4-H Club Risk Management

Creating Safe Environments while having Fun

Objectives• Strengthen 4-H volunteers abilities to

– Identify, assess, and manage risks– Understand volunteer insurance coverage– Create safe environments for 4-H members

Safe Environments

• Effective clubs are active– Fun – Educational– Safe

• Comply with ISU policies• Good stewards• Protect Stakeholders

4-H Activity Risks• Field Trips• Recreation• Camping• Workshops• Overnight Trips• Shooting Sports• Canoeing

• Winter activities• Club meetings• Fundraising• Bake sales• Transportation• Service Learning• County Fair

The Fun Trip• Your 4-H club, the Willing Travelers, wants to take a

recreational trip to Adventureland in Des Moines. The trip will be a one-day trip and most of the club members will attend, along with both leaders and several parents. Members want to invite non-4-H member family and friends to participate. You expect that approximately 35 – 40 people would attend.

Options• Sure, tell the members OK. Don’t worry, be

happy.• Say OK, but only if someone else plans the trip.• Contact your county extension office for help.• No go. This trip is a disaster waiting to happen.

What are the risks/issues?• Permission• Youth• Adults• Transportation• Non-Members• Accident/injury

• Health/medical• Physical activity• Food/drink• Age of participants• Supervision• Insurance

Basic Risk Management• Identify • Assess/Evaluate

– Probability of occurrence– Seriousness of risk

• Manage – Select appropriate strategy– Implement chosen strategy

• Monitor and evaluate

Key Question• “How bad would it be if something did

happen, and if it would be bad, is it worth trying to prevent?”

How manage risk?• Avoid – don’t do • Insure• Train• Participation waivers

• Accept the risk• Reduce• Share• Others

Risk Management Strategies• Retain the risk• Reduce the risk• Share/Transfer the risk• Avoid the risk

Retain• Accept the risk• Prepare for possibility of loss• Normally used when consequence is

minor

Reduce• Change the activity or conditions • Decrease likelihood of loss• Reduce exposure• Examples:

– Screen volunteers– Train staff– Adequate supervision– Emergency management plan

Reduce• Iowa State University requires for all youth

programming:

• Emergency Plan• First Aid Protocol

– http://www.extension.iastate.edu/4h/page/4-h-risk-management

Share/Transfer• Find someone else to share the risk or

assume the risk• Examples:

– Insurance– Waivers of liability– Use commercial travel

Avoid• Do not conduct the activity• If risks too severe• If consequences too great• If risks cannot be reduced or shared

– Then unacceptable to conduct the activity

Sharing Risk• Permission forms – grants child permission from

legal guardian to participate in activity

• Informed Consent – provides information about activity, guardian signature indicates they have read and understand

• Waiver of liability – voluntary surrender of a known right or privilege (e.g. right to sue)

• Combination

Insurance Coverage 4-H Members• Basic accident coverage through AIL

– $1/member/yr, required– Club members only– May include volunteers

• Horse project members $2/yr• Does NOT include coverage for injuries during

downhill winter sports

Special Activity Insurance• Separate policy through AIL• Activity/event specific• Daily rate• Can include non-members, guests• Includes coverage for winter sports

excluded under the $1/yr policy

Volunteer Insurance• Personal liability protection through CAED

commercial insurance policy• Authorized volunteers• Acting within scope of volunteer duties and

responsibilities

Volunteer Insurance• Auto Liability through commercial policy• Authorized volunteers• Excess liability only (over personal auto

coverage)• Does not include physical damage to

vehicle or loss of contents

Volunteer Insurance• Medical available through AIL

– Same levels as for 4-H members– Confirm that volunteers are included in your

county or club policy• No Workers Compensation coverage

The Fun Trip• Will the trip be permitted?• What forms need to be completed?• What screening, background checks?• Insurance coverage?• Special safety precautions?

Is the trip permitted?• Yes, if…• Planned as part of club program• Approved by Extension Office• Iowa 4-H risk management policies are

followed– http://www.extension.iastate.edu/4h/page/4-h-risk-management

What forms?• No additional for members and leaders• Guests (including siblings and parents) will

need to complete a Medical Information/Release form

• Consider using an informed consent form with all participants

Screening and Background Checks?• If using private vehicles, check MVR of all

drivers• Check National Sex Abuse Registry for

anyone designated as a “chaperone” for the event

• Proper supervision ratios

Insurance Coverage• Members and club leaders have basic accident through

$1/yr/member policy• Special Activity policy needed for all others attending• Limited liability coverage provided for volunteers using

personal autos• Liability coverage through county policy for approved

volunteers

Special Safety Precautions• Check transportation options• Have emergency plan• Have a First Aid Kit• Plan for periodic “check-in times”• Check insurance coverage on private

vehicles• Check health forms for conditions or

medications• Other

What changes if…..• The event is an overnight trip?• The amusement park is out-of-state?• You want to rent vans instead of use

personal vehicles?

Certificate of Insurance

• Information needed:– Name of event/activity (brief description)– Beginning and end dates of event/activity– Location of event/activity– Name and address of the outside entity

requiring the proof of insurance– Distribution instructions– Date certificate is needed

In case of Incident• Follow procedures! Execute your

emergency plan!• Document everything• Represent 4-H and ISU interests• Incident Report forms• AIL claim forms

Practical Risk Management for 4-H Clubs• Accident/medical insurance coverage• Use Informed Consent forms• Consider using vendors for service• Screen all volunteers – ask extension staff for

help• Establish behavior expectations for participants

Practical Risk Management for 4-H Clubs• Job descriptions for all volunteers• Valid license and proof of insurance for all

drivers• Basic first aid kit• Access to telephone• Have emergency contact information available

for participants

Practical Risk Management for 4-H Clubs• Make an emergency plan

– Health/accident– Safety– Weather– Expect the unexpected

• Adequate adult supervision

Practical Risk Management for 4-H Clubs• Follow 4-H Club financial guidelines• Age appropriate activities• Survey location of event or activity

– Remove hazards– Place locations off limits– Choose alternate location

Thank You• Return and review Learning Guide• Return Evaluation• Use checklists to plan club activities• Turn in club calendar annually to county

Extension office for approval

Thank you for being an Iowa 4-H Volunteer!