“Risky” Business is

Everybody’s Business

Fundamentals for 4-H Youth Development Work

What is Risk Management?

• The process used to protect assets by minimizing the potential for negative outcomes.

• “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.

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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.

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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.

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Important Risk Management Terms

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Liability

Legally bound or responsible. Something

for which one is liable; an obligation, a

responsibility, or a debt.

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Forms of Liability

• NegligenceFailure 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

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Risk Management Process

Phase 1:Risk Analysis

Risk Identification Evaluation & Measurement

Phase 2:Risk Response

Risk ControlFinancing &

Communication

Phase 3:Risk ReviewMonitor and

Evaluate RiskPlans

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Risk Management Strategies

ReduceTo 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

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Risk Management Strategies

TransferShifting 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

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Risk Management Strategies

AvoidTaking steps to remove a hazard, engage in an alternative activity, or otherwise end a specific exposure.

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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

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Volunteer Liability Protection

• Federal Volunteer Protection Act of 1997

• Wisconsin state statutes limit volunteer

liability−Volunteers, State Statute 181.0670 - Limited liability for

volunteers of a non-stock corporation. − Directors and Officers, State Statute 181.0855 - Limited

liability of directors and officers. − Equine Activities, State Statute 895.481- Civil liability

exemption for equine activities.

• County or organization may purchase

insurance

• Personal insurance

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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.

Accident Coverage

• Primary accident insurance is highly

recommended.

• It can be purchased reasonably for

members and leaders events for a full

year or by event.−American Income Life Insurance is an

example.−Note: this is accident insurance, not liability

insurance.

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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

help.

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Have a Risk Management Plan!

• Use a risk management

checklist.

• Involve adults and youth in

developing the risk

management plan so

everyone is thinking about

safety. 18

Special Areas for Consideration

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Proper Forms

• When appropriate, have participant

health and waiver forms in place before

the event starts.

• The required health form:

http://www.uwex.edu/ces/4h/resources/mgt/risk.cfm

• Recommended waiver forms are at:

http://www.uwsa.edu/oslp/rm/forms/index.htm

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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 must complete the Youth

Protection process.

• All adults for overnight events must

complete the Youth Protection process.21

Emergency Procedures

• In case of emergency: The first priority is to provide medical

attention to the injured. Contact the parent/guardian or

emergency contact. Contact the appropriate County and

Extension Supervisors. Prepare and file an incident report.

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Finances• Federal regulations govern the use of the

4-H name and emblem which require annual financial reporting and accountability.

• 4-H Money = Public FundsAll money received by a 4-H entity is public money since 4-H is a public organization. Money must be deposited in a public financial institution in an account bearing the 4-H name.

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Best Money Handling Practices

• Write a receipt for all monies received.

• Follow proper County, Extension and

organizational guidelines in promptly

depositing money.

• Members need to approve payments.

• Two signatures should be required on checks.

• A payment approval form should be used and

the receipt from the purchase should be

attached.24

Fund Raising

• Fund raising should

only be conducted to

meet an

organizational goal

and fit the

organization’s

mission.

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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• Supervise youth at all

times.• Always encourage

parents/mentors to attend.• Have at least two adults

present when possible.• Post and communicate

safety rules.

• Provide written guidelines

and rules.

• Work in open places.

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Working with Youth• Respect privacy of youth.

• Never use physical punishment or deny basic needs.

• When physical contact is needed to demonstrate a skill or technique first ask for permission from the child.

• Be alert to physical/emotional needs.

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Resources for Staff

• Risk management contacts

• Professional development resources

• Educational resources to use in

planning and teaching concepts to

members and volunteers

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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 Region Liaison or Associate

State Program Director with

questions

• Dan Malacara serves as Cooperative

Extension’s contact for risk

management questions daniel.malacara@ces.uwex.edu 608-263-7941

Resources

• University of WI System Office of

Safety and Loss Prevention/Risk

Management - http://www.uwsa.edu/oslp/rm/forms/index.htm

Field Trip Waiver Consent for Medical Administration

and Treatment/Health History Questionnaire

General Incident Reporting Form

Resources• Region Liaison

• The County person with risk management responsibilities

• Wisconsin 4-H Youth Development – Risk Management http://www.uwex.edu/ces/4h/resources/mgt/risk.cfm

• Wisconsin 4-H Youth Development – Money Matters http://www.uwex.edu/ces/4h/clubs/money.cfmFor volunteer training tools:

Treasurer’s HandbookFinancial Handbook for LeadersFinancial Accountability and 4-H handout

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Resources

• Nonprofit Risk Management Center−www.nonprofitrisk.org

• On-line tutorials and resources• Books• Consulting

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Thank-you!

Kandi O’NeilAssociate Program Director 4-H Youth Development/Volunteer

Specialistkandi.oneil@ces.uwex.edu

Originally developed by Donna Menart and Sue Pleskac

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