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University Policies

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Popular topics on this page include:

  • 2.3 Mandated Reporter policy
  • 2.5 Expansion and Review (E&R) Committees (Documentation of Efforts)
  • 2.11 Use of Alcohol/Tobacco/Controlled Substances During MU Extension Programs

  • 2.1 University of Missouri Affirmative Action Policies

    University policies related to equity, diversity, and inclusion apply to all departments of the University including MU Extension. Policy is first set through federal legislation, state legislation, the University of Missouri Board of Regents, Missouri Cooperative Extension administration, the Missouri MU Extension director, and then again at several levels within the MU Extension organization. These policies apply to MU Extension employees, volunteers, youth program participants.

    Civil Rights & Title IX Policies

    The University of Missouri does not discriminate on the basis of race, color, national origin, ancestry, religion, sex, sexual orientation, gender identity, gender expression, age, genetic information, disability, or protected veteran status. The University's nondiscrimination policy applies to all phases of its employment process, its admission and financial aid programs, and to all other aspects of its educational programs and activities. Further, this policy applies to sexual violence and sexual harassment (forms of sex discrimination) occurring both within and outside of the University context if the conduct negatively affects the individual's educational or work experience or the overall campus environment. Retaliation directed to any person who pursues a discrimination complaint or grievance participates in a discrimination investigation or otherwise opposes unlawful discrimination is prohibited.

    If Missouri 4-H volunteers or parents of 4-H youth have questions regarding this policy, please contact Stephanie Femrite, Assistant 4-H Program Director. Volunteers in all other program areas should contact Eric Jackson, Director of Risk and Volunteer Management.

    Nondiscrimination Policy

    The University's nondiscrimination policy applies to all phases of its employment process, its admission and financial aid programs, and to all other aspects of its educational programs and activities. MU Extension programs are part of the university's educational programs, therefore program participants, MU Extension employees, and volunteers are responsible to abide by this policy. Refer to University of Missouri's Collected Rules and Regulations, 600.010.

    MU Extension employees must use one of the following nondiscrimination statements with programming and materials: Refer to the Official Indicia for the University of Missouri (PDF).

    (4-H faculty and staff: More information on this topic is located in the 4-H Policy and Procedure Manual. Contact Stephanie Femrite if you have difficulty accessing the 4-H Policy and Procedure online manual.)

  • 2.2 The University of Missouri Sexual Harassment and Sexual Misconduct Policy

    MU Extension volunteers and employees are expected to follow the University of Missouri policies on sexual harassment. Specifically, avoid harming youth or adults, whether through sexual harassment, physical force, verbal or mental abuse, or neglect.

    Reporting Incidents

    Retaliation for making or supporting a report of discrimination or harassment is also prohibited. Missouri 4-H volunteers and parents of 4-H youth must report any sexual harassment incidents to Stephanie Femrite, Assistant 4-H Program Director. Volunteers in all other program areas should contact Eric Jackson, Director of Risk and Volunteer Management.

    Related University Policy

    For more information, refer to University of Missouri's Collected Rules and Regulations, 600.020: Sex Discrimination, Sexual Harassment, and Sexual Misconduct in Education/Employment Policy. For a list of related terms and definitions, refer to section 600.020B.

    Related Topics:

    • See section Youth Safety 3.3 on Preventing and Responding to Sexual Misconduct

  • 2.3 Mandated Reporter

    All MU Extension employees and volunteers who carry out extension programming on behalf of the university are required to be mandated reporters. This means that employees and volunteers who work with vulnerable populations, such as youth or the elderly, are mandated by law to report to the proper authorities any abuse or neglect they observe among the groups they work with. In most cases, the proper reporting authority in Missouri is the Department of Social Services (DSS), Family Support Division.

    Liability and Mandated Reporters

    A person making a report or providing information about a child is immune from civil or criminal liability unless said person has been charged with, or is suspected of, the abuse or neglect in question. Mandated reporters must inform youth of their status when discussing sensitive issues. All youth disclosures must be considered confidential except to the relevant responsible adults.

