Working with Youth and
Certifying Volunteers at Pima County
Cooperative Extension
CALS Business Officer Meeting – October 27, 2015
Kristen Vann, Business Manager, Pima County
Cooperative Extension
Background Checks for Security- or
Safety-Sensitive Positions
Security- or Safety-Sensitive positions include:
• senior level administrators;
• business managers and other senior level finance and businessrelated financial administrative positions;
• positions with unsupervised contact with minors not
enrolled at The University of Arizona;
• positions with direct access to select biological/biochemical agents,
as defined by the USA Patriot Act of 2001;
• positions with unrestricted access to residence hall private rooms;
• any finalist who indicates a prior felony conviction on his or her
employment application;
• other positions requested by a dean or vice president to be
designated as “security- or safety-sensitive”. (See Request Form)
•
Interactions with Non-enrolled Minors
This Policy applies to organized University programs
and activities (“Programs”) that are supervised
exclusively by University employees or others
authorized to act in a custodial capacity on the
University’s behalf (“Authorized Representatives”) for the
benefit of individuals under the age of 18 (“Minors”).
Interactions with Non-enrolled Minors
This Policy does not apply to minors who: (1) have been
admitted and matriculated as students at the University,
(2) are employed by or volunteering at the University,
(3) attend or participate in University activities while
supervised by a parent, legal guardian, or official of a
school or other non-University organization or group, (4)
attend University events open to the public (e.g.,
museum tours, football games, etc.) for which a parent
or legal guardian may give permission, or (5) participate
in activities that have been given Institutional Review
Board approval.
PCCE Program Areas
Volunteers
• Master Gardeners
• Tucson Village Farm
• 4-H Program
• Nutrition Education
• The Family Engagement Program
PCCE Program Areas
Master Gardeners:
Provide
research-based
information on
environmentally
responsible
gardening and
landscaping to
the public.
• Volunteers are
entered into the
UAccess system
as DCCs.
Security-or
Safety-Sensitive
position
requiring
background
check
Interactions with
Non-enrolled
Minors requiring
background
check
Programs and
activities that are
Positions with
supervised
unsupervised
exclusively by
contact with minors
University
not enrolled at The
employees or
University of
others authorized
Arizona
to act in a custodial
capacity
No
No
Tucson Village Farm (TVF) is a working
urban farm built by and for the youth of
our community. TVF is a seed-to-table
program designed to reconnect young
people to a healthy food system, teach
them how to grow and prepare fresh food,
and empower them to make healthy life
choices.
• Volunteers do not work with unsupervised
minors.
• Employees and volunteers complete program
training.
• School groups are escorted by teachers and
chaperones.
• Background checks are initiated for employees
who work with youth.
Tucson Village Farm (TVF) is a working
urban farm built by and for the youth of
our community. TVF is a seed-to-table
program designed to reconnect young
people to a healthy food system, teach
them how to grow and prepare fresh food,
and empower them to make healthy life
choices.
Security-or SafetySensitive position
requiring background
check
Interactions with Nonenrolled Minors requiring
background check
Positions with unsupervised
contact with minors not
enrolled at The University of
Arizona
Programs and activities that
are supervised exclusively by
University employees or
others authorized to act in a
custodial capacity
Yes/No
Yes/No
Nutrition Education
Programs travel to schools and communities to
educate youth and adults on nutrition.
• The employees and volunteers have background
checks.
• Employees ask the teachers not to leave the
classroom.
• Community events involve lectures to a large
group.
Security-or Safety-Sensitive
position requiring background
check
Positions with unsupervised contact
with minors not enrolled at The
University of Arizona
Interactions with Non-enrolled
Minors requiring background
check
Programs and activities that are
supervised exclusively by University
employees or others authorized to
act in a custodial capacity
Yes/No
Yes/No
4-H Program
Certified Volunteers
In order to be a certified 4-H volunteer, the individual is
required to go through an application process.
As part of the application process, the person must:
• Be entered into the system as a DCC, and is required to
complete a background check. This includes a fingerprint
check.
• View 4 modules, produced by Washington State
University, that explains the 4-H Program and working
with youth.
• View a video on child protection and pass a quiz.
• Face to Face Interview (Pima County Specific)
• 3 letters of reference. (Pima County Specific)
4-H Program (continued)
The packet is reviewed and if approved, the individual
becomes a certified volunteer. If any of the components are
missing, the packet is not reviewed. The individual does not
become a certified volunteer until the packet is completed
and approved.
Once accepted as a volunteer, the individual receives a
booklet about the 4-H Program, and his or her role as a
volunteer.
Further education and training is primarily targeted by topic.
For example, the horse leaders must view a video on helmet
safety, prospective shooting sports volunteers must complete
a 3-day shooting sports training, etc.
4-H Program
Security-or SafetySensitive position
requiring background
check
Interactions with Nonenrolled Minors requiring
background check
Positions with unsupervised
contact with minors not
enrolled at The University of
Arizona
Programs and activities that
are supervised exclusively by
University employees or
others authorized to act in a
custodial capacity
Yes/No
Yes/No
The Family Engagement Program
This Program offers free parenting
classes for families with children aged
0-5.
The Family Engagement Program
Debbie Curley requires her employees and
volunteers to go through training. Below is part
of her training presentation.
If you have not yet completed a background check, this
means you are in PROVISIONAL status.
We very much appreciate your help; however, we must also
consider the safety of the children. For provisional child care
providers, until you are cleared, we will take the following
precautions:
o There must always be someone who has been cleared
through a background check in the room with you when
you are with the children.
o If that person has to leave even for just a few minutes,
another cleared person must be present.
The Family Engagement Program
(continued)
Child Care Providers are encouraged to:
• Participate in training and implement acquired learning.
• Utilize constructive criticism to improve work performance.
• Adapt to changes in procedure or supervision.
• Provide feedback on effective or improved methods of
providing care and instruction to children.
• Exercise your best judgment in terms of physical interaction of
children.
The Family Engagement Program
Security-or SafetySensitive position
requiring background
check
Interactions with Nonenrolled Minors requiring
background check
Positions with unsupervised
contact with minors not
enrolled at The University of
Arizona
Programs and activities that
are supervised exclusively by
University employees or
others authorized to act in a
custodial capacity
Yes/No
Yes/No
Fingerprinting for Background Check
What can you do to avoid a “bottle
neck” of incomplete background
checks because fingerprint cards are
not returned?
Fingerprinting for Background Check
You can purchase a fingerprint kit!
Fingerprinting for Background Check
And you have someone show you how to use it!
Fingerprinting for Background Check
And you can practice a few times.
Fingerprinting for Background Check
And you become an expert.
Fingerprinting for Background Check
Pima County Procedure
• Individual schedules appointment for fingerprints,
and brings in the fingerprint card. Fingerprint
cards are also available from Human Resources.
Items needed are:
• Candidate Consent and Disclosure Form from
Human Resources.
• Fingerprint machine.
• People willing to do the fingerprinting.
Fingerprinting for Background Check
Your office becomes a one-stop shop.
Advantages:
• Convenience for the volunteer or new
personnel.
• Increasing probability for fingerprints return.
• No added expenses for the volunteer/personnel.
Disadvantage:
• One more thing to do.
When All the Proper Forms are Returned
Questions
akvann@ag.arizona.edu
(520) 626-5848
Fingerprint Kit
http://www.idtechnologies.com/products/idt-ckfpbpbasic-fingerprint-kit-with-dark-inchle-inch-num-3fingerprint-pad/
I.D. Technologies/Forensics