A Recipe for Confident, Competent, Caring 4-H Volunteers
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Transcript of A Recipe for Confident, Competent, Caring 4-H Volunteers
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A Recipe for Confident, Competent, Caring 4-H Volunteers
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AKA “Taking Care of Business”
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Raw Ingredients
• Youth
• Adult who is willing to spend her or his leisure time as a 4-H volunteer
+ ≠
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Added Ingredients
• Interview
• Screening
• County based orientation & training for new volunteers
• Multi-region based new volunteer training
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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
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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
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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.
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Internal Audit• General Information reviewed
– Financial Policies– Child Protection Policy– Health & Safety Forms
• Liability waivers• Emergency contact information• Photography releases• Etc.
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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
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Internal Audit
• Other items– Copies of participant enrollments and parental
waivers– Is Emergency Handbook kept on site?– Is emergency contact information kept on site?
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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
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Internal Audit
• “Your unit did not have any reportable issues”.
• Would your county have passed???
• Are you sure???
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Era of Increased Scrutiny
• Campus
• Extension Councils
• Clients
• Public
• “Did you have a policy”
• “Did you follow policy?”
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University Response
• Volunteer Policy
• Youth Camps and Pre-Collegiate Programs policy– Draft policy available– Procedures being developed
• Background Screening Policy
• Reporting Policy
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What you think we do
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ISU Volunteer Policy
• Volunteer Approval– When required procedures are completed by
volunteer, and– Approval received from unit chair/director
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ISU Volunteer Policy
• Volunteer Agreements– Required for “higher risk” services– Includes services involving access to minors– Travel (Drivers)– Contact with animals– Serving/Preparing food
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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.
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Volunteer Agreements
• What should be included?
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ISU Youth Activities Policy
• Programs must be approved
• Approval at Dean/VP level
• Qualified Program Leader
• Staff Orientation & Training
• Safety Protocols
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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.
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Volunteer Training
• Resources
• County Based
• Multi-region New Volunteer training
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Volunteer Tracking
• Document – Screening– Orientation– Training
• 4-H Online
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Emergency Protocol
• Emergency procedures protocol • Basic First Aid protocol• “How To” youth camps checklist
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Emergency Plan
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Existing Resources• http://policy.iastate.edu/policy/youthprograms
– Program Leader’s Checklist for Youth Programs
• ISU Office of Risk Management– http://www.riskmanagement.iastate.edu/
• General Iowa 4-H– Policies page
• https://www.extension.iastate.edu/4h/restrict/policies.htm
• Dru Sodjin National Sex Offender Public Website– http://www.nsopw.gov/
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Existing Resources• 4-H Risk Management – public page
– http://www.extension.iastate.edu/4h/Volunteers/risk.htm – “Volunteer Risk Management Checklist”– All waiver forms– Incident Report forms– Other resources
• 4-H Risk Management – staff pagehttps://www.extension.iastate.edu/4h/restrict/riskmanagement.htm
“Creating Safe Environments/Managing Risks in 4-H Programs”
checklist for staff when reviewing/approving events
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You want to do what?!
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Approval Process
• What should be included?– Keep it
• Thorough• Simple• Informative• Manageable
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Shades of Gray
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Critical Resource
• Youth Program Specialists !!!
• Call them– Not Maybe, Just Do It
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Insurance
• County Insurance Memo– Extension Finance web page– http://www.extension.iastate.edu/extensionfinance/insurance.htm
– Let Regional Directors help
• Certificates of InsuranceISU Office of Risk Managementhttp://www.riskmanagement.iastate.edu
• Event/Activity Accident Insurance– American Income Life– http://www.americanincomelife.com/who-we-serve/4-h-insurance
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Extra Insurance for
• Horse project members
• Downhill winter sports
• Non-members
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Special Participation Waivers for
• Downhill Winter sports
• Swimming w/o lifeguard
• Others ???
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Incident Reporting
• Document everything – locally
• Use Form
• Details are important!
• Follow Procedures
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Be Safe!
• MickeyMinniePlutoHueyLouieDeweyDonaldGoofySacremento
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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!
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