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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!