UF/IFAS Extension Florida 4-H Youth Protection Policy

1 UF/IFAS Extension Florida 4-H Youth Protection Policy Revised August 4, 2017. Reporting Child Abuse, Neglect or Abandonment training should be successfully completed before State of Florida law requires a state university interacting with 4-H Youth . administrator (as defined in the UF Policy on Mandatory Reports of Abuse), upon receiving The training lasts about 30 minutes and includes a brief information from another institution employee, to quiz that must be completed successfully. report known or suspected child abuse, neglect or Volunteers can access the training at: abandonment (including physical, sexual and/or emotional abuse) that occurred on university property content/uploads/2016/06 or at a university-sponsored event directly to the Department for Children and Families (DCF).

2 Faculty and staff should complete the training through University of Florida staff and Florida 4-H volunteers the training and development on the myUFL website are required to abide by the Mandatory Reporting rules as outlined in Section , Florida Statutes. See the OYCS website for more information regarding this Visit for topic. The website is located at more information about the Youth Protection Training. Background Screening Requirements Register Youth Programs in 4 HOnline Enrollment Level 2 Department of Children and Families (DCF). System in Lieu of UF Office of Youth Conference Clearinghouse background screening is required by state Services Database law for anyone who will be supervising Youth or In accordance with Youth Protection Requirements for working/volunteering 10 hours or more in a month UF-affiliated Youth activities, all Youth being during a Florida 4-H program.

3 Background screening supervised by IFAS must be reported individually in should be completed before an individual begins to work 4 HOnline ( ), regardless of with minors during Florida 4-H programs. program hours. Non-Summer Member Programs Employees and volunteers associated with the Individuals who will be working/volunteering in 4-H. Youth activity must have profiles in 4 HOnline. non-summer member programs ( leading a Youth and adult profiles must be connected to the community 4-H club) will be screened through the DCF. specific program in 4 HOnline. Background Clearinghouse Results Portal, using the Keeping up-to-date information about 4-H OCA (Controlling Agency Identifier): 03010876Z and participants is required for compliance with UF the ORI (Originating Agency Identifier): EDCFGN10Z.

4 Policies. These codes are specific to non-summer after school 4 HOnline allows for Youth to be entered programs. individually as short-term Youth when Youth should not be reported to the ES-237 report ( Out of state checks will be required by DCF for Family Nutrition Program Youth ). individuals who have lived outside of Florida in the past 5 years. In addition, volunteers screened before July 1, Online UF Youth Protection Training (# YCS800) 2016 may require a new screening, depending on type of All University of Florida -affiliated Youth programs are screening originally completed and type of work with responsible for ensuring that any program employees, Youth .

5 Contact Florida 4-H State Headquarters for more volunteers, and other individuals directly in contact information regarding re-screening volunteers. with minors under the age of 18 successfully complete an annual Youth Protection Training (course number Summer Camps YCS800) offered by the University of Florida . This Individuals who will be working/volunteering in summer 1. camps will be screened through the DCF Background prior to working with minor participants. Clearinghouse Results Portal, using the OCA. (Controlling Agency Identifier): 03010753Z and the Private school teachers and employees are screened ORI (Originating Agency Identifier): EDCFSC30Z. under the Volunteer and Employee Criminal History These codes are specific to summer camps.

6 System (VECHS). Individuals screened through VECHS. are not exempt from being screened through the DCF. Additional Screening Information Clearinghouse. Applicants requiring DCF Clearinghouse screening will also need to complete the Affidavit Law Enforcement and Corrections Officers of Good Moral Character form (must be notarized) Currently employed law enforcement and corrections and submit it to the UF/IFAS faculty or staff officers in the state of Florida are exempt from DCF. leading the program. Clearinghouse background screening for only 4-H. summer camps. Verification on law enforcement A break in service of over 90 days will require letterhead or sent via official email is required prior to rescreening and clearance prior to beginning work beginning service.

7 Please Note: Signed and notarized with Youth . For episodic volunteers (who serve Affidavit of Good Moral Character forms are required specific functions throughout the year), it is not prior to working with minor participants. considered a break in service as long as they remain an enrolled 4-H volunteer and their Volunteers Serving in Schools appointment remains in good standing with the Volunteers serving during school hours or within a IFAS faculty/staff who has appointed them. school's afterschool program are subject to whatever documentation and/or screening is required by the Individuals who have been background screened school. through the DCF Clearinghouse must be rescreened every 5 years to remain in compliance Parents/Guardians Attending Events with their Own with the law.

8 Children Without Responsibility for other Minor Youth A Parent/guardian attending a 4-H program with their Volunteer screening information must kept own children, without responsibility of other minor updated in 4 HOnline and in the DCF Youth , is exempt from screening. The parent is not acting Clearinghouse by the person facilitating in a volunteer role during the event. screenings. If DCF were to audit a 4-H program, they would expect the supervisor to provide copies Teen Counselors of DCF Clearance letters and Affidavit of Good Youth age 18 and under who serve as junior camp Moral Charter forms for individuals counselors, Counselors in Training, etc. are not working/volunteering in a capacity that requires required to have a background check because they are screening.

9 For information on updating 4 HOnline not supervising other minors. These Youth are volunteer profiles, contact Florida 4-H State considered to be members of the program, participating Headquarters. in a leadership tract. Screening Exceptions & Special Circumstances Adults Helping with Programs Led By Screened Public School Board Employees Individuals Public school board employees in the state of Florida Background screening is not required for adults who are who have been screened in accordance with Chapter not responsible for supervising Youth during programs 1012 of the Florida Statutes within the past 5 years are and work less than 10 hours in a month, as long as these exempt from DCF Clearinghouse background adults are always in the presence of screened employees screening for only 4-H summer camps.

10 Verification on and/or volunteers when in contact with Youth . These school letterhead or sent via official email is required, helpers are never left unsupervised around minors and stating the person has been screened under the Chapter do not serve in a supervisory capacity. Examples of adult 1012 standards within the past 5 years and they are a helpers include event judges, guest educators/presenters, current employee. Please Note: Signed and notarized and parents serving snacks or helping with a craft at a Affidavit of Good Moral Character forms are required club meeting. 2. Program coordinators should make certain that activities Background Screening of Employees are coordinated in a way that will ensure that appropriate Background screening is required of new University of supervision ratios are in place at all times.