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AEON FOR OCEAN | VOLUNTEER HANDBOOK AEON for Ocean Volunteer Handbook “Kids teaching kids to lead the way in protecting the world’s oceans” V2. 8/21/2026 CONFIDENTIAL & PROPRIETARY INFORMATION, NOT FOR DISTRIBUTION | 1
AEON FOR OCEAN | VOLUNTEER HANDBOOK 1. Welcome to AEON for Ocean Welcome to AEON for Ocean. Thank you for choosing to share your time, skills, and ideas with our organization. Our work is possible because volunteers like you contribute their talents to helping young people learn about and protect our oceans. This handbook explains what you can expect as an AEON volunteer, what we ask of one another, and where to go for information or support. We want AEON to be a place where volunteers feel welcomed, connected to our mission, supported in their work, and able to make a meaningful contribution. Our Mission “To educate and increase awareness about ocean conservation and marine life amongst kids and their greater role in spreading the message to drive action.” 2. About This Handbook This handbook provides the general policies, expectations, resources, and ways of working that apply to the AEON volunteer community. Unless otherwise stated, it applies to volunteers, individual contributors, managers, directors, officers, interns serving in a volunteer capacity, and others performing volunteer work on behalf of AEON. Certain governance requirements may apply differently to members of the Board of Directors. Throughout this handbook, the term “volunteer” includes directors, officers, and staff serving in an unpaid volunteer capacity. Some topics may have separate procedures, forms, job aids, or resources with more detailed instructions. Contact Human Resources if you are unsure about a policy. Key Contacts ● Executive Director: Menaka Nagarajan, Menaka@aeonforocean.org ● Human Resources: Robyn Smith, HR Director, Robyn@aeonforocean.org ● IT and Google Access Support: Jacky Leung, Jacky@aeonforocean.org 3. Our Mission and Values ● Youth Empowerment: Children can take action and lead their peers in environmental stewardship. ● Inland Connection: Everyone relies on and affects global water systems, regardless of distance from the coast. ● Peer Education: Kid ambassadors share enthusiasm for marine life through programs such as Krill2Whale. ● Community Action: Volunteers participate in practical activities such as beach and lake cleanups. 4. Your Volunteer Relationship Volunteer positions are unpaid and do not create an employment relationship with AEON. Volunteer assignments may differ in responsibilities, schedules, expected time commitments, and duration. Assignments may evolve as organizational needs, individual availability, and interests change. The volunteer relationship is at will unless prohibited by law or contract. AEON or the volunteer may end the relationship at any time, with or without cause or advance notice. Two weeks’ notice is preferred V2. 8/21/2026 CONFIDENTIAL & PROPRIETARY INFORMATION, NOT FOR DISTRIBUTION | 2
AEON FOR OCEAN | VOLUNTEER HANDBOOK when a volunteer resigns so responsibilities can be transitioned. This handbook is not a contract of employment or volunteering. 5. Volunteer Roles and Responsibilities ● Make a reasonable effort to meet the commitment associated with your role. ● Communicate when your availability or capacity changes. ● Attend agreed-upon meetings or notify your team when you cannot. ● Complete required onboarding, training, forms, and timekeeping. ● Protect confidential and organizational information. ● Use AEON systems and resources responsibly. ● Communicate respectfully and ask questions when expectations are unclear. ● Let your manager or HR know when you need help. ● Represent AEON in a positive and supportive manner and place organizational interests above personal interests when carrying out AEON responsibilities. 6. Being a Manager at AEON Stay Connected to Your Team Hold regular check-ins to understand progress, capacity, questions, and support needs. Keep HR informed when a volunteer needs to step away, change commitments, move roles, or leave AEON. Create a Great Start Welcome new volunteers, introduce them to their team, discuss role expectations and initial priorities, share team resources, and make sure they know where to go with questions. Support Growth and Transitions Set clear expectations, offer feedback and recognition, and look for learning opportunities. When someone leaves, notify HR promptly and help transition work, files, responsibilities, and project knowledge. Partner with HR Contact HR for support with onboarding, engagement, role or performance concerns, extended absences, team dynamics, role changes, and offboarding. 7. Ways of Working Time Commitment Each role has an expected commitment based on team needs. The currently approved general standard is an average of 8 to 10 hours per month, depending on the position, unless a different commitment is formally agreed for the role. Board members are exempt from the monthly minimum but are expected to allocate the time needed to complete assigned duties in a timely and high-quality manner. V2. 8/21/2026 CONFIDENTIAL & PROPRIETARY INFORMATION, NOT FOR DISTRIBUTION | 3
