Frequently Asked Questions

 
I got this application filled out for screening and now what do I do? Check both references provided and once they are approved, fax the application to UGA Human Resources (the number is on the application). If you are in a “rush” situation and feel confident that your references will approve the leader, you can fax the form while you are checking references.

 
How do I check to see if someone from my county is already screened?

Begin by checking your files. 

• If you have a current and completed screening packet (application, two references checked, email acceptance and agreement), then be sure the person is 4-H Enrollment as a screened volunteer (checked box). If not, add the check to the box and the year (use the one from the email acceptance).  The person is screened.
• If you have an old (prior to August 200) complete screening packet (application, two references checked, interview report, agreement), then check to be sure the person is in 4-H Enrollment as a screened volunteer. If not, call Jenny Jordan. There must be verification for the “grandfathered volunteers” list in order to add the person to 4-H Enrollment.
• If you don’t have a completed screening packet, the person will have to go through the entire “new” process for screening.

I have this volunteer who has been volunteering forever and they’re in the Enrollment System as screened but I can’t find their paperwork. It’s a not a problem is it? Without the paperwork the person is not a screened volunteer. Regardless, of how long a person has volunteered or what the computer has, you must have the paperwork to verify the volunteer has cleared through the UGA screening process.

Our county agent retired.  If he/she is hired back on county funds, they are still okay because they work for UG,A right? No. If a person is being paid by the county not through UGA, then that person is not “exempted” as a UGA employee.  The agent will have to go through the UGA screening process for volunteers.  This also applies to any county funded employees in your office. 

How long does it take for approval (or denial) to come back?

It just depends on the volunteer and his/her background.  It can take a few days or a few weeks. If you have sent the form and not heard with in a couple weeks, send an email to Jenny Jordan to check on the status.

A UGA employee, not in my office or Extension, has volunteered to work with a 4-H activity.  Since they are considered approved as employees, what do I need to do? In order to insure that you have “paperwork” in your office, you will need to have the employee complete the NEW UGA employee volunteer form. The form includes the volunteer agreement and verifies his/her employment. When this is completed, you can add the employee to your 4-H enrollment file as screened and you will keep his/her new form in your “volunteer” files.

Can you “rush” an application?  Yes and no. We can request a rush but it still takes a period of time for the check to occur regardless.  If you have a reason for rush, please email Jenny Jordan to assist in the procedure for rushing status.

 
How do I need to keep the records? Counties have kept their records in a variety of ways. Complete files should be kept together.  You can keep each person’s packet (application, references checked, email confirmation & agreement) in an individual folder by volunteer, a notebook by volunteer or a stapled packet in an expandable folder. All records should be secured much like employment files. 

 
We have individual’s forms with social security numbers.  Does this require special procedures? You should handle the information like employment records as confidential and not easily accessible.  Once you receive the email confirmation, you can blackout the social security numbers to provide an added level of security.

 
Is the fax to UGA H.R. secure? Yes. It is a dedicated fax line for UGA employees and volunteers. UGA, literally, handles hundreds of applications like these and have secure protocol for the procedure.

 
If UGA H.R. coordinates the process, why do we direct our questions to Jenny? Jenny Jordan and Steve Gibson (CAES) are the contacts for our College for screening. Most questions or concerns can be answered through Jenny (or Steve). In some cases, we ask that you contact Jenny in order to triage questions and have them referred to the correct group.  UGA Human Resources coordinates screening as a small portion of the total department’s responsibilities.  Jenny manages the 4-H Volunteer grandfathered records and our systems.