Risk Management 4-H Youth Development Programs

What is Risk Management? It means the 4-H club, group or planning committee anticipates potential risks as the activity is planned and decides ways to manage these risks.

When We Pay Attention to Risk Management Issues… It becomes an important educational component of our programs, focusing on safety and prevention. Participants can focus on learning in a safe, comfortable environment. Volunteers limit their liability exposure.

Important Risk Management Terms

Liability Legally bound or responsible. Something for which one is liable; an obligation, a responsibility, or a debt.

Forms of Liability Negligence Failure to use that degree of care which an ordinary person of reasonable prudence would use under the given or similar circumstances. Assault and battery False arrest and imprisonment Invasion of privacy Defamation (libel and slander) Violation of constitutional rights

Risk Management Process Phase 1: Risk Analysis Risk Identification Evaluation & Measurement Phase 2: Risk Response Risk Control Financing & Communication Phase 3: Risk Review Monitor and Evaluate Risk Plans

Risk Management Strategies Reduce To lessen in extent, amount, number, degree, or price. To gain control of. Modify the program or facility, such as adding a fence to separate the public from animals in a show ring

Risk Management Strategies Transfer Shifting all or part of a risk to another party. Insurance is the most common method of risk transfer, but there are other means.  Charter a bus instead of using personal vehicles  Hold meeting in a public place instead of your home

Risk Management Strategies Avoid Taking steps to remove a hazard, engage in an alternative activity, or otherwise end a specific exposure.  Replace night hike with day time activity  Discontinue high risk event

Risk Management Strategies Assume To take upon oneself; undertake. Decide all necessary precautions have been taken and conduct the event

Volunteer Liability Protection State Statutes limit volunteer liability Personal insurance is primary Secondary liability insurance offered in most counties

Volunteer Liability Protection Insurance In most situations, the volunteer’s personal homeowners insurance and automobile insurance is considered primary liability insurance.

Special Areas for Consideration

Have a Risk Management Plan! The risk management checklist on the 4-H Youth Development website is a helpful tool. Involve adults and youth in developing the risk management plan so everyone is thinking about safety.

Chaperones 1 adult for every 10 youth is recommended … required for overnight events. Lower ratio for younger children. Must be at least 21 years of age. Adults and youth should not stay in the same room. Chaperones for overnight events must complete the Youth Protection Process.

Emergency Procedures In case of emergency:  Your first priority is to provide medical attention to the injured.  Contact the parent or guardian.  Contact the 4-H Youth Development staff member.  Prepare an incident report.

Finances Federal regulations governing the continued use of the 4-H name and emblem require annual financial reporting and accountability. 4-H Money = Public Funds All money received by a 4-H club is public money since 4-H is a public organization.

Finances Money raised in the name of 4-H must be deposited in a public financial institution in an account bearing the 4-H name.

Finances Checks should require two signatures: the club treasurer (youth) and an adult leader. The individuals should not be parent and child. Use good money handling practices:  Writing a receipt for all monies received.  Depositing all monies into the bank account promptly.

Finances Members need to approve payments. A payment approval form should be used and the receipt from the purchase should be attached.

Finances Financial records should be kept up-to- date and reported at each club meeting. 4-H Club Annual Financial Report MUST be submitted on time each year to the UW-Extension Office.

Fund Raising Money raised in the name of 4-H must be used for 4-H purposes. Fund raising should only be conducted to meet a club goal.

Transportation Drivers transporting youth should be at least 18 years of age with 2 years of successful driving experience (must be 21 if arranged by Extension staff). Avoid transportation of only one youth. Use of 12/15 passenger vans is highly discouraged (Extension staff are prohibited from driving these vans).

Volunteer and Member Accident Insurance Primary accident insurance is highly recommended. It can be purchased reasonably for individual 4-H events or for a full 4-H year:  American Income Life Insurance is an example.  Note: This is accident insurance, not liability insurance.

Working with Youth Work in open places. Always encourage parents to attend. Two adults present when possible. Post and communicate safety rules. Provide written guidelines and rules. Supervise youth at all times.

Working with Youth Never use physical punishment or deny basic needs. Be alert to physical/emotional needs. Respect privacy of youth. When physical contact is needed to demonstrate a skill or technique first ask for permission from the child.

Resources Contact your county 4-H Youth Development staff when questions or concerns arise. They have access to county and university resources to assist with your question or concern.

Resources 4-H Youth Development – Risk Management  Risk Management Guidelines  Links to State Statutes  Q & A regarding risk management and insurance  Link to sample waiver  Links to other resources 4-H Youth Development – Money Matters  Treasurer’s Handbook  Financial Handbook for Leaders  Financial Accountability and 4-H handout

Presentation Developed by: Donna Menart 4-H Youth Development Assistant State Program Leader Revised January 2007 With Credits to: René Mehlberg, Winnebago County 4-H Youth Development Educator Sue Pleskac, 4-H Youth Development Volunteer Leadership Specialist Dawn Schneider, Langlade County 4-H Youth Development Agent An EEO/AA employer, University of Wisconsin-Extension provides equal opportunities in employment and programming, including Title IX and Americans with Disabilities (ADA) requirements. © 2007 by the Board of Regents of the University of Wisconsin System.