Policies and procedures

section 11: Volunteer management

 

11.1 Introduction

The mission of the 4-H Youth Development Program is to provide real-life educational opportunities that develop young people who positively impact their community and world. Extension personnel and volunteer time and energy should be spent in positive educational programs that support these quality experiences for children and youth.

The 4-H Youth Development Program must be able to assure parents that their children will be provided with a safe, supportive environment as they participate in 4-H activities. The 4-H Volunteer Application and Screening policy aligns with industry standards and helps create a safe environment for 4-H programming. The following procedures has been reviewed and approved by Purdue University’s legal counsel and risk management office.

All individuals who wish to have a volunteer role with the 4-H Youth Development program must be approved as a volunteer in 4-H Online prior to assuming volunteer duties on behalf of the 4-H program. The following is a standard statement that can be used to communicate this expectation.

Volunteering with 4-H

Volunteering with Purdue University and the Indiana 4-H Youth Development Program is a privilege that carries high expectations of performance. 4-H Volunteers are volunteers of Purdue University and are expected to follow Purdue/Indiana 4-H guidance designed to provide 4-H youth with positive role models in a safe, educational environment. 

Volunteering with Purdue/Indiana 4-H requires an annual, mutual re-commitment on the part of the individual wishing to volunteer and Purdue Extension/Indiana 4-H.

Only approved volunteers in 4-H Online may assume volunteer duties on behalf of the Purdue Extension 4-H youth Development Program including working with youth, fundraising or making decisions for 4-H.  If you are unsure of your own volunteer status, contact your county 4-H Educator.

Volunteer enrollment is completed via 4-H Online, beginning at the start of the 4-H Program year on October 1, and ending on September 30. 

Individuals who wish to continue their role as 4-H Volunteers are asked to complete the re-enrollment process as soon as possible after the 4-H Online system opens for the new 4-H program year on October 1.

Early re-enrollment is even more critical for those individuals who have 4-H property in their possession and who have signature authority for 4-H financial accounts.

Until the re-enrollment process has been completed by the individual wishing to volunteer and has been approved by the Extension professional, the individual is NOT an approved 4-H Volunteer. This individual may NOT interact with 4-H youth on behalf of the 4-H Program, nor make decisions related to the 4-H Youth Development Program, until the individual has been approved as a 4-H Volunteer. New 4-H volunteers can be approved at any time during the program year, but are not permitted to interact with youth on behalf of the Indiana 4-H Program until they have been approved.

Individuals assist in a limited capacity at 4-H activities or events by completing the Non-Purdue Guest Presenter/Partner form prior to the event. Contact your county 4-H Educator if you have someone assisting at a 4-H activity or event.

Whether volunteers are recruited or seek out the opportunity for themselves, it is the responsibility of the 4-H Educator to screen, appoint and manage volunteers for the 4-H Program. All new and any volunteers with a lapse in service (more than one year without an approved enrollment in 4-H Online) must go through the Initial Volunteer Onboarding process documented below. If you have any questions or need any assistance with this process, please reach out to the 4-H Volunteer Specialist. 

Not all applicants may be approved to serve as a 4-H Volunteer. 4-H Educators should consider the outcome of the screening process, the needs of the program, skills of the individual and roles available to determine the outcome of each applicant’s onboarding process.

11.2 Initial Volunteer Onboarding

All new volunteer applicants and returning volunteers after a lapse in service (more than one year without an approved enrollment in 4-H Online) must complete a the 4-H Volunteer Process including an volunteer application, volunteer screening and training before the county 4-H Educator can decide whether to accept and appoint them to a volunteer role.