    Missouri Legal Statutes

    To review Missouri legal statutes regarding mandated reporters, go to the following site and review the codes: https://revisor.mo.gov/main/OneSection.aspx?section=210.115.

    Reporting Suspected Abuse or Neglect of a Minor to DSS

    The phone number of the Missouri Child Abuse and Neglect Hotline is 800-392-3738.

    File a report online at https://apps.dss.mo.gov/OnlineCanReporting/default.aspx.

    Detailed guidelines for mandated reporters of child abuse and neglect in Missouri are found: https://dss.mo.gov/cd/pdf/guidelines_can_reports.pdf.

    To file a report, contact the Missouri DSS Family Support Division hotline (1-800-392-3738), or through the online reporting portal for non-emergencies at https://apps.dss.mo.gov/OnlineCanReporting/default.aspx.

    MU Extension Policy and Procedure for Mandated Reporters

    If you associated with an MU Extension program as an employee or volunteer knows, suspects, or receives information indicating that a minor has been abused or neglected, or if you have concerns about the safety of a minor you (the employee or volunteer with knowledge of the incident) MUST complete the steps below (in order) within one business day:

    1. Call local law enforcement if the minor's immediate safety is at risk.
    2. Call Missouri Child Abuse Hotline at 1-800-392-3738 to file a report with the Department of Social Services (DSS).
    3. Immediately contact your supervisor.
      Note: For volunteers, this is the employee who oversees the program in your county. The employee should then reach out to both their regional director and the extension program director to keep them informed.
    4. 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. File as indicated on the form or by the program director. The employee who oversees the program in the county (if not self) will assist in submitting the report to the appropriate state-level risk-management professional.

    • Mandated Reporter FAQ

      The following are common questions and concerns that some volunteers may have about being a mandated reporter and how employees should reply:

      • Am I required to be a mandated reporter?

        Volunteers and employees are required to be mandated reporters whether or not they work with youth.

      • Can I simply report my concerns or observations about abuse or neglect to my supervisor?

        In cases of suspected child abuse or neglect, the mandated reporter must be the one who contacts the Children's Division Child Abuse and Neglect Hotline in addition to alerting the employee who administers the MU Extension program.

      • Will the family be told that I reported the suspected abuse or neglect?

        The mandated reporter's identity is confidential.

      • What happens to me if I don't recognize symptoms of abuse or neglect?

        In instances where you do not recognize symptoms of abuse or neglect, and it is not obvious that abuse or neglect is occurring, there are no repercussions for not calling the hotline. However, it is important to educate yourself to recognize signs of abuse and neglect.

      • I worry that if I call, the family will be punished.

        The DSS Family Support Division is a resource and help for families who may need assistance, resources or education. They are here to help, not to punish families.

      • I just don't want to get involved.

        Consider the outcome if you do not. Your position as a MU Extension employee or volunteer comes with the responsibility of being the voice for a child who is being abused or neglected. It is your responsibility to report such incidents so the child can be protected.

  • 2.4 Policies Related to Persons with Disabilities

    Refer to University of Missouri's Collected Rules and Regulations, 600.070 (Policy Related to Students with Disabilities), and 600.080 (Policy Related to Employees with Disabilities). These policies apply to MU Extension program participants, employees, and volunteers.

    Accommodations

    A learner's need for accommodations may be minimized through the use of universal design for learning (UDL) — using materials and practices that are equitable, flexible, fully accessible learning environments, designed to meet the needs of diverse learners, and use multiple means of engagement, expression, and representation. Implementation of UDL includes the following examples:

    • Using captioned videos, films, and other audio presentations (beneficial for not only those with sensory disabilities but also those with specific learning disabilities, students whose first language is not English, and others)
    • Flexibility regarding attendance
    • Providing texts and forms in alternate formats and languages
    • Using guided notes
    • Giving verbal descriptions of visual aids and graphics
    • Paraphrasing questions and answers
    • Highlighting key points throughout discussions

    To request ADA accommodations beyond what the venue is able to provide, contact the Office of Accessibility and ADA for guidance or call 573-884-7278. MU Extension volunteers and program participants should contact their county MU Extension program coordinator.

  • 2.5 Expansion and Review (E&R) Committees (Documentation of Efforts)

    All University of Missouri Extension administrators and employees are responsible for ensuring that they follow University and federal laws, regulations, and policies relative to civil rights, Affirmative Action, and Equal Employment Opportunity.

    Requirements

    MU Extension follows USDA's standards of compliance for extension programs and requirements for land-grant institutions with the following actions:

    • Maintaining civil rights files
    • Creating annual Affirmative Action plans
    • Conducting internal compliance reviews
    • Providing training
    • Collecting demographic data about program participants

    (4-H faculty and staff: More information on this topic is located in the 4-H Policy and Procedure Manual. Contact Stephanie Femrite if you have difficulty accessing the 4-H Policy and Procedure online manual.)

  • 2.6 Policies Regarding Equity Resolution Process for Resolving Complaints

    Any student, employee, volunteer, visitor, or patient who believes that the University of Missouri, one of the campuses within the University of Missouri System, or one of its or their educational programs, departments, or other institutional entities has violated the Sex Discrimination, Sexual Harassment and Sexual Misconduct in Employment/Education Policy should report the Complaint to the Title IX Coordinator: University of Missouri Office for Civil Rights & Title IX.

    Assistant Vice Chancellor for Civil Rights, Title IX & ADA Title IX Administrator

    573-882-3880

    Related University Collected Rules and Regulations

  • 2.7 Relationships

    From statute 600.010 Equal Employment/Educational Opportunity and Nondiscrimination Policy of the University of Missouri Collected Rules and Regulations, MU Extension employees who hold a supervisor role over the named MU Extension program are prohibited from having intimate relationships with MU Extension volunteers. The employee supervises volunteers.

    Likewise, from the aforementioned statute, adult MU Extension volunteers are prohibited from having intimate relations with minors (under 18) AND 4-H members (regardless of age) as the adult volunteer holds a supervisory role over the youth participants.

    Further policies regarding prohibited relationships can be found in 330.065 Consensual Romantic Relationship Policy.

  • 2.8 Photo/Video Usage Policy

    University of Missouri policy requires that written permission be obtained to use an individual's image in all publications, including web documents and videos. If the subject is a minor, then a parent or legal guardian must sign the photo release. Learn about the photo/video permission policy and download the MU photo release at https://identity.missouri.edu/visual-identity/photography/. (The MU Extension 4-H program members sign a photo/media release upon enrolling through 4-H Online. No further documentation is needed for 4-H members.)

    Sensitive Data and Privacy

    Sensitive information including phone numbers, addresses, school attended, birthdates, and data related to citizenship status shall not be shared in any media or communication outlet. Additional considerations for media usage with a minor as the subject with appropriate permissions:

    • Internal print or electronic media – Media that is controlled (sent to a select and regularly updated) list of contacts may include first and last name, parents/guardians names, and town/city of residence.
    • External print media – Listing first and last name and town of residence is acceptable in local/regional outlets. For state, national, and local outlets, it is best to have consent from parents.
    • Web-based – Only the first name and county of residence should be used at most. This applies to web-based, local news outlets as well.

    Invasion of Privacy & Tort Action

    Missouri courts recognize tort actions relating to an invasion of privacy, including:

    • Publication of private embarrassing facts.
    • Appropriation of name or likeness.
    • Publicly placing one in a false light.

