California 4-H Policy Handbook: SECTION 800

California requires employers to develop and implement for their employees an Injury and Illness Prevention Program (IIPP) directed at safety training, potential hazard identification, and injury prevention. Requirements of the IIPP do not apply directly to 4-H adult volunteers, as they are not employees, but volunteers can be excellent models for promoting safety awareness in the 4-H Youth Development Program (4-H YDP). Each county Cooperative Extension office has a written IIPP for the workplace. Volunteers are encouraged to participate in safety training programs sponsored by the University. The Division of Agriculture and Natural Resources (ANR) may require volunteers in particular projects to be certified through safety training.

802 Roles of 4-H YDP Staff and Adult Volunteers

4-H YDP staff are responsible for informing 4-H volunteers and members of the procedures for reporting safety concerns and hazards. 4-H YDP staff are also responsible for interpreting University policies regarding health and safety. As University guidelines change, 4-H YDP staff must keep themselves and the volunteers apprised of the changes.

4-H YDP staff are responsible for incorporating safety into projects they develop or oversee such as activities, events, and camps. See Appendix H: Volunteer Safety Awareness.

Adult volunteers are responsible for the safety of members during all meetings and activities. Project volunteers must also incorporate safety awareness in project meetings and demonstrate safe practices when showing members how to carry out their project work.

When volunteers are faced with youth in crisis, staff should refer to information in the appendix. See Appendix H: Supporting the Adult Volunteer When Youth Turn to Them in Crisis.

803 Alcohol, Illegal Drugs, and Tobacco

Volunteers shall not consume or be under the influence of alcohol, illegal drugs or tobacco while performing their 4-H duties.

No volunteer or staff will allow underage drinking, use of illegal drugs or tobacco at any 4-H youth activity.

4-H program activities are conducted under tobacco-free conditions.

The presence of alcohol is prohibited at all 4-H functions when youth are present. 4-H volunteers are not to consume alcohol while performing their 4-H duties. The following policy is to be followed when youth and adults are participating as 4-H members and volunteers at a non-4-H function.

Members shall not handle, or in any way come in contact with, alcoholic beverages, and shall be supervised while in the vicinity or area in which alcohol is present, whether as a participant, attendee, or server, and shall remain out of the area when the activity is completed.
There must be adequate assigned, certified 4-H adult volunteers on hand at the event. Adequate, assigned supervision is defined as a certified 4-H adult volunteer 25 years of age or older. The assigned 4-H adult volunteer shall not consume alcoholic beverages while supervising members.
The assigned 4-H adult volunteers shall accept the responsibility of supervising members who could potentially come into contact with alcoholic beverages.
4-H adult volunteers shall be responsible for clearing the tables and/or service of all alcoholic beverages.

It is the responsibility of the 4-H YDP staff to assure that this policy is understood by the assigned 4-H adult volunteers. Adherence to the policy shall be required at any function where alcoholic beverages are served and 4-H members are in attendance.

Members and adult volunteers violating this policy may face disciplinary action from the 4-H VMO's and/or county director or designee. Counties may impose more restrictive policies relating to 4-H youth and alcohol, but may not implement less restrictive policies than the policy stated here.

Refer to the codes of conduct for members and volunteers regarding actions that can be taken for failure to follow the above policies. See Appendix C: Code of Conduct.

804 Animal Care and Handling

The University of California does not provide liability coverage for injury or damage caused by the animals of 4-H members.

4-H animal projects teach members to assume responsibility for their animals. Project members must be taught, and shall use, safe and humane practices when handling and caring for their animals. It is also important for members to understand the difference between animal welfare and animal rights.

804.1 Definitions

Animal rights are based in the belief that people and animals have the same legal rights and deserve equal treatment. Animal rights proponents oppose the use of animals for any human purpose, including food, clothing, pets, recreation, hunting, or biomedical research.

Animal welfare is based in the philosophy that animals may be used for food, fiber, biomedical research, and recreation, but regard must be shown for the well-being of the animal. Animals are to receive humane handling and transport, proper nutrition, appropriate facilities and housing, disease prevention and treatment, humane exhibition, avoidance of unnecessary restraint, stress or pain, and, when necessary, humane euthanasia.

804.2 Policies

The following University of California health and safety policies relate to 4-H animal projects.

Each 4-H animal project shall include learning experiences appropriate to the species of animal, to ensure that 4-H members understand and practice the standards of humane treatment of animals.

Educational materials shall be reviewed periodically by the statewide curriculum committee to ensure that the content reflects current accepted animal care and handling practices.

