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Who is Liable?

If one is "liable", one is obligated or responsible according to law. The types of liability in volunteer programs include: 1) liability of the agency to the volunteer who may suffer damage or injury while engaged in volunteer activity; 2) liability of the agency to "third" or outside parties for acts of the volunteer; 3) and liability of volunteer to third parties for injury or damage from their volunteer activity. MU Extension recognized volunteers (those completing all requirements to become a MU Extension volunteer) are liable for their own actions. Volunteer applicants receive an orientation, sign a code of conduct, and program-specific training (from employee or volunteer mentors). They have been informed of their roles and responsibilities. Therefore, the liability falls to the volunteer. In instances where helpers (non-recognized volunteers) are recruited by the employee, the liability for the helper's actions may shift to or be shared with the program employee.

The University of Missouri provides defense and protection against loss, damage, or expense for its employees, students, and volunteers. The terms and conditions of coverage are outlined in the University's Collected Rules and Regulations 490.010.

Proof of Insurance by Community Partner

When holding a program at a facility (not owned by the Extension Council nor affiliated with the University of Missouri), the host organization may request proof of general liability coverage. Please visit the online request form. (See below)

"The Curators of the University of Missouri insurance or self-funded General Liability, Auto, Property or Workers' Compensation coverage, please use our online request form."

Click on each tab to read more about the topic.

Popular topics on this page include:

  • 6.2 Accident and Health Insurance
  • 6.3 Vehicles (Volunteer Drivers)
  • 6.10 Privacy and Confidentiality
  • 6.11 Record Retention and Destruction (Health Forms, Applications, Missouri Sunshine Law, etc.)

Related Topics

  • Section 4.Property & Equipment

  • 6.1 Defense and Protection Against Loss

    Volunteer applicants must (1) meet all qualifications to become a recognized MU Extension volunteer (see Section 1.7 Volunteer Qualifications), (2) serve in an authorized volunteer role (e.g. authorized by the program employee to be a club leader, Master Naturalist, etc.), (3) operate in compliance with the MU Extension Volunteer Code of Conduct, and (4) abide by and enforce all Affirmative Action policies set forth by the University (see Section 2.1) to be covered by the Defense and Protection Against Loss policy. If anyone of the four is absent (e.g. the volunteer puts another or self in harm through negligence), the University assumes no risk.

    From the University's collected rules and regulations: 'The University of Missouri provides defense and protection against loss, damage or expense for its employees, students and volunteers. The terms and conditions of coverage are outlined in the University's Collected Rules and Regulations 490.010.

    Proof of Insurance by Community Partner

    When holding a program at a facility (not owned by the Extension Council nor affiliated with the University of Missouri), the host organization may request proof of general liability coverage. Please visit the online request form. (See below)

    "The Curators of the University of Missouri insurance or self-funded General Liability, Auto, Property or Workers' Compensation coverage, please use our online request form."

  • 6.2 Accident, Injury, and Illness Insurance

    Accidents or health-related problems can occur at events, trips, camps, and conferences. Accident, injury, and illness insurance policies cover part or all of the medical expenses arising from injuries occurring during the event and travel to and from the event. This type of insurance ensures that persons who are injured or become ill as part of the activity will not have to pay medical bills without assistance. Certain programs such as 4-H provide Accident and Injury insurance to all enrolled members and volunteers.

    American Income Life provides Missouri 4-H with two policies. The first is an accident and illness policy 4-H members and volunteers receive upon enrolling in 4-H Online. In the remainder of this section, this policy will be referred to as Missouri 4-H accident insurance. Additional, optional coverage may be purchased through AIL to cover all youth (4-H members and other youth) involved in the program as well as 4-H volunteers and non-4-H helpers. This coverage also provides a provision for illnesses. For the remainder of section 6.2, this add-on policy will be referred to as the Special Activities Insurance.

    Recording and Reporting Incidents

    All injuries, health-related incidents, and misconduct should be recorded as soon as possible and reported to the immediate supervisor and the MU Extension Director of Volunteer and Risk Management, Eric Jackson.

