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Volunteer Screening & Establishing Safe Environments

Volunteer Screening & Establishing Safe Environments. 2005 University of Florida IFAS, Extension. OBJECTIVES. Participants will understand how to implement and manage the UF Extension volunteer screening process. Participants will learn ways to establish safe environments for Florida youth.

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Volunteer Screening & Establishing Safe Environments

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  1. Volunteer Screening& Establishing Safe Environments 2005 University of Florida IFAS, Extension Marilyn Lesmeister, UFL 2005

  2. OBJECTIVES • Participants will understand how to implement and manage the UF Extension volunteer screening process. • Participants will learn ways to establish safe environments for Florida youth. Marilyn Lesmeister, UFL 2005

  3. Expected Outcomes • Increase knowledge • Screening • Managing • Reporting • Practice decision-making • Practice problem-solving • Identify networks and support systems • Ability to model action and teach others Marilyn Lesmeister, UFL 2005

  4. Good Decisionsfor Risk Management Marilyn Lesmeister, PhD Volunteer Development Marilyn Lesmeister, UFL 2005

  5. This policy is developed in accordance with the rules and statutes of the University of Florida. • 6CI – 3.0031 • Finance and Administration of Volunteers Marilyn Lesmeister, UFL 2005

  6. Florida 4-H Mission Florida 4-H creates supportive environments for diverse youth and adults to reach their fullest potential. Marilyn Lesmeister, UFL 2005

  7. Purpose This policy provides an opportunity to: • Reaffirm UF IFAS Extension’s dedication to youth and their well-being. • Carefully select adults working with youth. • Provide safe, positive environments. • Provide education and resources. • Document positive risk management. Page 3 Marilyn Lesmeister, UFL 2005

  8. My Moral, Professional Responsibility? To protect those who can not protect themselves. Marilyn Lesmeister, UFL 2005

  9. Which Volunteers are Screened? Every Extension volunteer - who works directly with youth on an ongoing basis, (3 or more times annually) or, - for an overnight situation. Page 4 Marilyn Lesmeister, UFL 2005

  10. …Specifically? • Club/project volunteers • County resource volunteers • District/State volunteers who manage events • Parents who supervise other youth • Camp counselors • Chaperones • Hosts for interstate/international exchanges • Any volunteer who has had a 1 year break Marilyn Lesmeister, UFL 2005

  11. Rules of University of Florida “Each person wishing to become a volunteer shall furnish to the appropriate department/operational unit, such personal… information as may be necessary for the determination of… suitability as a volunteer. The department… seeking volunteer services shall be responsible for the screening and selection of volunteers. 6CI-3.0031 (3a) Marilyn Lesmeister, UFL 2005

  12. Timeline 2004 December Review with administrative team Introduce to state faculty 2005 January Implementation begins Teleconference (Q/A) education, Jan-April Include with New Staff Orientation, Fall Full implementation, December 2005 Marilyn Lesmeister, UFL 2005

  13. Screening Process • Volunteer completes Application • Volunteer signs Adult Agreement • Drivers License is Copied • Process Background Check • County/Dept. selects Level I, II, or III • 3 References are Contacted • Interview is conducted with Applicant • Applicant receives Letter Page 5 Marilyn Lesmeister, UFL 2005

  14. Volunteer ScreeningLevel I Level I. Minimum Requirements • Application, and Adult Agreement • Interview • 3 References • Copy of Driver’s License • Screen via Sexual Predator Website • Screen via local law enforcement Page 5 Marilyn Lesmeister, UFL 2005

  15. Volunteer ScreeningLevel II Minimum Requirements • Steps 1 – 4 are same as Level I. • Screen via complete FL Department of Law Enforcement (FDLE) and sexual predator website. Marilyn Lesmeister, UFL 2005

  16. Volunteer ScreeningLevel III Minimum Requirements • Steps 1 – 4 are same as Levels I and II • Submit name and fingerprints of applicant to national screening process through VECHS. VECHS Example Choicepoint Example / Comparison Marilyn Lesmeister, UFL 2005

  17. Tough Choices: Good Decisions Marilyn Lesmeister, PhD Volunteer Development April 2005 Marilyn Lesmeister, UFL 2005

  18. Where Do “Red Flags” Occur? • Application(legal issues; lacking info) • References (cautious responses; hints) • Background Checks (great variety) • Interview(excess emotion; gut feeling) Marilyn Lesmeister, UFL 2005

  19. Child Maltreatment Sexual Assault Indecent Exposure Incest Child Abandonment Promotion of Pornography Criminal Homicide Distribution of Drugs Aggravated Assault Page 9 Decision? Just Say NO! Marilyn Lesmeister, UFL 2005

