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. Thus, in 1991, the
initial 4-H Volunteer Application and Screening policy was introduced. The policy has evolved since that
time to meet the changing conditions of society. Each of 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 will
complete the following application and screening process prior to assuming a volunteer role with the
4-H program.

 

11.2 Steps to Complete During the Initial 4-H Youth Development Volunteer Application and Screening Process

  1. An individual indicates a desire to volunteer with the county 4-H Youth Development Program.
  2. The 4-H Youth Development Extension Educator (Extension Educator) communicates with the
    individual about possible volunteer opportunities and provides a copy of the “4-H Youth
    Development Volunteer Application” (4-H 784).
    (NOTE: 4-H 783 “Information and Instruction for Faculty, Extension Educators, Staff, and
    Volunteers Who Work with 4-H Youth Development Programs in Indiana” has been
    discontinued.)
  3. The volunteer applicant completes and returns an electronic or paper version of the 4-H 784.
  4. The volunteer applicant provides evidence of a government-issued photo ID to the Extension
    Educator. Copies of the ID do NOT need to be kept in the Extension Office or the applicant’s file.
  5. The Extension Educator reviews the completed 4-H 784. If the applicant has indicated a criminal
    conviction in section IV of the application, contact the State 4-H Office to discuss possible
    further action.
  6. The Extension Educator* contacts each of the three references provided by the applicant using
    one of three versions of the Reference Form: 4-H784a (telephone or face-to-face interviews);
    784b (postal mail); or784c (e-mail). Mail or e-mail methods are preferred to provide written
    documentation from the reference. Include a self-addressed, stamped envelope with the postal
    mail form. State a time period for the information to be returned to the Extension Office. If the
    form is not returned, send a follow-up request. A minimum of 2 references are needed to make
    a knowledgeable decision about the applicant. If at least 2 are not returned, ask the applicant
    to provide another name that can be contacted.
  7. The Extension Educator* searches the National and State Sex and Violent Offender Registries to
    see if the applicant’s name is listed. Copies of the results for each person will be uploaded to a
    secure Box account.
    NOTE: 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, 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.
  8. Optional: The Extension Educator* may conduct a criminal background check during the
    screening process of new volunteer applicants. Police checks through the Indiana State Police
    are available to counties at a nominal cost. Contact your local State Police Post or County
    Sheriff’s Office for additional details.
  9. Recommended: The Extension Educator has a conversation/interview with the applicant (face-
    to-face preferred). The conversation is designed to help the Educator and applicant get to know
    one another and to outline the expectations of the individual who will serve in this volunteer
    role.
  10. The Extension Educator* sends the successfully-screened applicant an initial acceptance letter,
    including a link to the 4-H Online system and a copy of the Volunteer Role Description for the
    role in which the applicant is to be placed. (See 4-H Online instructions provided at:
    https://extension.purdue.edu/4-H/_docs/enrolling-in-4-h-online-as-a-new-adult-
    volunteer.pdf    ).
  11. The volunteer applicant will create a profile in 4-H Online. During this step, the volunteer will
    sign the following:
    1. Personal Liability Waiver
    2. 4-H 785 (Adult Behavioral Expectations)
    3. Vehicle Use Policy (included in this section)
  12. The volunteer applicant will complete a three (3)-part training annually, either in 4-H Online, or
    in a face-to-face training with the Educator. The three parts include:
    1. Orientation to 4-H
    2. Program Staff Training for Youth Protection Policies (2 parts)
    3. Cultural Awareness
      Please refer to “Implementation of Required 4-H Volunteer Training” to assist with completing
      this training requirement (located in the Volunteer Management Forms section).
  13. The volunteer applicant signs the Volunteer Role Description and returns this document to the
    Extension Office to be kept on file (the applicant should also be encouraged to keep a copy of
    all of the signed documents).
  14. The Extension Educator reviews all of the volunteer applicant’s documents to determine if the
    applicant has completed the steps required to be recognized as an official 4-H Volunteer for
    Purdue Extension. The Educator then communicates this decision with the volunteer applicant.
  15. The Extension Educator* provides the volunteer with information about future meetings and
    training opportunities, including orientation.
  16. On behalf of Purdue University, the Extension Educator has the responsibility and final
    authority to approve and appoint applicants to volunteer roles in the 4-H Youth Development
    program. Names of individuals who have been approved by the Extension Educator as                           4-H Volunteers through the application and screening process will be shared with the local 4-H
    Youth Development policy-making group for their records.
  17. Nominees to fill 4-H volunteer roles on appointed or elected boards/committees will be
    screened and approved prior to the time the appointment or election process is held. The
    confidential screening process should be completed by the Extension Educator, as with all other
    4-H Volunteers. A change to the organization’s constitution and by-laws may be in order to
    clarify the role of the Extension Educator in the screening process for these volunteer roles.
  18. If the applicant is not accepted as a volunteer, the Extension Educator sends a letter to the
    applicant, stating only that the applicant has been declined. Do not list specifics. The applicant
    may contact the Educator if he/she has concerns or requests additional information.
  19. Upload 4-H Volunteer documents to a secure Box account as described in “Indiana 4-H
    Volunteer Record Documentation Instructions” (located in the Volunteer Management Forms
    section).
    * 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 Steps to Complete During the Annual 4-H Youth Development Volunteer Re-enrollment Process

