Florida 4-H Program Handbook
SECTION 4: Insurance Policies and Procedures
Purpose of Insurance
Insurance is a method of transferring risks referred to earlier. In the 4-H program we transfer certain risks to insurance policies. The two types of insurance used are :
- General Liability Coverage, and
- Accident and Illness Coverage.
Each of these types of insurance policies will be explained regarding coverage for the Florida 4-H Program.
Liability Insurance
General liability coverage is provided pursuant to Chapter 284, Part II, Section 768.28 Florida Statues, an and rules promulgated thereunder. The certificate of coverage is granted by the Florida Casualty Insurance Risk Management Trust Fund. Please review the policy coverage presented in the appendix for specific details of the coverage and exclusions.
Who is Covered by the Policy?
The state department or agency named therein (i.e. University of Florida), their officers, employees, agents and volunteers.
What is Your Responsibility in Regard to the Policy?
You or volunteers in the program you manage are expected to act in good faith to reduce all possible risks that affect the well being of program participants. Therefore, this responsibility require appropriate volunteer training in risk management.
Liability in Leasing County School Buses
When leasing school buses within counties, the issue of additional liability coverage has been raised. In 1991 this issue was addressed by the University of Florida General Counsel. A copy of that memorandum to Extension agents with supporting Florida Statute citations is in the appendix.
Accident and Illness Insurance
The University of Florida 4-H Program does not carry a universal group accident and illness policy for all 4-H'ers in the state. It does have a group policy of accident and illness for all 4-H'ers participating in 4-H state-sponsored events with a signed Florida 4-H Health Form and provided that the person in charge of these events has arranged for coverage with the State 4-H Office.
4-H state-sponsored events are such activities as 4-H camp, 4-H Legislature and 4-H Congress. Other activities conducted and managed through the State 4-H Events office or the 4-H Camping Centers requiring registration packets including the signed health forms and fees fall in this definition. Other events, not managed by the State 4-H Events Coordinator or Camp Directors would not be considered to have such coverage unless special arrangements are made. If in doubt, ASK!
County Responsibility for Insurance
Each county is responsible to 1) insure their 4-H members annually and 2) insure all youth participants in special events planned and conducted at the county and district levels. This is the best practice to make sure you have covered yourself and the county in this risk management practice.
A variety of companies provide group accident and illness coverage. The Florida 4-H Program uses American Income Life for its coverage. A copy of this certificate of policy is available in the appendix for your information regarding coverage and exclusions.
Health Record Form for Florida 4-H Programs
Health Record Form is a parent release form for their child. Each child of the family participating in the activity or event needs to have one filled out. It contains information such as allergies, medical history, what steps to take in case of an emergency, and who to contact in case of an emergency. It must be notarized to verify that the information was confirmed by the parent/guardian. This section, if properly filled out, enables a doctor to treat a child if injured. If it is not filled out and the legal guardian is not present, the child cannot be treated by a doctor no matter how minor the injury.
This form can be filled out once per child and kept on file at the county extension office to be used for county events. If the health condition, treatment, or emergency contacts change, a new form must be filled out and notarized.
When to Use the Participation Form?
A Participation Form should be carried by all 4-H'ers traveling to and from 4-H out-of-the county events. The health form is also often required as part of a pre-event registration packet for state and national events. This assures that youth in attendance will let the appropriate medical attention necessary.
For additional health and safety instructions while attending 4-H camps see SECTION 9: 4-H CAMPING.
County Extension Agent Responsibility Form
This form was created to help ease communications in case of emergency or disciplinary actions. This information should be carried with the County Extension Agent to out of county trips in case there is a need to contact the CED or another agent. If the Agent will not be present at the event or activity, this form should be submitted at the time of registration for the event or activity.
This form lists persons from the county extension office, in order of preference, to be contacted in case of an emergency or disciplinary action It lists all ways to get into contact with them. If the contact person will not be available during the time of the event or activity, they should not be listed on the form. For a pdf Agent Responsibility Form.
