Volunteer Resource Packet

Selecting Volunteers and Establishing Safe Environments

In Extension Youth Development Programs

Volunteers and Extension Professionals:

“Together, caring for Extension participants in youth programs.”

August, 2005


OVERVIEW

Volunteer Screening Process

The intent of the University of Florida IFAS Extension Child Protection Policy is to share a common philosophy and follow appropriate protocol to provide safe and secure environments for everyone involved in Extension youth programs.

Two sections of the Child Protection Policy include:

  1. Careful selection and screening of adults who work with youth in Extension programs.
  2. Establishing safe environments for everyone in Extension youth programs.

PURPOSE

This policy provides an opportunity to:

  1. Reaffirm the organization’s dedication to youth and their well-being.
  1. Carefully select adults to work in University of Florida IFAS Extension youth programs.
  1. Establish policies that will help provide a safe, positive environment for all participants.
  1. Provide education and resources to detect and prevent child maltreatment, and establish barriers to unsafe situations in Extension youth programs.
  1. To provide documentation of volunteer selection for coverage under the State of Florida Tort Claims Act.

RATIONALE

  1. A selection and screening process is a method of strengthening recruitment and placement of volunteers and staff in University of Florida IFAS Extension youth programs.
  1. When all volunteer and paid staff are purposefully selected and requested to uphold high standards, there is increased credibility of all individuals working in University of Florida IFAS Extension youth programs.
  1. Every University of Florida IFAS Extension youth program consistently meets acceptable standards for safety and well-being of participants.
  1. The University of Florida IFAS Extension program joins youth-serving organizations across the nation to institute similar policies.
  1. Courts are finding employers liable for negligent hiring and placement of employees/volunteers.

This policy is developed in accordance with the rules and statutes of the University of Florida.

6Cl-3.0031 Finance and Administration:Volunteers

DEFINITIONS

WHO IS A VOLUNTEER?

“A volunteer is any person who, of his or her own free will, provides services to the University (and its programs) with no monetary compensation, on a continuous, occasional, or one-time basis.”

Rules of University of Florida, 6Cl-3.0031 (1b)

An adult volunteer - anyone age 18 and over.

A teen volunteer - is between the ages of 14 -19.

“All volunteers shall be at least 14 years of age.”

Rules of University of Florida, 6Cl-3.0031 (3a)

RISK MANAGEMENT

Definitions

Risk management - is protecting assets by minimizing the potential for negative outcomes.

Assets - are things of value held by a person or organization.

Three Assets = 3 P’s

  1. People = clientele, members, volunteers, paid faculty and staff
  1. Property = things the organization or individual owns or manages, such as: money, buildings, equipment or materials.
  1. Perpetuation = an organization’s (reputation) ability to continue doing the business they do best.

Risk Management Strategies

Retain the Risk - Accept the risk and prepare for the possibilities that loss can occur.

An organization or individual can create a fund to cover such situations or absorb expenses from current, existing resources when loss occurs. Many risks are retained, especially when the consequences are deemed minor, or, at least, acceptable within the situation.

Reduce the Risk - Change the conditions to decrease likelihood that loss will occur.

Some ways to reduce risk is to: select and train staff; restrict and secure hazardous areas; develop emergency procedures; and, provide (increased) adequate supervision.

Share the Risk – Find someone to share some of the risk.

The risk can be shared by contract, agreement, or insurance. Contracting with a business for transportation or for recreation (roller skating) can shift the primary liability to the contractor. Carrying insurance transfers the financial part of the risk to the insurer in exchange for a payment.

Avoid the Risk – Means the activity is not held.

If the risks are too severe and the possibilities of risk are too great, then it may be unacceptable to conduct the activity. Even a reasonably safe activity may be too risky if stakes are high and insurance can not be secured, for an acceptable cost.

RISK MANAGEMENT FOR ESTABLISHING SAFE ENVIRONMENTS FOR YOUTH

Abuse

Any willful act or threatened act that results in physical, mental or sexual injury…or significant impairment….