AEON FOR OCEAN | VOLUNTEER HANDBOOK Timekeeping Accurate time reporting supports grant credibility and organizational planning. Volunteers who are required to report time must record their hours and tasks accurately and submit the required record monthly to hr@aeonforocean.org using the approved timekeeping process. Volunteers may not falsify records or record time for another person. Meetings and Communication Volunteers are expected to attend required meetings. Respond to meeting invitations at least three days before a scheduled meeting when possible. Monitor AEON communication channels and respond within one week. If a response is not received, AEON may send a follow-up message, including to the personal email on file. Continued lack of response may lead to a review of volunteer status and organizational access under the loss-of-contact process in Section 22. Planned Time Away and Remote Work If you will be unavailable for one week or more, notify your manager and set an out-of-office message on your AEON email account. Volunteers may generally choose flexible work hours, provided business needs, meetings, agreed commitments, and deadlines are met. Protect AEON information and use approved systems when working remotely. 8. Code of Conduct and Active Participation ● Perform duties with integrity, collegiality, care, and reliability. ● Prepare for meetings by reviewing relevant agenda and background materials. ● Cooperate with others and respect differing opinions. ● Maintain appropriate professional boundaries. ● Act responsibly in email, Google Chat, Google Meet, Zoom, social media, and other digital spaces. ● Treat young people, families, community members, partners, and fellow volunteers appropriately. ● Avoid threatening, harassing, discriminatory, intimidating, abusive, or retaliatory conduct. ● Participate in committee or fundraising activities when those responsibilities are part of the role. 9. Equal Opportunity, Anti-Discrimination, and Harassment AEON promotes high-quality service in a caring, non-discriminatory manner and seeks to maintain an environment where people are treated with respect, dignity, and courtesy. AEON provides equal opportunity in its practices and does not tolerate unlawful discrimination or harassment based on race, color, religion, sex, gender, national origin, age, disability, marital status, military status, sexual orientation, or any other characteristic protected by applicable federal, state, or local law. This policy applies to recruiting, selection, assignment, training, promotion, transfer, discipline, separation, compensation where applicable, programs, and social or recreational activities. Harassment may include inappropriate language or emails, slurs, jokes, or other verbal, visual, physical, or electronic conduct related to a protected characteristic when it unreasonably interferes with a person’s work or creates an intimidating, hostile, or offensive environment. Allegations will be reviewed promptly and as confidentially as reasonably possible. Corrective action may include coaching, retraining, written warning, reassignment, removal of access, or separation, depending on the circumstances. V2. 8/21/2026 CONFIDENTIAL & PROPRIETARY INFORMATION, NOT FOR DISTRIBUTION | 4
AEON FOR OCEAN | VOLUNTEER HANDBOOK 10. Prevention of Sexual Harassment AEON is committed to maintaining a workplace free from sexual harassment, discrimination, and retaliation. In accordance with the Minnesota Human Rights Act, Minn. Stat. Chapter 363A, sexual harassment is prohibited and will not be tolerated. Sexual harassment may include unwelcome sexual advances, requests for sexual favors, inappropriate sexual content through email, unwanted physical conduct, or other conduct of a sexual nature. Conduct may violate this policy when it: 1. Is made an explicit or implicit condition of a position; 2. Is used as the basis for a volunteer or employment-related decision; or 3. Unreasonably interferes with an individual’s work or creates an intimidating, hostile, or offensive environment. Examples include demands or pressure for sexual favors accompanied by promised favorable treatment or a threat; repeated sexual flirtations, advances, or propositions; repeated verbal abuse of a sexual nature; sexually related comments or jokes; and displaying or transmitting sexually suggestive objects, pictures, cartoons, or vulgar messages. This policy applies regardless of the gender or sexual orientation of the people involved and covers conduct among AEON members and conduct directed at an AEON member by another person doing business with or participating in the organization. It applies in person and through email, messaging platforms, video meetings, social media interactions connected to AEON, and organizational events. AEON will promptly and thoroughly review complaints as confidentially as reasonably possible while allowing a complete review of the facts. When AEON knows or should know that sexual harassment has occurred, it will take timely and appropriate action to stop the conduct and help prevent recurrence. Retaliation for a good-faith report or participation in a review is prohibited. 11. Cyberbullying, Threats, Online Stalking, and Doxxing AEON prohibits conduct that causes fear, intimidation, emotional distress, or disruption through AEON-related electronic communication, including email, Google Chat, Google Meet, Zoom, social media, and texting. Cyberbullying and Online Threats ● Sending abusive, insulting, degrading, or humiliating messages. ● Spreading rumors or false information online. ● Sharing private information without authorization or encouraging others to participate in online harassment. ● Making direct or indirect threats of violence, harm, intimidation, or retaliation against a volunteer, family member, property, reputation, safety, or AEON. ● Posting content intended to cause fear or coercion. Online Stalking and Doxxing ● Repeated unwanted messages or contact. ● Monitoring a volunteer’s online activity in a threatening manner. ● Tracking or attempting to obtain personal information without authorization. ● Creating fake accounts to contact, follow, or monitor a volunteer. V2. 8/21/2026 CONFIDENTIAL & PROPRIETARY INFORMATION, NOT FOR DISTRIBUTION | 5
AEON FOR OCEAN | VOLUNTEER HANDBOOK ● Publishing or sharing a person’s address, phone number, email, photographs, family information, confidential records, or other identifiable information without a legitimate organizational purpose or legal authorization. ● Obtaining information through deception, unauthorized access, or misuse of AEON records. ● Using personal information to intimidate, harass, threaten, retaliate against, or embarrass someone. 12. Youth Safety and Safeguarding AEON is committed to protecting the safety and well-being of young people involved in its programs. Volunteers must follow all program-specific safeguarding requirements, maintain appropriate boundaries, use approved communication and supervision practices, and promptly report safety concerns through the designated process. 13. Accessibility and Accommodations AEON wants volunteers to participate meaningfully. If you need a reasonable accommodation related to a disability or another protected need, contact Robyn Smith, HR Director. AEON will work with you to understand what support may be appropriate and reasonably available. 14. Confidentiality, Privacy, and Information Security All nonpublic AEON information concerning volunteers, young people and families, clients, donors, partners, vendors, suppliers, programs, and operations is confidential, whether verbal, written, or electronic. Access or use confidential information only when needed for your responsibilities and share it only with authorized people who have a business need to know. Do not discuss confidential matters in public places. AEON Drive files may be shared only with current team members who require access. Permissions to view, edit, or create organizational files should be granted only to approved @aeonforocean.org accounts unless an authorized exception applies. No file access should be given to someone who is not currently part of the AEON team. 15. Technology and Acceptable Use Use your AEON account for organizational business when one has been provided. AEON email is the primary method for AEON correspondence. Personal email accounts may not be used for AEON business transactions except for authorized communications with minor Krill Ambassadors and their parents or another approved exception. ● Keep passwords secure and do not share them. ● Confirm recipients are authorized before granting file permissions. ● Store AEON files in approved organizational locations rather than personal storage accounts. ● Take reasonable steps to prevent unauthorized access when using a personal device. ● Report suspected phishing, compromised accounts, lost devices containing AEON information, or other security concerns promptly to Jacky Leung. V2. 8/21/2026 CONFIDENTIAL & PROPRIETARY INFORMATION, NOT FOR DISTRIBUTION | 6