4-H Volunteer Steps:

  1. Individual to complete Application
    1. In 4-H Online
      • Complete enrollment fields and consents
      • Complete screening fields (application questions)
      • Enrollment steps in 4-H Online include:
      • Adult Behavior Expectation consent
      • Sex offender registry check consent
      • Personal liability release (consent)
      • Photo Release (Consent)
      • ID submission (Screening upload)
      • New Volunteer Applicant acknowledgement (consent)
      • Vehicle Use Policy (Consent)
      • Application Questions (enrollment)
    2. Paper Process
      • Volunteer application
      • Volunteer Combined Consent
      • Volunteer Role Description
      • Role Specific Consents
      • Paper Process Management by Extension Office to include:
        • all 4-H Online consents need to be physically signed (Professional to assist)
        • 4-H Online enrollment needs to be started, can be at the same time as the application is received.
        • Individual must complete the Volunteer Background Check through 4-H Online.
  2. Individual to complete Volunteer Background Check
  3. Individual to complete Required Volunteer Trainings.
    Required trainings must be completed before Enrollment can be approved, but all trainings must be completed before a volunteer role can be assigned.
    Required trainings to include the following, but may change by program year.
    *Youth Protection Program Director Training (every 2 years)
    *4-H Volunteer Orientation (as a new volunteer or returning after a lapse in service)
    1. In 4-H Online
      • Individuals will have access to the training after enrollment and screening are submitted.
    2. Professional led
      • Trainings may be offered during or after screening steps.
      • Trainings must be documented using the paper completion quizzes and submitted to the Training Completion Qualtrics.

4-H Extension Professional Review Steps:

  1. Application Review
    • Review for completion, experience, roles of interest, and general information about the applicant. If application is incomplete, return it for completion and pause consideration.
  2. Conduct Reference Check
    • Contact all three references using an approved reference method:
      • Online Reference Portal
      • Email form
      • Mail form
      • Call or in-person form
      • Two references are required to proceed with consideration, three references are preferred. Negative references may lead to additional questions for verification during the interview/conversation step.
      • Ask applicant for additional references if at least two are not returned in the allotted time frame.
      • 4-H Professional may request additional references from other individuals as needed.
  3. Conduct an interview/conversation
    • Conduct a conversation or interview with the applicant to get a better understanding of their interests and skills to better determine their fit for a volunteer role.
      • See sample letters on the 4-H Hub>Policies and Procedures>Volunteer Management Forms.
    • Required for all new volunteer applicants. Interview may be conducted by an interview of 2 or more 4-H Volunteers/Staff trained in confidentiality and the process. Interview notes if someone other than the 4-H Professional conducts the conversation/interview will be shared with the 4-H Professional to use in the Appointment Decision.
  4. Background Check
    • All 4-H Volunteers must comply with the Volunteer Background Check process in 4-H Online. Individuals will be taken to the Sterling Volunteer website from the screening step. They will input their information including SSN and will not be required to pay for the background check. They will be directed back to 4-H Online when they have submitted their background check.
    • The State 4-H Office will have access to background check results and will adjudicate any issues that are identified from the Volunteer Background Check.
  5. Appointment Decision- by Extension 4-H Professional
    • 4-H Extension Professional to review all screening and enrollment information along with the reference checks, conversation/interview outcomes and the needs of the program to determine whether to appoint an individual to a 4-H volunteer role.
    • Not all that apply must be appointed/approved.
    • Enrollment in 4-H Online can not be approved until screening is approved and trainings are completed.
    • Appointment/approval should be based on volunteer needs, the skills that the individual is bringing and whether it is a good match.
  6. Appointment Notification- by Extension 4-H Professional or their designee
    1. Appoint- If there are no concerns and there is a role/need the individual can fill.
      • Send notification of acceptance and appointment and additional information the individual will need for their role Include a copy of the ABE, role description and consents for their files so they are aware of their expectations.
        • See sample letters on the 4-H Hub>Policies and Procedures>Volunteer Management Forms.
    2. Not to appoint- If there are concerns about the individual, their background or there is no role/need for the individual to fill. See list of considerations below.
      • Send notification of non-appointment decision to the individual.
        • See sample letters on the 4-H Hub>Policies and Procedures>Volunteer Management Forms.
      • Contact the 4-H Volunteer Specialist as needed.