Florida Abuse Hotline, Sept. 2000

Maltreatment

Includes emotional, physical, sexual abuse or neglect.

Neglect

Occurs when a child is deprived or, or is allowed to be deprived of necessary food, clothing, shelter, or medial treatment….

Florida Abuse Hotline, Sept. 2000

Negligent

Is conduct in which a reasonable and prudent person would not engage.

Reasonable and Prudent

Means that a person acts in a way that others, who have similar background and training, would act in these circumstances.

Threatened Harm

A situation, circumstances, or behavior which leads a prudent person to have reasonable cause to suspect abuse or neglect has occurred, or may occur in the immediate future, if no intervention is provided.

Source

Adapted from: University of Illinois, Extension 4-H, “Avoiding a Can of Worms: Developing Risk Management Strategies for 4-H Meetings and Events.”

ESTABLISHING SAFE ENVIRONMENTS

  1. Adults should work with young people in reasonably open places where others are welcome to enter. (NOT behind closed or locked doors.)
  1. Be aware that while spending time alone with a single youth can be positive and helpful, it may also create reasons for concern.
  1. Always welcome and encourage parents and guardians to attend meetings and events.
  1. Respect privacy of youth especially when clothes are changed or showers are taken. Adults should get involved when there is a health or safety issue.
  1. Be alert to the physical and emotional health of the young people you work with.
  1. Never use physical punishment.
  1. Never deny basic necessities, such as food, shelter or medical care.
  1. One unrelated adult should not be lodged with one youth during an overnight stay.
  1. There shall be a minimum of one responsible adult (at least age 18) for every 10 youth for any events including an overnight stay. This is consistent with national 4-H guidelines (12/1/93). (Younger children usually require a higher ratio of adults to youth.)

The following policies and processes are best youth development practices and are designed to protect youth, adults, families and the organization.

Participation Form – Health Form; Media Release; Code of Conduct

Every youth and adult participant must complete a “Participant Form,” and have it available on file at an Extension program. The Participant Form includes a Health Form; a Media Release Form; and Code of Conduct. This information is important to the health, care, and well-being of the individual if an emergency occurs.

Every adult is expected to function within the guidelines of the “Adult Agreement” while working in an Extension program role, or when supervising youth.

Insurance

Personal Liability

It is important that every adult act in a reasonable and prudent manner when working with youth. A reasonable and prudent person will use this document to understand personal obligations and responsibilities related to promoting the well-being of youth in Extension programs.

It is critical that the roles and responsibilities of volunteers and staff who work with youth, be documented in written form before an accident happens. Extension volunteers and staff must record activities and related plans through participation rosters; job descriptions; and/or reports.

A volunteer is protected under the Florida law, if the volunteer:

Is acting in a reasonable and prudent manner;

  • Is enrolled or registered, as a volunteer with a local or state Extension program;
  • Is functioning within a role sanctioned for a youth program of the University of Florida, IFAS Extension programs;
  • Understands he/she is acting on behalf of the University of Florida at this activity.

Automobile Liability

Volunteers need to rely on their own vehicle insurance policies when working with a youth program. It is recommended that all volunteers and staff review their personal property liability coverage and consider a personal/family umbrella liability policy.

Safe Operation of Motor Vehicles, Machinery and Equipment

Anyone who transports youth to participate in Extension youth program activities and events must possess a valid motor vehicle operator’s license. Volunteers must also have liability insurance coverage to meet minimum state law.

Adults are role models. Adults are responsible for the safety of youth they work with and influence the development of lifelong safety habits in youth program participants. Adults need to use safe practices and common sense when equipment, lawn and garden equipment, chemicals, pesticides, and/or shooting equipment. Protective clothing (helmets, ear and eye protection, etc.) should be used as appropriate for the situation.

Safe Handling and Care of Animals

Adults and youth in Extension programs are often involved in situations where animals are present and/or part of the learning environment. Extension volunteers and staff are expected to handle animals in a responsible manner and prevent physical mistreatment. In addition, Extension volunteers and staff will teach youth appropriate animal care practices. Some specific animal care practices include:

  • Providing animals with clean, fresh water and sufficient food.
  • Keeping the animal cage or stall, by cleaning and disposing waste frequently.
  • Supplying adequate shelter and bedding.
  • Using approved handling procedures.

Anti-Discrimination Policies

Using the Civil Rights Act of 1964 and subsequent legislation as a guide, Extension volunteers and staff will plan, promote, and implement programs to meet the needs of all youth and adults. Those who represent the University of Florida must ensure programs are equally accessible to anyone who wants to participate, without regard for race, color, national origin, gender, religion, sexual orientation or handicap.

The intent of Affirmative Action is to strengthen and expand Extension youth program opportunities to all youth and volunteers, particularly those who have not had full access to programs in the past. In addition, it ensures that programs are being fairly and equally delivered to the people who have funded them. Inclusion of diverse participation brings varied perspectives and experiences, which enriches learning and developing life skills necessary to live in a multi-cultural society.

Filed: RiskManagement,04,EstablishingSafeEnv

REPORTING YOUTH MALTREATMENT

Responsibility to Report Suspected Child Maltreatment

Every adult has the responsibility to protect youth and those who cannot protect themselves. It is mandatory for Extension faculty and volunteers to report child maltreatment. All (paid) Extension staff and volunteers are obligated to protect children (and others who cannot protect themselves).

“[a]ny person … who knows, or has reasonable cause to suspect

that a child is abused, abandoned, or neglected…

shall report such knowledge or suspicion…. ”

Florida Statutes, Section 39.201(1)

“Indeed failure to so report renders one guilty of a misdemeanor of the first degree.”

Florida Statutes, Section 39.201 (2)

INFORMATION NEEDED TO MAKE A REPORT

When a report is going to be made, be complete and efficient, have the following information available:

  1. Victim’s name, address or location;
  2. Victim’s gender, race and approximate age;
  3. Any other description of the victim, that may be helpful;
  4. Signs or indications of harm or injury, including a physical descriptions available;
  5. Relationship of the alleged perpetrator to the victim.
  6. Optional: Specific words or phrases spoken by victim.

The name of a person making a report may not be released to any person other than employees of child protective services or hotline; law enforcement; or the appropriate state attorney, without the written consent of the reporter.

Florida Statutes, Section 39.202(4)

3 WAYS TO MAKE A REPORT

The Florida Abuse Hotline will answer calls, 24 hours a day, 7 days a week, in a courteous and timely manner. Hotline staff will determine if the information presented complies with the mandates in law; will assist all callers with information to ensure protection and services to children and families needing assistance. The Hotline will also provide technical support on any matter concerning children and adult abuse, neglect or exploitation.

It is recommended that reports are made to the statewide toll-free telephone hotline established to process such reports.

  1. Phone

1 - 800 – 96ABUSE (1-800-962-2873), or

TDD Phone: 1 - 800 – 453 – 5145

  1. FAX

A written report with your name and contact telephone or FAX, and all information requested above, to: 1 – 800 - 914 – 0004. In case more information is needed, your FAX number must be indicated on your report. Even if you request a confirmation of your report, you can assume that your report was accepted if you provided your fax number and receive no response.

  1. Voice Mail Message

If lines are busy, and you are unable to wait, you may leave report information in the voice mailbox. You have five (5) minutes to leave a message. So listen carefully and leave complete and concise information as requested above, or a report may not be taken. Dial: 1 – 800 – 770 – 0953.

WHAT HAPPENS TO A REPORT?

Hotline counselors can accept a report only on the basis of criteria that define specific types of maltreatment and how they can be recognized.

  1. Someone who makes a telephone report on the Hotline, will be told if the information provided, has been accepted as a report.
  2. Confirmation of a faxed report, will occur only if additional information is needed, or when a report does not fall within the jurisdiction of HRS.
  3. Voice messages will not be confirmed unless you leave a fax number for a response as indicated above. The Hotline cannot telephone confirmation.