    • A. 4-H Members and Volunteers

      4-H member state dues include statewide 4-H blanket accident and illness insurance coverage (the Missouri 4-H accident insurance) through American Income Life Special Risk Division for enrolled 4-H youth and enrolled 4-H volunteers (including horse project members and their volunteer leaders**) participating in adult-supervised group 4-H sponsored events. The Missouri 4-H accident and illness policy provides rolling or continuous coverage from one 4-H program year to the next. In other words, coverage is maintained for 4-H members if they are enrolled in a previous year until they are re-enrolled the following year. This means that counties and clubs do not purchase insurance locally but may need to elect Special Activities Insurance for some programs and events; particularly those where coverage on non-4-H participants is desired. (See the 2020 Update AIL Choosing Coverage Flowchart (PDF) for guidance when considering Special Activities Insurance.) There are certain exclusions for coverage of some events and rare situations.

      (**For clarification, the premium for 4-H members/volunteers in an equine experience and project is $2/participant rather than the $1/premium for other 4-H members and volunteers. You don't need to do anything with this information. The Missouri 4-H Office has already taken care of this expense. This is an FYI should the conversation ever arise.)

      FAQ Regarding IIlness and the optional Special Activities Insurance through American Income Life (AIL)

      The potential for communicable diseases is a reality for all of us. It is important to note the policies of how AIL would respond to a claim for an illness such as the recent COVID-19 outbreak:

      • AIL's Special Activities Insurance policy includes a slightly better benefit for illness coverage, but there is an exclusion for "pre-existing" conditions. If a participant has symptoms prior to the insured activity and is diagnosed on the day of or the first day of the program, AIL will deny coverage there is clear evidence that they were ill when they arrived (i.e. a temperature check upon arrival). If the illness manifests itself during the activity or within 24 hours of the last day insured, AIL coverage can be provided.
      • Coverage for a doctor-ordered quarantine of an infected patient at the hospital would be covered under the AIL Special Activities Insurance policy. Additional expenses in connection with quarantine at any other location, or home, would not be covered.
      • Prescription drugs for treatment would be covered regardless of the quarantine location.
      • Diagnostic testing with no symptoms reported would not be covered. If a participant is diagnosed with Coronavirus (COVID-19) for example, and testing of all participants is suggested or required, there is no coverage under the AIL Special Activities Insurance policy.
      • Educating parents about health screening at home before the event, and some type of onsite screening during program check-in (for fever, cough, symptoms, etc.) will play an important role in managing the risk and eliminating potential outbreaks.

    • B. Non-Program Adults and 4-H Programs and the Special Activities Insurance Policy

      The Extension employee overseeing the program should assist the volunteer leader(s) with procuring additional blanket accident insurance through a Special Activities Insurance policy by submitting an Online Activity Report Form to provide coverage for non-program adult helpers (e.g. judges, adults helping loading/unloading livestock, etc.) and youth** participating in the activities organized and facilitated through the named extension program. This coverage is able to include all participants and those actively involved in the operation of the event but does not include spectators or the general public. If you elect to take out a Special Activities Insurance Policy for an event, count all participants, including 4-Hers. All AIL policies are written in order to be primary and can pay claims regardless of whether personal insurance is in place, but in most circumstances; families choose to submit to their personal insurance first and then have AIL pay remaining out-of-pocket costs. Visit the UM System Risk and Insurance Management page for assistance and additional information.

      Alternatively, avoid the risk by not allowing guests. This is extreme but if the potential risks to guests can't be minimized, this may be the best choice. For county fairs, check with the county's fair board if one exists. The board may carry its own policy to cover the fairgrounds and participants.

      (**So you know: FFA youth are covered by their separate program policy. If there was an event of just 4-H members, 4-H volunteers, and FFA members, you do not need to take out the Special Activities Insurance policy unless illness coverage was sought.)

    • C. 4-H Events: Children Under 5 and Under 8

      4-H parents and volunteers need to be aware that youth under the age of 5 are not covered under the Missouri 4-H accident insurance policy even while participating in 4-H project meetings or exhibitions. Special Activities Insurance is available only to youth 5 years and older.

      Youth under the age of 8 taking part in any "large animal" experiences or exhibitions are not covered either, except for those animals listed below. Youth aged 5-7 (based upon "4-H Age") may take part in activities that include the following animal projects: Amphibians, Birds**, Cavies, Cats, Dogs, Fish, Hedgehogs, Chinchillas, Lizards, Mice, Snakes, Rabbits, or Rats.

      (**Birds includes poultry, however, be sure there is no competitive element when Clover Kids are involved, meaning Clover Kids should not show poultry at the county fair for placement -- 1st, 2nd, 3rd, etc.)