Appointment Considerations:

  • Any person who has been convicted of child abuse as determined by the screening process or check of the National and State Sex & Violent Offender Registries shall not serve as a volunteer.
  • Potential volunteers who are discovered through the application and screening process to have been charged with felony convictions or other charges/convictions shall have their applications and volunteer appointments reviewed by the appropriate staff in the State 4-H office.
  • Any individual serving as a volunteer at the time charges of child abuse are made shall be immediately suspended from his/her role as a volunteer pending the outcome of the case. The volunteer status of the individual may be re-evaluated by the Extension Educator once the outcome of the case is known.
  • Individuals serving as volunteers who are discovered to have not reported felony or child abuse convictions at the time of application shall be subject to immediate termination as a volunteer. Terminations of volunteers are conducted by the Extension Educator and shall be done in writing.

The Extension Educator* should provide support to all volunteers including:  

  • information about future meetings
  • resource support
  • training opportunities, including an orientation of local information.

*The 4-H Youth Development Extension Educator may choose to designate another Extension Staff member to assist with these steps of the volunteer application and screening process.

11.3 Annual Re-enrollment Process

The 4-H Extension Educator will annually determine if a current 4-H Volunteer should be renewed for the coming year. Each adult 4-H Volunteer who will have their assignment renewed by the Extension Educator will re-enroll annually in 4-H Online to reconfirm their commitment to the program and to provide updated contact information. Annually, the Extension Educator* will share instructions with all approved 4-H Volunteers on how to re-enroll in the 4-H Online data management system (enrolling-in-4-h-online-as-a-returning-adult-volunteer.pdf (purdue.edu). For those without Internet access, the Educator will provide paper copies or offer times for the volunteer to use equipment in the Extension Office.

The Extension Educator will communicate with the 4-H Volunteers from the previous program year that 4-H Online will open for the new program year on October 1. At that time, individuals may complete the 4-H Volunteer Re-enrollment Process. While there is no established state deadline for completion of the re-enrollment process, individuals are not considered approved volunteers and should not assume volunteer duties until they have enrolled for the new program year in 4-H Online and their enrollment is approved. Educators will set and communicate a reasonable timeframe in which individuals are asked to complete the re-enrollment process so that the Educators will know who is willing to serve as a 4-H Volunteer as they plan the new 4-H Program year.

Educators will send enrollment reminders until the end of their target enrollment timeline, but volunteer enrollment in 4-H Online remains open all year. Educators may set event specific deadlines for enrollment for volunteers (i.e. individuals wishing to assist at the fair must enroll one month prior to the fair). Therefore, individuals wishing to volunteer should enroll well in advance of any programming with youth to allow adequate time for the Educator to complete the enrollment review and approval process. 

4-H Volunteer Steps:

Step 1 - Enrollment

  1. Know your Volunteer Type and Role
    • Select all Volunteer Roles that apply
  2. Answer Questions- About You, Demographics, Emergency Contact, Military Service
  3. Electronically sign consents- Adult Behavior Expectations, role description (for selected roles), role specific consents, criminal background check, personal liability waiver, vehicle use policy, photo release, volunteer interest and hours
  4. Confirm and submit.
    Must submit to move to screening step.

step 2 - screening

Link to Sterling Volunteers to complete Criminal Background Check.

  • No cost to volunteer
  • Required once every 4 years
  • Will require SSN
  • Information stays in Sterling Volunteer system with access limited to Indiana 4-H State Office
    Must submit to move to training step.

step 3 - training

  1. New Volunteer Applicants- required trainings
    • 4-H Volunteer Orientation (once, unless there is a lapse in service)
    • Youth Protection Program Director Training (once every 2 years)
  2. All Other volunteers
    • Youth Protection Program Director Training (once every 2 years)

4-H extension professional review Steps:

  1. Review for completion, compare to previous year's enrollment to confirm correct role(s) selected, consider service and behavior. If application is inaccurate, return it for correction and pause consideration.
  2. Reference Check
    • Professional may conduct reference checks on returning volunteers at their discretion, typically used when changing roles or reviewing service.
    • May request names from the individual or may select references based on knowledge of the individual.
  3. Professional conversation or Interview
    • Professional may conduct a conversation or interview with the applicant to address areas of concerns or need, discuss role expectations and/or retraining or reassignment if deemed necessary.
  4. Background Check
    • 4-H Volunteers must comply with the Volunteer Background Check process in 4-H Online every four years.
    • Individuals will be taken to the Sterling Volunteer website from the screening step. They will input their information including SSN and will not be required to pay for the background check. They will be directed back to 4-H Online when they have submitted their background check.
    • The State 4-H Office will have access to background check results and will adjudicate any issues that are identified from the Volunteer Background Check.
  5. Appointment Decision- by Extension 4-H Professional
    Professional to review all information, previous service, performance and behavior to determine whether to re-appoint an individual as a 4-H Volunteer.
    1. Appoint- If there are no concerns and there is a role/need the individual can fill. Approve screening and enrollment in 4-H Online.
      • Send notification of acceptance and appointment. Include any changes to roles, responsibilities or expectations
        • See sample letters on the 4-H Hub>Policies and Procedures>Volunteer Management Forms.
    2. Not to appoint - If there are concerns about the individual, their background or there is no role/need for the individual to fill. See a list of considerations above.
      • Send notification of non-appointment decision and reasoning to the individual.
        • See sample letters on the 4-H Hub>Policies and Procedures>Volunteer Management Forms.
      • Contact the 4-H Volunteer Specialist as needed.

* The 4-H Youth Development Extension Educator may choose to designate another Extension Staff member to assist with these steps of the volunteer application and screening process.

11.4 Additional Volunteer Information

4-H members, volunteers, parents, friends and family who do not follow the Purdue Cooperative Extension Service and 4-H Youth Development behavioral expectations and/or who are a continuing disruptive force, despite appropriate and sincere efforts to resolve their concerns, may be barred from participating in and/or volunteering for youth development programs sponsored by the Purdue Cooperative Extension Service.

Volunteers who relocate from one Indiana county to another and desire continued volunteer involvement may be asked to undergo the initial volunteer process by the new Educator.

On occasion a volunteer may not be able to sign the Vehicle Use Policy. The Extension Educator should first contact the volunteer to determine the reason he/she cannot sign the policy. Then, the Educator should contact the State 4-H Office for additional guidance. Inability to sign the Vehicle Use Policy does not automatically disqualify an individual from serving as a volunteer.

This information is being provided to help maintain a system established in 1991. The purpose is to effectively select and retain qualified 4-H Youth Development volunteers. Questions may arise that are not addressed in the above policies. Direct those questions to the State 4-H Office. 

11.5 Confidentiality

  • All persons involved in the volunteer screening process will be informed and expected to maintain confidentiality.  All information collected through the 4-H Volunteer Process must be handled as private and confidential and should not be shared with anyone outside of CES personnel or their designees assigned to manage and support the 4-H Volunteer Process.   
  • All forms, applications, notes on references, background checks, National Sex and Violent Offender Registry information, and interviews must be kept in a location which can be accessed only by CES personnel or their designees who are responsible for implementing these volunteer procedures.
  • All information about applicants and why they are accepted or rejected as a youth program volunteer must be treated in a confidential manner. Only authorized persons should be involved in discussing applicants. Discretion and privacy must be used when screening and discussing applicants.
  • As with other university personnel files, an applicant may have access only to the materials he/she has completed. Materials provided by others, including references, committee reports and interview notes, are NOT shared with the applicant/volunteer.
  • Individuals requesting information on a 4-H volunteer applicant may have access to the information in an individual, volunteer file if the proper criteria are met. Should you receive a request to access any volunteer record:
  • Any person who permits or encourages unauthorized disclosure of confidential information obtained from background checks can be charged with a class misdemeanor.
  • Any person who shares confidential information may be subject to disciplinary actions.

Important Documents