CHAPTER THREE - EXTENSION PROGRAM AREAS

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3.01 - Agriculture and Natural Resources

3.02 - Family, Consumer and Health Sciences

3.03 - 4-H Youth Development

3.03.01 - Program Goals and Organization
3.03.02 - Policies and Procedures
3.03.03 - Use of 4-H Name and Emblem
3.03.04 - Tax Exempt Status of 4-H Organizations Authorized to Use the 4-H Name and Emblem
3.03.05 - Financial Issues for Cooperative Extension (4-H Youth Development Programs)
3.03.06 - Advisory Structures of Arizona 4-H
3.03.07 - 4-H Events - Contracts and Insurance

3.04 - Project CENTRL

3.05 - Volunteers

3.05.01 - Types of Volunteers

3.05.02 - Master Volunteer Policies

3.05.02.01 - Bone Builders
3.05.02.02 - Master Consumer Advisor
3.05.02.03 - Master Gardeners
3.05.02.04 - Master Watershed Stewards
3.05.02.05 - 4-H Volunteer Certification

3.05.03 - Policies and Insurance Affecting Volunteers

3.05.04 - Youth Protection Policy

3.05.05 - Selection, Retention, Termination of Volunteers

3.05.06 - Dispute Resolution

3.05.07 - Agent and Volunteer Relationship with Youth Policies

3.01.01 - Program Goals and Organization

Cooperative Extension programs targeted in the areas of agriculture and natural resources address the following goals for CSREES: Goal 1, an agricultural system that is highly competitive in the global economy and Goal 4, greater harmony between agriculture and environment. Working groups and state program initiatives are used to address these goals, as determined by state and county faculty, clientele, and Extension administration.

Programs in natural resources include energy conservation, forestry, marketing, trade and economics, natural resource education, noxious weeds, range management, water resources, watershed, and wildlife.

Programs in animal science include agricultural literacy, animal behavior, animal health, animal nutrition, aquaculture, beef, diary, horse, marketing, trade, and economics, meat science, and other species.

Programs in crop production include agricultural literacy, commercial horticulture, cotton, cross-commodity issues, marketing, trade and economics, plant protection, and vegetable crops.

Programs in home horticulture and pests include home and urban horticulture and the master gardener program.

3.02.01 Program Goals and Organization

Cooperative Extension programs targeted in the areas of family, consumer and health sciences address the following goals for CSREES: Goal 2, a safe and secure food and fiber system; Goal 3, a healthy, well-nourished population; and Goal 5, enhance economic opportunity and quality of life for Americans. Working groups and state program initiatives are used to address these goals, as determined by state and county faculty, clientele, and Extension administration.

FCHS programs addressing healthy lifestyles include disease prevention, food safety, nutrition education (Extension Food and Nutrition Program and Food Stamp Food and Nutrition Program), and physical activity.

FCHS programs addressing family development include family care (parenting, child care, and grandparents raising grandchildren), consumer science, financial management, and workforce preparation.

3.03.01 - Program Goals and Organization

Four-H is the youth development program of Cooperative Extension and addresses CSREES Goal 5: to enhance economic opportunity and quality of life for Americans.

Four-H is an experiential learning program. In Arizona, 4-H membership is limited to youth who are between the ages of 5 and 19.

Four-H is directed by the Cooperative Extension System in each U.S. State and territory and thus must conform to certain federal and state statutes. See Arizona 4-H Policies and Procedures for details.

3.03.02 - Policies and Procedures

The Policy of the University of Arizona Cooperative Extension is:

Any child who participates in educational programs conducted under the auspices of Arizona Cooperative Extension is entitled to a safe environment. In addition, employees and volunteers are entitled to information related to the laws pertaining to child abuse, neglect and sexual offenses. All employees and volunteers working directly with children will receive training in order to take steps to ensure that neither they nor children are in situations which place them at risk under various Arizona Statutes related to child and sexual abuse.