    • D. Workman's Comp and MU Extension Volunteers

      To be considered for workman's comp, it is advised the volunteer complete the Report of Injury form UM WC-1 (PDF), and fax or email the report to 573.882.7861 or [email protected] for review. Additionally, either the volunteer or supervising employee must complete UM 200 Injury and Property Damage Report (PDF), and fax or email the report to 573.882.7861 or [email protected] to keep on file.

    • E. Lapse of Coverage

      If for any reason face-to-face Extension programming is suspended for a length of time (i.e. in response to stay-at-home order from the state or through policies of the University), then accident and injury insurance (6.2.A) coverage is suspended for that time period. Therefore, Extension programming should not occur during that time period. The employee responsible for the program should keep program participants informed to ensure all know and abide by the state or University program suspension policy.

      Any members and/or volunteers who choose to engage in program activities when University programs are suspended are responsible for their own well-being and risk immediate removal from the extension program. The University assumes no risk. Under no circumstance may a volunteer or group represent MU Extension during times of program suspension.

      Go to https://www.umsystem.edu/ums/fa/management/records/forms/risk/ for a listing of forms including damage and loss reports, and accident and injury forms.

      Responding to Emergencies

      Make sure to follow the steps detailed in Section 3: Youth Safety Tab 3.6 of this appendix for accidents resulting in serious injury and/or fatality (involving youth OR adults), and all incidents that involve law enforcement and/or may result in litigation.

  • 6.3 Vehicles (Volunteer Driver)

    As long as the volunteer (including teenage youth) is a recognized volunteer and is volunteering on behalf of MU Extension, they are covered by the University's auto liability program. However, the coverage is contingent on the condition that the volunteer has a valid driver's license and has the proper insurance for the vehicle. Remember that the auto liability program is in excess of the individual's own personal insurance that they are required to have on the vehicle. Note: UM System policy does not provide any physical damage coverage - either as primary or excess. Any medical costs or lost time incurred while volunteering would be subject to recovery provided through the State of Missouri's workers' compensation program.

    Visit the UM System Risk and Insurance Management page for assistance and additional information.

    Refer to Section 4. Property and Equipment Tab 4.7.A for liability policies regarding volunteer drivers and rented vehicles (Use of personal and University-owned vehicles is covered in section 4 as well). For requirements and expectations of volunteer drivers Section 3. Youth Safety: Adult Classifications Tab 3.3 Topic B.4.

    A. Policy Statement

    University Vehicles shall only be used for Official University Business and not for Personal Use by volunteers. For purposes of this policy, rental vehicles are considered University Vehicles when rented by an authorized employee and while used for Official University Business. (Review the University of Missouri System Policies – Vehicles and the UM System Automobile and Insurance FAQ page.) As such, volunteers should not drive vehicles rented on behalf of the University.

    Consult the Driving on Official University Business FAQ for additional guidance.

    B. Related Volunteer Risk Management Policies

    Volunteers must be recognized volunteers to be authorized to drive on behalf of the University. All volunteer drivers must complete a background screening regardless of whether they are youth or adults when conducting any pre-approved business on behalf of MU Extension. They must be a valid driver in the state of Missouri and meet all the requirements of Section 3. Youth Safety: Adult Classifications Tab 3.3 Topic B.4.

    • 1. University-Owned Passenger Vans

      Refer to the Passenger Van Safety policies on the University Risk and Insurance Management website. If driving a 12-15 passenger van (limited to 10 people) the volunteer drivers must attend training specific to driving vans.

    • 2. Personal Vehicles on Behalf of MU Extension

      The University provides only excess liability coverage on personal vehicles used on University business. Section 4. Property and Equipment Tab 4.5 Topic A provides details regarding the use of personal vehicles for University business. Refer to the UM System Automobile and Insurance FAQ page to learn more about University automobile liability coverage and circumstances when it is not provided.

      Additionally, volunteer drivers must meet all the requirements of Section 3. Youth Safety: Adult Classifications Tab 3.3 Topic B.4. Lastly, the use of a volunteer's personal vehicle must be pre-approved by the program employee.

    • 3. Rental Vehicles

      Refer to Section 4. Property and Equipment Tab 4.7.A for policies regarding volunteer drivers and rented vehicles.

    • 4. Loaned Vehicles

      The owner is technically responsible for an accident. The owner's insurance follows the car, no matter who is driving (i.e. the recognized-volunteer driving on University business). The University assumes no risk. Therefore, it is not recommended that volunteers use loaned vehicles while conducting University business.

