer without suitable familial support, a designated individual who is a competent adult is required.