The following guidelines help
establish positive environments and program barriers that promote
safety and well-being for all program participants.
To protect ALL
individuals, volunteers and staff need to work with young people in
reasonably open places where others are welcome to enter (NOT behind
closed doors).
Be aware that while
spending time alone with a single child can be positive and helpful,
it can also be a reason for concern for everyone involved.
Parents and guardians are always
welcomed and encouraged to attend Extension youth program meetings and
events.
Respect privacy. Adults need to
respect the privacy of youth. The privacy issue is especially relevant
in situations where changing clothes or taking showers may be in
facilities lacking privacy. In these situations staff (volunteer and
paid) should intrude only to the extent that health and safety requires.
There will be a minimum
of one responsible adult (at least 18 years old) for every 8 to 10
youth, for any NDSU Extension Service youth-related activities involving
an overnight stay, as consistent with national 4-H guidelines
(12/1/923).
Paid staff and volunteers should be
alert to the physical and emotional well-being of youth under their
supervision. Signs of injury or suspected child abuse or neglect should
be reported.
Extension paid staff and volunteers
are reminded that adult behavior can have an impact on youth in many
situations and environments, during extension programming and outside of
those responsibilities.
Extension staff and
volunteers will not, under any circumstances, discipline youth by use of
physical punishment or by failing to provide the necessities of care,
such as food and shelter.
An adult should not
share a room with one minor child who is not his/her child. Youth should
room with other youth. If the situation dictates that an adult and a
youth must share a room, there should be several youth present with a
single adult.
Alcoholic Beverages and Illegal Drug Use
It is expected that adults working
in Extension youth programs be positive role models for
participating youth. Adults must obey the laws of the state and the
rules of the organization.
The influence of
alcohol or illegal drugs can inhibit reasonable judgment and reduce
one's ability to provide a safe environment for youth. The liability
coverage carried by NDSU would not provide protection to an employee
or volunteer who violates state or local laws or ordinances
concerning alcohol or illegal drugs.
Since consumption of alcohol or
illegal drugs is not acceptable for young people in Extension youth
programs, adults should not consume these substances while working
with youth. Any Extension volunteer or paid staff can be liable both
criminally and/or civilly if underage drinking associated with an
Extension youth activity is condoned, ignored or accepted. It is
important that adults recognize and continue to help communicate the
powerful and negative health and safety consequences of drug and
alcohol use.
Insurance
Personal
Liability
Volunteers receive
special protection under North Dakota law as do state employees. The
attorney for NDSU has stated that it appears that volunteers acting
on behalf of a state agency would be covered in most liability
cases. All volunteers and youth taking part in Extension youth
program activities should be properly registered their local
Extension office. Having enrollment forms and program plans on file
is valuable documentation in case of a claim. University coverage
and laws may change.
It is also critical
that the roles and responsibilities of those who work with youth
programs be documented in written form before an accident happens.
Extension volunteer and paid staff must try to record activities and
related plans through written programs, meeting minutes, personal
notes or letters, memos, annual reports, job descriptions and
rosters.
It is important that
individuals act in a reasonable and prudent manner when working with
youth programs. This means that a person is acting in a way others
who have similar background and training would act in a similar
circumstance. Negligence is conduct in which a reasonable and
prudent person would not have engaged. 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.
Automobile
Volunteers must rely on their own
auto policy for protection when working in an Extension youth
program. It is recommended that all Extension volunteers and paid
staff review their personal property liability coverage and consider
a personal and family umbrella liability policy.
Accident and illness insurance may
be purchased for youth program participants and their volunteer
leaders on a daily or yearly basis. Many counties obtain insurance
on an annual basis for all youth on Extension rosters. Confirm the
purchase of insurance by checking with the county Extension paid
staff in any particular situation.
Any incidence of
accident or violation of established rules should be reported to the
Extension staff (the youth program contact) in the county. The youth
program contact should report accidents to their district director
and/or the state 4-H program leader.
Code of Conduct
and Health Statements
Code of conduct
agreements and health forms are available from your county Extension
office. These forms should be completed for each participant in an
event where the child is away from home overnight or activities
might cause concern about the safety of the child. Adult volunteer
or paid staff should have these forms available in the event that
youth need emergency medical treatment.
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
at least meet North Dakota state law. Refer to the ND Department of
Insurance website for the coverages and minimum limits mandated by
law at
http://www.state.nd.us/ndins/faq/autocover.html
Volunteer and paid staff must
operate vehicles in safe ways, using common sense and good judgment,
following accepted operating procedures, and obeying traffic laws
including use of seat belts. Overloading vehicles or using vehicles
not designed to transport multiple passengers is unacceptable.
Adults are role models. They are
responsible for the safety of youth they work with and influence the
development of lifelong safety habits in youth program participants.
Adults should use safe practices and common sense when operating
machinery and equipment such as power tools, hand tools,
agricultural equipment, lawn and garden equipment, chemicals,
pesticides, shooting equipment. Protective clothing (helmets, ear
and eye protection, etc.) should be used when needed.
Anti-Discrimination Policies
Using the Civil Rights Act of 1964
and subsequent legislation as a guide, Extension volunteer and paid
staff must not show discrimination in designing or delivering
programs with respect to race, color, national origin, gender,
religion, sexual orientation or handicap. Those representing
Extension must make sure programs are equally accessible to anyone
desiring to participate. They should use all reasonable efforts to
make individuals who have not participated feel welcome.
The intention of Affirmative
Action is to strengthen and expand Extension youth program
opportunities to all youth, particularly those who have not had full
access to the program. In addition, it ensures that programs are
being delivered fairly to the people who have funded them. Inclusion
of diverse participation brings new perspectives and experiences
which enrich learning and develop life skills necessary to live in a
multi-cultural society.
Handling and Care of
Animals
Adults and youth in leadership
positions with Extension youth programs may be involved in situations
where animals are present and/or part of the learning environment.
Extension volunteer and paid staff are expected to handle animals in a
responsible manner and refrain from physical mistreatment. In
addition, Extension paid staff and volunteer should teach youth
appropriate animal care practices. Some specific animal care practices
include:
