Risk Management Checklist for 4-H Virtual Program Planning

4-H staff and volunteers should complete this checklist together prior to activity or event approval

Risk management is a process of steps. These include:

  1. Identify potential risks.
  2. Evaluate those risks.
  3. Determine how to reduce the risks to an acceptable level.
  4. Continue to monitor the activity and make changes as needed.

Below you will find a checklist. Completing these items at the appropriate time shows that you have acted in good faith and within the scope of your duties to do all you can to provide a safe environment for all 4-H members.

General Risk Management Considerations

  • The schedule of events and emergency contact information for the activity/event have been communicated to the appropriate individuals.
  • When needed, orientation for volunteers, youth participants, and/or parents has been scheduled before the event.
  • Risks inherent in the event have been identified, and risk management strategies have been developed. Determine any specific safety considerations that need to be added to the Assumption of Risk form for registration.
  • Appropriate forms completed (e.g., Code of Conduct and Behavior Guidelines)  
  • Registration includes emergency contact info, parental permission/informed consent, Photo Release Form,  Assumption of Risk Form, etc.)
  • Provide for and require use of protective equipment if appropriate.
  • The activity/event supports the UMaine Cooperative Extension mission and is approved by 4-H staff.

When Youth are Involved

  • Have emergency contact information for all youth attending programming.
  • At no time during an Extension youth program should a paid staff member or volunteer be alone with a single youth where others cannot observe them.
  • Paid staff and volunteers should never leave a youth unsupervised. 
  • Adult-to-youth ratios:
    • Ages 5-8: 1 adult : 6 youth
    • Ages 9 and older: 1 adult : 10 youth
    • The number of youth can be smaller but can not exceed these ratios
  • Age-appropriate activities and assignments have been identified for this event.
  • Provide participants and parents/guardians with an activity itinerary and/or communication about sessions. Be specific about help that may be needed from nearby adult(s). 
  • Equipment and tools for the event have been secured, checked for safety measures, and instructions provided.
  • Establish a communication plan for sharing how to join the session, safety information related to the activity and/or follow up.

Personal Information and Data

  • Parent/guardian may give written permission to share information with 4-H program helpers connected directly with the 4-H program for a legitimate purpose.
  • Be sure that any online systems or platforms being used do not collect personal information without consent. 
  • If a specific system or tool is necessary, provide information to parent/guardian on how to create the account themselves and be specific about what will and will not be monitored during and/or after the 4-H program. 
  • Anyone under 13 may not, by federal law, create their own account for any online system. 
  • Use bcc in email communication to avoid sharing information.

Virtual Platform

(ex. Zoom, Teams, or another tool to host the session)

  • Ensure that a 4-H staff or enrolled 4-H volunteer is present for the entire session. 
  • Ensure that only participants/guardians have access to the direct link and passcode to join. 
  • Enable the waiting room feature and manage who is able to enter the virtual meeting space. 
  • Check default settings for virtual meetings and be familiar with how to adjust as needed (ex. who/how can chat box be used, who/how has access to screen share, annotation or other features). 
  • Participant screen names should not show their full name (change to first name, last initial)
  • Keep in mind the background for virtual settings. These should be professional and appropriate. Monitor youth backgrounds as well and help them adjust as appropriate.
  • Breakout rooms: plan for how these may be utilized based on maturity of the group and their ability to self direct, minimum of 3 participants per room. 
  • End the meeting and be sure adults are the last to leave the meeting.