Events such as greased pig contests, calf scramble contests, or other events for entertainment, or in which youth randomly capture animals from a group or compete against animals, are not acceptable and will not be planned, supported, or approved for 4-H member participation.

Fairs, shows, exhibitions and similar events involving 4-H members and their animals shall be conducted according to humane animal care standards. Special attention is needed for transportation, safe housing, adequate feed and water, ample space, humane handling, facility design, and proper management and showmanship.

The University of California Cooperative Extension does not provide liability coverage for injury or damage caused by animals. 4-H YDP staff should refer individuals or families desiring this type of insurance to their insurance agents. Insurance agents can also advise the policyholder about coverage that may already be provided through their existing tenant or homeowner insurance policy.

804.3 Animal Release

The University of California requires member's and their parents or guardians and adult volunteers to sign a release of liability agreement for use of animals in the 4-H program. This form must be signed at the time of enrollment and prior to beginning any 4-H animal project. See Appendix H: Release of Liability Agreement for Use of Animals in the 4-H Program.

804.4 Horse and Pony Release Agreement Forms

All 4-H members and volunteers, as well as non-members who participate in 4-H Horse and Pony projects and events are required to sign horse and pony project release agreement forms. This includes those involved in any therapeutic horse-riding activity and those caring for, feeding, transporting, or riding such animals at any time. See Appendix H: 4-H Horses and Ponies Project Release Agreement Forms and Non-University Participant Release Form.

805 Equestrian Helmets

All youth and volunteers, regardless of riding seat, shall wear a properly fitted equestrian helmet which meets ASTM/SEI standards, with secured chin harness properly fastened at all times when mounted on a horse or in a vehicle being pulled by one or more horses as part of any 4-H equestrian activity.

It is recommended that helmets be worn at all times when handling any horse (i.e., grooming, clipping, lunging).

It is the responsibility of the rider or the parent or guardian of the minor rider, to see to it that the headgear worn complies with such approval standards and carries the proper seals, and is properly fitted and in good condition. 4-H YDP staff and volunteers are not responsible for checking headgear for compliance. The University of California makes no representation or warranty, expressed or implied, about such headgear and cautions riders that serious injury may result despite wearing headgear, as no helmet can protect against all unforeseeable injuries in equestrian sports.

At any time during a 4-H equestrian activity, the 4-H activity volunteer (e.g., horse show manager, clinic organizer, club volunteer) may check a participant's equestrian helmet for proper standards. Individuals found to be wearing an unapproved or defective helmet will not be permitted to participate in any mounted or driving activity until a proper helmet is acquired.

806 Bicycle Helmets

California law requires any person under 18 to wear a properly fitted and fastened bicycle helmet when operating or riding as a passenger on a bicycle. The law applies whether the bike is ridden on the street, a bikeway, or a public bicycle path or trail. 4-H policy requires that youth wear bike helmets when riding to and from and during 4-H activities and events.

The helmet must meet the standards of the American National Standards Institute (ANSI) or the Snell Memorial Foundations Standards for Protective Headgear for Use in Bicycling. These labels must be conspicuously displayed. It is the responsibility of the rider or the parent or guardian of the minor rider, to see to it that the headgear worn complies with such approval standards and carries the proper seals, and is properly fitted and in good condition.

807 Collaborating With Other Agencies

4-H is designed to meet the needs of diverse populations of youth, volunteers, and collaborating youth agencies. When establishing collaborative projects with other agencies, safety education and training should be discussed and responsibilities agreed upon.

808 Curricula

Curricula will be reviewed by the Curriculum Committee periodically to ensure that safety information has been included.

809 Driving

4-H YDP staff are responsible for notifying volunteers that they must comply with vehicular laws and regulations. This can be accomplished through newsletters, orientation meetings, and workshops.

Any 4-H YDP staff or volunteer acting in an official capacity with 4-H must follow California driving regulations and comply with the following standards.

Have a valid California driver's license for vehicles to be driven,
Have car insurance as required by the state of California,
Use a safe operating vehicle, and
Have seat belts for each passenger.

809.1 Youth Drivers

University policy does not allow 4-H members under the age of 18 to transport other 4-H members to official functions. See Section 606.3: Liability Insurance for Members.

809.2 Field Trips

Drivers who are transporting 4-H members on field trips or long distances to official functions are encouraged to carry a first aid kit, medical treatment forms, and emergency accessories. Emergency accessories include reflectors, fire extinguishers, or other supplies, such as shovels and blankets, necessary for adverse weather conditions.