3.03.03 - Use of the 4-H Name and Emblem

The use of the 4-H name and emblem is governed by action of the U.S. Congress and supplemental administrative policy. Violators are punished.

Details are contained in ES-USDA publication The 4-H Name & Emblem, Guidelines for Authorized Use,, which carries the latest amendment of 1987. A copy is in each County Extension Office. For further information, contact the Assistant Director for 4-H Youth Development.

3.03.04 - Tax-Exempt Status of 4-H Organizations Authorized to Use the 4-H Name and Emblem

Approved 4-H organizations are awarded the privilege by an Internal Revenue Service ruling of being exempt from Federal income tax. This ruling letter of 9 February 1973 recognizes the tax exempt status of 4-H Clubs and affiliated 4-H organizations which are organized and operated under the guidance and control of Cooperative Extension. This guidance and control must conform to the regulations governing the use of the 4-H name and emblem (see 3.03.03) and be in accordance with the policy statement in Chapter XI, section 8.2 of the Federal Administrative Handbook for Cooperative Extension work. A copy of this is in the office of the Director of Extension.

A publication for use by Cooperative Extension Personnel to interpret the authorization is ES-USDA Program Aid Number 1282, Tax-Exempt Status of 4-H Organizations Authorized to Use the 4-H Name and Emblem, revised May 1993. A copy of this is in each county Extension Office.

3.03.05 - Financial Issues for Cooperative Extension (4-H Youth Development programs)

See Chapter 7, Section 7.03.04 for specific references for managing 4-H Youth Development-related funds.

3.03.06 - Advisory Structures of Arizona 4-H

3.03.07 - 4-H Events, Contracts and Insurance

Insurance is not a substitute for safety. If an agent or volunteer sees an unsafe condition, the University will be held liable if it is ignored and someone is hurt or properties are damaged. Report serious accidents to the Department of Risk Management and the State 4-H Office. If a contract, lease or written agreement is required by a facility/institution in order for the facility to be used by a 4-H group, contact the University of Arizona Risk Management Office. Guidelines for this contracting process are found in this manual, Section 7.01.08 - Office Campus Facility Agreements.

Special Events Coverage for Accident or Illness (available from private insurance companies):

There are at least two major national companies that provide excess medical/accident insurance coverage for youth, volunteers and other adults who are participating in adult supervised activities sponsored by Cooperative Extension. Such insurance covers such things as field days, camps, conferences, fairs, tours, county contest days, and includes the travel time. There is restricted coverage for accidents involving horses or winter sports (skiing, tobogganing, bobsledding or tubing). Rodeo participation is usually excluded.

Information on such plans may be obtained from the State 4-H Office. It is important to update annually the premium information by writing to the insurance underwriters.

Project CENTRL (Center for Rural Leadership) is an independent, non-profit corporation governed by an administrative board. While it functions as an independent body, CENTRL is closely affiliated with and funded by Cooperative Extension at the University of Arizona. This educational program was developed by Arizona Cooperative Extension through a grant from the W. K. Kellogg Foundation. It now functions as a unique private and public partnership with both business and public officials providing resource expertise for CENTRL's programs.

Project CENTRL's purpose is to help highly motivated individuals who are residents of rural Arizona or who have strong rural interests develop their leadership potentials to the maximum. The program is designed to help people prepare for top posts in civic, agricultural, and other worthwhile community organizations as well as appointed and elected positions in the public sector.

The educational program consists of a series of twelve intensive, weekend seminars scheduled over two years and an intern project designed to demonstrate practical leadership experiences. The culmination of the program includes a ten-day national educational tour.

Project CENTRL, the corporate entity, pays for most of the expenses incurred by class members. These include lodging, meals, instructional materials, and expenses associated with the national educational tour. Class members are expected to pay travel expenses to the seminars held primarily in Phoenix and Tucson. Individuals chosen for the program must be at least 25 years of age and must attend all seminars.

Applications are accepted annually and are available from the Project CENTRL Office, 820 E. Cottonwood Lane, Bldg. C, Casa Grande, AZ 85222-2726.

Extension volunteers provide a valuable contribution to the University of Arizona Cooperative Extension. They provide time and expertise. Volunteers contribute their skills, talents and experiences to strengthen all aspects of the program and support its mission. They work at the direction of Cooperative Extension personnel to make better use of limited resources and reach more youth and adults.

The University of Arizona has many volunteer resources available throughProject Volunteer and Volunteer Opportunities at the UA

Volunteers perform services for the University without coercion or expectation of compensation, benefits or future employment.

For more information on volunteer policies, benefits, insurance coverage, liability, driving requirements, background check and youth protection and reporting, go to Appendix B.

3.05.01 - Types of Extension Volunteers

Volunteers include youth and adults in leadership and support roles within Cooperative Extension. There are two basic Extension volunteers' roles.

Certified Volunteers. Certified volunteers have undergone a screening process which includes an application, interview and background check. Additional requirements required for 4-H volunteers include providing references, signing 4-H Behavioral Guidelines, and on-going enrollment.

Certified volunteers receive special training which prepares them for their role, enriches their own lives, and insures accuracy in information dissemination and skill transfer.

Specific position descriptions for certified volunteer programs in 4-H Youth Development (add link to website); Master volunteer programs such asMaster Gardener, Master Consumer Advisor (Maricopa County & Pima County), Master Watershed Steward and Bone Builders. Counties are responsible for the training and administration of these programs. Additional requirements may apply for master volunteers.

Non-Certified Volunteers. A volunteer who works in the presence of a certified volunteer or Extension employee.

3.05.02 - Master Volunteer Policies

The Master Volunteer program is all about public education. Working through their local Extension Agent they serve by:

• staffing phone lines
• giving talks to local groups
• presenting information at conferences, workshops, seminars and trade shows
• organizing educational programs and conferences
• writing newspaper, magazine and newsletter articles
• developing and producing pamphlets, bulletins, fact sheets, and web pages.

The Master Volunteer programs and trainings are conducted by the University of Arizona Cooperative Extension. Classes are taught by University of Arizona Extension professionals and other experts. Training sessions are held in various locations throughout the state depending upon the type of master volunteer program. Persons with a disability may request a reasonable accommodation, such as sign language interpreter. Cost-recovery fees, to cover materials, operating expenses and background checks, may be required. Fees for each program will be consistent across the state and applied uniformly in all counties. The Arizona Cooperative Extension policy on cost recovery is available in section 7.03.02. Cooperative Extension programs are open to all citizens regardless of their ability to pay. Provisions are made to reduce or waive fees when an individual is unable to pay. Assistance may be available from county offices.

Certification is achieved when these conditions are met: (1) an application is filed in the county extension office; (2) a fee is paid to cover course expenses (if required) and background check; (3) background check is approved; (4) successful completion of the training course; (5) a donation of volunteer service, which may vary by program and county. To remain in the program after the first year, a continued donation of volunteer service and continuing education are required.

There are frequently more applicants for these programs than slots available. Selection is based on history of volunteer service, level of specific skills, knowledge of value to the program, and, in some counties, face to face interviews. Applications are available in the County Cooperative Extension offices.

Note that Certified Master Volunteers working with youth are required to follow the requirements listed below under 4-H Youth Development Volunteer Certification Components.

3.05.02.01 The Bone Builders Volunteer Program

All Bone Builders Volunteers must follow the general Master Volunteer Policies

The Bone Builders training provides residents with the opportunity to improve their knowledge about osteoporosis, its risk factors, nutrition and exercise prevention strategies, and medications. The training teaches community members how to share information on osteoporosis prevention with their community, including work sites, religious organizations, or health clubs. Some volunteers incorporate the information into their jobs or women's groups. It is also ideal for fitness, wellness, and healthcare professionals wanting to become better qualified to help their clients, many of whom will be or are facing this disease. Training sessions are held in Tucson and Phoenix, as well as other counties.

