4-H Ontario | Training & Screening
4-H Ontario

Training & Screening

Why are 4-H Ontario Volunteers required to complete these steps?

The Volunteer orientation and screening processes are designed to create and maintain a safe environment, while ensuring volunteers are matched to the tasks they find meaningful.  4-H Ontario provides programs to youth and therefore has a moral and legal responsibility to screen all volunteers to help protect 4-H youth, 4-H volunteers and the organization as a whole.

New Volunteer Orientation

The New Volunteer Orientation (NVO) is a requirement for volunteer candidates. NVO’s provide a “Learn To Do By Doing’ experience. This two-hour orientation provides hands-on experience and information in order to equip volunteer candidates with the necessary skills and knowledge they will require to volunteer with 4-H.

Topics covered include: what is 4-H, club management, risk management, local association roles and responsibilities and programming opportunities for members. These sessions are designed for those who have not previously volunteered with 4-H, including Youth Directors.

Check out the 4-H Ontario Resource Guide for a complete list of available in person and webinar sessions. CLICK HERE FOR A FULL LIST OF DATES AND TIMES

 


Existing 4-H Volunteer Re-engagement

Our “Learn To Do By Doing” philosophy is true for 4-H Ontario volunteers as much as it is for youth.

The volunteer re-engagement process serves as a check-in with fellow volunteers and staff. It is part of the on-going learning and support of volunteers to ensure the safety of all the youth participants, as well as the quality of the 4-H program.

Re-engagement is a two-part process:

  • Re-engagement police checks which are required every three years. For convenience and consistency police checks are completed online. Volunteers are sent an email with a link to complete this task two months in advance of their current police check expiry.
  • Re-engagement learning opportunity which is required by 4-H Ontario every two years. This process includes taking part in a learning style workshop. 4-H Volunteers have their choice of re-engagement learning opportunities including:
  • Local 4-H Association’s Annual General Meeting, if this includes a staff-led re-engagement workshop. (Check with your local 4-H Association or Coordinator, Volunteer Support)
  • E-symposiums and web-based learning options offered by 4-H Ontario
  • 4-H Ontario Volunteer Conference workshops 
  • Local Association requested learning session on a topic of interest to volunteers in a specific 4-H Association and as determined by the local 4-H Association Board of Directors (Associations can request any topic. Contact your Coordinator, Volunteer Support to arrange.
  • Regional Volunteer Symposium. These are organized every two years.

Region 1 & Indigenous Community Engagement - Meaghan Moniz
region1@4-hontario.ca
indigenouscommunities@4-hontario.ca

Direct: 519.932.0127
Toll Free: 1.877.410.6748 x473

Region 2 - Cam Crogie
region2@4-hontario.ca

Direct: 613.200.1324
Toll Free: 1.877.410.6748 x488

Region 3 - Megan Burnside
region3@4-hontario.ca

Direct: 613.929.7353
Toll Free: 1.877.410.6748 x477

Region 4 - Faith Kirk
region4@4-hontario.ca

Direct: 705.331.2990
Toll Free: 1.877.410.6748 x478

Region 5 & 6 - Stephanie Campbell
region5@4-hontario.ca

region6@4-hontario.ca

Direct: 519.856.0992 x464
Toll Free: 1.877.410.6748


FAQ’s For Screening ApplicantsClick to expand

How long does the Volunteer Screening Process take?

Within two business days of 4-H Ontario receiving your completed Application Form, a package will be sent to you via email with information on how to proceed with the volunteer engagement process. Volunteer applicants are asked to watch for an email from their Regional Coordinator, Volunteer Support. The email package will include the following information:

 

Vulnerable Sector Police Checks are required for all new volunteer candidates. A letter will be sent via email with the information package. Volunteer candidates are required to print the letter and take to their local police agency along with appropriate ID. Note: Volunteer Candidates are encouraged to check with their local police agency on acceptable ID.

New Volunteer Orientation Sessions (NVO)are offered via webinar. Details relating to dates, time and registration are included in the email information package.

Child Protection online training is required through the 4-H Canada LEARNS portal.

 

Interview and reference checks are completed by the local 4-H Association Screening Committee. The timing of your interview and reference checks will vary slightly depending on the schedule of your Volunteer Screening Committee.

 

All volunteer candidates should be able to complete the entire screening process within 3 months of applying with 4-H Ontario.

 

 All steps in the 4-H Ontario Screening and Engagement process must be completed with the appropriate documentation submitted to 4-H Ontario before provincial acceptance is considered and individuals can begin their volunteer activities.

What is a Volunteer Recruitment and Screening Committee?

Every 4-H Association has a Volunteer Recruitment and Screening Committee.  One person from each committee is designated as the Volunteer Screening Contact and acts as the key contact for the volunteer candidates.

 

The Volunteer Screening Committee is responsible for:

  1. Set up and conduct interviews
  2. Check references
  3. Make recommendations to 4-H Ontario regarding the volunteer candidate
  4. Ensure confidentiality of all information collected

Note:  4-H Ontario has the sole and unfettered discretion to accept or decline a new volunteer candidate.

Is the 4-H screening procedure the same across the province?

Yes. While different 4-H Associations have different local police services and the procedure of completing the Vulnerable Sector Record Check (VSC)for new volunteers may vary, the process leading up and following submission of a VSC is the same.

Is the information collected on the individuals kept confidential?

The Volunteer Screening Contact and Volunteer Screening Committee are all required to sign an Oath of Confidentiality. They are only to discuss information on volunteer candidate in a confidential and professional manner, and only for the purposes of making recommendations.

Are there any requirements after the Volunteer Engagement Process has been completed?

Yes. Please refer to Existing 4-H Volunteer Re-engagement section.

FAQ’s For AssociationsClick to expand

Does the local police service keep Associations updated on any changes in the person’s criminal record status?

No. This would be an overwhelming task for the local police services. Volunteers, when agreeing to a Police Records Check, also acknowledge that a Police Record Check will be done on an ongoing basis in order to maintain Volunteer in Good Standing status. 4-H Ontario policy states current volunteers are to be to complete and submit a police check every three years.

 

What happens if the 4-H Volunteer Screening Committee has concerns about a volunteer candidate?

If the committee has concerns about the person (i.e. appropriate role model, etc.) those concerns must be documented and forwarded to 4-H Ontario attention: Sr. Manager, Volunteer Support and Community Engagement. Screening Committees are under no obligation to recommend accepting each volunteer candidate. It is important to remember that 4-H Ontario has the sole and unfettered discretion to accept or decline a volunteer candidate.

Our Association has volunteers who do not work directly with members, such as Directors on our local Association.   Do they need to be screened?

Yes, every volunteer needs to be properly screened. 4-H Ontario’s insurance policies offer coverage for Volunteers in Good Standing. For this reason all volunteers must be current and up to date Volunteers in Good Standing.

Will 4-H Associations have to release or deny any 4-H Volunteers?

4-H Volunteers are put in a 'position of trust’ with our young people. If the 4-H Association has reason to believe that a Volunteer may jeopardize the safety of 4-H Members,4-H volunteers or the 4-H brand, an information investigation will be conducted. Pending the investigation’s outcome, the 4-H Volunteer may be released. Criminal convictions for sexual offenses, offenses against children, offenses involving violence against persons or property and drug or alcohol offenses of a serious and repeated nature are grounds to deny/dismiss a Volunteer. Where a 4-H Volunteer is currently charged with an offense, his/her 4-H Volunteer responsibilities will be suspended and on hold, and will not be reinstated until all legal proceedings are finalized.