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Management of Policy
A checklist (Form
Q) has been developed to guide
you through the screening process. The leader
certification can also be recorded in the Blue
Ribbon Enrollment Program.
A
log form
(Form K)
has been developed
to help manage the screening process.
On This Page:
Current Volunteer Re-screening & to
Reactivate a Volunteer
Applicant Previously Selected by Another
Organization
Teens & Teen Employees
Prospective Paid Staff
Current Paid Staff
Re-screening
Supervision of Policy
File Management
Prospective Volunteer Screening
All volunteers (age 18 and over) who want to
work directly with youth on a regular basis
(i.e. more than a one-time interaction), or when
chaperoning an overnight activity are required
to participate in this selection process.
1.
Potential volunteer(s) completes
Adult Behavior
Expectations
(Form A)
and the
Application to
Volunteer in Youth Programs (Form B). New
Volunteer Applicant
Letter
(Sample Letter 3).
2.
A staff member (or designated
volunteer/committee) submits the name for
clearance through the
North Dakota Child Abuse
Information Index
(Sample Letter 1).
3.
A staff member (or designated
volunteer/committee) submits the name in writing
to the office manager of the Center for 4-H Youth
Development to check against the
North Dakota
Office of Attorney General Convicted Sex Offenders
and Offenders Against Children - Public List
(Sample Letter 2).
4.
Two references are checked for each
volunteer applicant.
5.
Applicant(s) are interviewed by an
Extension staff (or designated
volunteer/committee). An interview is recommended
but optional.
6.
Review Applications. On the basis
of information obtained (in steps 2, 3, 4,
5) the extension staff (or designated
volunteer/committee) determines whether or not
to accept the applicant. Potential volunteer is
notified by letter, regarding status
(Sample
Letter 4
& Sample Letter 5).
7.
Information compiled during the
screening process is documented and filed prior
to assigning the volunteer to work with
children.
8.
If volunteer is accepted, extension
staff (or a volunteer designee/committee)
provides appropriate orientation and educational
support for a volunteer role.
9.
Enter certification in Blue Ribbon
Enrollment program.
Current
Volunteer Re-screening
& To Reactivate a Volunteer
Every six (6) years all
current volunteers will repeat the screening
process to reaffirm their dedication to keeping
youth safe.
1. Secure leader’s
certification report from Blue Ribbon Enrollment
database.
2. Current program volunteer(s) read and sign a
Adult Behavior Expectation Form (Form A), and completes the
Volunteer Information Form (Form C) authorizing
release of information to the
North
Dakota Child Abuse
Information Index. (Sample Letter 6)
3. Staff (or volunteer designee/committee) submits the
volunteer name(s) for clearance through the
North
Dakota Child Abuse Information Index (Sample Letter
1).
4. Staff Member submits the name(s) in writing to the
office manager of the Center for 4-H Youth Development
to check against the
Convicted Sex Offenders and
Offenders Against Children
– Public List
(Sample
Letter 2).
5. If name(s) do not clear the Index or the
Convicted
Offenders list, volunteer is removed from any direct
contact with youth until the situation is reviewed.
Grievance Procedures
for Volunteers
Dismissal of a Volunteer
6.
If name(s) clears the Index and Convicted Offenders list, volunteer receives
a letter for continuation (Sample Letter 7).
7.
Enter
certification in Blue Ribbon Enrollment Program.
Applicant
Previously Selected by Another Organization
Applicants who are serving with another youth
program should sign a release for information to be
obtained from that program (Form G). If screening for
that program is at least as thorough as NDSU Extension
Service youth program screening, the volunteer will
not need to be re‑screened.
Information obtained from another youth
organization should be filed in the volunteer’s
personnel file. If information is more than six years
old, applicant needs to complete an Application to
Volunteer in Youth Programs (Form
B) and Adult Behavior Expectations (Form
A) following the steps in the new applicant
procedure.
Teens
& Teen Employees
Teens: All
4-H Youth members who turn 18 years old during the
year are required to complete the adult volunteer
selection process because they
will be interacting with youth on a regular basis.
Teen Employees: Youth seeking employment in
programs that include overnight camping/chaperoning or
ongoing child care services will follow prospective
employee hiring procedures.
Prospective Paid
Staff (County-paid and State-paid)
1. During the screening and selection
process the search committee chair (or designee):
-
identifies interview questions relating to work with
children (consult
Form I
for examples of suitable questions)
-
contacts at least two references and includes inquiry
about suitability of candidate to work with children
(consult
Form E for examples of suitable questions).
2. A finalist for an extension staff
position completes
Form M (if
county-paid) or
Form N
(if state-paid).
3. The name(s) are checked against the
Child Abuse Information Index
(Sample
Letter 1).
Understanding
the ND Child Abuse Information Index
4. The names are submitted for
clearance against the
North Dakota Attorney General
Convicted Sex Offenders and Offenders Against Children
- Public List (Sample
Letter 2).
5. The applications are reviewed to
include information obtained in Steps 1, 3 and 4
above.
6. This information, in conjunction with other
applicant information, is used to determine if an
offer of employment will be made.
