1 oklahoma 4-h volunteer developmentVolunteer Certification Paves the Way oklahoma 4-h volunteer development Ready, Set…Volunteer Instructor Preparation – Allow 6-8 hours of preparation for 1 hour of instruction. Review all materials thoroughly. Do any additional research or preparation to make yourself comfortable with the materials or to give it your personal touch. Determine what other topic/subject matter will be presented with this “core” subject matter. It could be a special event/activity that will focus on the CES 2014 Centennial Celebration, an educational piece on how youth should prepare for the “Famous People” category at your communication event, introducing the OK Hobbies and Collectibles project, National 4-H History Preservation Program, the heritage portion of the Citizenship project area, etc. This is a good topic to encourage, embracing and learning about History through 4-H programming. Prepare handouts that complement the subject matter. Down load the OCES Centennial PSA 100 Years of Oklahoma Extension (video 3:35 minutes) to play with slide Handouts that complement this session: 4H.VOL.112 Benefits of Volunteer Certification 4H.VOL.113 Risk Management Resource Materials OSU Fact Sheet F-854 Tort Liability T8202 Teaching Adults Teaching Outline and Activity Ready, Set, Volunteer! 4H101 Section IV-Lesson 15 Recruiting, Training and Recognizing Volunteers Appendix – Group Building Three: Claytionary PowerPoint Presentations Unit 3 – Ready, Set Volunteer! Self Study Series - for volunteers who can not attend this training in person. 4H.VOL.203A – Risk Management 4H.VOL.203I – Benefits of Certification 4-H Newsletter Support Material Are you a Taxi Driver? Are you Covered? Behavioral Guidelines for Volunteers Maintaining Volunteer Certification Purpose of Volunteer Certification Steps in Managing Risk Volunteer Certification Process Volunteer Core Competencies Who to Certify as a Volunteer

2 Volunteer Certification Paves the WayOklahoma 4-H Youth Development Parent-Volunteer Education Volunteer Certification Paves the Way Core Competencies Unit 3 Review Volunteer Development Series 4H.VOL.112 Benefits of Volunteer Certification; 4H.VOL.113 Risk Management in preparation for this section of unit 3. Resource – OSU Fact Sheet F-854 Tort Liability

3 Oklahoma 4-H Purpose for Volunteer CertificationTo ensure a safe environment for youth involved in Oklahoma 4-H. To provide documentation for volunteer activities and to strengthen liability coverage for volunteers under the State Tort Claims Act. To assist in the selection, education, tracking and placement of volunteers. Review Volunteer Development Series 4H.VOL.112 Benefits of Volunteer Certification; 4H.VOL.113 Risk Management in preparation for this section of unit 3. To ensure a safe environment for youth involved in Oklahoma 4-H. To provide documentation for volunteer activities and to strengthen liability coverage for volunteers under the State Tort Claims Act. To assist in the selection, education, tracking and placement of volunteers. To develop 4-H Volunteer competencies through continuing education activities.

4 Oklahoma 4-H Who Should be Certified…Volunteers who serve as Organizational, Project, Activity and Teen leaders, chaperones, parents, at large community volunteers, and persons providing transportation. Any volunteer who works with children in a situation unsupervised by a paid OCES employee or a certified 4-H volunteer. Youth Volunteers - Any young person under the age of 18 who is volunteering for some unsupervised 4-H responsibility must complete and have on file a 4-H volunteer application, annual enrollment agreement, and behavioral guideline form.

5 Oklahoma 4-H Maintaining CertificationParticipate in and report a minimum of 4 continuing education opportunities per year. Annually complete enrollment form, behavioral guidelines, and appropriate volunteer agreement form. Extension Educators will annually conduct individual visits with organizational leaders and assistant club leaders, county committee chairpersons, adult council officers, and other volunteers (as needed) to discuss commitment, performance and review responsibilities to the county 4-H program. Annually Participate in and report a minimum of 4 continuing education opportunities per year. A minimum of two at the county level with your county educator. The other two could be any combination of 2 Core Competency Self-study units, District or State 4-H Conferences, workshops or programs, Professional Development related to youth work or the area in which the volunteer provides expertise (i.e. teacher in-service, law enforcement training in gun safety, etc.) Any training outside of OCES the volunteer must obtain and return a completed a Continuing Education Credit form to the county extension office. Annually complete enrollment form, behavioral guidelines, and appropriate volunteer agreement form. Extension Educators will annually conduct individual visits with organizational leaders and assistant club leaders, county committee chairpersons, adult council officers, and other volunteers (as needed) to discuss commitment, performance and review responsibilities to the county 4-H program. All certified volunteers will receive a copy of the yearly assessment tool which has been completed and placed in their volunteer file. Volunteers have the opportunity to visit with the county educator regarding the assessment.

