| Policies and Guidelines |
Maine 4-H Program |
B.2.1 Insurance for 4-H Events
Enrolled 4-H leaders and advisors are considered an extension of the Cooperative Extension staff, and therefore University liability coverage extends to 4-H volunteers. This coverage is not accident or health coverage, but rather liability insurance to cover legal costs (which may include medical bills) in the event the leader and/or the University are sued for damages incurred during an approved 4-H activity. Approved 4-H activities must be open to 4-H members (even though only one member may be in attendance), have an educational component, and involve supervision of enrolled members by enrolled and certified 4-H volunteer leaders.
Accident insurance to cover the basic cost of medical treatment, such as an emergency room visit, stitches, x-rays, etc., resulting from an injury, is highly recommended. For special short-term 4-H events of a risky nature, such as 4-H horse shows or camps and 4-H shooting activities, clubs may require participating 4-H members to obtain a permission form signed by a parent or guardian, and enroll in "Special Event" accident insurance coverage with a reputable company.
Insurance brochures for reasonably priced one-year coverage and special events coverage are available from the county Extension office.
It is recommended that 4-H leaders:
Carry their own health, accident, automobile and homeowner's insurance.
Be sure each 4-H member is covered by family health and accident insurance.
Purchase additional low-cost, year-round accident insurance from a reputable company.
Above all, emphasize, model and teach safety in all their 4-H activities.
2/7/02
Section A.1.5 is included below, because it outlines important details about Staff and Volunteer Liability Insurance
Health, accident, and life insurance are not the same as liability insurance or protections. The University does not provide any of these forms of insurance for someone hurt or injured in connection with its activities, unless caused by the University's negligence. The Pine Tree State 4-H Foundation, beginning in 2007, will purchase accident insurance from American Income Life for all enrolled Maine 4-H members and 4-H adult volunteers. This insurance has a $2,500 limit, no deductible, and applies to all 4-H members and leaders participating in a university-approved 4-H activity. Additional special-event accident insurance may be purchased from American Income Life that covers anyone who is participating in the event (i.e., it covers those not affiliated with 4-H). Spectators of an event are not covered under this insurance, only participants. The link to the insurance application is: http://www.americanincomelife.com/4h2.htm.
Vehicle Liability Protection
Paid staff and 4-H volunteers in good standing are also given liability protection when driving university vehicles for official travel. However, both staff and volunteers using their own vehicles for 4-H activities should have adequate liability insurance since their insurance is primary. The University would provide secondary liability protection, in excess of a staff member’s or volunteer’s insurance (based on the previously outlined criteria for university protections to apply). The University will not reimburse someone for any deductible or liability claim paid by insurance or for damage to a personally-owned vehicle, unless caused by the University’s negligence.
All university employees and 4-H volunteers who will drive a University vehicle must complete a License Verification Form and return it to the Motor Pool on the Orono campus. If vehicles are used from another UM campus, that campus's procedures must be followed.
Personally-owned vehicles used for University-related business should be properly registered and inspected and appropriate for such use. All staff should review University Administrative Practice Letter #27 for full details on motor vehicle use. (http://www.maine.edu/oft/apl27.pdf)
4-H volunteers who drive in the course of their volunteer duties must file a copy of their proof of insurance (required by state law) and provide information (license number & expiration date) from their driver’s license to their Extension contact person. This information is kept on hand in the Extension office so it is available in case of emergency. Remember, everyone must wear a seatbelt at all times while in a moving motor vehicle in the state of Maine.
In the event of an accident, these are the steps staff and volunteers must follow:
Liability for Errors and Omissions
The University’s errors and omissions insurance provides coverage for all employees and volunteers who are engaged in educational activities in case of a lawsuit brought against the University or one or its employees or volunteers because of an alleged wrongful act. The limit is in excess of $1 million per individual per suit, per year. This insurance covers most wrongful acts as long as the employee or volunteer is performing their University-related job or function, and is acting with the good faith belief that the actions were in the best interests of the University and the action is not criminal.
To be covered by this liability insurance it is important for 4-H volunteers to be VOLT certified, currently enrolled with their county Extension office, and make sure their county Extension contact person is knowledgeable about their 4-H activities. Documentation is important in case there is a question about whether a specific volunteer or activity is covered. Authorized activities include all educational activities in which the volunteer is acting on behalf of Extension, or in place of a regular Extension employee.
Summary
Extension staff and authorized volunteers have liability protection while doing educational activities on behalf of University of Maine Cooperative Extension.
4-H volunteers should follow these steps to make sure they are protected by the University’s liability insurance while performing University-related activities:
Appropriate activities include all educational activities in which a 4-H volunteer is acting on behalf of Extension, or in place of a regular Extension employee. Documentation, such as 4-H volunteer enrollment records and written information from the volunteer to their Extension contact person about the activities they undertake, is important in case there is a question about whether a specific volunteer or activity is covered by the University’s liability insurance.
Other adults who support the 4-H program should be under the direction of enrolled, certified volunteers. The Good Samaritan Law and the Volunteer Protection Act may provide protection for other volunteers.
If needed, Extension staff must make the appropriate arrangements for Certificates of Liability coverage for specific events. Staff should complete a Liability Insurance Certificate Request (Word PDF) and email or fax it to the person indicated on the form. See also Certificate of Insurance Guidelines (Word PDF).
Rev. 10/2007