Policy Guidelines for Leaders Working with Youth


	Policy Guidelines for Leaders working with Youth

Effective August 1, 2008

All adults supervising youth in Extension service programming wil be screened using the process listed below.

Supervising is defined as an adult who directs a youth's (other then their personal child's) behavior during an activity or event. All adults with supervisory roles must be screened. UGA Cooperative Extension employees have been screened through the employment process and do not need to complete the volunteer process. For a other requently asked questions, click here.

The screening procedure is:

Completion of an application (click here for application )

Applications are returned, in most cases, to the Extension office for reference checks prior to faxing to UGA HR
Applications must include a Extension contact's name and email address.

Documentation of two references have been checked and the references recommended the volunteer (click here for request for reference letter & form)

References, in most cases, should be checked prior to faxing to UGA HR.
If two references do not recommend the volunteer to work with youth, the Extension member will send a letter explaining that the volunteer has not been approved. An application will not be sent forward if two references do not make a recommendation.

Fax the form to UGA HR for the outside agency criminal background check as well as the sex offender registry check

The contact on the applicaiton will receive an email excepting or denying the volunteer. Print this email for the volunteer's file.
Denied volunteers will also receive correspondence from HR that their application has been denied.
Accepted volunteers will only receive notification from the Extension contact.

Accepted volunteers sign the Volunteer Agreement (click here for agreement form)

NOTE: UGA employees working outside your department (county) location need to complete a verification form of employment. Verification can be done by phone or email but must be verified within the department/county the employee is volunteering. For example, a state specialist volunteering in Webster County would have Webster County verifiy employment. Verification Form

For each volunteer accepted a county office needs five documents to certify that this process is complete:

Completed application (click here for application)
Documentation of two references (click here for request for reference letter & form)
Email from UGA accepting the volunteer
Signed Agreement (click here for agreement form)

For each volunteer denied, a county office needs four documents to certify the process:

Completed application (click here for application)
Documentation of two references (click here for request for reference letter & form)
Email from UGA denying the volunteer

All paperwork relative to volunteer screening should be maintained similar to personnel files. Files should be kept locked in an area of the office that is not a common area to all employees and guests.

Following clearance, all screened volunteers are entered in 4-H enrollment. The "Screened volunteer" box is checked and the year added. This is the source for maintaining the Extension record for screened volunteers.

Volunteers must maintain contact with the Extension office yearly in order to maintain "screened" status. For volunteers no longer volunteering with Extension, counties should remove their screened check in 4-H enrollment and the year and send the removal form to Jenny Jordan, Extension 4-H Specialist, 309 Hoke Smith Annex-UGA, Athens, 30602 for removal from the UGA system.

Frequently Asked Questions

Jenny Jordan (706-542-4H4H) and Steve Gibson (706-542- 1147 )serve as Extension points of contact for this policy.

4-H Adult Overnight Chaperones (this policy has not changed)
All leaders (paid staff and volunteer) chaperoning youth overnight must complete the 4-H Overnight Chaperone requirements. Overnight Chaperone Requirements include:

Completion of above screening requirements
Participation in the 4-H Overnight Chaperone Training program including viewing the video (4-H Overnight Chaperone Training)and receiving the 4-H Overnight Chaperone Handbook.
Completion of the 4-H Overnight Chaperone Agremeent.

Certification of 4-H Overnight Chaperones must be handled by certified trainers ONLY! Documentation (agreement) is added to the screening file for the adult and kept in a secured location in the County Extension office. Certified Overnight Chaperones are checked in the county's online 4-H Enrollment and the date of certification added.

Following certification, leaders certification is current as long as the adult participates in 4-H programming. Retraining may be necessary as updates and changes are made in existing policies and guidelines. A

NOTE: Documentation is required in order for a volunteer to serve in a supervisory role and for any adult to chaperone youth overnight. If a complete screening packet (and overnight chaperone agreement for overnight) is not on file, then the adult is not eligible to serve as a volunteer in a supervisory role with youth in Extension programming.

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EXTENSION POLICY PRIOR TO AUGUST 1, 2008
Note this information is provided for a reference purpose to the previous policy. The information below is no longer the standard or practice nor the policy for screening adults working with youth in Extension service programming.

Adults Supervising Youth
All leaders (paid staff and volunteer) working with youth in supervisory roles must be screened.
Screening includes:

Completion of application (click here for application)
Documentation of at least two references having been checked (click here for request for reference letter & form)
Documentation of interview using the interview summary (click here for interview report form)
Participation in Orientation to Extension including review of the Adult Behavior guidelines (click here for guidelines)
Completion of agreement form (click here for agreement form)

All forms and necessary documentation are found in "Implementing Policy: Screening Adults Working with Youth in Extension Service Programming" Booklet. To obtain a copy contact Jenny Jordan (706/542-4H4H)

Applicants should be forwarded to the Extension Screening Committee in the following circumstances:

Conviction of a crime including felonies, crimes of moral turpitude, or misconduct as it relates to a minor.
One or more references fail to recommend the individual serve as a 4-H volunteer.
Information obtained in the interview and/or reference checking process leads an agent to feel unease or question the leader's qualifications.
Information provided by the applicant is found to be untrue.

Documentation
Screening is coordinated by the County Extension Agent coordinating 4-H work and/or the County Extension Coordinator. All documentation should be kept in a secured location in the County Extension office. All screened leaders should be entered in the county's 4-H Enrollment and checked as a screened leader with the date of screening added.

Leaders that are no longer active as defined by not being involved in programming in the last year, should have the screening check removed from their county 4-H Enrollment and are no longer considered screened leaders.If the leader were to return to Extension, screening would need to be completed again.

For more information concerning screening requirements and 4-H Overnight Chaperone Training contact Jenny Jordan (706) 542-4H4H

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updated 4/26/09