6 Oklahoma 4-H Maintaining Certificationcontinued All certified volunteers will receive a copy of the yearly assessment tool which has been completed and placed in their volunteer file. Volunteers have the opportunity to visit with the county educator regarding the assessment. Volunteers who do not meet the minimum standards for maintaining certification will be placed on one year probation. If at the end of the probationary year they will either be returned to active status or their services will be terminated. If there is a break in service of 3 years or more with no participation in training, completion of paperwork or activity in the county program a volunteer will have to complete the application process again. When certification requirement are not met or an agreement/behavioral guidelines are broken? Probation - Volunteers who do not meet the minimum standards for maintaining certification will be placed on one year probation. If at the end of the probationary year, they will either be returned to active status or they will be viewed as “inactive.” Inactive Status - If there is a break in service of 3 years or more with no participation in training, completion of paperwork or activity in the county/district/state program a volunteer will have to complete the application process again. Termination in service - Any actions, which conflict with the Volunteer Enrollment, Volunteer Agreement, Behavioral Guidelines or any other established rules or guidelines for sanctioned 4-H activities is grounds for immediate dismissal as a 4-H volunteer. This might include arrest or conviction for child abuse or neglect, violent crimes, unethical behavior, substance abuse, verbal abuse, physical abuse, or other serious offenses.

7 Oklahoma 4-H Behavioral GuidelinesWork cooperatively Represent OCES with pride and dignity, behave appropriately, exhibit good sportsmanship, demonstrate conflict management skills. Respect, adhere to and enforce state laws related to child abuse and substance abuse. Verbal and physical abuse or committing criminal acts are grounds for termination Comply with equal opportunity and affirmative action. Treat animals humanely, provide appropriate and ethical animal care.

8 Oklahoma 4-H Behavioral Guidelinescontinued Under no circumstances allow or consume alcohol or illegal drugs at 4-H events or activities. The use of or being under the influence while in the presence of 4-H members or at 4-H programs or activities is grounds for termination as a volunteer or educator. Strongly discourage the use of tobacco products in the presence of members and/or at events and activities. Operate machinery, vehicles, and other equipment in a safer and responsible manner Accept responsibility to promote, conduct, and support 4-H programs in order to develop an effective 4-H program.

9 Oklahoma 4-H Volunteer Core CompetenciesCompetencies have been identified as the minimal skills and behavioral indicators 4-H volunteers need to effectively carry out assigned roles and responsibilities in planning, conducting, and evaluating an individual, local and/or county program. Through subject matter education volunteers are provided fundamental knowledge about 4-H which in turn provides an understanding of 4-H and assist in creating a stronger foundation for 4-H programming. Review Volunteer Development Series 4H.VOL.112 Benefits of Volunteer Certification; 4H.VOL.113 Risk Management in preparation for this section of unit 3.

10 Oklahoma 4-H Behavioral IndicatorsCommunication Skills Effectively expresses ideas and facts concisely and in an organized manner through oral and written communication. Works well with 4-H members, parents, volunteers and extension staff. Practices active listening skills. Shares information in a timely and diplomatically ways. Uses a variety of positive methods to promote 4-H and Cooperative Extension.

11 Oklahoma 4-H Behavioral IndicatorsInterpersonal Skills Considers and responds appropriately to the needs, feelings and capabilities of others. Demonstrates good citizenship and treats others with respect and fairness. Exhibits patience in appropriate situations.

12 Oklahoma 4-H Competency SkillsCommunication Skills Interpersonal Skills Flexibility Decisiveness Initiative Organizational Skills Service Orientation Teamwork Institutional Systems

13 Oklahoma 4-H Behavioral IndicatorsFlexibility Adapts behavior and methods in response to new information, changing conditions and priorities, demands, unexpected obstacles, or situations. Is open-minded to new ideas, change, and new information. Demonstrates ability to compromise. Demonstrates flexibility due to change in conditions, priorities, demands or situations. Adapts leadership style to variety of situations. Adapts educational strategy for situation and audience. Encourages the development and use of imagination in the decision-making process.

