Georgia 4-H Activity & Awards Guidebook
Policy & Procedures:
Policies for Adults Working with Youth
FREQUENTLY ASKED QUESTIONS
I got this
application
filled out for screening and now what do I do?
Check both references
provided
and once
they are approved, scan the application & email to caesohr@uga.edu
(CAES (UGA) Human Resources). If you are in a “rush” situation and feel
confident
that your
references will approve the leader, you can scan & email the
form while you are
checking
references. If you do not have scanning capabilities, you may fax
your form to the the state 4-H office (706-542-4373) to Jenny Jordan
and it will be scanned and sent. This does delay the process in that
it's an additional person handling the file.
How do I check
to see if
someone from my county is already screened?
Begin
by checking
your files.
- If you have a current and
completed screening packet (application, two references checked, email
acceptance and agreement), then be sure the person is 4-H Enrollment as
a screened volunteer (checked box). If not, add the check to the box
and the year (use the one from the email acceptance).
The person is screened.
- If you have an old (prior to
August 200) complete screening packet (application, two references
checked, interview report, agreement), then check to be sure the person is
in 4-H Enrollment as a screened volunteer. If not, call
Jenny Jordan. There must be verification for the “grandfathered
volunteers” list in order to add the person to 4-H Enrollment.
- If you don’t have a
completed
screening packet, the person will have to go through the screening
process.
I have this
volunteer who has been volunteering forever and they’re in the
Enrollment
System as screened but I can’t find their paperwork. It’s a not a
problem is it?
Without
the
paperwork the person
is not a screened volunteer. Regardless,
of how long a person has volunteered or what the computer has, you must
have the
paperwork to verify the volunteer has cleared through the UGA screening
process.
Our
county agent
retired. If he/she is hired back on
county funds, they are still okay because they work for UGA right?
No. If a
person
is being paid
by the county not through UGA, then that person is not “exempted” as a
UGA
employee. The agent will have to go
through the UGA screening process for volunteers. This
also
applies to any county funded employees
in your office.
If the employee is retiring as a UGA rehire, then the individual would
be exempt from the process. However, at the point that he/she is no
longer receiving UGA funding then the screening process would have to
be completed.
Recommendations are to start the process before you need it.
How
long does it
take for approval (or denial) to come back?
It
just depends on the volunteer and his/her background.
It can take a few days or a few weeks. It can also
be impacted by how many volunteers are being screened through the
system. If you
have sent the form and not heard with in a couple weeks, send an email
to Jenny
Jordan to check on the status.
A UGA employee,
not in my office or Extension, has volunteered to work with a 4-H
activity. Since they are considered
approved as employees, what do I need to do?
In order
to
insure that you
have “paperwork” in your office, you will need to have the employee
complete
the UGA Employee Volunteer Form. This is different from the
Volunteer/Non UGA Employee Application. The form includes the volunteer
agreement
and verifies his/her employment. When this is completed, you can add
the
employee to your 4-H enrollment file as screened and you will keep
his/her new
form in your “volunteer” files.
Can you “rush”
an application?
Yes and
no. We
can request a rush but it still takes a period of
time for the check to occur regardless.
If you have a reason for rush, please email Jenny
Jordan to
assist in
the procedure for rushing status.
How
do I need to
keep the records?
Counties
have
kept their records in a variety of ways. Complete
files should be kept together. You can
keep each person’s packet (application, references checked, email
confirmation
& agreement) in an individual folder by volunteer, a notebook by
volunteer
or a stapled packet in an expandable folder. All records should be
secured much
like employment files.
We
have
individual’s forms with social security numbers. Does
this
require special procedures?
You
should handle the information like employment records as confidential
and not
easily accessible. Once you receive the
email confirmation, you can blackout the social security numbers to
provide an
added level of security.
If
UGA H.R.
coordinates the process, why do we direct our questions to Jenny?
Jenny
Jordan and
Steve Gibson
(CAES) are the contacts for our College for screening. Most questions
or
concerns can be answered through Jenny (or Steve). In some cases, we
ask that
you contact Jenny in order to triage questions and have them referred
to the
correct group. UGA Human Resources
coordinates screening as a small portion of the total department’s
responsibilities. Jenny manages the 4-H
Volunteer grandfathered records and our systems.
Jenny Jordan,
Extension 4-H
Specialist
311 Hoke Smith
Annex-The
University of Georgia
Athens, Georgia
30602
706-542-4H4H
jwj4h@uga.edu
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