E. Determining who needs a background check
People who have care, control, and custody of youth, work in some research projects or in some other assignments that involve security sensitive equipment or data will need to have a finger-print-based background check before they can be appointed as a volunteer.
In general, if the volunteer will do any of these things, they will need a background check:
- Work with youth or other vulnerable populations without supervision
- Handle cash on behalf of The University of Arizona
- Participate in some research projects
- Have access to University records or systems with confidential information
Master Gardeners who work at school gardens are required to provide the complete background check packet.
This matrix, from the Arizona 4-H Policy and Procedure Manual, will help determine which 4-H adults need a background check.
| Certified 4-H Volunteers: University of Arizona Authorized Adults | Adults Providing Support: Adults who must be accompanied by at least one University of Arizona Authorized Adult at all times when in the presence of 4-H youth | |
Job Titles Possible | Club leader, Project Leader, Resource Participant | Accompanying Adults | Guest Presenters |
Function | Leader: Club, Project | Parents, guardians, grandparents, siblings | Presenter, speaker, demonstrator, facilitator for a single presentation |
Amount of Participation | Regular and consistent participation | Varies | Single time within a 4-H year |
Level of Authority and Responsibility | Care, custody, and control of youth, line-of-sight supervision | Always accompanied by a UA Authorized Adult when in the presence of youth | Always accompanied by a UA Authorized Adult when in the presence of youth |
Level of Insurance Coverage | Limited Liability Coverage and Accident Insurance | None | None |
Check National Sex Offender Registry for Clearance | Prior to background check | Prior to attending | Prior to attending |
Fingerprint-based Background Check | Prior to certification | No | No |
Complete Designated Campus Colleague (DCC) Process | Yes | No | No |
Trainings | University and 4-H | None | None |
Registration in 4HOnline | Yes, with leadership role | Yes, without leadership role | Register on club attendance sheet and notify the UACE volunteer systems manager |
Review | County faculty or program coordinator, at least annually | No | County and state staff at least annually to determine appropriate service/role/future registration and training |
Annual Report | Submit | No | No |
Detailed instructions for obtaining background checks are available for volunteers. Counties have access to funds to pay these fees.
An overview of the background check process in its entirety is available to staff and potential volunteers at one of these two sites:
- 4-H: https://extension.arizona.edu/become-4-h-volunteer, Step 2.
- Master gardeners: https://extension.arizona.edu/become-master-gardener-volunteer-arizona Step 6.
Determining when an alternative to the DPS background check is permissible
Potential Volunteers who will work with youth and who live or work less than 30 miles from a Gemalto office will be required to get an Arizona Department of Public Safety Identity Verified Prints Level One Fingerprint card.
For Potential Volunteers who will work with youth and who live or work more than 30 miles from a FieldPrint office, provide them with two alternatives:
Travel to the Gemalto office and receive a background check card
- Use the background check system of The University of Arizona which does not provide a card for use in other situations
- Direct questions about alternatives to the DPS to gblumanhourst@arizona.edu.