14 Oklahoma 4-H Behavioral IndicatorsDecisiveness Exercises good judgment based on situation and surroundings. Makes sound, well-informed decisions. Perceives the impact of decisions. Commits to action to accomplish organizational goals.

15 Oklahoma 4-H Behavioral IndicatorsInitiative Motivated, self-starter. Committed to positive ethics in youth development – trustworthiness, respect, responsibility, fairness, caring, and citizenship. Follows through with projects and commitment. Works to develop an area of expertise. Recognizes own strengths and weaknesses and committed to personal improvement. Demonstrates belief in own abilities and ideas.

16 Oklahoma 4-H Behavioral IndicatorsOrganizational Skills Effectively manages time, resources and people. Is prompt. Successfully manages multiple tasks. Uses conceptual and creative thinking in decision-making. Uses a proactive approach to problem solving. Uses a variety of educational tools (newsletters, presentations, tours, judging, news releases, displays, etc.). Evaluates strength, benefits and quality of educational programs.

17 Oklahoma 4-H Behavioral IndicatorsService Orientation Effectively manages, develops and delivers educational programming. Is concerned with public perception and satisfaction. Is honest, trustworthy, fair, and dependable. Appearance and behavior is appropriate and professional. Works effectively with diverse audiences.

18 Oklahoma 4-H Behavioral IndicatorsTeamwork Offers assistance and is supportive of others. Gains satisfaction from group achievement. Demonstrates ability to work with diverse personalities. Maintains credibility with others. Coaches, mentors, and challenges peers and youth. Inspires, motivates and guides others toward goal(s) accomplishment. Actively involved and supportive of small group, club and county efforts.

19 Oklahoma 4-H Behavioral IndicatorsInstitutional Systems Understands and appropriately applies procedures, requirements, regulations and policies as related to 4-H and Oklahoma Cooperative Extension. Supports and works effectively within the organizational and management systems of the local, county, and state 4-H programs. Supports the non-discrimination statement of the Oklahoma Cooperative Extension Service. Demonstrates commitment to positive youth development and education.

20 Liability and Risk Accidents“And Eeyore whispered back: ‘I am not saying there won’t be an Accident, mind you. They’re funny things, Accidents. You never have them till you’re having them.” A.A. Milne, 1928 “ The House at Pooh Corner” Review Volunteer Development Series 4H.VOL.113 Risk Management and F-854 Tort Liability in preparation for this section of unit 3.

21 Liability and Risk In a “Nut Shell”An ounce of prevention is worth a ton of cure! All volunteers should be given proper and sufficient training and information regarding responsibilities and expectations, especially in the area of supervising minors. Extension Educators will keep records of volunteers who are trained and informed about responsibilities and expectations. Volunteers deserve clear and specific responsibilities and expectations from Extension Educators. Always act prudently – meaning act with foresight, avoid error or danger using practical discretion. Review Volunteer Development Series 4H.VOL.113 Risk Management and F-854 Tort Liability in preparation for this section of unit 3. Resource – OSU Fact Sheet F-854 Tort Liability Risk Management Terms Risk - An act which has probability of causing negative outcomes. Assets - Things of value held by an organization. Risk Management - Protecting assets by minimizing the potential for negative outcomes. Liability - Being responsible or accountable. Kinds of Tort Tort as it relates to Law, is defined as: “wrongful act, injury or damage (not involving breaking a written contract) for which a civil action can be brought. Forms of tort: Abuse Assault and Battery Negligence Fraud Slander and Libel Trespass Violation of Civil Rights Automobile liability Volunteer Owned Vehicle All drivers by state law are required to have liability insurance. Volunteers using their vehicle in support of a 4-H activity or event must have auto liability insurance. Vehicles should be safe and in sound condition. There must be a functioning seat belt for everyone being transported. At no time and under any circumstance should youth be seated in the back of a pickup or in a trailer. (Only exception a Parade and in this instance all youth and adults should receive very specific safety instructions about what is not acceptable.) OSU’s self insurance can be used when transporting individuals solely as part of a sanctioned/organized 4-H function of a club, county, district or state program. This why it is extremely important to have on file “Activity and Intent Forms” when and activity or event is being conducted outside the local club meeting and that you as a volunteer receive adequate instruction/position description in advance.