To Become a Certified Bone Builder Volunteer Educator

Anyone with an interest in family and consumer sciences may apply for the Bone Builders Volunteer program. Applications are available in the County Cooperative Extension office. In addition to the certification conditions mentioned above, a minimum of 40 hours of volunteer service is required. To remain in the program after the first year, a continued donation of volunteer service and continuing education are required; requirements for volunteer service may vary by county.

3.05.02.02 The Master Consumer Advisor Program

All Master Consumer Advisors must follow the general Master Volunteer Policies

Master Consumer Advisor training provides residents with the opportunity to improve their knowledge about nutrition, foods, consumer issues, food safety and home issues. This program is available only in Pima and Maricopa counties and training sessions are regularly held in Tucson and Phoenix.

To Become a Certified Master Consumer Advisor

Anyone with an interest in family and consumer sciences may apply for the Master Consumer Advisor program. Applications are available in the County Cooperative Extension office. In addition to the certification conditions mentioned above, a minimum of 40 hours of volunteer service is required. To remain in the program after the first year, a continued donation of volunteer service and continuing education are required; requirements for volunteer service may vary by county.

3.05.02.03 The Master Gardeners Volunteer Program

All Master Gardeners Volunteers must follow the general Master Volunteer Policies

Arizona Master Gardeners are university-trained volunteers who serve as community educators. They work with the University of Arizona in providing research based information on environmentally responsible gardening and landscaping to the public. After completing a training course, Master Gardener Associates volunteer to serve their communities. After completing their volunteer commitment they become Certified Master Gardeners.

In addition to the general services that a Master Volunteer may provide, Master Gardeners may also:

• staff plant question phone lines and plant clinics
• introduce children to gardening
• conduct applied research projects
• assist with special projects that support the Master Gardener program
• create and maintain demonstration gardens which showcase new plants, new planting methods, composting, & new irrigation methods

Master Gardener training provides gardeners with the opportunity to improve their horticultural knowledge and skills and then share their experience with the public through organized volunteer activities. The program covers the challenges specific to gardening in Arizona. A sample of topics covered include: botany, plant problem diagnosis, soils, ornamentals, pest management, fruits, vegetables, plant propagation, turf, and native plant materials. Training sessions are scheduled in different locations of each county. Classes typically meet once a week for a three-hour session for a minimum of 14 weeks.

To Become a Certified Master Gardener

Anyone with an interest in horticulture may apply for the Master Gardener program. If you have an interest in improving your skills and knowledge and the desire to work with people, the Master Gardener program may be for you. In addition to the certification conditions mentioned above, a minimum of 50 hours of volunteer service is required. To remain in the program after the first year, a minimum donation of 25 hours of service and 6 hours of continuing education are required. Master Gardener alumni associations may sponsor trainings and activities. Requirements for volunteer service may vary by county.

3.05.02.04 The Master Watershed Steward Volunteer Program

All Master Watershed Steward Volunteers must follow the general Master Volunteer Policies

Arizona Master Watershed Stewards are university-trained volunteers who serve as community educators and participants in watershed enhancement. They work with the University of Arizona and the Arizona Department of Environmental Quality providing research based information to improve Arizona's watersheds. The training provides residents with the knowledge to make informed decisions related to your own land, community and watershed. Many of these practices can help not only improve the health of the watershed, but also help you and your community to save money and reduce waste. After completing a training course, Master Watershed Stewards volunteer to serve their communities. When their volunteer commitment is completed, they become Certified Master Watershed Stewards.

