EMPOWERMENT THROUGH EDUCATION

1. Ohio State University Extension Obtaining Criminal History Background Checks EMPOWERMENT THROUGH EDUCATION

2. The Ohio State University Extension Volunteer Selection Policy and Procedures became effective on November 1, 2002 Volunteers established and in service prior to November 2, 2002 did not require background checks Pursuant to HB 190, OSU policy revised Effective May 1, 2007 Overview

3. All adults who desire to volunteer their time, energy and talents to Ohio State University Extension with the potential to serve members of a vulnerable population (minors, elderly, and/or disabled) must submit to a criminal history fingerprint background check. Who must submit for background check

4. Volunteers in service to ALL Ohio State University Extension Programs 4-H Youth Development Master Gardeners Program Ohio Conservation Volunteer Naturalists County Office Volunteers All other volunteers Who must submit for background check

5. Long-term, high responsibility volunteer assignments: “Adults serving members of a vulnerable population (minors, elderly, and/or disabled) in an unsupervised capacity with potential for ongoing/sustained contact with clientele and/or opportunities for financial, overnight, and transportation responsibilities.” Must submit to BCI check If have lived outside of Ohio in the last 5 years, must submit to a FBI check Who must submit for background check

6. Short-term volunteer assignments: “Adults serving a short-term assignment for a consecutive series of days, or several nonconsecutive days for a period of one (1) week or less in which they will be under the direct supervision of a paid staff member (or approved volunteer key leader), not having the potential for financial, overnight, and transportation responsibilities and no sustained/on-going contact with clientele.” (Continued) Who must submit for background check

7. Short-term volunteer assignments (continued) Must complete an Ohio Department of Rehabilitation and Correction  Offender Search and the National Sex Offender Public Registry web check (not a fingerprint) based upon name, county, city, state zip code, and school. (These are not fingerprint searches) Ohio search http://www.drc.ohio.gov/offendersearch National search http://www.nsopw.gov Who must submit for background check

8. Camp counselors:  Camp Directors and/or the 4-H Professional responsible for the camp program will search the sexual predator websites for each camp counselor’s name.  Minors are only listed on those sites if they were charged and convicted as an adult. 4-H youth members who serve as volunteers do not need to complete any background check.  We will allow their 4-H membership status to define them as minors and therefore not require to have a background check. Who must submit for background check

9. One-time guest speakers One-time group facilitators Judges for pre-fair judging County and state fair judges Field day host Parents (providing they are not giving leadership to children other than their own) And other similar positions Who is not required

10. Associate State 4-H Leader Appointed by OSUE Administration to coordinate volunteer screening and policies Volunteer Fingerprint Assistant (VFA) Maintains volunteer background database, communicates with BCI and county staff County Program Personnel Identifies volunteers County Fingerprint Coordinator Maintains county records and communicates with VFA Important personnel

11. County directs volunteer to have BCI results sent to: OSU Extension Attn: Volunteer Fingerprint Assistant 2201 Fred Taylor Drive Columbus, OH 43210 extvolunteerbgcheck@osu.edu PH 614-292-6996- FX: 614-292-5937 Volunteer is sent for fingerprint check

12. County notifies State VFA Potential volunteer ‘s name, program, county Send list by e-mail, fax or USPS May use the fingerprint request form found on the 4-H web page>Resources for staff>Policy & Procedures>Volunteers. County staff tracks that the report has been received and notification from the VFA Volunteer is sent for fingerprint check

13. State notifies county by e-mail of a “No Record” result State notifies county professional if an applicant has a record State notifies county professional if there is a disqualifying record List of disqualifying charges can be found at: http://codes.ohio.gov/oac/3701-60-06 State notifies county if the print is insufficient for processing BCI report is received inState Office

14. Must be sent directly from BCI to the VFA Reports should not be kept in county office Volunteer may request a copy for their self be sent at the time of the electronic print Volunteer can request a copy from VFA once results have been reported up to 12 months BCI Results

15. Potential volunteers may submit a report from another entity that has been completed in the past 12 months Hard copy must be sent to the State Office Will be reviewed with the same criteria County notification process will be the same FBI reports are also acceptable for 5 years Hard copy must be sent to the State Office Review and notification process the same BCI Results

16. E-mail notification of “No Record” results can be placed in volunteer file All volunteer records are to be stored in a secure locked location in the county office County Volunteer Records

17. Before a volunteer can begin service with the Ohio State University Extension their background report must be reviewed and on file with the State office Instruct ALL volunteers to have their report sent to: OSU Extension Attn: Volunteer Fingerprint Assistant 2201 Fred Taylor Drive Columbus, OH 43210 Important Note

18. Prepared and presented February 6, 2012, Ohio 4-H Professional Update For further information contact: extvolunteerbgcheck@osu.edu Vicki Schwartz, schwartz.4@osu.edu Lisa Jinks, jinks.2@osu.edu