  20. Info on Backgroud Check Example of Reports Marilyn Lesmeister, UFL 2005

  21. How long ago? How serious? Is it related to volunteer current role? Will the volunteer discuss the issue? Is this a risk worth taking? Is this the only “red” flag? Does this confirm other information? Does volunteer use a question, “Do you really think I would do that?” instead of responding with a statement? What are the Tough Decisions? Marilyn Lesmeister, UFL 2005

  22. My Moral, Professional Responsibility? To protect those who can not protect themselves. Marilyn Lesmeister, UFL 2005

  23. Activity Red Flag… what would you do. . .? Marilyn Lesmeister, UFL 2005

  24. As you decide… • Respect privacy • Preserve reputations • Ask yourself, “Is (this action) helpful or necessary to keep youth, volunteers or the organization safe?” Marilyn Lesmeister, UFL 2005

  25. Tough Decisions - Made Together • One person should not decide alone. • Do it together. • Learn together. • Support one another. • Establish a working team. • Focus on the purpose: • to keep everyone safe. Marilyn Lesmeister, UFL 2005

  26. Office Management Marilyn Lesmeister, UFL 2005

  27. Who’s Responsible? Volunteer screening conducted by Extension staff (county, dept, unit) to whom the volunteer is responsible. Marilyn Lesmeister, UFL 2005

  28. Submit Background Check Check 3 References Conduct Interview Treat all equal Send letter to potential volunteer regarding status of application Provide orientation and educational resources to volunteers Keep all information confidential, in locked files Page 6-9 Extension Staff Must… Marilyn Lesmeister, UFL 2005

  29. File Management • Alachua County Example • Pasco County Example Page 20 Marilyn Lesmeister, UFL 2005

  30. Activity What about Florida’s Sunshine Law? Marilyn Lesmeister, UFL 2005

  31. Establishing Safe Environments Marilyn Lesmeister, UFL 2005

  32. Work in open spaces No locked doors Not lodge 1 adult with unrelated youth Respect privacy Minimum 1 adult @ 10 youth Be alert to physical, emotional health Intervene, if there’s possible danger Never use physical punishment, or withhold basic needs Page 11 Establishing Safe Environments Marilyn Lesmeister, UFL 2005

  33. Education Marilyn Lesmeister, UFL 2005

  34. Education for Staff • Purpose of Process • How to Screen • How to Make Decisions • How to Report • How to Manage Office Marilyn Lesmeister, UFL 2005

  35. Purpose(s) Confidentiality Safe Environments Reporting Maltreatment Education for Volunteers Marilyn Lesmeister, UFL 2005

  36. Activity 2 Situations… What would you do? Marilyn Lesmeister, UFL 2005

  37. Reporting Marilyn Lesmeister, UFL 2005

  38. My Moral, Professional Responsibility? To protect those who can not protect themselves. Marilyn Lesmeister, UFL 2005

  39. Mandatory Reporting • Who? • When? • How? Marilyn Lesmeister, UFL 2005

  40. Activity Stand Up Sit Down! Marilyn Lesmeister, UFL 2005

  41. 24-Hour Florida Abuse Hotline By Phone By Fax By Voice Message Page 16 How to Report? Marilyn Lesmeister, UFL 2005

  42. Activity To Report or Not to Report? Marilyn Lesmeister, UFL 2005

  43. Message to County Staff It is ultimately important to communicate (this situation) with your CED, DED – and only others who “need to know.” Marilyn Lesmeister, UFL 2005

  44. UF Supports You “Volunteer services may cease, at any time, at the request of the volunteer or at the discretion of the University.” 6CI.3.0031, August ‘03 Marilyn Lesmeister, UFL 2005

  45. Ask for Help to Address: • Communication Challenges • Rejecting an Application • Thinking about All Perspectives • Resolving Conflict • Transitioning Volunteer to a New Role • Requesting Volunteer to do “Sabbitical” • Removing a Volunteer Marilyn Lesmeister, UFL 2005

  46. I’m Part of Your Team!Call me….to discuss options and gain confidence in the process. Marilyn Lesmeister, PhD Volunteer Development 352-846-1000 (ext: 238) Mklesmeister@ifas.ufl.edu Marilyn Lesmeister, UFL 2005

  47. Activity Identify 1 Message that reminds us how to: “Establish Safe Environments for Youth” Marilyn Lesmeister, UFL 2005

  48. Marilyn Lesmeister, UFL 2005

  49. OPPORTUNITYISNOWHERE Marilyn Lesmeister, UFL 2005

  50. Selecting Volunteers Establishing Safe Environments for Youth Marilyn Lesmeister, UFL 2005

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