  • 6.4 Machinery & Trailers

    A. University-Owned Trailers (Attached and Unattached)

    From the UM System Automobile Insurance FAQ page:

    Each campus has a designated individual to complete the titling and licensing process and to assist you with answering this question. This individual will schedule your vehicle with Risk & Insurance Management so your vehicle is covered in case of an accident. Please refer to the Vehicle Insurance Coverage Enrollment Form UM 6 for required information. Always check with your department head prior to use.

    B. Donated Trailers

    Vehicles and/or trailers donated to or purchased by MU Extension Councils are considered Extension Council property and not owned by the University. The Extension Council assumes all liability.

  • 6.5 Animals and Liability

    Visit https://extension.missouri.edu/g453 for guidance on livestock and pets.

  • 6.6 Firearms

    A. On Campus

    Follow the guidance of the Collected Rules and Regulations 110.010.

    B. County Extension Offices and Grounds

    Follow University and County guidance.

    C. Named MU Extension Programs

    1. 4-H Shooting Sports: Follow the Missouri 4-H Shooting Sports policy.
    2. Firearms Instructor Certification Training (Law Enforcement Training Institute): Follow guidelines set by the Law Enforcement Training Institute.

  • 6.7 Food Safety

    • A. Preserved Foods

      4-H: Before 4-H members participate in the Food Preservation project, employees assist volunteer project leaders to secure curriculum and food safety guidelines. It is highly recommended that project leaders utilize the MU Extension food preservation site for publications and other resources. Remember, 4-H'ers may exhibit preserved foods only. 4-H members and volunteers may not offer taste tests nor foods preserved by members.

      Home-canned food should never be opened, nor tasted during judging. Frozen or dehydrated preserved foods may be opened for judging, but should not be tasted. For safety considerations, 4-Hers should be encouraged to comply with MU Extension food preservation materials, and that entries be labeled with the type of canning (pressure, boiling water, or steam), psi if applicable, and time processed.

      Additionally, food preserved by 4-H members (in the Foods project), by their families, or by Extension volunteers cannot be sold or gifted if it is marked in any fashion (e.g. tag, label, etc.) as affiliated with or sponsored by any MU Extension program. Refer to 5. Financial Management Tab 5.10 for more details regarding Conflict of Interest policies.

    • B. Food Stands and Concessions

      Refer to the document Guidelines for Temporary Food Stands- Missouri PDF.

    • C. Bake Sales

      • Preparation
        • Ensure the product distributor has safety precautions that meet the Missouri Department of Health and CDC guidelines in place for the handling of products during COVID-19.
        • Identify a location for product distribution.
        • Communicate safety protocols outlined below for sales, product distribution, and delivery, to key volunteers leading the fundraiser in addition to 4-H families.
        • Secure safety materials: facial masks, plastic gloves, hand sanitizer and disinfectant wipes or spray for cleaning surfaces.
      • Sales
        • Conduct sales virtually (e.g., social media, Zoom, phone, email, etc.)
        • Limit face-to-face sales only with people with whom you are in regular contact with (family members, etc.)
          • Follow proper health guidelines when doing in-person sales: wear a mask, stay at least 6 feet from people, wash or sanitize your hands for at least 20 seconds, disinfect high-touch areas.
          • Do not set up booths or tables at local stores to sell products.
          • Orders will be prepaid. Mailing payment will be encouraged to reduce the handling of money.
      • Product distribution
        • Email/mail instructions on safety and distribution procedures below to all 4-H families involved in pick-up and distribution.
        • Stagger times for each family to pick up the order.
        • Sort orders by the household unit. When the family arrives, they will stay in the vehicle. The order will be placed into the vehicle. Surfaces will be disinfected.
          • All people involved in this activity will remain a minimum of 6 feet apart during sorting, pick-up, and distribution.
          • All will wash their hands for a minimum of 20 seconds, practice healthy hygiene and cleanliness.
          • Staff and volunteers will wear face masks and plastic gloves.
      • Delivery to families, buyers
        • Delivery will be as contactless as possible. (e.g., leave the product on the front step of the buyer and let them know that their product has been delivered.)
        • Practice social distancing, wear a face covering, and wash or sanitize hands between handling products.
        • Sanitize any surfaces that need to be wiped down.

