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4-H Staff
Youth Protection Policy

Dismissal of a Volunteer Volunteers are appointed to program responsibility by NDSU Extension Service personnel. The ultimate authority for dismissal rests with the designated staff person (or personnel committee), in consultation with NDSU Extension administration and/or Center for 4-H Youth Development staff. A. The staff member will contact the volunteer (in writing or in person) specifying allegations or behavior in question. Discuss intended or possible outcomes including removal from their role with NDSU Extension Youth programs. B. Review signed Behavior Expectations with individual and information from the Convicted Sex Offenders List, is possible. C. The staff member may provide an opportunity for the volunteer to present additional or contradictory information pertinent to the situation. D. Documentation must be kept regarding all contacts and all information gathered during this process. Dates and contact names will be noted and held in a confidential file. E. Final decision will be made and communicated to the individual (in writing). Consult with a NDSU Extension Service supervisor or member of the Center for 4-H Youth Development for support and confirmation of process.
Grievance Procedures for Volunteers A prospective volunteer can dispute a decision made during the application process. 1. Volunteer submits concern in writing to NDSU Extension paid staff responsible for local Youth Protection Policy. 2.. Within 30 days volunteer shall meet with Extension staff member(s) to discuss concern(s) and possible solution(s). 3. SATISFACTORY SOLUTION IS IDENTIFIED . . . STOP HERE. 4. If concern has not been resolved satisfactorily, then: a. Volunteer is given opportunity to contact Extension District Director (or next immediate supervisor) to submit written grievance within 30 days of last meeting with local Extension staff members. b. Extension District Director and designated staff member of the Center for 4-H Youth Development review concerns and prior decision(s). c. Volunteer contacted by Extension District Director or Assistant Director () within10 days of receipt of grievance to have opportunity to voice concern. 4. District Director and Assistant Director () uphold, modify or repeal previous decision(s). Volunteer receives written statement regarding decision.
Grievance For NDSU Paid Staff The procedure for paid staff to address grievances is outlined in the NDSU Policy Handbook.
Reference Checks Reference checks will be conducted on all paid staff and volunteers who want to work in NDSU Extension youth programs. The Extension staff, personnel committee or search committee will contact at least two references, requesting information on the qualifications of the applicant to work with youth. References may be contacted by mail, telephone or face-to-face. Sample questions and forms are provided in "Forms" section of this handbook. Two positive references must be received before a new volunteer is accepted for placement working with youth.
Interviews An interview is optional, but highly recommended. An interview is useful to help determine an individual's interests, skills, motivations, attitudes and approach to working with youth. This information can be used to assess whether a volunteer will be placed in the program and in what role (Form I).
Guide to Interviewing Prospective Volunteer Applicants Interviewing is a conversation between two people on a subject of mutual interest in which each person has a chance to give and gain information. It is optimal to conduct the interview face-to-face whenever possible. Interviewing new volunteers helps to gain information about their interests and skills that will assist you in matching them with the work that needs to be accomplished. It should help place qualified applicants in specific jobs. It helps identify persons who may not be good role models for youth. The interview will also help determine areas where volunteer need additional training. Before the Interview: Decide: What information you need to get. See Sample Interview Report (Form I) What information you need to give Time needed to interview Arrange: Time and place to meet where you can be free from interruptions Prepare by: Organizing thoughts Selecting the questions you will ask Gathering needed materials During the Interview Use the application to help determine interview questions to ask. Help the applicant feel comfortable/at ease. Begin informally and establish rapport. Listen and tell the applicant about the job(s) available: duties, skills, qualifications and experiences needed, working relationships with others, authority/accountability, benefits, training and resources available, and time required. Be honest! Give the applicant time to answer your questions. Record responses. Encourage questions. Suggest other positions which may be more suitable or of interest. Leave the door open for either the applicant or the organization to decide later. Close the interview by telling the applicant what the next step will be. End on a positive note! Thank the applicant for his/her time and interest. After the Interview: Record the information and your impressions as soon as possible. Proceed with the next steps as agreed upon with the applicant. Qualities of an Effective Volunteer Interviewer: 1. Ability to converse easily with strangers. 