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4-H Club Risk Management. Creating Safe Environments while having Fun. Objectives. Strengthen 4-H volunteers abilities to Identify, assess, and manage risks Understand volunteer insurance coverage Create safe environments for 4-H members. Safe Environments. Effective clubs are active Fun

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4 h club risk management

4-H Club Risk Management

Creating Safe Environments while having Fun


  • Strengthen 4-H volunteers abilities to

    • Identify, assess, and manage risks

    • Understand volunteer insurance coverage

    • Create safe environments for 4-H members

Safe environments
Safe Environments

  • Effective clubs are active

    • Fun

    • Educational

    • Safe

  • Comply with ISU policies

  • Good stewards

  • Protect Stakeholders

4 h activity risks
4-H Activity Risks

  • Field Trips

  • Recreation

  • Camping

  • Workshops

  • Overnight Trips

  • Shooting Sports

  • Canoeing

  • Winter activities

  • Club meetings

  • Fundraising

  • Bake sales

  • Transportation

  • Service Learning

  • County Fair

The fun trip
The Fun Trip

  • Your 4-H club, the Willing Travelers, wants to take a recreational trip to Adventureland in Des Moines. The trip will be a one-day trip and most of the club members will attend, along with both leaders and several parents. Members want to invite non-4-H member family and friends to participate. You expect that approximately 35 – 40 people would attend.


  • Sure, tell the members OK. Don’t worry, be happy.

  • Say OK, but only if someone else plans the trip.

  • Contact your county extension office for help.

  • No go. This trip is a disaster waiting to happen.

What are the risks issues
What are the risks/issues?

  • Permission

  • Youth

  • Adults

  • Transportation

  • Non-Members

  • Accident/injury

  • Health/medical

  • Physical activity

  • Food/drink

  • Age of participants

  • Supervision

  • Insurance

Basic risk management
Basic Risk Management

  • Identify

  • Assess/Evaluate

    • Probability of occurrence

    • Seriousness of risk

  • Manage

    • Select appropriate strategy

    • Implement chosen strategy

  • Monitor and evaluate

Key question
Key Question

  • “How bad would it be if something did happen, and if it would be bad, is it worth trying to prevent?”

How manage risk
How manage risk?

  • Avoid – don’t do

  • Insure

  • Train

  • Participation waivers

  • Accept the risk

  • Reduce

  • Share

  • Others

Risk management strategies
Risk Management Strategies

  • Retain the risk

  • Reduce the risk

  • Share/Transfer the risk

  • Avoid the risk


  • Accept the risk

  • Prepare for possibility of loss

  • Normally used when consequence is minor


  • Change the activity or conditions

  • Decrease likelihood of loss

  • Reduce exposure

  • Examples:

    • Screen volunteers

    • Train staff

    • Adequate supervision

    • Emergency management plan


  • Iowa State University requires for all youth programming:

  • Emergency Plan

  • First Aid Protocol

    • http://www.extension.iastate.edu/4h/page/4-h-risk-management

Share transfer

  • Find someone else to share the risk or assume the risk

  • Examples:

    • Insurance

    • Waivers of liability

    • Use commercial travel


  • Do not conduct the activity

  • If risks too severe

  • If consequences too great

  • If risks cannot be reduced or shared

    • Then unacceptable to conduct the activity

Sharing risk
Sharing Risk

  • Permission forms – grants child permission from legal guardian to participate in activity

  • Informed Consent – provides information about activity, guardian signature indicates they have read and understand

  • Waiver of liability – voluntary surrender of a known right or privilege (e.g. right to sue)