In addition to the general services that a Master Volunteer may provide, Master Watershed Stewards, working through their local Extension Agent, address land and water issues and act as stewards to their watershed by:

• initiating and/or participating in volunteer water quality monitoring efforts, volunteer stream restoration efforts and watershed mapping efforts
• working with local governments, public agencies and watershed partnerships in watershed-related management issues
• working with other water education programs

Master Watershed Stewards participate in a minimum of 50 hours of course work to learn the basics of watershed science including:

• Watershed and general hydrology
• Local geology and soils
• Arizona climate and meteorology
• Water quality and pollution
• Regional, state, and local water management
• Technology, maps, and geospatial tools
• Aquatic, riparian, and terrestrial ecology
• How to work together in watersheds
• How to monitor and restore the health of watersheds
• Best Management Practices for their lands and watersheds

Classes are taught by University of Arizona Extension professionals, land management specialists and local experts. Training sessions are held throughout the state.

To Become a Certified Master Watershed Steward

Anyone with an interest in natural resources and watersheds may apply for the Master Watershed Steward program. If you have an interest in improving your skills and knowledge and the desire to work with people, he Master Watershed Steward program may be for you.

In addition to the certification conditions mentioned above, a minimum of 40 hours of volunteer service is required within one year of completing an MWS course. The volunteer service to communities and watersheds is achieved through a project of one's choosing, possibly in concert with other program participants. Once certified, Stewards draw on their training, resource materials, UA Cooperative Extension, ADEQ, and other agencies in various ways to improve their watersheds.

To remain in the program after the first year, a continued donation of volunteer service and continuing education are required. Requirements for volunteer service may vary by county.

3.05.02.05 The 4-H Volunteer Certification Program

All 4-H Certified Volunteers must follow the general Master Volunteer Policies. The primary purpose of certification is to conduct Cooperative Extension programs that provide a safe learning environment with volunteers who model appropriate behaviors. In order to maintain their certification as a 4-H leader, each volunteer is required to complete an annual report form. All of these documents shall be maintained in a confidential file in the County Cooperative Extension Office.

To Become a Certified 4-H Youth Development Volunteer

The following are required components of the certification process. They must all be completed and documented before the volunteer is certified. When and where these components take place is up to the discretion of the Agent. The Agent may choose to conduct any or all of these components or may designate them to a trained staff person or volunteer.

1. Volunteer Application Form
2. Reference Form (3 required)
3. Signed Behavioral Guidelines
4. Youth Protection training via face-to-face, video or CD-ROM
5. Face-to-Face Contact
Suggested formats:
a) formal interview
b) a skills inventory (TAXI materials have suggested inventory)
c) job description
d) group meeting
e) 4-H Orientation video and 4-H Volunteer Handbook training
6. Orientation to 4-H Policies and Procedures*
This includes:
a) The Arizona 4-H orientation training via face-to-face, video or CD-ROM
b) The 4-H Volunteer Handbook

* Face to face contact is encouraged, but other methods of sharing these orientation materials may be used.

For interviews, it is suggested that interviews may be via phone, via group where they all write their responses or one-on-one, in person. A minimum of two questions will be asked each applicant. Volunteers will not sign off on the interview form as they'll not see the interview form.

Documentation : 4-H Agents are required to document the annual enrollment of each volunteer. The format of this documentation is left to the Agent's discretion.

Behavioral Guidelines : If the applicant for certification does not sign, or if they alter the form and then sign, then the application can be terminated.

References : Five references are requested with three being necessary for completion of the application process. At least two references must be from persons over the age of 18 for legal purposes. One reference may be from a person under the age of 18. Arizona 4-H Youth development values and encourages youth-adult partnerships. Youth are allowed to provide a reference for an adult interested in being certified. References may not be seen by applicants or certified volunteers. Applicants must sign a waiver statement regarding the letters of reference prior to certification completion. If the waiver is not signed, their application may be terminated.

New Volunteers : ALL new volunteers MUST view the 4-H New Leader Orientation video and receive a Volunteer Leader Handbook. It is strongly encouraged that the Youth Protection video is also shown.