      (Adopted from University of Minnesota Extension)

  • 6.8 Plant Sales and Garden Tours

    A. Plant Sales and other Master Gardener Fundraisers

    Procedures to secure Special Activity Insurance through AIL are recommended (see Tab 6.2B).

    B. Home Garden Tours

    Procedures to secure Special Activity Insurance through AIL are recommended (see Tab 6.2B). See the Missouri Master Gardener Program Policies and Procedures (PDF) guide for general information on Plant Sales and garden tours.

  • 6.9 Chemicals

    Only recognized volunteers (see Section 1.7 Volunteer Qualifications) may be authorized to utilize chemicals as prescribed by the supervising employee of the Extension-sponsored program or space. Volunteers must follow the application directions as specified on the product label. For specific pesticides, the volunteer must meet the EPA's Federal Certification Standards for Pesticide Applicators, which may include attending a training course. The supervising employee is responsible for ensuring volunteers are trained and that proper chemical storage procedures are followed.

    Information about Pesticide Applicator Training courses can be found at https://extension.missouri.edu/programs/pesticide-applicator-training.

  • 6.10 Privacy and Confidentiality

    The supervising MU Extension employee is responsible to ensure confidentiality and protection of sensitive data (both in print form and digital) related to program participants and volunteers. Program participants include youth and adults who register to attend an extension-sponsored event or who become a member or volunteer of a program area. The following guidelines apply to all records related to a MU Extension program:

    • MU Extension does not release names, addresses, or other personal information for research, commercial purposes (sales) or to external groups for promotion or sales. This is true whether we are referring to current program participants/members/volunteers or historical information.
    • Access of historical information is given with the approval of the MU Extension employee responsible for the program if a request is made for educational purposes such as developing a historical display, writing a history, etc., and it comes from a recognized MU Extension adult or group.

    • A. Printed

      Only recognized volunteers are authorized to have access to printed confidential records (e.g. health forms of 4-H members) and only for the duration of the program or event. The supervising employee is responsible for communicating and enforcing proper handling, storage, and timely return of the records.

    • B. Digital

      Only employees should have access to digital data of a sensitive nature.

    • C. Social Security Number Usage

      Volunteer social security numbers are used only for the purposes of background checks. Employees will not provide social security numbers to other volunteers, not even the members of the volunteer's immediate family. Social security numbers are never to be sent digitally, although an authorized employee may enter the numbers digitally to a secure site for the purpose of conducting a background screening on a volunteer applicant.

    • D. Community Partners Request Youth Contact Information

      When working with community partners and media outlets that request contact information of youth, be sure to receive parental consent before sharing or direct the parent to contact the partner directly (for example, a local paper with an online presence asks to do a story of a 4-H member or family).

  • 6.11 Record Retention and Destruction

    Confidential records include all documents containing sensitive and identifying information about a person. The document may be physical or digital. Confidential records include such documents as background screening consent forms, volunteer applications. All files (digital or physical) related to volunteers should be kept in a secure location such as a locked room, file cabinet, or encrypted drive. The following set of guidelines are specific to the type of record. Those records pertaining to a specific program will be noted by the program name.

    Go to Record Retention (PDF) for a comprehensive listing of MU Extension record-keeping guidelines.

    • A. Enrollment and Event Registration Forms (4-H)

      1. Enrollment forms are permanently retained in print or digitally. Forms prior to 2014 can be kept (hard copy) in the county office or scanned (digital). It is appropriate to shred paper forms after they have been scanned. Enrollment information after 2014 is stored digitally through the 4-H Online database and accessible through the MO 4-H State Office making it unnecessary to store youth enrollment information after 2014 in county offices.
      2. Event Registration Forms are not permanent records. Instead, paper copies of event registration forms should be kept 5 years* after the event. With CVENT and 4-H Online for event registrations, paper copies should be phased out of use.

      *4-H: Paper copies of event registration forms should be kept 5 years after the 4-H member exits the 4-H program.

