CALS Business Officer Meeting – October 27, 2015 Kristen Vann, Business Manager, Pima County Cooperative Extension Working with Youth and Certifying Volunteers at Pima County Cooperative Extension

Background Checks for Security- or Safety-Sensitive Positions Security- or Safety-Sensitive positions include: senior level administrators; business managers and other senior level finance and business- related financial administrative positions; positions with unsupervised contact with minors not enrolled at The University of Arizona; positions with direct access to select biological/biochemical agents, as defined by the USA Patriot Act of 2001; positions with unrestricted access to residence hall private rooms; any finalist who indicates a prior felony conviction on his or her employment application; other positions requested by a dean or vice president to be designated as “security- or safety-sensitive”. (See Request Form)Request Form

Interactions with Non-enrolled Minors This Policy applies to organized University programs and activities (“Programs”) that are supervised exclusively by University employees or others authorized to act in a custodial capacity on the University’s behalf (“Authorized Representatives”) for the benefit of individuals under the age of 18 (“Minors”).

Interactions with Non-enrolled Minors This Policy does not apply to minors who: (1) have been admitted and matriculated as students at the University, (2) are employed by or volunteering at the University, (3) attend or participate in University activities while supervised by a parent, legal guardian, or official of a school or other non-University organization or group, (4) attend University events open to the public (e.g., museum tours, football games, etc.) for which a parent or legal guardian may give permission, or (5) participate in activities that have been given Institutional Review Board approval.

PCCE Program Areas Master Gardeners Tucson Village Farm 4-H Program Nutrition Education The Family Engagement Program Volunteers

PCCE Program Areas Master Gardeners: Provide research-based information on environmentally responsible gardening and landscaping to the public. Volunteers are entered into the UAccess system as DCCs. Security-or Safety-Sensitive position requiring background check Positions with unsupervised contact with minors not enrolled at The University of Arizona Interactions with Non-enrolled Minors requiring background check Programs and activities that are supervised exclusively by University employees or others authorized to act in a custodial capacity No

Tucson Village Farm (TVF) is a working urban farm built by and for the youth of our community. TVF is a seed-to-table program designed to reconnect young people to a healthy food system, teach them how to grow and prepare fresh food, and empower them to make healthy life choices. Volunteers do not work with unsupervised minors. Employees and volunteers complete program training. School groups are escorted by teachers and chaperones. Background checks are initiated for employees who work with youth.

Tucson Village Farm (TVF) is a working urban farm built by and for the youth of our community. TVF is a seed-to-table program designed to reconnect young people to a healthy food system, teach them how to grow and prepare fresh food, and empower them to make healthy life choices. Security-or Safety- Sensitive position requiring background check Positions with unsupervised contact with minors not enrolled at The University of Arizona Interactions with Non- enrolled Minors requiring background check Programs and activities that are supervised exclusively by University employees or others authorized to act in a custodial capacity Yes/No

Nutrition Education Programs travel to schools and communities to educate youth and adults on nutrition. The employees and volunteers have background checks. Employees ask the teachers not to leave the classroom. Community events involve lectures to a large group. Security-or Safety-Sensitive position requiring background check Positions with unsupervised contact with minors not enrolled at The University of Arizona Interactions with Non-enrolled Minors requiring background check Programs and activities that are supervised exclusively by University employees or others authorized to act in a custodial capacity Yes/No

4-H Program In order to be a certified 4-H volunteer, the individual is required to go through an application process. As part of the application process, the person must: Be entered into the system as a DCC, and is required to complete a background check. This includes a fingerprint check. View 4 modules, produced by Washington State University, that explains the 4-H Program and working with youth. View a video on child protection and pass a quiz. Face to Face Interview (Pima County Specific) 3 letters of reference. (Pima County Specific) Certified Volunteers

4-H Program (continued) The packet is reviewed and if approved, the individual becomes a certified volunteer. If any of the components are missing, the packet is not reviewed. The individual does not become a certified volunteer until the packet is completed and approved. Once accepted as a volunteer, the individual receives a booklet about the 4-H Program, and his or her role as a volunteer. Further education and training is primarily targeted by topic. For example, the horse leaders must view a video on helmet safety, prospective shooting sports volunteers must complete a 3-day shooting sports training, etc.

4-H Program Security-or Safety- Sensitive position requiring background check Positions with unsupervised contact with minors not enrolled at The University of Arizona Interactions with Non- enrolled Minors requiring background check Programs and activities that are supervised exclusively by University employees or others authorized to act in a custodial capacity Yes/No

The Family Engagement Program This Program offers free parenting classes for families with children aged 0-5.

The Family Engagement Program Debbie Curley requires her employees and volunteers to go through training. Below is part of her training presentation. If you have not yet completed a background check, this means you are in PROVISIONAL status. We very much appreciate your help; however, we must also consider the safety of the children. For provisional child care providers, until you are cleared, we will take the following precautions: o There must always be someone who has been cleared through a background check in the room with you when you are with the children. o If that person has to leave even for just a few minutes, another cleared person must be present.

The Family Engagement Program (continued) Child Care Providers are encouraged to: Participate in training and implement acquired learning. Utilize constructive criticism to improve work performance. Adapt to changes in procedure or supervision. Provide feedback on effective or improved methods of providing care and instruction to children. Exercise your best judgment in terms of physical interaction of children.

The Family Engagement Program Security-or Safety- Sensitive position requiring background check Positions with unsupervised contact with minors not enrolled at The University of Arizona Interactions with Non- enrolled Minors requiring background check Programs and activities that are supervised exclusively by University employees or others authorized to act in a custodial capacity Yes/No

Fingerprinting for Background Check What can you do to avoid a “bottle neck” of incomplete background checks because fingerprint cards are not returned?

Fingerprinting for Background Check You can purchase a fingerprint kit!

Fingerprinting for Background Check And you have someone show you how to use it!

Fingerprinting for Background Check And you can practice a few times.

Fingerprinting for Background Check And you become an expert.

Fingerprinting for Background Check Pima County Procedure Individual schedules appointment for fingerprints, and brings in the fingerprint card. Fingerprint cards are also available from Human Resources. Items needed are: Candidate Consent and Disclosure Form from Human Resources. Fingerprint machine. People willing to do the fingerprinting.

Fingerprinting for Background Check Your office becomes a one-stop shop. Advantages: Convenience for the volunteer or new personnel. Increasing probability for fingerprints return. No added expenses for the volunteer/personnel. Disadvantage: One more thing to do.

When All the Proper Forms are Returned

Questions (520) Fingerprint Kit basic-fingerprint-kit-with-dark-inchle-inch-num-3- fingerprint-pad/ I.D. Technologies/Forensics