Enrollment: 4-H volunteers must enroll annually to maintain their active status. A 4-H volunteer who does not enroll for three consecutive years must complete the entire certification process prior to enrolling again.

Youth Certified Volunteers : In order for a youth under the age of 18 to be certified volunteer, a parent/guardian must sign the application.

Not Certified Teen Volunteers Teen volunteers who work directly with young people must either be certified OR under the immediate supervision of a certified volunteer.

Required Training: It is not a state policy at this time to require training other than the New Volunteer Orientation program. Counties are strongly encouraged to keep volunteers updated on information and teaching strategies through periodic training.

Transferal of Certification Files : Leaders' certification files may be transferred from county to county and depending upon the certification procedures/requirements in other states, from state to state. It's the agent's discretion for recognizing certification from another state. It is also the agent's discretion for ensuring that when a volunteer transfers from another county whether they will need additional training. Volunteer leaders who have gone through the Arizona 4-H Youth Development Volunteer Certification process are certified as volunteers for the Arizona 4-H Youth Development Program. Their certification files are placed on file within a county extension office. Their place of residency does not establish their venue for volunteering. Certified volunteers who move from one county or state to another county or state can ask for their Arizona 4-H Youth Development certification file to be moved otherwise the file will remain in the county in which they were certified. The extension agents have the right to accept or not accept the volunteer. Volunteers who move to a different county may elect to stay with the county 4-H program for which they were previously volunteering. Agents should inform the agents in the county impacted with any changes of residence of a volunteer. The volunteer must maintain their status as a certified volunteer in the county where the file is kept and meet those requirements such as annual enrollment. Volunteers who lose their certification in one county may not transfer their files to another county.

Termination of Certification Process:

At any point in time, the certification process may be terminated by the County Extension 4-H Agent. If references are not received in a timely fashion, i.e., within six months, then the potential applicant will be notified of the termination process.

3.05.03 - Policies and Insurance Affecting Volunteers

Volunteer Registration

County Extension offices and Departments using volunteers must keep on file sufficient information to document each volunteer's status and authorized duties. Failure to properly document a volunteer's duties and authorization will jeopardize the liability coverage described. Risk Management and Safety recommends that this be accomplished with a Volunteer's Letter of Appointment for each volunteer, a volunteer application file or a volunteer service agreement form. The following information must be on file for each volunteer:

• Volunteer's full legal name.
• Program title and brief description where the volunteer will be serving.
• Name and title of the person or persons responsible for volunteer supervision.
• Anticipated duration of volunteer service.
• A description of the services the volunteer is authorized to perform, and an acknowledgment that the services rendered will not be compensated.
• Instructions for immediately reporting accidents or other incidents.

Volunteer Benefits and Services

Volunteers are not maintained in PSOS, Personal Services Operating System and do not have direct access to University services. Net ID and email accounts may be obtained on behalf of volunteers by the sponsoring department. Instructions are available at https://sitelicense.arizona.edu/acctadmin/sponsormemo.html. No University or state-sponsored employee medical, retirement or insurance plans apply to this association.

Procedures

• Obtain a signed Volunteer Service Agreement Form or Volunteer Agreement Form from the volunteer and give a copy to the volunteer.
• Retain the Volunteer Service Agreement Form or Volunteer Agreement Form in departmental files for accidental and state liability insurance coverage.

Credentials

All certified volunteers receive a name badge. The badge must be worn at all times when serving in an official capacity. Certified volunteer credentials may not be displayed at a place of employment nor used in advertising connected with any business. A certified volunteer may identify himself or herself as a certified Extension volunteer only when doing unpaid public service work in an approved Cooperative Extension program.

Volunteer Liability and Medical Coverage

The University provides limited liability coverage for authorized volunteers. The University's insurance program, administered by the State of Arizona, covers liability arising from the acts of volunteers while providing service in an authorized capacity.

