A Recipe for Confident, Competent, Caring 4-H Volunteers

AKA “Taking Care of Business”

Raw Ingredients Youth Adult who is willing to spend her or his leisure time as a 4-H volunteer + ≠

Added Ingredients Interview Screening County based orientation & training for new volunteers Multi-region based new volunteer training

County Perspective: Blue Ribbon Program Training & support eliminates volunteer’s fear of failure Staff feel confident in volunteer’s ability –Youth needs are met –Safe environment, good stewards –Outcomes for youth are evident Youth, parents, & community value & trust volunteer & staff

Campus Perspective: Blue Ribbon Program Aligned and compliant with ISU policies & procedures Compliance is documented Risk is managed Obligation to clients is met Good stewards Stakeholders value program

Programs for Youth ISU Internal Audit Conducted winter 2011/2012 Purpose –Provide reasonable assurance that programs for youth were operating in a manner that implemented consistent internal controls and provided participants with a safe environment to explore personal and academic achievement.

Internal Audit General Information reviewed –Financial Policies –Child Protection Policy –Health & Safety Forms Liability waivers Emergency contact information Photography releases Etc.

Internal Audit Program staff & volunteers –Compensation –Written job descriptions –Complete listing of volunteers –Copies of completed screening forms –Copies of training and orientation Supporting documentation training occurred and volunteers informed of responsibility to be trained

Internal Audit Other items –Copies of participant enrollments and parental waivers –Is Emergency Handbook kept on site? –Is emergency contact information kept on site?

Internal Audit Findings University wide policies and procedures do not exist No central registry of programs/events Inconsistencies –Background checks –Training on emergency procedures –Documentation of fees, refunds, scholarships, discounts, etc. –Cash handling

Internal Audit “Your unit did not have any reportable issues”. Would your county have passed??? Are you sure???

Era of Increased Scrutiny Campus Extension Councils Clients Public “Did you have a policy” “Did you follow policy?”

University Response Volunteer Policy Youth Camps and Pre-Collegiate Programs policy –Draft policy available –Procedures being developed Background Screening Policy Reporting Policy

What you think we do

ISU Volunteer Policy Volunteer Approval –When required procedures are completed by volunteer, and –Approval received from unit chair/director

ISU Volunteer Policy Volunteer Agreements –Required for “higher risk” services –Includes services involving access to minors –Travel (Drivers) –Contact with animals –Serving/Preparing food

ISU Volunteer Policy ISU Volunteer Agreements shall not exceed one year. The department/unit may end a volunteer's service at any time and without prior notice.

Volunteer Agreements What should be included?

ISU Youth Activities Policy Programs must be approved Approval at Dean/VP level Qualified Program Leader Staff Orientation & Training Safety Protocols

County/Field/Campus Youth Programs Registration with ?? DO keep records of all programs with originating county County review and approval of 4-H club events Continue to screen staff/volunteers per current ISU Extension & Outreach policy Screen ALL volunteers against Sex Offender Registry – and keep records –Every volunteer, every year DO implement Emergency and First Aid protocol If program involves youth on campus, let campus 4-H office know. Registration with ISU ORM will be needed. Let campus staff help.

Volunteer Training Resources County Based Multi-region New Volunteer training

Volunteer Tracking Document –Screening –Orientation –Training 4-H Online

Emergency Protocol Emergency procedures protocol Basic First Aid protocol “How To” youth camps checklist

Emergency Plan

Existing Resources –Program Leader’s Checklist for Youth Programs ISU Office of Risk Management – General Iowa 4-H –Policies page Dru Sodjin National Sex Offender Public Website –

Existing Resources 4-H Risk Management – public page – –“Volunteer Risk Management Checklist” –All waiver forms –Incident Report forms –Other resources 4-H Risk Management – staff page “Creating Safe Environments/Managing Risks in 4-H Programs” checklist for staff when reviewing/approving events

You want to do what?!

Approval Process What should be included? –Keep it Thorough Simple Informative Manageable

Shades of Gray

Critical Resource Youth Program Specialists !!! Call them –Not Maybe, Just Do It

Insurance County Insurance Memo –Extension Finance web page – –Let Regional Directors help Certificates of Insurance ISU Office of Risk Management Event/Activity Accident Insurance –American Income Life –

Extra Insurance for Horse project members Downhill winter sports Non-members

Special Participation Waivers for Downhill Winter sports Swimming w/o lifeguard Others ???

Incident Reporting Document everything – locally Use Form Details are important! Follow Procedures

Be Safe! MickeyMinniePlutoHueyLouieDeweyDonaldGoofySacremento

Thank You! For what you already do to comply with ISU and ISU Extension and Outreach policies and procedures ISU Extension and Iowa 4-H viewed as a model for others at ISU Keep your stick on the ice!