A Recipe for Confident, Competent, Caring 4-H Volunteers

1. A Recipe for Confident, Competent, Caring 4-H Volunteers

2. AKA “Taking Care of Business”

3. Raw Ingredients • Youth • Adult who is willing to spend her or his leisure time as a 4-H volunteer + ≠

4. Added Ingredients • Interview • Screening • County based orientation & training for new volunteers • Multi-region based new volunteer training

5. County Perspective:Blue Ribbon Program • Training & support eliminates volunteer’s fear of failure • Staff feel confident in volunteer’s ability • Youth needs are met • Safe environment, good stewards • Outcomes for youth are evident • Youth, parents, & community value & trust volunteer & staff

6. Campus Perspective:Blue Ribbon Program • Aligned and compliant with ISU policies & procedures • Compliance is documented • Risk is managed • Obligation to clients is met • Good stewards • Stakeholders value program

7. Programs for Youth ISU Internal Audit • Conducted winter 2011/2012 • Purpose • Provide reasonable assurance that programs for youth were operating in a manner that implementedconsistent internal controls and provided participants with a safe environment to explore personal and academic achievement.

8. Internal Audit • General Information reviewed • Financial Policies • Child Protection Policy • Health & Safety Forms • Liability waivers • Emergency contact information • Photography releases • Etc.

9. Internal Audit • Program staff & volunteers • Compensation • Written job descriptions • Complete listing of volunteers • Copies of completed screening forms • Copies of training and orientation • Supporting documentation training occurred and volunteers informed of responsibility to be trained

10. Internal Audit • Other items • Copies of participant enrollments and parental waivers • Is Emergency Handbook kept on site? • Is emergency contact information kept on site?

11. Internal Audit Findings • University wide policies and procedures do not exist • No central registry of programs/events • Inconsistencies • Background checks • Training on emergency procedures • Documentation of fees, refunds, scholarships, discounts, etc. • Cash handling

12. Internal Audit • “Your unit did not have any reportable issues”. • Would your county have passed??? • Are you sure???

13. Era of Increased Scrutiny • Campus • Extension Councils • Clients • Public • “Did you have a policy” • “Did you follow policy?”

14. University Response • Volunteer Policy • Youth Camps and Pre-Collegiate Programs policy • Draft policy available • Procedures being developed • Background Screening Policy • Reporting Policy

15. What you think we do

16. ISU Volunteer Policy • Volunteer Approval • When required procedures are completed by volunteer, and • Approval received from unit chair/director

17. ISU Volunteer Policy • Volunteer Agreements • Required for “higher risk” services • Includes services involving access to minors • Travel (Drivers) • Contact with animals • Serving/Preparing food

18. ISU Volunteer Policy • ISU Volunteer Agreements shall not exceed one year. • The department/unit may end a volunteer's service at any time and without prior notice.

19. Volunteer Agreements • What should be included?

20. ISU Youth Activities Policy • Programs must be approved • Approval at Dean/VP level • Qualified Program Leader • Staff Orientation & Training • Safety Protocols

21. County/Field/Campus Youth Programs • Registration with ?? • DO keep records of all programs with originating county • County review and approval of 4-H club events • Continue to screen staff/volunteers per current ISU Extension & Outreach policy • Screen ALL volunteers against Sex Offender Registry – and keep records • Every volunteer, every year • DO implement Emergency and First Aid protocol • If program involves youth on campus, let campus 4-H office know. Registration with ISU ORM will be needed. Let campus staff help.

22. Volunteer Training • Resources • County Based • Multi-region New Volunteer training

23. Volunteer Tracking • Document • Screening • Orientation • Training • 4-H Online

24. Emergency Protocol • Emergency procedures protocol • Basic First Aid protocol • “How To” youth camps checklist

25. Emergency Plan

26. Existing Resources • http://policy.iastate.edu/policy/youthprograms • Program Leader’s Checklist for Youth Programs • ISU Office of Risk Management • http://www.riskmanagement.iastate.edu/ • General Iowa 4-H • Policies page • https://www.extension.iastate.edu/4h/restrict/policies.htm • Dru Sodjin National Sex Offender Public Website • http://www.nsopw.gov/

27. Existing Resources • 4-H Risk Management – public page • http://www.extension.iastate.edu/4h/Volunteers/risk.htm • “Volunteer Risk Management Checklist” • All waiver forms • Incident Report forms • Other resources • 4-H Risk Management – staff page https://www.extension.iastate.edu/4h/restrict/riskmanagement.htm “Creating Safe Environments/Managing Risks in 4-H Programs” checklist for staff when reviewing/approving events

28. You want to do what?!

29. Approval Process • What should be included? • Keep it • Thorough • Simple • Informative • Manageable

30. Shades of Gray

31. Critical Resource • Youth Program Specialists !!! • Call them • Not Maybe, Just Do It

32. Insurance • County Insurance Memo • Extension Finance web page • http://www.extension.iastate.edu/extensionfinance/insurance.htm • Let Regional Directors help • Certificates of Insurance ISU Office of Risk Management http://www.riskmanagement.iastate.edu • Event/Activity Accident Insurance • American Income Life • http://www.americanincomelife.com/who-we-serve/4-h-insurance

33. Extra Insurance for • Horse project members • Downhill winter sports • Non-members

34. Special Participation Waivers for • Downhill Winter sports • Swimming w/o lifeguard • Others ???

35. Incident Reporting • Document everything – locally • Use Form • Details are important! • Follow Procedures

36. Be Safe! • MickeyMinniePlutoHueyLouieDeweyDonaldGoofySacremento

37. Thank You! • For what you already do to comply with ISU and ISU Extension and Outreach policies and procedures • ISU Extension and Iowa 4-H viewed as a model for others at ISU • Keep your stick on the ice!