AEON FOR OCEAN | VOLUNTEER HANDBOOK 16. Social Media and Representing AEON Volunteers may accurately list their AEON role and volunteer status on professional and social media profiles. If you identify yourself publicly as affiliated with AEON, represent your role accurately and communicate responsibly. Unless specifically authorized, do not speak on behalf of AEON. Make clear when opinions are your own. Media work, advocacy, and fundraising are outside a volunteer’s responsibilities unless AEON has designated, trained, and approved those activities as part of the person’s role, committee, or Board responsibilities. Do not share confidential information about programs, young people, families, donors, internal discussions, or partners. 17. Conflicts of Interest No AEON member may derive personal profit or gain, directly or indirectly, by reason of service as a director, officer, staff member, or volunteer. Volunteers must act in AEON’s best interests and arrange personal and private affairs in a way that preserves public confidence and trust in AEON’s integrity, objectivity, and impartiality. A personal, professional, financial, or other relationship that could influence, or reasonably appear to influence, an AEON decision must be disclosed promptly. A potential conflict does not automatically mean wrongdoing. Early disclosure allows AEON to determine the appropriate next step. All AEON program and service participants must review the current separate Conflict of Interest Policy and complete the Conflict of Interest Disclosure Form annually. The separate policy controls if it contains more specific requirements. 18. Safety, Personal Appearance, Substance Use, and Event Conduct Volunteers should conduct themselves safely and responsibly at AEON events, programs, travel, and other in-person activities. As representatives of AEON, volunteers are expected to be neat and appropriately dressed for the location and task. Program needs may permit reasonable variation. When performing AEON work, volunteers may not possess or be under the influence of a controlled substance or be under the influence of alcohol. Volunteers must follow location-specific safety requirements and instructions from event or program leaders. 19. Reporting Concerns and Getting Help You do not need to determine which policy applies before asking for help. If something does not feel right, you have a concern about your volunteer experience, or you believe a policy may have been violated, reach out. 1. Contact HR: Robyn Smith, HR Director, Robyn@aeonforocean.org. 2. If the concern involves HR, contact Executive Director Menaka Nagarajan. 3. If the concern involves your manager or director, contact HR. 4. If the concern involves executive leadership, contact Menaka Nagarajan or the appropriate Board escalation contact. 5. For immediate threats or emergencies, contact the appropriate local emergency resource. V2. 8/21/2026 CONFIDENTIAL & PROPRIETARY INFORMATION, NOT FOR DISTRIBUTION | 7
AEON FOR OCEAN | VOLUNTEER HANDBOOK AEON will take concerns seriously and review them as promptly, appropriately, fairly, and confidentially as reasonably possible. Volunteers are obligated to report wrongdoing of which they become aware. 20. Anti-Retaliation AEON prohibits retaliation against any person who acts in good faith by reporting suspected policy or legal violations; reporting harassment, discrimination, bullying, cyberbullying, threats, stalking, violence, safety, security, ethics, compliance, fraud, theft, misuse of information, or other misconduct; participating in an internal or government investigation; serving as a witness; requesting a reasonable accommodation or protected leave; or exercising a right protected by law. A person who makes an honest good-faith report is protected even if the review does not substantiate the concern. Anyone who believes retaliation has occurred should use the Reporting Concerns and Getting Help process. 21. Performance Support and Corrective Action AEON expects volunteers to meet standards of performance and conduct. When concerns arise, AEON will generally seek to understand the situation and identify an appropriate path. Depending on the circumstances, action may include coaching and support, clarification or reset of expectations, a written improvement plan, reassignment, removal of access, or separation. Not every situation requires every step, and AEON retains discretion to determine the appropriate response. Performance concerns may include unsatisfactory quality or quantity of work, repeated meeting absences, failure to meet an agreed time commitment, or failure to follow instructions or procedures. Misconduct may include falsifying applications or records; inaccurate time reporting; recording another person’s time; vulgar, profane, obscene, discriminatory, or harassing conduct; misuse, destruction, or theft of property; conflict-of-interest violations; unauthorized disclosure or use of confidential information; or criminal conduct indicating unfitness for a role or a threat to AEON or its members. Serious misconduct, safety concerns, harassment, discrimination, significant confidentiality or security violations, or other serious behavior may result in immediate action or separation without progressive steps. 