809.3 Riding in Back of Pickup Trucks

Passengers riding in the back of a pickup or flatbed motor truck must be secured with a restraint system, which meets or exceeds motor vehicle safety requirements.

810 Machinery

Volunteers are responsible for operating or supervising the operation of machinery, vehicles, and other equipment, by members in a responsible manner.

811 Meeting Place

4-H meetings are often held in homes, schools, and public buildings. Volunteers in charge should know what to do in case of an accident. Emergency phone numbers should be available. The location of the nearest phone should be known. The location of fire extinguishers and fire alarms should be noted.

812 Emergency Medical Treatment

Each county must collect a medical treatment form upon initial enrollment of members and one-time participants. See Appendix H: Form 4-H 1109.

County 4-H YDP staff must ensure that at any given time, a volunteer in charge of an activity can reach the parents or guardians of all 4-H members participating in the activity, or can produce a medical treatment form signed by the parents and/or guardians.

For any activity within the county, the volunteer must either have immediate access to the parent or guardian of each 4-H participant, or have a properly signed Form 4-H 1109 in his or her possession for each participant.

For any trip out of the county, an accompanying volunteer must have a medical treatment form for each member, with original signatures, in his or her possession.

Volunteers and other adults must complete an adult medical treatment form for themselves. See Appendix H: Form 4-H 1110.

813 Field Trip Transportation

4-H volunteers must have current medical treatment forms from parents or guardians before transporting 4-H members in personal or commercial vehicles to any 4-H activity or event, including club field trips and activities, and county, regional, or state activities. This is not required for routine car-pooling of members to and from regular club or group meetings and activities.

813.1 In-County Events

If the parents are not accessible, the volunteer in charge must have a medical treatment form signed with the original signature of the parent or guardian, or have phone access to a parent or guardian of each participating member. See Appendix H: Form 4-H 1109.

813.2 Out-of-County Events

If parents are not accessible during out-of-county 4-H events, the volunteer in charge must have a medical treatment form in his or her possession for each participating member. The medical treatment form must be signed by the member's parent or guardian. See Appendix H: Form 4-H 1109.

814 Photo Release

The University of California Cooperative Extension periodically uses photographs of 4-H members and adult volunteers for local, regional, or state publicity. When they sign the 4-H enrollment form, members and their parents or guardians and adult volunteers give their permission for the University of California Cooperative Extension to use their photos for publicity or educational purposes. Individuals not enrolled in 4-H but participating in short term activities should complete a photo release form if publicity or program pictures are taken. See Appendix H: Photo Release.

815 Food Policy

Many 4-H units use food related activities for fundraisers, recognition events, project activities, or other programmatic functions. In planning these activities, careful attention must be given to nutrition, health, and food safety.

815.1 Guidelines

If food is to be served as part of an official 4-H activity, the food preparation and service must be in compliance with all local (city, county) health department rules and state law. In addition, it is imperative that all county based rules and regulations governing food service activities be observed, including securing appropriate permits.

If a 4-H unit is not in compliance with health regulations, the University will not endorse or assume liability for such functions, and adults become personally liable for their actions, should legal claims of negligence arise from the food service activity.

815.2 Prepackaged Foods

In use of prepackaged foods, the manufacturer assumes the legal responsibility for the product.

815.3 Training

4-H YDP staff should work with Cooperative Extension nutrition, family and consumer science advisors to plan and conduct annual training for volunteers and 4-H YDP staff involved with food service activities. Refer to local, county, and state requirements for mandatory training.

816 Suspected Child Abuse Reporting Requirements

It is required by law that any person having responsibility for the care and treatment of children must report to child protective services any instance in which there is reason to believe that a child is being abused or neglected. Child protective services is defined as the county welfare department or any other county agency that may be designated as a child protective agency for purposes of receiving reports of child abuse.

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

This policy is based upon the provisions of California Penal Code Sections 11165 through 11171. As the code is very explicit about who must report suspected child abuse, this policy must be followed carefully.

816.1 Child Abuse

Child abuse is defined as a physical injury that is inflicted by other than accidental means on a child by another person. Child abuse also means the sexual assault of a child, willful cruelty, or unjustifiable punishment of a child, or corporal punishment or injury. Mental suffering and endangered emotional well-being are also defined as child abuse.

816.2 Child Care Custodian

A child care custodian includes, among others, an administrator or employee of a public or private youth center, youth recreation program, or youth organization. Also included is any administrator or employee of a public or private organization whose duties require direct contact and supervision of children and a licensee, an administrator, or an employee of a licensed community care or child day care facility.