Volunteers who are injured while performing work for the U of A are provided accident insurance to cover medical expenses incurred up to $25,000. Coverage is excess beyond other available insurance, and there are specific limitations and exclusions. There is no cost to volunteers for this insurance.

Volunteer Safety

Departments should plan for the safety of volunteers just as they would regular employees. Tasks that require special training, certification, or equipment should only be conducted by volunteers who are appropriately equipped and qualified. If a volunteer's duties will include driving on University business, the department must determine that the volunteer has a valid driver's license, and keep a photocopy with the Letter of Appointment, Volunteer Service Agreement or Volunteer Agreement .

Cooperative Extension Event Insurance

There is at least one major national company, American Income Life , that provides excess medical/accident insurance coverage for youth, volunteers and other adults who are participating in adult supervised activities sponsored by Cooperative Extension. Such insurance covers such things as field days, camps, conferences, fairs, tours, county contest days, and includes the travel time. There is restricted coverage for accidents involving horses or winter sports (skiing, tobogganing, bobsledding or tubing). Rodeo participation is usually excluded.

Fees for Service by Volunteers

Volunteers may not charge for their personal services while acting in their official capacity. They may with prior approval of a county extension agent, however, recoup actual expenses for educational materials provided to clientele provided that they, the volunteer, made the initial purchase. Any program related fees collected by certified volunteers must be turned over to the supervising Extension faculty for deposit in the appropriate Extension account.

Product Endorsement or Implied Endorsement

The affiliation of a volunteer with a commercial activity or commercial product in a manner that implies Cooperative Extension or University of Arizona endorsement is prohibited.

Reporting

Each volunteer will submit required reports on a regular basis indicating the kind and amount of volunteer service provided as well as the number of people reached. Report forms will be provided by and should be returned to the supervising Extension faculty.

3.05.04 Youth Protection Policy – Responsibility to Report

Any child who participates in educational programs conducted under the auspices of Arizona Cooperative Extension is entitled to a safe environment. In addition, employees are entitled to information related to the laws pertaining to child abuse and neglect and sexual offenses. All employees and volunteers working with minors will receive training in order to take steps to ensure that neither they nor children are in situations which place them at risk under various Arizona Statutes related to child and sexual abuse.

Arizona Revised Statutes require any person who has reasonable cause to believe that a child is being abused or neglected must report to Child Protective Services (CPS). The following persons are required by law to report: any physician, hospital intern or resident, surgeon, dentist, osteopath, chiropractors, podiatrist, county medical examiner, nurse, psychologist, school personnel, social worker, peace officer, parent, counselor or any other person having responsibility for the care and treatment of children.

A person making a report or providing information about a child is immune from civil or criminal liability unless said person has been charged with, or is suspected of, the abuse or neglect in question.

3.05.05 Selection, Retention, Termination of Volunteers

Selection and retention of volunteers is based on the interests, skills, and talents of the individual and the needs of the program at the time. While Arizona Cooperative Extension depends upon and appreciates the valuable service of volunteers, the needs of the program vary from time to time and place to place. It is the program's goal to effectively utilize available resources including volunteers.

Volunteers serve at the invitation of the University of Arizona and their participation in Cooperative Extension programs may be discontinued at any time by the County Extension employee responsible for the program. Before discontinuing an individual's volunteer status, the responsible employee shall obtain approval from his/her supervisor. The volunteer will be notified in writing and the decision regarding the volunteer's participation is final.

When the agent, in consultation with the County Extension Director (CED), decides that suspension or termination of a volunteer is appropriate, a letter will be sent to the volunteer informing him/her of the decision to suspend or terminate. (See the following examples.) This decision is final and cannot be rescinded. A termination letter will be sent in writing. It is suggested that one be brief, do not give specific reasons, and leave no room for discussion. Discussion should have taken place beforehand. See the simple sample letters below:

Sample Termination Letters: A. Dear_____ , In light of the failure to resolve the differences between your job performance and the Cooperative Extension Guidelines, we no longer will have need of your volunteer service. B. Dear_____ , Being a volunteer is a privilege, not a right. Due to your unwillingness to comply with the Cooperative Extension Guidelines, we no longer will have need of your volunteer service.

3.05.06 Dispute Resolution

It is the policy of The University of Arizona Cooperative Extension to insure that all Cooperative Extension volunteers and participants of a program have a known and effective forum to air and examine complaints. The procedure for dispute resolution follows.

• Complaints of are first to be addressed to the Cooperative Extension faculty in the county. The Extension Agent assumes leadership for this process. Whenever a participant under the age of eighteen is involved in a grievance, the parents/guardians of that youth are to be notified in writing by the agent having responsibility for the complaint.
• Problems arising between/among participants and volunteers that cannot be resolved through a conciliation process will then be addressed by the Cooperative Extension faculty responsible for the appropriate program.
• An accurate, detailed statement of the complaint must be made in writing to the county Cooperative Extension office to the Extension Agent or other Extension faculty member will be assigned by the County Extension Director to handle the complaint.

3.05.07 Agent and Volunteer Relationship with Youth Policies

Overall Guidelines

1. Extension personnel, staff and volunteers will endeavor to provide safe and healthy programs for youth. In cases of illness or injury, youth will be treated on site by an appropriate health care provider or taken to an appropriate health care provider if necessary, when a patient or guardian is not available for consultation. Parent or guardian will be contacted as soon as possible.
2. Extension personnel, staff and volunteers are to avoid, where possible, being alone with a single youth, including sharing sleeping quarters with non-related youth.
3. Extension personnel, staff and volunteers will not, under any circumstances, discipline youth by the use of physical punishment or by failure to provide the basic necessities of care, such as food or shelter.

When Traveling with Youth

It is recommended for both agents and volunteers when traveling with youth: Travel with at least two or more youth Require permission from parents for youth to travel with the said adults Drop off youth by two's or more at an agreed upon meeting site thus not leaving adults with one single youth. Logistical issues may arise when a second youth is needed to make for a safe traveling group, it is recommended that a sum of money be set aside to pay for those additional youth to attend. In addition, these youth would have tasks to do during the meeting to keep them involved.

Overnight Trips

It is recognized that there are issues regarding overnight trips and the following recommendations are made: Youth of opposite gender sleep in separate quarters and are chaperoned by same sex chaperones Youth and adults are not to stay in same sleeping quarters Adults conduct regular room/bed checks

Chaperon Expectations

Arizona Event Chaperon Expectations: For usage with state events, may be altered for local county usage.... "You are representing the Arizona Cooperative Extension Program and are expected to uphold the Behavioral Guidelines as signed. As chaperons, you have volunteered to help make this event the most educational and meaningful experience possible for your delegation ." County chaperons are responsible for supervision, advising, and any needed disciplinary action of their county delegation. Primary responsibility rests with the chaperons who are acting on behalf of the county Extension Program. Youth serving in leadership roles are responsible to the Agent Advisors of said event. In an emergency situation, contact the State Extension representatives. It is recognized that counties may be sharing chaperoning responsibilities to cover youth, male and female. Please indicate for whom you may have county responsibilities upon check in.

Handling Sensitive Issues

Handling sensitive issues means being prepared for the ups and downs of youth work. It is often these little mole hills that become mountains because issues were not handed with utmost care and compassion immediately.

Understanding Policy

All organizations work under a set of written and unwritten guidelines. Prior to any activity or event, all chaperons/agents should understand these policies. Whether a code of conduct or an informal list of rules, it is imperative to understand what is expected of the youth as well as the adults in attendance.

I n addition to general discipline procedures, a clear understanding of reporting incidents should be discussed prior the event. This may include completing any reports and notifying any paid staff as well as other parties of an incident.