Transportation and Chaperones Volunteer Owned - Oklahoma 4-H



Transportation and Chaperones Volunteer Owned - Oklahoma 4-H
oklahoma 4-h volunteer development
Oklahoma 4-H Youth Development
Parent-Volunteer Education
Volunteer Certification
Paves the Way
Core Competencies Unit 3
Oklahoma 4-H
Purpose for Volunteer Certification
To ensure a safe environment for youth involved
in Oklahoma 4-H.
To provide documentation for volunteer
activities and to strengthen liability coverage for
volunteers under the State Tort Claims Act.
To assist in the selection, education, tracking and
placement of volunteers.
Oklahoma 4-H
Who Should be Certified…
Volunteers who serve as Organizational, Project, Activity and
Teen leaders, chaperones, parents, at large community
volunteers, and persons providing transportation.
Any volunteer who works with children in a situation
unsupervised by a paid OCES employee or a certified 4-H
Youth Volunteers - Any young person under the age of 18 who
is volunteering for some unsupervised 4-H responsibility must
complete and have on file a 4-H volunteer application,
annual enrollment agreement, and behavioral guideline form.
Oklahoma 4-H
Maintaining Certification
Participate in and report a minimum of 4 continuing
education opportunities per year.
Annually complete enrollment form, behavioral guidelines,
and appropriate volunteer agreement form.
Extension Educators will annually conduct individual visits with
organizational leaders and assistant club leaders, county
committee chairpersons, adult council officers, and other
volunteers (as needed) to discuss commitment, performance
and review responsibilities to the county 4-H program.
Oklahoma 4-H
Maintaining Certification
All certified volunteers will receive a copy of the yearly
assessment tool which has been completed and placed in their
volunteer file. Volunteers have the opportunity to visit with the
county educator regarding the assessment.
Volunteers who do not meet the minimum standards for
maintaining certification will be placed on one year probation. If
at the end of the probationary year they will either be returned to
active status or their services will be terminated.
If there is a break in service of 3 years or more with no
participation in training, completion of paperwork or activity in
the county program a volunteer will have to complete the
application process again.
Oklahoma 4-H
Behavioral Guidelines
Work cooperatively
Represent OCES with pride and dignity, behave appropriately,
exhibit good sportsmanship, demonstrate conflict management
Respect, adhere to and enforce state laws related to child
abuse and substance abuse.
Verbal and physical abuse or committing criminal acts are
grounds for termination
Comply with equal opportunity and affirmative action.
Treat animals humanely, provide appropriate and ethical
animal care.
Oklahoma 4-H
Behavioral Guidelines
Under no circumstances allow or consume alcohol or illegal
drugs at 4-H events or activities. The use of or being under the
influence while in the presence of 4-H members or at 4-H
programs or activities is grounds for termination as a volunteer or
Strongly discourage the use of tobacco products in the presence
of members and/or at events and activities.
Operate machinery, vehicles, and other equipment in a safer
and responsible manner
Accept responsibility to promote, conduct, and support 4-H
programs in order to develop an effective 4-H program.
Oklahoma 4-H
Volunteer Core Competencies
Competencies have been identified as the minimal skills
and behavioral indicators 4-H volunteers need to
effectively carry out assigned roles and responsibilities in
planning, conducting, and evaluating an individual, local
and/or county program.
Through subject matter education volunteers are
provided fundamental knowledge about 4-H which in turn
provides an understanding of 4-H and assist in creating a
stronger foundation for 4-H programming.
Oklahoma 4-H
Behavioral Indicators
Communication Skills
 Effectively expresses ideas and facts concisely and in an
organized manner through oral and written
 Works well with 4-H members, parents, volunteers and
extension staff.
 Practices active listening skills.
 Shares information in a timely and diplomatically ways.
 Uses a variety of positive methods to promote 4-H and
Cooperative Extension.
Oklahoma 4-H
Behavioral Indicators
Interpersonal Skills
 Considers and responds appropriately to the
needs, feelings and capabilities of others.
 Demonstrates good citizenship and treats others
with respect and fairness.
 Exhibits patience in appropriate situations.
Oklahoma 4-H
Competency Skills
Communication Skills
Interpersonal Skills
Organizational Skills
Service Orientation
Institutional Systems
Oklahoma 4-H
Behavioral Indicators
 Adapts behavior and methods in response to new information, changing
conditions and priorities, demands, unexpected obstacles, or situations.
 Is open-minded to new ideas, change, and new information.
 Demonstrates ability to compromise.
 Demonstrates flexibility due to change in conditions, priorities, demands or
 Adapts leadership style to variety of situations.
 Adapts educational strategy for situation and audience.
 Encourages the development and use of imagination in the decision-making
Oklahoma 4-H
Behavioral Indicators
Exercises good judgment based on situation and
Makes sound, well-informed decisions.
Perceives the impact of decisions.
Commits to action to accomplish organizational goals.
Oklahoma 4-H
Behavioral Indicators
 Motivated, self-starter.
 Committed to positive ethics in youth development – trustworthiness,
respect, responsibility, fairness, caring, and citizenship.
 Follows through with projects and commitment.
 Works to develop an area of expertise.
 Recognizes own strengths and weaknesses and committed to
personal improvement.
 Demonstrates belief in own abilities and ideas.
Oklahoma 4-H
Behavioral Indicators
Organizational Skills
 Effectively manages time, resources and people.
 Is prompt.
 Successfully manages multiple tasks.
 Uses conceptual and creative thinking in decision-making.
 Uses a proactive approach to problem solving.