  • Combination

Insurance coverage 4 h members
Insurance Coverage 4-H Members

  • Basic accident coverage through AIL

    • $1/member/yr, required

    • Club members only

    • May include volunteers

  • Horse project members $2/yr

  • Does NOT include coverage for injuries during downhill winter sports

Special activity insurance
Special Activity Insurance

  • Separate policy through AIL

  • Activity/event specific

  • Daily rate

  • Can include non-members, guests

  • Includes coverage for winter sports excluded under the $1/yr policy

Volunteer insurance
Volunteer Insurance

  • Personal liability protection through CAED commercial insurance policy

  • Authorized volunteers

  • Acting within scope of volunteer duties and responsibilities

Volunteer insurance1
Volunteer Insurance

  • Auto Liability through commercial policy

  • Authorized volunteers

  • Excess liability only (over personal auto coverage)

  • Does not include physical damage to vehicle or loss of contents

Volunteer insurance2
Volunteer Insurance

  • Medical available through AIL

    • Same levels as for 4-H members

    • Confirm that volunteers are included in your county or club policy

  • No Workers Compensation coverage

The fun trip1
The Fun Trip

  • Will the trip be permitted?

  • What forms need to be completed?

  • What screening, background checks?

  • Insurance coverage?

  • Special safety precautions?

Is the trip permitted
Is the trip permitted?

  • Yes, if…

  • Planned as part of club program

  • Approved by Extension Office

  • Iowa 4-H risk management policies are followed

    • http://www.extension.iastate.edu/4h/page/4-h-risk-management

What forms
What forms?

  • No additional for members and leaders

  • Guests (including siblings and parents) will need to complete a Medical Information/Release form

  • Consider using an informed consent form with all participants

Screening and background checks
Screening and Background Checks?

  • If using private vehicles, check MVR of all drivers

  • Check National Sex Abuse Registry for anyone designated as a “chaperone” for the event

  • Proper supervision ratios

Insurance coverage
Insurance Coverage

  • Members and club leaders have basic accident through $1/yr/member policy

  • Special Activity policy needed for all others attending

  • Limited liability coverage provided for volunteers using personal autos

  • Liability coverage through county policy for approved volunteers

Special safety precautions
Special Safety Precautions

  • Check transportation options

  • Have emergency plan

  • Have a First Aid Kit

  • Plan for periodic “check-in times”

  • Check insurance coverage on private vehicles

  • Check health forms for conditions or medications

  • Other

What changes if
What changes if…..

  • The event is an overnight trip?

  • The amusement park is out-of-state?

  • You want to rent vans instead of use personal vehicles?

Certificate of insurance
Certificate of Insurance

  • Information needed:

    • Name of event/activity (brief description)

    • Beginning and end dates of event/activity

    • Location of event/activity

    • Name and address of the outside entity requiring the proof of insurance

    • Distribution instructions

    • Date certificate is needed

In case of incident
In case of Incident

  • Follow procedures! Execute your emergency plan!

  • Document everything

  • Represent 4-H and ISU interests

  • Incident Report forms

  • AIL claim forms

Practical risk management for 4 h clubs
Practical Risk Management for 4-H Clubs

  • Accident/medical insurance coverage

  • Use Informed Consent forms

  • Consider using vendors for service

  • Screen all volunteers – ask extension staff for help

  • Establish behavior expectations for participants

Practical risk management for 4 h clubs1
Practical Risk Management for 4-H Clubs

  • Job descriptions for all volunteers

  • Valid license and proof of insurance for all drivers

  • Basic first aid kit

  • Access to telephone

  • Have emergency contact information available for participants

Practical risk management for 4 h clubs2
Practical Risk Management for 4-H Clubs

  • Make an emergency plan

    • Health/accident

    • Safety

    • Weather

    • Expect the unexpected

  • Adequate adult supervision

Practical risk management for 4 h clubs3
Practical Risk Management for 4-H Clubs

  • Follow 4-H Club financial guidelines

  • Age appropriate activities

  • Survey location of event or activity

    • Remove hazards

    • Place locations off limits

    • Choose alternate location

Thank you
Thank You

  • Return and review Learning Guide

  • Return Evaluation

  • Use checklists to plan club activities

  • Turn in club calendar annually to county Extension office for approval

    Thank you for being an Iowa 4-H Volunteer!