Hotline counselors may ask probing questions to gather information. All reports are confidential and access to these reports is limited by specific criteria \defined in Chapter 415, Florida Statutes. Hotline counselors will not acknowledge the existence of any report; acknowledge that they have spoken to a caller on a previous occasion; nor release any information provided by a caller or contained in a report.

If a Hotline counselor indicates that a report will not be accepted, and you disagree with that decision, you may:

Ask to speak to a supervisor. The supervisor will listen to the Counselor’s summary and then will speak to you regarding your concerns. Then the supervisor will make a determination if the report will be accepted or not.

LIABILITY OF A REPORTER: PROTECTION AND CONSEQUENCE

Anyone who makes a report in good faith, is protected “from any civil or criminal liability which might otherwise result….”

Florida Statutes, Section 39.203

If a person knowingly and willfully makes public or discloses any confidential information…, or

any person who counsels another person to make a false report…may be charged with a misdemeanor, and punishable by a fine, not to exceed $10,000, for each violation.

Florida Statutes, Section 39.205(3)

NEED-TO-KNOW?

Only talk about a concern or question with individual(s) who need-to-know.

The County Extension Director “needs-to-know” in case a situation could become a public issue.

The District Director and State 4-H Program Leader may “need-to-know” if a volunteer or family challenges a process or threatens legal action.

Before discussing a concern or possible “report” with anyone else, ask yourself…

“Is this situation clear to me, or do I need help making this decision?”

“If I consult with someone, do I need to use participant names?”

“If I need to consult with someone, who should I choose?”

“Is the person I choose to talk with, a member of the confidential Extension team?”

All conversations must remain confidential.

“A person who knowingly and willfully makes public or discloses any confidential information contained in the central abuse hotline or in the records of any child abuse, abandonment, or neglect case…is guilty of a misdemeanor of the second degree…and (s) punishable by a fine, not to exceed $10,000, for each violation.”

EDUCATIONAL RESOURCES

WHY IS IT DIFFICULT FOR A CHILD TO TELL (DISCLOSE) ABUSE OR NEGLECT?

It is an almost universal reaction that adults have when discussing the subject of child abuse or neglect – is questioning how a child can allow an adult to molest or abuse him/her. Dr. Roland Summit, noted psychiatrist and authority on the impact of child sexual abuse on the victim, has identified five reasons children don’t tell:

Secrecy

Secrecy is a necessary condition for a person to be sexually abused. It is through secrecy that the child is both intimidated and comforted. The abuser will often state to the child, “This is our secret;” or “If you tell someone, I’ll kill you;” or even, “I will kill your parents.” A clear message is given that if others find out, something bad will happen. On the other hand, the child is led to believe that if no one finds out, everything will be alright.

The average child, according to Dr. Summit, never asks and never tells. Based on surveys of adult survivors, the majority never told anyone during their childhood. They feared blame and retaliation.

Helplessness

In this society, adults are given inherent power over children. In these “power” relationships the child has no power to dissent, particularly if the abuser is one to whom the child must look for food, clothing and shelter.

Most adults are uncomfortable with the fact that a child is three times more likely to be molested by a trusted adult, than by a stranger. That trusted adult usually has a degree of authority over the child.

IDENTIFYING SIGNS OF CHILD ABUSE AND NEGLECT

The Federal Child Abuse Prevention and Treatment Act provides this definition of child abuse:

Child abuse and neglect means the physical or mental injury, sexual abuse or exploitation, negligent treatment, or maltreatment of a child under the age of eighteen.

Some incidences of child abuse and neglect are easily recognized:

an infant left alone in a hot car

a three-year-old with multiple facial bruises

a child who is repeatedly locked out of the house for long periods of time

Child abuse is usually not an isolated event, but is a pattern of behavior that an adult uses in interacting with a child. It usually occurs behind closed doors, and is obscured by clothing. Child abuse is often attributed to “accidents,” and is usually denied or concealed by the victim. Abusive behavior generally increases in severity and frequency and may be exhibited on a regular or sporadic basis.