4-H Volunteer Onboarding Process

4-H Volunteer Onboarding Process (Revised December 2024)

1. Volunteer Application

   1. Potential Volunteer completes volunteer application (Appendix 1) 

2. Interview and Check References

   1. Interview and check at least two references. Record reference checks using the UA Cooperative Extension Reference form or similar county level document (see Appendix 2).

   2. Staff will decide if the Volunteer is needed/appropriate for the program and provide correspondence notifying the volunteer to either continue with the process or if service is unneeded currently.

*For steps 1 and 2 all documents must be retained as hard copies and/or in Box for 8 years*

3. Designated Campus Colleague (As of 12/2024).

   1. Request DCC on UAccess

      1. Follow the steps in the How To Enroll A New 4-H Club Volunteer in UAccess. (See Appendix 3)

      2. If a volunteer already has a DPS fingerprint card, only upload the DPS card paperwork in ‘Attachments". Do not request name based check in the comments field.

      3. If Name Based Background Check is needed, add comments. As shown in (PDF Title). If Completing a Name Based Background Check: Volunteer will receive an email to their personal email, “Request for Background Check Consent and Disclosure Forms”. (see Appendix 4)

      4. Volunteer must complete and sign both the consent and disclosure form. Once completed and signed, submit the forms to the portal linked in the email.  

      5. The staff member that filled out the DCC transaction on UAccess will receive a confirmation email if the person is approved or not approved. 

      6. If the background check finds adverse/criminal history, it does not immediately exclude the volunteer from participating.  Specifics need to be discussed with local 4-H staff and 4-H Program Director. Exceptions can be made if reasonable. 

4. Volunteers receive three emails from the University. The first contains the volunteer’s Employee ID, the second a pin number, and the third steps to complete the volunteer process. The third email should be disregarded, and volunteers should follow the steps found in Appendix 5. It is important to complete these steps so that the volunteer establishes a relationship with the university and receives legal protection while volunteering on UA business. 

5. Volunteer completes training and enrollment requirements: 

   1. Enroll in Zsuite: ZSuite . For new volunteers, create a new profile. If a household already exists, add a volunteer profile under the household. 

   2. Complete Youth Safety (linked in Zsuite) Training. This training should be completed annually.  

   3. Complete Preventing Harassment Policy in Zsuite. This should be completed annually.  

   4. Completed 4-H Orientation (Zsuite, clover academy)

   5. Complete Defensive Driving Training (as needed, training found in Edge). This is only required for volunteers who will be driving on University Business. Must be completed every 6 years. 

   6. Complete Cash Handling (as needed) Club Finances

   7. . This training is only required for volunteers who will be handling money for 4-H business.

6. Volunteer Onboarding Process

   1. Meet local county or tribe training and orientation requirements.

   2. Basic onboarding at local Extension office - meet staff and faculty, make aware of available resources

   3. Provide volunteers with the Youth Protection website and remind them that they are mandatory reporters. 

7. Acceptance

   1. Best practice is to email your volunteer notifying them of acceptance as well as including a job description for them to sign. (see Appendix 6)

8. Annual Rollover - make sure that continuing volunteers are kept in the system (rollover needs to be completed by June 30 each year, volunteers not rolled over will be removed from the system. Local contact is business administrators, UA contact is Todd. If notification from UA is not received by June 1 start contacting administrators asap.

Appendices: Appendices - Google Drive

Credit: Joshua Farella & Ashley JS Menges