Florida 4-H Program Handbook
SECTION 6: Management Issues and Procedures
Volunteer Information
The status of 4-H volunteers in Florida is affected by State Statutes. A volunteer is defined in FS110.510 as "any person who, of his or her own free will provides goods or services, or conveys an interest in or otherwise consents to the use of real property.....to any state department or agency or nonprofit organization, with no monetary or material compensation."
The statute authorizes incidental reimbursement in including travel, lodging and the like within the limits of the agency’s budget. (110.502)
The statute states that each department or agency using volunteers shall ensure that volunteers understand their duties and responsibilities, provide a receptive climate for volunteers, and recognize volunteers who have provided continuous and outstanding service. Volunteer service can count as partial fulfillment of experience requirements for state employment.
Volunteer benefits, as outlined in FS110.504 include meals, lodging, and travel reimbursement under some circumstances. Volunteers may utilize state vehicles in the performance of their duty.
Volunteers are provided with liability protection in the same manner as state employees as outlined in 110.504 and S.768.28.
Volunteers are protected by workers’ compensation as provided in Chapter 440, Florida Statutes. It is important to note that while cost reimbursements and incidental recognition benefits or non monetary awards do not change the status of a volunteer under the statutes, receiving pay does.
This statute has been further codified in the University rules as 6C1-3.0031, and interpreted by Personnel Services. The forms recommended in this handbook have been submitted to University Personnel for their review. They have indicated that our current procedures are sufficient, as long as we add instruction for filing a worker’s compensation claim to our orientation material. Our Health Form is sufficient for authorizing treatment for our teen volunteers.
Complaints Against 4-H Volunteers
From time to time complaints arise as to the manner in which 4-H volunteers conduct their duties. To the extent possible, disagreements should be handled informally through discussion with the parties involved.
A complaint against a county level volunteer should normally be in written form and signed by the complainant in order for an official inquiry to proceed. The 4-H agent will review the complaint to determine if the complaint has substance and whether further action is necessary.
Complaints arising out of a volunteer's service beyond the county level, including those in which they are serving as a county volunteer at multi-county events, will be handled through the Assistant Dean, 4-H Youth Development Program or a designee.
Complaints must be in writing and signed by the complainant. The Assistant Dean, 4-H Youth Development Program (or designee), will review the complaint to determine if it has substance and whether further action is necessary.
Pursuant to University of Florida Rule 6C1-3.0031, Volunteer Services may cease, at anytime, at the request of the volunteer or at the discretion of the Extension Agent. If an Extension Agent or the Assistant Dean determines that a volunteers’s services should be terminated as a result of the complaint(s) filed or otherwise, he/she should notify the volunteer, in writing, of the effective date of termination as described in the section entitled "Dealing with Problem Volunteers."
Dealing with Problem Volunteers
Sometimes our best efforts at recruitment, screening, placement and training of volunteers cannot prevent a situation in which a volunteer must be reassigned, restricted in certain activities or volunteer services terminated.
Before terminating the services of a volunteer, you may, depending on the nature of the complaints, determine that the volunteer’s services might be better in another role or position. Sometimes giving individuals an opportunity to serve in different roles will be a better match for their skills, abilities or interests. If this is not the case, services can be terminated using the following procedures.
Terminating Volunteer Services
Regardless of whether the volunteer is initially informed by mail or in person; there are some tips to remember. Try to preserve the dignity of the volunteer whose services are being terminated by being discreet. Share the details only with that volunteer. Once the decision has been made to terminate a volunteer’s services, be firm, direct and unequivocal. Announce the decision rather than discuss the decision. There is no going back. If the volunteer wants to vent, allow that, but "keep your cool" and be quiet. Don’t counsel the volunteer as to what they should have or could have done. This may have had value earlier, but if this were an option you would not be at the juncture.
If the volunteer, whose services have been terminated, is told in person, follow-up with a letter. The letter need only state the date of termination and "housekeeping" matters (i.e. return of equipment, teaching supplies, etc.)..
Inform other volunteers, faculty, and 4-Hers who need to know of the change of status of the volunteer. Do not elaborate. "Mrs. Ivysaur is no longer the leader of the West Tangerine Horse Club. The new leader is Mr. Bulbasaur. We thank them both for their service to youth through 4-H."
Volunteer Information
Complaints Against 4-H Volunteers
Dealing with Problem Volunteers
Terminating Volunteer Services
Do short-term Volunteers have to fill out an Application? University Personnel has stated that this is unnecessary. If the faculty member in charge says that the individual was in service to the state, if an injury occurs, we are covered.
