Client Protection Handbook
The Client Protection Handbook is complete and finalized. Please use the links below to navigate the handbook. It is recommended to head first to the contents to navigate to your desired sections. Each section of the handbook which contains forms, has links to PDF versions of the form for download and printing. This allows us to maintain the integrity of the forms as they were designed.
Client Protection Frequently Asked Questions
The University of Kentucky CES Client Protection Policy:
All individuals who have unsupervised contact with a vulnerable, at-risk, or special needs audience at any time must complete the entire screening protocol.
Vulnerable audiences include, but are not limited to: youth, home-bound, immigrant, physically, mentally or emotionally challenged, disadvantaged and underprivileged.
One-on-One Contact (2015)
There shall be no one-on-one contact (personal, unsupervised interaction) between a program leader or program staff (paid or volunteer) and a minor (a person who has not reached their eighteenth birthday), a 4-H program participant, or a member of a vulnerable audience without at least one other program leader, program staff (paid or volunteer), parent or legal guardian present. (One-on-one contact includes email, texting, and social media.)
Kentucky 4-H Volunteer Eligibility Policy
Adopted April 2023
Eligibility to Volunteer:
Individuals are eligible to apply to become an accepted volunteer with Kentucky 4-H in the county in which they live, work, or their dependents live or attend school. Individuals who are accepted volunteers and wish to volunteer outside of the county in which they are accepted must receive approval from the County 4-H Councils and Extension Agents with 4-H responsibilities in both counties. Exceptions to this policy should be submitted to both County 4-H Councils and Extension Agents with 4-H responsibilities. Volunteers that have been dismissed or are not in good standing in a county will generally be ineligible to volunteer in another county. Exceptions may be requested through the Extension Agent with 4-H responsibilities by contacting the Area Extension Director and the state Volunteer Specialist.
Eligibility to Volunteer for Kentucky 4-H State Program:
All individuals (both youth and adults) serving in volunteer roles on the state level for any 4-H programs, projects, events, or activities, must have completed the entire screening process and been accepted as a volunteer in their county, must have an active volunteer file, be in good standing, and must not have been released as a volunteer in any county or from any state-level 4-H program, project, event, or activity. All individuals serving in a volunteer role on the state level must receive approval from their local county 4-H program.
*These policies are intended for use in University of Kentucky 4-H Programs.
- Background, History and Purpose in Client Protection & Risk Management
Kentucky Client Protection Standards & Risk Management Strategies Design Team
Kentucky Client Protection Standards & Risk Management Strategies Review Team
2. The Agents’ Role in Client Protection & Risk Management
3. The Client Protection Committee (CPC)
Client Protection Committee member Volunteer Position Description
Client Protection Committee chair Volunteer Position Description
Client Protection Committee secretary Volunteer Position Description
Kentucky CES Volunteer Services Confidentiality Statement
4. Volunteer Application Process
Age 18 4-H Member Clarifications
Who must undergo the screening process?
The “litmus test” for volunteer screening
Screening Protocol Exemptions
Incomplete Volunteer Files
5. Volunteer Application Packet
Volunteer Application
Motor Vehicle Record (MVR) Release & Information Form
Criminal Record Check Request Form
KY Cabinet for Health and Family Services Central Registry Check (CAN Check)
Kentucky CES Expectations for Volunteers
Criminal Record (Background) Check Results
Reference Request Form
Reference Request Form
Interview Notes
Interview Notes & Reactions from Interviewers
Child Abuse & Neglect Check Results
Sex Offender Registry Results
Volunteer Position Description
Volunteer Position Description template
Kentucky CES Volunteer Reference Form
(5a.) School Volunteer Application Packet
School Volunteer Application
Kentucky CES Expectations for Volunteers
4-H School Club Leader Volunteer Position Description
(5b.) Screening Volunteers for Environmental Camps
Environmental Camps as 4-H Events
Environmental Camps as collaborative ventures between 4-H and School
Environmental Camps as School Events
Questionnaire for Environmental Camps
Questionnaire for Environmental Camps (with hints for the interviews)
Accepted School Volunteers for Environmental Camp
Accepted 4-H Volunteers for Environmental Camp
School References for Environmental Camp Volunteers
Extension References for Environmental Camp Volunteers
Environmental Camp Counselor Volunteer Position Description
6. Volunteer Files & Records Management
Checklist for Processing New Volunteers
Records Management
File Maintenance
Classifying Volunteer Files
Green
Yellow
Red
Tracking Volunteer Screening with a Roster Template
Tracking Volunteer Screening with 4-H Online
Incomplete Volunteer Files
Client Protection File Checklist for County Review
7. Obtaining a Criminal Record Report (Background Check) in Kentucky
Procedure for obtaining a Criminal Record Report
Obtaining a Background Check from another State
Interpreting Background Check Results
Updating Background Checks in Volunteer Files
Interpreting Background Check Results
8. Interviews
Interviewing: A Tool to avoid Poor Volunteer Placement Decisions
Why Interview?
Conducting Effective Interviews
Preparing for an Interview
Who should conduct the Interview?
Red Flag / Warning Sign Interview Responses for Youth Volunteers
Interview Documentation
Ineffective Interviewing Principles
Volunteer Questionnaire (required of all applicants)
Volunteer Questionnaire (with hints for the interviewers)
Volunteer Questionnaire II (required of new applicants)
Volunteer Questionnaire II (with hints for the interviewers)
In-depth, Secondary Interview Questions (for “yellow” applicants)
In-depth, Secondary Interview Questions (with hints for the interviewers)
Criminal History Questions (for “yellow” applicants)
Driving History Questions (with hints for the interviewers)
9. Volunteer Acknowledgement Letters
Thank-you for your interest
Acceptance
Decline
Disengage (Failure to sign volunteer position description)
Renew
10. Volunteer Orientation
Orientation Benefits
Sample Extension Volunteer Orientation Agenda
11.Behavioral Guidelines
Disciplinary Guidelines for Youth
Kentucky 4-H Event and Activity Conduct Management Guidelines
12. Child Abuse and Child Abuse Neglect (CAN) Checks
Recognizing and responding to a child’s disclosure of abuse
Instructions for reporting child abuse
13. Evaluating Volunteer Performance & Contributions
Agent’s Evaluation of Volunteer
Co-Volunteer’s Evaluation of Volunteer
Parent’s Evaluation of Volunteer
Teen’s Evaluation of Volunteer
Volunteer’s Self Evaluation
Management Volunteer’s Evaluation of Volunteer
Documentation
Documenting Behaviors and Actions
14. Coordinating Volunteers
Causes for Redirecting or Disengaging Volunteers
Mediation Process
Alternatives to Disengaging a Volunteer
Probation
Procedure for Disengagement of a Volunteer
Procedure for Disengagement of a Volunteer: Volunteer Disengagement Checklist
Causes for Immediate Dismissal
Procedure for Immediate Dismissal
Appeals Process
Dismissal of Volunteers in Difficult Situations
15. Search and Seizure Involving Youth
16. Insurance
American Income Life Insurance
UK Risk Management
17. Liability Shields
Permission Slips
Informed Consent Forms
Waivers or Releases
Indemnification Agreement
Sample Liability Shield
18. Incident Reports
Incident Report Form
Documentation
19. Risk Management
Specific Risk Management Situations
Five Strategies for managing Risks and Reducing Liability in Volunteer Programs
