4-H Club Risk Management
Creating Safe Environments while
having Fun
Objectives
• Strengthen 4-H volunteers abilities to
– Identify, assess, and manage risks
– Understand volunteer insurance coverage
– Create safe environments for 4-H members
Safe Environments
• Effective clubs are active
– Fun
– Educational
– Safe
• Comply with ISU policies
• Good stewards
• Protect Stakeholders
4-H Activity Risks
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Field Trips
Recreation
Camping
Workshops
Overnight Trips
Shooting Sports
Canoeing
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Winter activities
Club meetings
Fundraising
Bake sales
Transportation
Service Learning
County Fair
The Fun Trip
• Your 4-H club, the Willing Travelers, wants to take a
recreational trip to Adventureland in Des Moines. The trip
will be a one-day trip and most of the club members will
attend, along with both leaders and several parents.
Members want to invite non-4-H member family and
friends to participate. You expect that approximately 35 –
40 people would attend.
Options
• Sure, tell the members OK. Don’t worry, be
happy.
• Say OK, but only if someone else plans the trip.
• Contact your county extension office for help.
• No go. This trip is a disaster waiting to happen.
What are the risks/issues?
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Permission
Youth
Adults
Transportation
Non-Members
Accident/injury
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Health/medical
Physical activity
Food/drink
Age of participants
Supervision
Insurance
Basic Risk Management
• Identify
• Assess/Evaluate
– Probability of occurrence
– Seriousness of risk
• Manage
– Select appropriate strategy
– Implement chosen strategy
• Monitor and evaluate
Key Question
• “How bad would it be if something did
happen, and if it would be bad, is it worth
trying to prevent?”
How manage risk?
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Avoid – don’t do
Insure
Train
Participation waivers
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Accept the risk
Reduce
Share
Others
Risk Management Strategies
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Retain the risk
Reduce the risk
Share/Transfer the risk
Avoid the risk
Retain
• Accept the risk
• Prepare for possibility of loss
• Normally used when consequence is
minor
Reduce
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Change the activity or conditions
Decrease likelihood of loss
Reduce exposure
Examples:
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Screen volunteers
Train staff
Adequate supervision
Emergency management plan
Reduce
• Iowa State University requires for all youth
programming:
• Emergency Plan
• First Aid Protocol
– http://www.extension.iastate.edu/4h/page/4-h-risk-management
Share/Transfer
• Find someone else to share the risk or
assume the risk
• Examples:
– Insurance
– Waivers of liability
– Use commercial travel
Avoid
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Do not conduct the activity
If risks too severe
If consequences too great
If risks cannot be reduced or shared
– Then unacceptable to conduct the activity
Sharing Risk
• Permission forms – grants child permission from
legal guardian to participate in activity
• Informed Consent – provides information about
activity, guardian signature indicates they have read and
understand
• Waiver of liability – voluntary surrender of a known
right or privilege (e.g. right to sue)
• Combination
Insurance Coverage 4-H
Members
• Basic accident coverage through AIL
– $1/member/yr, required
– Club members only
– May include volunteers
• Horse project members $2/yr
• Does NOT include coverage for injuries during
downhill winter sports
Special Activity Insurance
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Separate policy through AIL
Activity/event specific
Daily rate
Can include non-members, guests
Includes coverage for winter sports
excluded under the $1/yr policy
Volunteer Insurance
• Personal liability protection through CAED
commercial insurance policy
• Authorized volunteers
• Acting within scope of volunteer duties and
responsibilities
Volunteer Insurance
• Auto Liability through commercial policy
• Authorized volunteers
• Excess liability only (over personal auto
coverage)
• Does not include physical damage to
vehicle or loss of contents
Volunteer Insurance
• Medical available through AIL
– Same levels as for 4-H members
– Confirm that volunteers are included in your
county or club policy
• No Workers Compensation coverage
The Fun Trip
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Will the trip be permitted?
What forms need to be completed?
What screening, background checks?
Insurance coverage?
Special safety precautions?
Is the trip permitted?
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Yes, if…
Planned as part of club program
Approved by Extension Office
Iowa 4-H risk management policies are
followed
– http://www.extension.iastate.edu/4h/page/4-h-risk-management
What forms?
• No additional for members and leaders
• Guests (including siblings and parents) will
need to complete a Medical
Information/Release form
• Consider using an informed consent form
with all participants
Screening and Background
Checks?
• If using private vehicles, check MVR of all
drivers
• Check National Sex Abuse Registry for
anyone designated as a “chaperone” for
the event
• Proper supervision ratios
Insurance Coverage
• Members and club leaders have basic accident through
$1/yr/member policy
• Special Activity policy needed for all others attending
• Limited liability coverage provided for volunteers using
personal autos
• Liability coverage through county policy for approved
volunteers
Special Safety Precautions
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Check transportation options
Have emergency plan
Have a First Aid Kit
Plan for periodic “check-in times”
Check insurance coverage on private
vehicles
• Check health forms for conditions or
medications
• Other
What changes if…..
• The event is an overnight trip?
• The amusement park is out-of-state?
• You want to rent vans instead of use
personal vehicles?
Certificate of Insurance
• Information needed:
– Name of event/activity (brief description)
– Beginning and end dates of event/activity
– Location of event/activity
– Name and address of the outside entity
requiring the proof of insurance
– Distribution instructions
– Date certificate is needed
In case of Incident
• Follow procedures! Execute your
emergency plan!
• Document everything
• Represent 4-H and ISU interests
• Incident Report forms
• AIL claim forms
Practical Risk Management
for 4-H Clubs
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Accident/medical insurance coverage
Use Informed Consent forms
Consider using vendors for service
Screen all volunteers – ask extension staff for
help
• Establish behavior expectations for participants
Practical Risk Management
for 4-H Clubs
• Job descriptions for all volunteers
• Valid license and proof of insurance for all
drivers
• Basic first aid kit
• Access to telephone
• Have emergency contact information available
for participants
Practical Risk Management
for 4-H Clubs
• Make an emergency plan
– Health/accident
– Safety
– Weather
– Expect the unexpected
• Adequate adult supervision
Practical Risk Management
for 4-H Clubs
• Follow 4-H Club financial guidelines
• Age appropriate activities
• Survey location of event or activity
– Remove hazards
– Place locations off limits
– Choose alternate location
Thank You
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Return and review Learning Guide
Return Evaluation
Use checklists to plan club activities
Turn in club calendar annually to county
Extension office for approval
Thank you for being an Iowa 4-H Volunteer!
