Risk Management: It’s Our Business 4-H Youth Development Programs

What is Risk ? “Risk” is the uncertainty about a future event that threatens your organization’s ability to accomplish its mission. The unexpected things that can happen to the participants, spectators, the properties and reputation of Cooperative Extension.

Risk Management is the process used to protect assets by minimizing the potential for negative outcomes. Practicing good risk management allows us to focus on achieving our mission.

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

Liability Coverage - Staff Employees have liability coverage, providing: The duties fall within the scope of your position Supervisors are notified within a reasonable length of time of a pending action

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.

Volunteer Liability Protection Insurance A majority of Wisconsin counties are insured through one of two mutual insurance companies:  Wisconsin County Mutual Insurance Corporation  Wisconsin Mutual Municipal Insurance Corporation Both companies provide secondary volunteer liability coverage at no additional charge, provided procedures are followed.

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.

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

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.

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

Special Areas for Consideration

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. 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. 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. This is part of the 4-H Charter Renewal Process

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).

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.

Staff Role It is up to staff and volunteers planning the program or event to develop a risk management plan When concerns arise, this might include getting assistance from the county or university who have people in place to provide it.

County Government Usually a person is identified as the risk manager Ask your Department Head to identify this person Protocol will vary from county to county

UW-Extension Contact District Liaison or Associate State Program Director with questions Dan Malacara serves as Cooperative Extension’s contact for risk management questions  

Resources University of WI System Office of Safety and Loss Prevention/Risk Management  Field Trip Waiver  Consent for Medical Administration and Treatment/Health History Questionnaire  General Incident Reporting Form

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

Resources Non - Profit Risk Management Center – and tools at  Publications, tools, resources, professional development opportunities, advice

Presentation Developed by: Donna Menart 4-H Youth Development Associate State Program Director Sue Pleskac 4-H Youth Development Volunteer Leadership Specialist With Credits to: René Mehlberg, Winnebago County 4-H Youth Development Educator 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.