  1. The 4-H Extension Educator will annually determine if a current 4-H Volunteer should be
    renewed for the coming year.
  2. Each adult 4-H Volunteer who will have their assignment renewed by the Extension Educator
    will re-enroll annually to reconfirm their commitment to the program and to provide updated
    contact information.
  3. 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 (    https://extension.purdue.edu/4-
    H/_docs/enrolling-in-4-h-online-as-a-returning-adult-volunteer.pdf    ). For those without Internet
    access, the Educator will provide paper copies or offer times for the volunteer to use
    equipment in the Extension Office.
  4. 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.
  5. While there is no established state deadline for completion of the re-enrollment process,
    individuals need to understand that they are unable to perform in a volunteer role with the 4-H
    program until they have completed their re-enrollment for the new program year. 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.
  6. As a part of the annual re-enrollment process, each volunteer will:
    1. Sign the personal liability waiver
    2. Sign the Adult Behavioral Expectations
    3. Sign the Vehicle Use Policy
    4. Authorize the Extension Educator* to search the current national and state sex and violent
      offender registries
    5. Update personal contact information and volunteer affiliation
  7. The Extension Educator* searches the National and State Sex and Violent Offender Registries to
    see if the applicant’s name is listed. The Extension Educator* will annually record these search
    results in the comment section of each volunteer’s 4-H Online record
    (    https://extension.purdue.edu/hub/4-h4honline-andfairentry/).
  8. The Extension Educator verifies that the volunteer has completed the three (3)-part annual
    training either in 4-H Online or in a face-to-face training with the Educator. The three parts
    include:
    1. Orientation to 4-H
    2. Program Staff Training for Youth Protection Policies (2 parts)
    3. Cultural Awareness
      Please refer to “Implementation of Required 4-H Volunteer Training” to assist with completing
      this training requirement (located in the Volunteer Management Forms section).
  9. The Extension Educator reviews the information submitted and the performance of the
    volunteer from the current program year and places the volunteer in an appropriate role for
    the next program year.
  10. Individuals who have not completed the process to re-enroll as a 4-H Volunteer by the date
    initially communicated to them by the 4-H Extension Educator will be contacted a second time
    by the 4-H Extension Educator via e-mail, phone, or postal mail. Educators should select
    whichever method(s) they believe will result in the best success. Include a new response date.
    Educators will offer to provide assistance with the process if necessary.
  11. Individuals who miss the follow-up response date will be contacted a third time to remind
    them to re-enroll. A final response date will be communicated at that time. After this date has
    passed, the 4-H Educator will acknowledge that the individual has chosen not to volunteer with
    the 4-H program for the new program year and will take steps to fill the opening created by the
    individual’s resignation as a 4-H Volunteer. (Templates with suggestions for wording to share
    with volunteers are included in the Volunteer Management Forms section.)
  12. The Extension Educator* accepts all re-enrolled volunteers in the 4-H Online system according
    to the instructions provided (    https://extension.purdue.edu/hub/4-h4honline-andfairentry/).
  13. Upload 4-H Volunteer documents to a secure Box account as described in “Indiana 4-H
    Volunteer Record Documentation Instructions” (located in the Volunteer Management Forms
    section).
    * 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

  1. 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.
  2. Volunteers who relocate from one Indiana county to another and desire continued volunteer
    involvement shall complete the application in the new county.
  3. 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.
  4. 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 4-H Youth Behavioral Expectations

Previously, the 4-H Youth Behavioral Expectations Form (4-H785Y) was provided to those individuals
serving as leaders or role models for other youth involved in the 4-H Youth Development Program.

For the 2023 4-H Program Year, this form has been merged with the “Behavioral Criteria for 4-H Events
and Activities” form. This new form is now titled, “Indiana 4-H Behavioral Criteria for All Youth Participants.” (See Section 4). This form is included with the youth’s annual enrollment in 4-H Online (or on a paper form). A separately-signed YBE will not be needed.

 

11.6 Confidentiality

  1. All persons involved in the volunteer screening process will be informed of the importance of
    confidentiality.
  2. 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.
  3. 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.
  4. 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.
  5. 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:
  6. Any person who permits or encourages unauthorized disclosure of confidential information obtained from background checks can be charged with a class misdemeanor.