    • B. Health Forms (4-H)

      4-H health forms are data classified as highly restricted (DCL4) under the University's Data Classification System and should only be transmitted when absolutely necessary. This includes transmitting to other University employees, other University systems, non-University employees, such as volunteers, and non-University systems. Highly restricted data, like 4-H health forms, requires strict protection, is intended for very limited use, and must not be disclosed except to those who have explicit authorization to view or use the data. Unauthorized disclosure of this information could have a serious adverse impact on the University, individuals, or affiliates. The following policies apply:

      1. Forms prior to 2014
        Forms prior to 2014 can be kept (hard copy) in the county office or scanned (digital). Be sure documents are shredded after five (5) years of the member's last year in 4-H. The only reason to keep records any longer would be if there was a health incident at a MU Extension-sponsored event. If there is an incident report on file, keep the health records until five (5) years after the participant turns 21 in addition to a copy of the Event/Activity Incident Report LG811 (PDF) for 4-H and/or UM System Student or General Public Injury and Property Damage Report 200(PDF) for all other program areas.
      2. Health Information after 2014
        Health forms submitted after 2014 are submitted digitally with information that is stored in the State 4-H office making it unnecessary to store youth and volunteers' health information in county offices.
        See Transmittal of Health Forms (section E) for policies regarding the transmittal of program participant health forms.

    • C. Volunteer Applications

      1. Hard copy
        Volunteer application forms submitted on a printed form should be kept in a locked file in the county office five (5) years past active volunteer status. After this, paper application forms should be shredded in a crosscut shredder.
      2. Digital copy
        Beyond what is stored in the program's online volunteer database, no additional digital (or printed) copy is required, and it is best not to create a second copy (digital or printed)

    • D. Background Screening Consent Forms (LG639)

      • Paper copies of form LG639 (Updated 2022)

        • Storage – As of October 1, 2021, background screening services for Extension volunteers moved to Sterling Volunteers' online platform. No paper copies of background consent forms should be stored at county offices.
        • Transmittal – Not applicable since moving to an online service.
        • Destruction – Starting October 1, 2021, all paper copies (form LG639) should be shredded in a crosscut shredder immediately.

      • Digital (scanned) copies of form LG639

        As of October 1, 2021, background screening services for Extension volunteers moved to Sterling Volunteers' online platform. There are no longer paper copies of the LG639 to scan or transmit. Read below for info regarding digital copies of the LG639 form created prior to October 1, 2021.

        • Storage — Scanned copies of the LG639 form should no longer be stored. Delete all digital copies of scanned LG639 forms from laptops, shared drives, and flash drives.
        • Transmittal — Digital copies of the LG639 are no longer transmitted after October 1, 2021. Extension personnel should delete emails prior to October 2021 that include attachments of scanned LG639s.
        • Destruction — The recommended method for "destroying" scanned, digital copies of the LG639 background consent form from laptops, hard drives, and flash drives follows:
          • Be sure the scanned copy file is closed.
          • On your computer desktop, create a blank PDF by creating a new Word document with no text and select SAVE AS PDF to close Word and save the blank PDF.
          • Change the file name of the blank PDF to the exact file name of the scanned LG639 form on the thumb drive. To rename a file, right-click on the icon and select Rename from the dropdown menu.
          • Drag the blank PDF from the local drive to the thumb drive. Copy and paste works, as well.
          • Click "yes" when prompted to save over the existing file (with the same name).
          • Delete the (now blank) PDF from the USB.
          • Repeat steps 1-6 for any other copies of the original file.

    • E. Transmittal of Health Forms

      4-H health forms are data classified as highly restricted (DCL4) under the University's Data Classification System and should only be transmitted when absolutely necessary. This includes transmitting to other University employees, other University systems, non-University employees, such as volunteers, and non-University systems. Highly restricted data, like 4-H health forms, requires strict protection, is intended for very limited use, and must not be disclosed except to those who have explicit authorization to view or use the data. Unauthorized disclosure of this information could have a serious adverse impact on the University, individuals, or affiliates. The only accepted transmittal method for health forms from employees to volunteers is via printed records. Health forms should never be transmitted digitally through email or by file-sharing or cloud storage.

      • 1. Release and Return

        In order to maintain confidentiality, the following release and return steps are required when transmitting 4-H health forms (e.g. printed from 4HOnline) to another employee or program volunteer:

        • Determine if health form transmittance is appropriate (i.e., volunteers traveling with 4-H youth).
        • Obtain 4-H health forms from 4hOnline or hard copy and place in a secure, sealed envelope.
        • Complete the Health Form Data Release/Transmittal form (HFDR/TF) In TEAMs
        • Obtain signature from the employee or volunteer receiving 4-H health forms on the HFDR/TF.
        • Keep the HFDR/TF on file and give a copy to the employee or volunteer, along with the designated 4-H health forms.
        • Instruct the employee member or volunteer to return the 4-H health forms and HFDR/TF to the employee responsible for the county program by a specified date.
        • Verify all 4-H health forms are returned by a specified date and then shred all forms.

