7-1

7-2

Overview Volunteers are a crucial part of youth-serving organizations Enable staff to reach a wider audience Precautions should be taken to ensure safety of youth It is recommended to screen all adults who volunteer for the program 7-3

Important Note Guidelines and procedures included in this module must be superseded by any local/state parameters, guidelines, and/or laws that are already established by the school corporation and/or state in which you serve. 7-4

Why is a screening process important? Ensures that students are in a safe environment Identifies the expectations of the volunteers Gives parents trust Allows all volunteers to reaffirm their commitment to the well-being of youth Documents volunteer excellence Provides volunteers with support if accusations are made 7-5

Who should be screened? All individuals who wish to volunteer in any way with the Agricultural Education Program. Staff members are also encouraged to complete the screening process. 7-6

What should be addressed in the screening process? Volunteers should be expected to follow the school rules and guidelines Volunteers should be positive role models for youth They should be respectful, courteous, show good sportsmanship, handle conflict well, and be truthful 7-7

What should be addressed in the screening process? (cont.) Volunteers will represent the Ag Ed Program with dignity & pride, accept supervision and support; participate in orientation and training; and work to create effective programs Volunteers will ensure equal access to programs 7-8

What should be addressed in the screening process? (cont.) Understand that physical and verbal abuse of others and criminal acts are not part of the Ag Ed program Will not allow, consume, or be under the influence of alcohol or drugs at Ag Ed events. Tobacco use will be limited to times when away from youth 7-9

What should be addressed in the screening process? (cont.) 8.Machinery and equipment will be operated in a responsible manner; animals will be treated humanely; and technology will be used appropriately 7-10

Recommended procedures for screening volunteers Applicant states desire to volunteer Applicant is sent a cover letter and provided with copies of: Information and instructions Volunteer application Staff member starts a file for applicant Applicant completes and returns Adult Volunteer Application Staff member completes written or verbal reference check 7-11

Recommended procedures for screening volunteers (cont.) Staff member conducts web search of a statewide sex/violent offender registry using applicant’s name, birth date and SSN Police checks may be completed for applicants depending on school policy Staff member places successfully-screened applicant in a position that compliments abilities Once screening process is completed, the Staff member presents a list of the successfully-screened applicants to the advisory board for approval 7-12

Recommended procedures for screening volunteers (cont.) Staff member sends the applicant an acceptance letter, a copy of “Adult Behavioral Expectations” or “Youth Behavioral Expectations” and a locally-produced volunteer job description Once volunteer applicants return the signed behavioral expectations form, he/she is recognized as an official volunteer New volunteer is sent information about future meetings and training opportunities If applicant is rejected, the staff member sends a letter of notification 7-13

Recommended procedures for screening volunteers (cont.) Staff member maintains an updated list of volunteers in the school office Dismissal of volunteers should be a last resort. If the process is working correctly, those volunteers having difficulty fulfilling their obligations should be contacted throughout the year to attempt to help them through difficulties they are having 7-14

Ag Ed Advisory Board’s role in enforcing adult expectations Encourage all current volunteers to sign the Adult Behavioral Expectations Form (ABE) Establish a school/program policy to support volunteer screening for new applicants Document any incidents brought to attention regarding volunteer performance Establish a procedure for when behavioral expectations are not followed 7-15

What confidentiality issues should be considered? All persons involved should be informed of the importance of confidentiality All forms, applications, references, background checks should be filed in a location only school personnel can access All information about applicants and why they are accepted or rejected as a volunteer must be treated in a confidential manner 7-16

What confidentiality issues should be considered? (cont.) Applicants may only have access to the materials he/she has completed Open record laws allow access to information of applicants if the proper criteria are met Unauthorized disclosure of confidential information can lead to charges with a class misdemeanor 7-17

Handling Problem Volunteers Reassign Place in a new position Retrain May need additional training Revitalize Long-time volunteers need rest Refer Maybe need to try another organization 7-18

If problems continue…. Verbal discussion along with a letter of documentation Official warning letter Probation with explicit goals Termination Termination meeting Follow-up letter 7-19

Dismissal of Volunteers Staff member will notify the volunteer in writing of dismissal, include allegations or breach of policies Provide an opportunity for the volunteer to present additional or contradictory information (grievance procedure) pertinent to situation The letter should state that the volunteer no longer represents the program or the school 7-20

Scenarios 7-21