22 Liability and Risk Under Oklahoma Law“…any person who is authorized to act in behalf of a political subdivision or the state whether that person is acting on a permanent or temporary basis, with or without being compensated on a full-time or part-time basis.” (51 O.S. 1991, 152) OCES views volunteers as an extended employee when they are acting in the scope of their duties as a sanctioned volunteer for an approved/official 4-H activity.

23 Liability and Risk Risk Management TermsRisk - An act which has probability of causing negative outcomes. Assets - Things of value held by an organization. Risk Management - Protecting assets by minimizing the potential for negative outcomes. Liability - Being responsible or accountable. Risk Management Terms Risk - An act which has probability of causing negative outcomes. Assets - Things of value held by an organization. Risk Management - Protecting assets by minimizing the potential for negative outcomes. Liability - Being responsible or accountable. Kinds of Tort Tort as it relates to Law, is defined as: “wrongful act, injury or damage (not involving breaking a written contract) for which a civil action can be brought. Forms of tort: Abuse Assault and Battery Negligence Fraud Slander and Libel Trespass Violation of Civil Rights Automobile liability Volunteer Owned Vehicle All drivers by state law are required to have liability insurance. Volunteers using their vehicle in support of a 4-H activity or event must have auto liability insurance. Vehicles should be safe and in sound condition. There must be a functioning seat belt for everyone being transported. At no time and under any circumstance should youth be seated in the back of a pickup or in a trailer. (Only exception a Parade and in this instance all youth and adults should receive very specific safety instructions about what is not acceptable.) OSU’s self insurance can be used when transporting individuals solely as part of a sanctioned/organized 4-H function of a club, county, district or state program. This why it is extremely important to have on file “Activity and Intent Forms” when and activity or event is being conducted outside the local club meeting and that you as a volunteer receive adequate instruction/position description in advance.

24 Liability and Risk Everyday OperationsHelp identify risks, report them and/or correct the identified risk(s). Avoid situations of negligence. Be sure insurance is in place or is purchased. Report (through written documentation)claims or losses: date, time, details leading up to the accident, treatment administered, persons contacted, etc. Participate in health and safety training.

25 Liability and Risk Methods for Controlling RiskAvoid - don’t conduct high risk activities. Reduce risk - take safety measures. Transfer the risk control to others - contract with others to conduct high risk activities. Anticipate and have a plan. Communicate thorough plans with the club leadership and county office. File “Activities and Event Intent Form” with county office for any club activity taking place outside of the regularly scheduled club meeting. These forms are not necessary for county, district or state events planned by OCES. An ounce of prevention is worth a ton of cure! Methods for Controlling Risk Participate in sufficient training and ask for specific information regarding responsibilities and expectations, especially in the area of supervising minors. Always act prudently – meaning act with foresight, avoid error or danger using practical discretion. Reduce risk - take safety measures. Avoid or don’t conduct high risk activities. Risk which occurs frequently but causes relatively small losses may be retained along with infrequent risks which incur small losses. Avoiding risk – in this case the risk is identified PRIOR to the situation occurring and the decision is made to eliminate it. Eliminating activities from your programs is not the best way to prevent suits. Just make sure activities are appropriate to the needs and abilities of the people you are trying to serve. Avoid situations of negligence. It is our duty to provide a safe environment – to varying degrees, this is your responsibility to participants, spectators, passer-by, invitees, licenses, and trespassers. Transfer the risk control to others - contract with others to conduct high risk activities. Anticipate and have a plan. Communicate thorough plans with the club leadership and county office. File “Activities and Event Intent Form” with county office for any club activity taking place outside of the regularly scheduled club meeting. These forms are not necessary for county, district or state events planned by OCES. Elements for Negligence For negligence to exist, all four of the following elements must be present: Duty of care – you assumed a responsibility Breach of duty – you did not fulfill the responsibility as instructed Actual injury sustained Connection between breach of duty and resulting injury