7. Document and file information learned
prior to assigning the candidate a position to work
with children.
File
Management for Staff
8. Staff
members who will have access to confidential information contained
in the records of volunteers and paid staff serving the organization are
required to complete a Confidentiality
Statement (Form H). Appropriate orientation
and educational support is provided to the staff
member.
Volunteer Youth
Protection Policy Home Page
Current Paid
Staff Re-screening
1. Every six (6) years staff complete Information
Form (Form
O or
Form P)
and Confidentiality Statement (Form
H).
2.
Name(s) submitted for clearance through the
North Dakota Child Abuse
Information Index (Sample
Letter 1).
3. Name checked
against the
North Dakota Attorney General Convicted Sex Offenders
and Offenders Against Children ‑ Public List
(Sample
Letter 2).
4. If name does not
clear the Index or Convicted Sex Offenders List, the
individual is removed from any direct contact with
youth until situation is reviewed.
Grievance For NDSU Paid Staff
Supervision of
Policy
Management Procedures
The *supervisor or chairperson in each NDSU
Extension county office, district, or campus
department is responsible to ensure that the
NDSU Extension Service Youth Protection Policy
is implemented.
The *supervisor is an office chairperson,
department chairperson, assistant director, or
county 4-H contact. The supervisor may
designate another Extension staff member or
an Extension volunteer to be responsible for
part(s) of the implementation of this policy.
The supervisor (or designee) is responsible to
ensure that:
- All appropriate forms are provided to all
individuals affected by this policy.
- Appropriate processes are followed.
- Educational resources and training are
provided to volunteers/staff.
- He/she is available to listen and take
action as appropriate.
- Files and confidential information are
secure and managed appropriately.
- Local councils and advisory groups are
invited to establish "safe environments and
barriers to child abuse" as they recommend
policy that affects NDSU Extension youth
programs.
- Parents/guardians are invited to be
involved in planning and implementing youth
development programs, establishing policy and
educating others in keeping participants safe.
Personnel Committee
County staff may appoint a volunteer personnel committee
to oversee the volunteer selection process. All volunteer applicants
must be investigated through the same procedures. The personnel
committee will implement procedures for reviewing all applicants
files. The committee should make recommendations on acceptance
and/or placement. Where there is reason to question an applicant's
qualifications, committee members may seek additional information.
Individuals with experience in child protection, law enforcement,
counseling or personnel management are good candidates for a
personnel committee.
Role Description
File Management
Access to Files
All Youth Protection Policy information on
volunteers/paid staff should be kept in a secure
place, accessible only to the authorized NDSU
Extension Service personnel and/or designated
personnel committee working with this policy
implementation.
However, according to North Dakota open
records laws, all information (EXCEPT
information from the North Dakota Child Abuse
Information Index), of any youth program
volunteer or paid staff, must be available, if
requested.
IMPORTANT NOTE:
Information from the North Dakota Child Abuse
Information Index can NOT be made available to
anyone except authorized NDSU Extension Service
personnel or committee members upon penalty of
being charged with a class B misdemeanor.
Supervision of Files
Signed Adult Behavior Expectations forms (Form
A) for volunteers will be
filed:
- At the local county Extension offices where
the volunteer is working in youth programs
- At a regional or state Extension office, if
that volunteer only works with regional or
state youth programs.
Signed Youth Protection Policy Forms, (Forms
M,
N,
O and
P) for
paid staff will be filed:
- At the NDSU Extension Agriculture Budget
Office, if they are NDSU (state paid)
employees, or
- At the local Extension office, if they are
hired by a local entity (county paid)
Inactive files
All records must be kept on file for six (6) years after the
volunteer or paid staff member is no longer involved in an Extension
youth program in compliance with the Statute of Limitations for
filing civil and criminal actions.
When a volunteer becomes inactive, the
application, reference forms, interview notes
and Behavioral Expectations form can be stapled
together and placed in the INACTIVE file.
Permanent files
Files need to be kept indefinitely for applicants who have been
rejected or dismissed from working with Extension youth programs or
those who have filed a grievance or complaint regarding procedures
or actions taken. Abuse or neglect complaints/reports also need to
be kept indefinitely.
Discard Files
When a volunteer/paid staff member leaves the program, place the
application, reference forms, interview form and Behavior
Expectations form in the INACTIVE file. Discard after six (6) years
in compliance with the Statute of Limitations for filing civil and
criminal action. Example: Inactive 2001 (discard 2007).
Suggested Filing System
Completed Forms:
Adult
Behavior Expectations, Applications, References,
Interview Forms
These forms may be stapled together for each
volunteer/paid staff member and filed in
alphabetical groups as suggested here, or a file
may be established for each volunteer and/or
staff member. Include clearance through the
Convicted Sex Offenders List.
A - F / G - L / M - R / S - Z
Please direct your questions to:
Brad Cogdill, Chair
Center for 4-H Youth Development
Family Life Center 219, Box 5016
Fargo, ND 58105-5016
Phone (701)231-7253
FAX (701)231-8568
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Youth Protection Policy: Staff
Youth Protection Policy: Volunteers
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