      • 2. In County

        4-H health forms should not be transmitted from employee to volunteers or another employee, or from volunteers to other volunteers when youth are involved in county 4-H activities (i.e., project meetings, socials, etc.). For example, this means that 4-H project leaders will typically not be given youth health forms for project meetings unless the employee and volunteer agree a health form copy is needed in which case, this Transmittal of 4-H Health Forms policy and form would apply. Alternatively, a volunteer could ask that youth bring a copy of their own health form and keep on their person.

        A more secure option would be to encourage parents to directly communicate health issues/concerns with program volunteers and others as they see necessary. The parent is then responsible for sharing health information volunteers/employees need to know (e.g. allergies, special accommodations, medications, etc.). In-county activities assume parent/guardian "nearness" in case of accident or injury. Cell phones generally allow immediate communication and sometimes parents are onsite during activities. Volunteer leaders should have ready access to member emergency contact information.

      • 3. Out of County

        Health forms should be transmitted when 4-H volunteers, members, and employees are traveling with 4-H youth outside of the county of residence. This includes out-of-county travel to such things as regional 4-H events, 4-H activities in other counties, field trips, and attendance at state and national 4-H events and contests. In these instances, the Transmittal of 4-H Health Forms policy and use of the form would apply if the 4-H employee is transmitting the health forms to other employees or volunteers.

    • F. Other Records

      1. Permanent Records

      The following documents should be permanently retained in the county Extension office:

      • Official minutes of county Council business and any/all financial records of county Councils and 4-H clubs. The MU Extension employee responsible for the program ensures compliance with the Missouri Sunshine Law (see G. below). Since the local MU Extension programs (e.g. 4-H, Master Gardener, Master Naturalist, etc.) are part of the local extension Council "business," all 4-H Council and Chapter minutes and financial records need to be kept at the County Extension Office, as well. See the University's RECORDS RETENTION AND DISPOSITION RECOMMENDED SCHEDULE (PDF) for more information.
      • Civil Rights/Affirmative Action file that documents "all reasonable efforts" such as maps of where 4-H clubs are located, 4-H Name and Emblem Request forms, recruitment and club organization drives, letters, newspaper clippings, etc. This is required by USDA/CSREES.
      • Records/notes of any disputes, discipline, controversies, etc.
        • Incidents: Send a copy of the Accident/Incident Report along with any notes to the MU Extension Program Director. Copies should also be kept in a secure location in the county office. Complete an Event/Activity Incident Report LG811 (PDF) for 4-H and/or UM System Student or General Public Injury and Property Damage Report 200(PDF for all other program areas.
        • Disputes: Create a file in a secure location for matters relating to MU Extension volunteer disputes and disciplinary action taken by the MU Extension employee. Additionally, send copies of these records to the MU Extension Volunteer Specialist in the Human Resources department

      2. Other Records

      It is suggested the following documents be retained in the county Extension office:

      • Official record of awards, scholarships, and recognition of donors made at the county level.
      • Basic historical file on every 4-H club and Chapter (Master Gardener or Naturalist) in the county, including when chartered. For 4-H, include club leader(s) names, etc. (4-H Club secretary's books, club summary enrollment forms, scrapbooks, etc., could be archived at a local museum if they will assure you that the original materials will not be destroyed.)

    • G. Missouri Sunshine Law and Record Retention

      As an institute of higher education receiving state funds, the University of Missouri must abide by the Missouri Sunshine Law regarding public and closed meetings, agendas and minutes, financial management, and public record retention. Therefore, all MU Extension program areas (e.g. 4-H Councils, and local Chapters) must follow all provisions of the Sunshine Law: Missouri's Open Meetings and Records Law sections 610.10 to 610.028 RSMo (Missouri Sunshine Law (PDF summary) for public meetings including but not limited to:

      1. Advanced Notice
        Councils must announce their planned meetings and provide an agenda to the public at least 24 hours in advance (exclusive of weekends and holidays), and make all records from the meeting (including minutes and financial records) available to the public (RSMO 610.020.2). MU Extension county offices will serve as the "custodian" of records and will hold records for Councils and groups (4-H clubs, Master Gardener, and Naturalist Chapters). Emergency meetings are allowed (announced less than 24 hours in advance), and the entity must provide good cause in the minutes (RSMO 610.020.2 & 4).
      2. Open Records Records of a public governmental body (the County Extension Councils) are to be open and available to the public for inspection and copying. A citizen can request a copy of meeting agendas, minutes, and other non-personnel documents. See RSMO 610.020.7 for requirements for minutes.
        As program areas under the County Extension Councils, certain records of 4-H Councils and clubs, and Master Gardener and Naturalist Chapters need to be kept on file at the County Extension Office. Under the Sunshine Law, the following are considered open records:
        • Master Gardener Chapter meeting minutes and monthly financial reports
        • Master Naturalist Chapter meeting minutes and monthly financial reports
        • County 4-H Council minutes and monthly financial reports
        • Recording keeping for 4-H Clubs is to be determined by the county 4-H Council and/or the 4-H program coordinator (employee).
      3. Record Retrieval Fee Option
        The local MU Extension office may charge a reasonable fee for providing access to or copies of public records. The fee is not to exceed the actual cost of the document search and duplication.
      4. Record Retrieval Timeline
        Each request for access to a public record needs to be fulfilled no later than the end of the third business day following the date the request is received. If access is denied, an explanation in writing including the reasons why access is denied, including the statute that authorizes the denial, must be provided. If only part of a record may be closed to review, the remainder of the record must be made available.
      5. Restricted Documents (Closed to the Public)
        Any document (printed or digital) that contains Personal Identifiable Information (PII) is not an open record and must be stored in a secure manner to ensure access is restricted to only authorized personnel. Examples include but are not limited to health forms; event registration forms; any documentation with information regarding minors; confidential communications and letters; contact information of clients, participants, and staff that is not typically shared in the normal/ordinary course of business; etc.

    • H. Related Policies of the Sunshine Law

      1. Open Meetings
        As county Council (Extension and 4-H) meetings are open to the public, meetings must be held at locations that do not hinder or prevent participation. For example, a meeting on the second floor of a building without an elevator would not be considered an "open" meeting but would violate University of Missouri policy relating to accessibility and accommodations (see Section 2. University Policy Tab 2.1 for additional information regarding Affirmative Action and Title IX policies).
        Note: 4-H Club, Master Gardener, and Master Naturalist Chapter meetings are not open meetings, although certain documents from these meetings are to be kept at the County Extension Office (See Tab 6.11.G). Guests and visitors need to be invited and authorized before attending club and chapter meetings. Dismissed volunteers are not authorized to attend meetings as guests, visitors, nor for any reason. (Master Gardeners: Dismissed volunteers cannot hold Master Gardener Emeritus status.)
      2. Policies Regarding Public Meetings
        Extension groups holding public (open) meetings need to abide by the record-keeping and reporting requirements of the Missouri Sunshine Law. There are no reporting requirements for social gatherings of the entity. However, if decisions are being made at the social gathering then it is considered a public meeting, and the "meeting" is in violation of the Missouri Sunshine Law statutes (i.e. no announcement, no agenda, no minutes, etc.) meaning any decisions made are null and void. (See RSMO 610.010.5)
      3. Closed Meetings
        See RSMO 610.021, 610.022.3 and 610.022.6 for policies regarding closed meetings, location, duration, reasons they can be called, objections to a called closed meeting, and how it is noted in the agenda and the minutes. RSMO 610.015 for voting requirements in closed meetings.
      4. Meeting Modes
        Livestream and conference call meetings are acceptable means to meet as long as the Extension group follows all requirements of a public meeting (RSMO 610.020.1). Blended meetings with some in person, some video calls, and/or phone calls are acceptable, as well. If the meeting mode is via online chat/message board/video, the Extension group provides an open-link (accessible by anyone with the link) in the meeting notice as well as post the details on the group's site and County Extension site.

  • 6.12 Travel

    A. Chartered Buses

    When planning a trip that requires the use of a charter bus company, ask the charter company for a "certificate of additional insured" or some verification that the company does have coverage. If a company refuses to provide this information, another charter company should be used that will provide this information. University policy on any agreement is to request evidence of coverage.

    B. Rented Passenger Vans

    Refer to Section 4. Property and Equipment Tab 4.7 Topic A for policies regarding volunteer drivers and rented vehicles. For requirements and expectations of volunteer drivers Section 3 Youth Safety: Adult Classifications Tab 3.3 Topic B.4.