 Uses a variety of educational tools (newsletters, presentations, tours,
judging, news releases, displays, etc.).
 Evaluates strength, benefits and quality of educational programs.
Oklahoma 4-H
Behavioral Indicators
Service Orientation
Effectively manages, develops and delivers educational
Is concerned with public perception and satisfaction.
Is honest, trustworthy, fair, and dependable.
Appearance and behavior is appropriate and professional.
Works effectively with diverse audiences.
Oklahoma 4-H
Behavioral Indicators
 Offers assistance and is supportive of others.
 Gains satisfaction from group achievement.
 Demonstrates ability to work with diverse personalities.
 Maintains credibility with others.
 Coaches, mentors, and challenges peers and youth.
 Inspires, motivates and guides others toward goal(s) accomplishment.
 Actively involved and supportive of small group, club and county
Oklahoma 4-H
Behavioral Indicators
Institutional Systems
 Understands and appropriately applies procedures, requirements,
regulations and policies as related to 4-H and Oklahoma Cooperative
 Supports and works effectively within the organizational and management
systems of the local, county, and state 4-H programs.
 Supports the non-discrimination statement of the Oklahoma Cooperative
Extension Service.
 Demonstrates commitment to positive youth development and education.
Liability and Risk
“And Eeyore whispered back: ‘I
am not saying there won’t be an
Accident, mind you. They’re funny
things, Accidents. You never have
them till you’re having them.”
A.A. Milne, 1928 “ The House at Pooh Corner”
Liability and Risk
In a “Nut Shell”
An ounce of prevention is worth a ton of cure!
All volunteers should be given proper and sufficient
training and information regarding responsibilities and
expectations, especially in the area of supervising minors.
Extension Educators will keep records of volunteers who
are trained and informed about responsibilities and
Volunteers deserve clear and specific responsibilities and
expectations from Extension Educators.
Always act prudently – meaning act with foresight, avoid
error or danger using practical discretion.
Liability and Risk
Under Oklahoma Law
“…any person who is authorized to act in behalf of a
political subdivision or the state whether that person is
acting on a permanent or temporary basis, with or
without being compensated on a full-time or parttime basis.” (51 O.S. 1991, 152)
OCES views volunteers as an extended employee when they are
acting in the scope of their duties as a sanctioned volunteer for
an approved/official 4-H activity.
Liability and Risk
Risk Management Terms
Risk - An act which has probability of causing
negative outcomes.
Assets - Things of value held by an organization.
Risk Management - Protecting assets by
minimizing the potential for negative
Liability - Being responsible or accountable.
Liability and Risk
Everyday Operations
Help identify risks, report them and/or correct the
identified risk(s).
Avoid situations of negligence.
Be sure insurance is in place or is purchased.
Report (through written documentation)claims or
losses: date, time, details leading up to the accident,
treatment administered, persons contacted, etc.
Participate in health and safety training.
Liability and Risk
Methods for Controlling Risk
Avoid - don’t conduct high risk activities.
Reduce risk - take safety measures.
Transfer the risk control to others - contract with others to
conduct high risk activities.
Anticipate and have a plan.
Communicate thorough plans with the club leadership and
county office. File “Activities and Event Intent Form” with
county office for any club activity taking place outside of the
regularly scheduled club meeting. These forms are not
necessary for county, district or state events planned by
Liability and Risk
Why Volunteer Management
is important to Risk Management
Volunteers receive orientation and training in
regard to their job or role
Volunteers are recognized for their contributions
and are afforded greater protection having equal
staff status
Process for evaluating volunteers
Provides documentation of counseling and
corrective measures taken with a volunteer
System for terminating a volunteers services
Transportation and Chaperones
Volunteer Owned Vehicles
All drivers by state law are required to have liability
Volunteers using their vehicle in support of a 4-H
activity or event must have auto liability insurance.
Vehicles should be safe and in sound condition.
There must be a functioning seat belt for everyone
being transported.
OSU’s self insurance can be used when conducting
a sole 4-H function.
Transportation and Chaperones
Volunteers transporting
4-H members…
Volunteer must have:
Current and valid drivers
A good driving record
Medical Release form for
passengers, other than your
own children/family
An itinerary of where they
are going, the route to be
traveled and scheduled
Extension Educators will have in
Orientation and training
process for club leaders and
volunteers regarding
System for reporting
System for handling concerns
or complaints
Transportation and Chaperones
Use of Teen Drivers
Use great discretion and limit the
need for using teen drivers.
If necessary….
Check for appropriate licenses and car insurance.
Be sure the car is physically safe and provides working seat belts for all passengers.
Put your expectations in writing for the youth and parents.
Drive to and from the event only! Will be sent home if driving at any other time.
When teen is transporting, on your behalf, (i.e. to camp or other event) having a
release form from parents, the driver, and the passengers, will decrease liability.
Medical Release forms for all passengers.
Teens transporting other youth on a regular bases as to a club meeting is
generally an issue between families and not the responsibility of the club or
county leadership.
Transportation and Chaperones
As a Chaperone
Identify and reduce opportunities for risk.
Avoid situations of negligence.
Be sure there is insurance for an activity or event.
Have a copy of the child’s Medical Release form
quickly accessible.
To the greatest degree possible avoid
transporting one child, regardless of age or
Transportation and Chaperones
As a Chaperone
Do not leave children alone at a meeting site. An
adult should be present until the last child is picked
Reduce the need to place youth and adults in the
same sleeping quarters.
Teens and adults serving as counselors should be
well trained in expectations and responsibilities.

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