26 is important to Risk ManagementLiability and Risk Why Volunteer Management is important to Risk Management Volunteers receive orientation and training in regard to their job or role Volunteers are recognized for their contributions and are afforded greater protection having equal staff status Process for evaluating volunteers Provides documentation of counseling and corrective measures taken with a volunteer System for terminating a volunteers services

27 Transportation and Chaperones Volunteer Owned VehiclesAll drivers by state law are required to have liability insurance. Volunteers using their vehicle in support of a 4-H activity or event must have auto liability insurance. Vehicles should be safe and in sound condition. There must be a functioning seat belt for everyone being transported. OSU’s self insurance can be used when conducting a sole 4-H function. Automobile liability Volunteer Owned Vehicle All drivers by state law are required to have liability insurance. Volunteers using their vehicle in support of a 4-H activity or event must have auto liability insurance. Vehicles should be safe and in sound condition. There must be a functioning seat belt for everyone being transported. At no time and under any circumstance should youth be seated in the back of a pickup or in a trailer. (Only exception a Parade and in this instance all youth and adults should receive very specific safety instructions about what is not acceptable.) OSU’s self insurance can be used when transporting individuals solely as part of a sanctioned/organized 4-H function of a club, county, district or state program. This why it is extremely important to have on file “Activity and Intent Forms” when and activity or event is being conducted outside the local club meeting and that you as a volunteer receive adequate instruction/position description in advance.

28 Transportation and Chaperones Volunteers transporting4-H members… Volunteer must have: Current and valid drivers licenses A good driving record Medical Release form for passengers, other than your own children/family members. An itinerary of where they are going, the route to be traveled and scheduled stops. Extension Educators will have in place: Orientation and training process for club leaders and volunteers regarding transportation System for reporting accidents System for handling concerns or complaints

29 Use great discretion and limit the need for using teen drivers.Transportation and Chaperones Use of Teen Drivers Use great discretion and limit the need for using teen drivers. If necessary…. Check for appropriate licenses and car insurance. Be sure the car is physically safe and provides working seat belts for all passengers. Put your expectations in writing for the youth and parents. Drive to and from the event only! Will be sent home if driving at any other time. When teen is transporting, on your behalf, (i.e. to camp or other event) having a release form from parents, the driver, and the passengers, will decrease liability. Medical Release forms for all passengers. Teens transporting other youth on a regular bases as to a club meeting is generally an issue between families and not the responsibility of the club or county leadership.

30 Transportation and Chaperones As a ChaperoneIdentify and reduce opportunities for risk. Avoid situations of negligence. Be sure there is insurance for an activity or event. Have a copy of the child’s Medical Release form quickly accessible. To the greatest degree possible avoid transporting one child, regardless of age or gender. As a Chaperone… Identify and reduce opportunities for risk. Avoid situations of negligence. Be sure there is insurance for an activity or event. Have a copy of the child’s Medical Release form quickly accessible. To the greatest degree possible avoid transporting one child, regardless of age or gender. Do not leave children alone at a meeting site. An adult should be present until the last child is picked up. Reduce the need to place youth and adults in the same sleeping quarters. Teens and adults serving as counselors should be well trained in expectations and responsibilities. Elements for Negligence For negligence to exist, all four of the following elements must be present: Duty of care – you assumed a responsibility Breach of duty – you did not fulfill the responsibility as instructed Actual injury sustained Connection between breach of duty and resulting injury

31 Transportation and Chaperones As a ChaperoneDo not leave children alone at a meeting site. An adult should be present until the last child is picked up. Reduce the need to place youth and adults in the same sleeping quarters. Teens and adults serving as counselors should be well trained in expectations and responsibilities. As a Chaperone… Identify and reduce opportunities for risk. Avoid situations of negligence. Be sure there is insurance for an activity or event. Have a copy of the child’s Medical Release form quickly accessible. To the greatest degree possible avoid transporting one child, regardless of age or gender. Do not leave children alone at a meeting site. An adult should be present until the last child is picked up. Reduce the need to place youth and adults in the same sleeping quarters. Teens and adults serving as counselors should be well trained in expectations and responsibilities. Elements for Negligence For negligence to exist, all four of the following elements must be present: Duty of care – you assumed a responsibility Breach of duty – you did not fulfill the responsibility as instructed Actual injury sustained Connection between breach of duty and resulting injury