4 H Club Risk Management Creating Safe Environments

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 – Educational – Safe • Comply with ISU policies • Good stewards • Protect Stakeholders

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 • 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.

Options • 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? • • • Permission Youth Adults Transportation Non-Members Accident/injury • • • Health/medical Physical activity Food/drink Age of participants Supervision Insurance

Basic Risk Management • Identify • Assess/Evaluate – Probability of occurrence – Seriousness of risk • Manage – Select appropriate strategy – Implement chosen strategy • Monitor and evaluate

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? • • Avoid – don’t do Insure Train Participation waivers • • Accept the risk Reduce Share Others

Risk Management Strategies • • Retain the risk Reduce the risk Share/Transfer the risk Avoid the risk

Retain • Accept the risk • Prepare for possibility of loss • Normally used when consequence is minor

Reduce • • Change the activity or conditions Decrease likelihood of loss Reduce exposure Examples: – – Screen volunteers Train staff Adequate supervision Emergency management plan

Reduce • Iowa State University requires for all youth programming: • Emergency Plan • First Aid Protocol – http: //www. extension. iastate. edu/4 h/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

Avoid • • 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 • 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 • 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 • • • 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 • Personal liability protection through CAED commercial insurance policy • Authorized volunteers • Acting within scope of volunteer duties and responsibilities

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 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 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? • • 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/4 h/page/4 -h-risk-management

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? • 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 • 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 • • • 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…. . • 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 • 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 • 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 • • 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 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 Clubs • Make an emergency plan – Health/accident – Safety – Weather – Expect the unexpected • Adequate adult supervision

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 • • 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!