816.3 Who Must Report

All 4-H YDP staff are considered to be child care custodians and are thus required by law to report suspected child abuse. 4-H volunteers are not considered to be child care custodians, and are not required by law to make such reports. However, the penal code does state that volunteers in any public or private organization who supervise children or have direct contact with them are encouraged to obtain training in how to identify and report child abuse.

Any person making a report or providing information about child abuse is immune from civil or criminal liability as a result of that report, unless such a person has been charged with, or is suspected of the abuse in question.

816.4 Required Reports

Reporting a known or suspected instance of physical child abuse is required. Suspicion of child abuse through mental suffering or endangered emotional well-being may be reported, but is not required by law to be reported.

California Penal Code 11166 requires that any child care custodian (as defined above) who has knowledge of, or observes a child in his or her professional capacity, or within the scope of his or her employment, whom he or she knows or reasonably suspects has been the victim of child abuse shall report the known or suspected instance of child abuse to a child protective agency immediately or as soon as practically possible by telephone, and shall prepare and send a written report thereof within 36 hours of receiving the information concerning the incident.

816.5 Optional Reports

Suspicions of mental suffering or endangered emotional well-being may be reported to child protective services, but such reporting is not required by law.

California Penal Code 11166 specifies that any person who is not specifically designated by the Code as a child care custodian may report the known or suspected instance of child abuse to a child protective agency. 4-H volunteers are not classified as child care custodians, and are therefore, not required by law to report such incidents. They, instead, are categorized as "other persons" who may report suspicions of child abuse.

816.6 Reporting Procedures

Any 4-H YDP staff who is a child care custodian, and has knowledge of known or suspected child abuse, is responsible for reporting the matter to the child protective agency. The child care custodian is responsible for reporting by telephone immediately and in writing within 36 hours of receiving the information concerning the incident.

The report shall be made to the county social service department or other designated child protective agency in the county and shall include the following information.

Name of person making report.
Name of the child.
Current address of child.
Nature and extent of injury.
Any other information requested by the child protective agency.

Care should be exercised in how the report is made. Report only the specific facts that have been observed. Do not offer any conclusion as to whether or not child abuse has occurred.

When a 4-H volunteer chooses to report a suspected child abuse situation, he or she should consult with the 4-H YDP staff or county director prior to reporting. Care should be exercised by all to ensure that adequate cause exists for the suspicion of child abuse.

816.7 Multiple Reporters

When two or more persons who are required to report share knowledge of a known or suspected instance of child abuse, and when there is agreement among them, the telephone report may be made by one of the group selected by mutual agreement, and a single report may be made and signed by such selected member of the group. Any member who has knowledge that the member designated to report has failed to do so, shall thereafter have responsibility to file the report.

When two or more persons, one of whom is required to report, have suspicion of child abuse, the individual with the reporting obligation shall make the appropriate notifications.

816.8 Timing

The suspected child abuse shall be reported to the child protective agency immediately or as soon as practically possible by telephone, and a written report shall be prepared and sent thereon within 36 hours of receiving the information concerning the incident.

816.9 Training and Awareness

Training in the duties imposed by this policy and the California Penal Code shall include training for 4-H YDP staff and volunteers in child abuse identification and reporting. As part of this training, Cooperative Extension shall provide to all employees a written copy of the reporting requirements and a written disclosure of the employees' confidentiality rights.

Any 4-H YDP staff or county director who enters into employment on or after January 1, 1985 and who has responsibility for a 4-H program, shall sign a statement that he or she has knowledge of the provisions of California Penal Code Sections 11165 through 11172, as set out in this policy, and will comply with the reporting provision. The regional office shall include this statement for signature in the employment information packet, ensure that the employee signs the form, and retain the signed form in the employee's personnel files.

All staff who entered employment prior to 1985 are encouraged to obtain training in the identification and reporting of child abuse.

816.10 Liability

No child care custodian who reports a known or suspected instance of child abuse shall be civilly or criminally liable for any report required or authorized by the Code. No person required to make a report pursuant to the Code, nor any person taking photographs at his or her direction, shall incur any civil or criminal liability for taking photographs of a suspected victim of child abuse.

Any 4-H volunteer or other person reporting a known or suspected instance of child abuse shall not incur civil or criminal liability as a result of any report authorized by this article, unless it can be proven that a false report was made and the person knew that the report was false or was made with reckless disregard of the truth or falsity of the report. Any such person who makes a report of child abuse known to be false or with reckless disregard of the truth or falsity of the report is liable for any damages caused.




		"The University of California 4-H Youth Development Program Engages Youth in Reaching Their Fullest Potential while Advancing the Field of Youth Development."