22. Volunteer Lifecycle Joining AEON ● Complete required forms and preboarding instructions. ● Set up the AEON Google account and other approved access. ● Review and acknowledge this handbook. ● Complete orientation, required training, and Google Classroom onboarding when applicable. ● Meet the manager and team and clarify initial priorities. Role Changes, Growth, and Taking a Pause Volunteers may take on new responsibilities, support another team, move between departments, accept temporary assignments, or pursue another role. Managers must keep HR informed of confirmed role, department, manager, or title changes. If you need an extended pause, contact your manager and HR to address responsibilities, access, status, and an anticipated return. V2. 8/21/2026 CONFIDENTIAL & PROPRIETARY INFORMATION, NOT FOR DISTRIBUTION | 8
AEON FOR OCEAN | VOLUNTEER HANDBOOK Loss of Contact If a team has not heard from a volunteer, the manager will check in. HR may then follow up, including through the personal email on file, to understand whether the volunteer intends to continue. If no response is received after two weeks following HR’s follow-up, AEON may end the volunteer assignment and deactivate AEON email and other access. Silence should be handled through this process rather than treated automatically as a resignation. Leaving AEON Volunteers who wish to end their service with Aeon for Ocean are encouraged to provide at least two (2) weeks' advance notice to their manager whenever possible. Offboarding may include transitioning projects and responsibilities, transferring files and knowledge, completing an exit survey or conversation, updating records, removing AEON Google and system access, and confirming final volunteer status. 23. References and Service Verification AEON may provide a written or verbal acknowledgment to support employment, volunteer, educational, or vocational opportunities. A manager may issue a letter confirming hours, activities, and position, in consultation with the appropriate staff resource person, when the volunteer has completed at least six months of service, met the requirements of the position, completed assigned projects, and provided at least five working days’ notice. A professional recommendation beyond service verification remains subject to the judgment and availability of the requested reference provider. 24. Compliance, Policy Administration, and Changes AEON activities must comply with applicable local, state, and federal laws and regulations. Volunteers are responsible for understanding requirements relevant to their roles, recognizing potential concerns, and knowing when to seek guidance or legal review. AEON may update this handbook as organizational needs, programs, practices, or legal requirements change. Significant updates will be communicated as appropriate. The current approved version should be maintained in AEON’s designated official location. 25. Volunteer Handbook Acknowledgment I acknowledge that I have received access to the AEON for Ocean Volunteer Handbook and understand that I am responsible for reviewing and complying with the policies and expectations that apply to my volunteer role. I understand that information I access through my service may be proprietary or confidential and may be used only to perform my duties or disclosed as authorized. Failure to comply may result in revoked access or corrective action, up to and including separation. I understand that AEON may revise its policies and practices and will communicate significant changes as appropriate. I understand that this handbook is not a contract and that my volunteer relationship has no specified duration. Either AEON or I may end the relationship at any time, subject to applicable law. Full Legal Name (please print): _________________________________________________________ V2. 8/21/2026 CONFIDENTIAL & PROPRIETARY INFORMATION, NOT FOR DISTRIBUTION | 9
AEON FOR OCEAN | VOLUNTEER HANDBOOK Signature: __________________________________________________________ Date: __________________________________________________________ Please email the completed acknowledgment to hr@aeonforocean.org. V2. 8/21/2026 CONFIDENTIAL & PROPRIETARY INFORMATION, NOT FOR DISTRIBUTION | 10