2. Acceptance of all people. 3. Skill in observing or sensing other peoples reactions, attitudes, concerns and personality traits. 4. Ability to listen attentively and hear accurately. 5. Experience as a volunteer. 6. Knowledge of volunteer jobs available. 7. Ability to speak clearly and explain things well. 8. Capacity to recognize individual strengths and potential. 9. Experience working with persons of varied racial, religious, educational and economic backgrounds. 10. Familiarity with the programs and the organization. 11. Ability to efficiently guide the conversation without sacrificing sensitivity or purpose. Adapted from: Marlene Wilson. The Effective Management of Volunteer Programs (Boulder: Volunteer Management Associates, 1976), p.123 Common Errors Interviewers Make 1. Failing to describe the job and organization in sufficient detail. 2. Tending to be too routine instead of adapting each interview to the individual. 3. Failing to direct the interview and thereby wasting time. 4. Doing more talking than listening. 5. Tending to be overly influenced by individual factors such as personal traits rather than considering the person as a whole. 6. Asking questions which have an obvious preferred answer. 7. Making decisions too early in the interview. 8. Not knowing what to look for. Adapted from: Marlene Wilson. The Effective Management of Volunteer Programs (Boulder: Volunteer Management Associates, 1976), p.126-27

Role Title: Youth Protection Training Leader Purpose: To organize and conduct training for youth program volunteers regarding the NDSU Extension Service Youth Protection Policy. Success Criteria: Extension youth program volunteers will understand, use facts and implement procedures to promote safe environments and the well being of all youth program participants. Time Required: Peak period - fall. As needed throughout the year. Responsibilities: 1. Become familiar with information, reporting requirements and procedures. 2. Conduct training as a part of youth leader training meetings. 3. Provide follow-up training for new volunteers throughout the year. Target Dates: September-November Volunteer training meetings November-June Conduct training for individual new volunteer Resources Available: NDSU Extension Youth Protection Policy Handbook Report to: Department or county youth program contact For questions, contact: ______________________________ ________________________________ _____________ Volunteer Signature Staff Signature Date
Role Title: Volunteer Personnel Committee Member Purpose: To manage and process the applications of volunteers applying for NDSU Extension Service volunteer roles working with youth. Success Criteria: All volunteers will have an approved application on file. New volunteers applications will have appropriate accompanying documentation assembled for timely decisions on acceptance prior to enrollment. Time Required: Peak period - fall. As needed throughout the year. Responsibilities: 1. Become familiar with information, reporting requirements and procedures. 2. Conduct training as a part of youth leader training meetings. 3. Provide follow-up training for new volunteers throughout the year. Target Dates: September - November Volunteer training meetings November - June Conduct training for individual new volunteers Resources Available: NDSU Extension Youth Protection Policy Handbook Report to: Department or county youth program contact For questions, contact: ______________________________ ___________________________________ ___________________ Volunteer Signature Staff Signature Date
Review of Applicants Reasonable effort needs to be made to review each applicant and provide a response to the individual in a timely manner. All information compiled from the application, Child Abuse Information Index check, Convicted Sex Offenders List, references and interview will be reviewed. When there is questionable or inconclusive data, additional references may be considered or information from law enforcement authorities requested before deciding whether to recommend placement of the applicant to work with youth. Acceptance Volunteer may be enrolled in the Extension youth program. A letter of acceptance should be issued at this time (Letter 4). Conditional Acceptance An applicant may be invited to volunteer with an Extension program without working directly with youth. This is conditional acceptance and provides an opportunity to support 4-H in another way. Some possibilities include: newsletter preparation, event planning, organizing programs, fundraising, recordkeeping, award selection. Send a letter of Conditional Acceptance (Letter 5, Option 1.) Rejection Applicants must be notified in wiring if not accepted (Letter 5, Option 2).