  • 2.9 Policies Regarding University Closures and Program Suspension

    Visit the Department of Homeland Security's Ready.gov site for related resources and toolkits. University policy includes guidance for:

    • Inclement Weather
      Employees will follow guidance from the University and/or county administration regarding building closures and program suspension. Employees will take guidance from Regional Directors and county administrators on closures for localized inclement weather and forecasts not affecting the entire state.
    • Emergencies
      Employees will follow guidance from the University and/or county administration regarding building closures and program suspension. Employees will take guidance from Regional Directors and county administrators on closures for localized emergencies and threats not affecting the entire state.
    • Communicable Diseases
      Employees will follow guidance from the University and/or county administration regarding building closures and program suspension. Employees will take guidance from Regional Directors and county administrators on closures for localized outbreaks and illnesses not affecting the entire state.

  • 2.10 Religion and MU Extension Programs

    The United States Department of Agriculture and University of Missouri policy prohibits discrimination in all its programs and activities on the basis of race, color, national origin, gender, religion, age, disability, political beliefs, and marital or family status. As a result, MU Extension programs must have secular purposes focused on education and must not advance religion.

    MU Extension Policy

    Promoting religion, or explicitly or implicitly requiring religion or practices that specifically support one denomination as a condition for participation in MU Extension club or chapter meetings or activities is not permissible. Doing so has the effect of promoting one religion over others and can create a barrier for participation among other groups. Likewise, MU Extension program activities and programs included prescribed religious prayers, scriptures, or religious components to a group's (MU Extension program-supported club, Council, chapter, etc.) bylaws, activities, or names, are not permissible for the same reason. Such violations could create the impression that MU Extension programs are not open to participation by all.

  • 2.11 Use of Alcohol/Tobacco/Controlled Substances During MU Extension Activities

    Using or possessing alcohol or any controlled substances that are not under a physicians' prescription (which includes the prescribed dosage) at any MU Extension event or program, by participants, youth or adults, is prohibited. Infraction of the rules may result in dismissal from the event or program, the withholding of premiums, or other disciplinary action. See the MU Extension Volunteer Code of Conduct for related policy statements.

    • Tobacco Products and Minors/4-H Members
      Tobacco products, e-cigarettes, vape usage, etc. by the MU Extension program youth are strictly prohibited. 4-H members (and their parents) sign a Missouri 4-H-specific Code of Conduct upon enrolling in 4-H specific to prohibited drug and tobacco use.
    • Alcohol and Minors/4-H Members
      Employees serving alcohol or who create a situation where alcohol is served to minors (18) or 4-H members (regardless of age) at any function, will face disciplinary action at the discretion of the program and MU Extension administration.
      Exempt:Social events where alcohol is served, which are organized by volunteers and families apart from the MU Extension program are exempt. For example, a group of Master Gardeners organizing a night out with friends and families are not in violation of MU Extension policy. Ideally, the volunteers would refrain from clothes, tags, etc. that identify them with the MU Extension program.
    • Sponsored Events and Minors/4-H Members
      MU Extension should not sponsor events where alcohol is served when youth are present. Families may attend an event where alcohol is served, but the event as a whole cannot be sponsored by or seen as affiliated with a MU Extension program. For instance, a 4-H fundraiser based on alcohol sales is not appropriate, while alcohol served at a county or state fair is an acceptable risk. In the latter, the parent is the responsible adult. In the former, the MU Extension employee is seen as endorsing the event on behalf of the University of Missouri.
    • Substance Use/Abuse & Discipline of Youth Participants
      4-H members (and their parents) sign a 4-H Code of Conduct upon enrolling in 4-H. 4-H members violate the code of conduct when they use or are under the influence of controlled substances while engaged in MU Extension-sponsored events. Employees, in consultation with those volunteers supervising the relevant event, will determine the appropriate disciplinary action. Follow the steps outlined in 3. Youth Safety tab 3.1 topic F.

  • 2.12 University of Missouri, Extension and Missouri Sunshine Law

    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)). See 6. Liability tab 6.11 topic G for record retention requirements of the Sunshine Law.