Risky Business is Everybodys Business Fundamentals for 4-H Youth Development Work

What is Risk Management? The process used to protect assets by minimizing the potential for negative outcomes. Risk is the uncertainty about a future event that threatens your organizations ability to accomplish its mission. The unexpected things that can happen to the participants, spectators, the properties and reputation of Cooperative Extension. 2

What is Risk Management? It means the 4-H club, group or planning committee anticipates potential risks as the activity is planned and decides ways to manage these risks. 3

When We Pay Attention to Risk Management Issues… It becomes an important educational component of our programs, focusing on safety and prevention. Participants can focus on learning in a safe, comfortable environment. Volunteers limit their liability exposure. 4

Important Risk Management Terms 5

Liability Legally bound or responsible. Something for which one is liable; an obligation, a responsibility, or a debt. 6

Forms of Liability Negligence Failure to use that degree of care which an ordinary person of reasonable prudence would use under the given or similar circumstances. Assault and battery False arrest and imprisonment Invasion of privacy Defamation (libel and slander) Violation of constitutional rights 7

Risk Management Process Phase 1: Risk Analysis Risk Identification Evaluation & Measurement Phase 2: Risk Response Risk Control Financing & Communication Phase 3: Risk Review Monitor and Evaluate Risk Plans 8

Risk Management Strategies Reduce To lessen in extent, amount, number, degree, or price. To gain control of. Modify the program or facility, such as adding a fence to separate the public from animals in a show ring 9

Risk Management Strategies Transfer Shifting all or part of a risk to another party. Insurance is the most common method of risk transfer, but there are other means. Charter a bus instead of using personal vehicles Hold meeting in a public place instead of your home 10

Risk Management Strategies Avoid Taking steps to remove a hazard, engage in an alternative activity, or otherwise end a specific exposure. 11 Replace night hike with day time activity Discontinue high risk event

Risk Management Strategies Assume To take upon oneself; undertake. Decide all necessary precautions have been taken and conduct the event 12

Volunteer Liability Protection Federal Volunteer Protection Act of 1997 Wisconsin state statutes limit volunteer liability V olunteers, State Statute Limited liability for volunteers of a non-stock corporation. Directors and Officers, State Statute Limited liability of directors and officers. Equine Activities, State Statute Civil liability exemption for equine activities. County or organization may purchase insurance Personal insurance 13

Volunteer Liability Protection Insurance In most situations, the volunteers personal homeowners insurance and automobile insurance is considered primary liability insurance.

Volunteer Liability Protection Insurance A majority of Wisconsin counties are insured through one of two mutual insurance companies: Wisconsin County Mutual Insurance Corporation Wisconsin Mutual Municipal Insurance Corporation Both companies provide secondary volunteer liability coverage at no additional charge, provided procedures are followed.

Accident Coverage Primary accident insurance is highly recommended. It can be purchased reasonably for members and leaders events for a full year or by event. American Income Life Insurance is an example. Note: this is accident insurance, not liability insurance. 16

Staff Role It is up to staff and volunteers planning the program or event to develop a risk management plan. When concerns arise, this might include getting assistance from the county or university who have people in place to help. 17

Have a Risk Management Plan! Use a risk management checklist. Involve adults and youth in developing the risk management plan so everyone is thinking about safety. 18

Special Areas for Consideration 19

Proper Forms When appropriate, have participant health and waiver forms in place before the event starts. The required health form: /risk.cfm /risk.cfm Recommended waiver forms are at: tm tm 20

Chaperones 1 adult for every 10 youth is recommended … required for overnight events. Lower ratio for younger children. Must be at least 21 years of age. Adults and youth should not stay in the same room. Chaperones must complete the Youth Protection process. All adults for overnight events must complete the Youth Protection process. 21

Emergency Procedures In case of emergency: The first priority is to provide medical attention to the injured. Contact the parent/guardian or emergency contact. Contact the appropriate County and Extension Supervisors. Prepare and file an incident report. 22

Finances Federal regulations govern the use of the 4-H name and emblem which require annual financial reporting and accountability. 4-H Money = Public Funds All money received by a 4-H entity is public money since 4-H is a public organization. Money must be deposited in a public financial institution in an account bearing the 4-H name. 23

Best Money Handling Practices Write a receipt for all monies received. Follow proper County, Extension and organizational guidelines in promptly depositing money. Members need to approve payments. Two signatures should be required on checks. A payment approval form should be used and the receipt from the purchase should be attached. 24

Fund Raising Fund raising should only be conducted to meet an organizational goal and fit the organizations mission. 25

Transportation Drivers transporting youth should be at least 18 years of age with 2 years of successful driving experience (must be 21 if arranged by Extension staff). Avoid transportation of only one youth. Use of 12/15 passenger vans is highly discouraged (Extension staff are prohibited from driving these vans).

Working With Youth Supervise youth at all times. Always encourage parents/mentors to attend. Have at least two adults present when possible. Post and communicate safety rules. Provide written guidelines and rules. Work in open places. 27

Working with Youth Respect privacy of youth. Never use physical punishment or deny basic needs. When physical contact is needed to demonstrate a skill or technique first ask for permission from the child. Be alert to physical/emotional needs. 28

Resources for Staff Risk management contacts Professional development resources Educational resources to use in planning and teaching concepts to members and volunteers 29

County Government Usually a person is identified as the risk manager Ask your Department Head to identify this person Protocol will vary from county to county

UW-Extension Contact Region Liaison or Associate State Program Director with questions Dan Malacara serves as Cooperative Extensions contact for risk management questions

Resources University of WI System Office of Safety and Loss Prevention/Risk Management Field Trip Waiver Consent for Medical Administration and Treatment/Health History Questionnaire General Incident Reporting Form

Resources Region Liaison The County person with risk management responsibilities Wisconsin 4-H Youth Development – Risk Management Wisconsin 4-H Youth Development – Money Matters For volunteer training tools: Treasurers Handbook Financial Handbook for Leaders Financial Accountability and 4-H handout 33

Resources Nonprofit Risk Management Center On-line tutorials and resources Books Consulting 34

Thank-you! Kandi ONeil Associate Program Director 4-H Youth Development/Volunteer Specialist Originally developed by Donna Menart and Sue Pleskac 35 An EEO/AA employer, University of Wisconsin-Extension provides equal opportunities in employment and programming, including Title IX and Americans with Disabilities (ADA) requirements. © 2012 by the Board of Regents of the University of Wisconsin System.