Volunteers in Extension

Youth Activity – An event, operation, endeavor, or activity intended for participation by minors that is operated by UW-Madison, Division of Extension either on or off campus. 

Youth Serving Volunteer – an approved Volunteer that is authorized to work and interact with youth; has a youth protection role assigned based on whether they will be in custodial care of youth or not. Youth Protection Roles defined in UW-1045.

VolunteerMatters – a campus wide platform utilized to onboard, track, approve, and engage with volunteers centrally. 

Level 1 Volunteer – Individuals who contribute to activities involving minimal time, effort, and skills and serve under the direct supervision of an Extension employee with no or little autonomy in their activities which are usually episodic in nature (UW-5001 Volunteers). 

Level 2 Volunteer – Individuals who contribute to activities on a regular basis. These volunteers may be given some autonomy over their activities but do not hold responsibilities with potential risk for the division or individual (UW-5001 Volunteers).

Level 3 Volunteer – Individuals who contribute to activities in a leadership capacity or hold a Position of Trust (UW-5001 Volunteers). Examples of this include volunteers with direct interaction with youth (e.g., Authorized Adults, Authorized Assistant Custodians), volunteers who supervise other volunteers, volunteers involved in the management of programming or club finances, or volunteers with access to personal information. 

Position of Trust (POT) - Refer to UW-5014 Criminal Background Checks for definition. A youth protection role of Authorized Adult has a POT 4, and Authorized Assistant Custodian has a POT 2.

All volunteers in youth activities are designated as ‘Level 3 Volunteers’. Prior to being approved as an active volunteer, all youth serving volunteers must at a minimum: 

1. Be provided with a Role Description for each unique volunteer role they hold

2. Watch ‘Volunteering in Extension’ Video (every 2 years)

3. Watch the ‘Liability & Risk Volunteering’ Video (every 2 years)

4. Sign the Behavioral Expectation Form (every 2 years)

5. Sign the Conditions of Volunteer Service Form (every 2 years)

6. Criminal Background Check in compliance with their identified POT status completed within VolunteerMatters or 4-H Online

7. Complete Youth Protection Trainings in compliance with their identified youth protection role 

All non-youth serving volunteers must be designated as a Level 1, Level 2, or Level 3 volunteer. Programs will decide what level their volunteer is and will seek a decision from Extension HR if it is not clear. Programs will use VolunteerMatters to onboard, approve, track and maintain their volunteers’ requirements below. Prior to being approved as an active volunteer,

Level 1 & 2 Volunteers require completion of: 

1. Identified Role Description 

2. Volunteering in Extension Video (every 2 years)

3. Liability & Risk Volunteering Video (every 2 years)

4. Signed Behavioral Expectation Form (every 2 years)

5. Signed Conditions of Volunteer Service Form (every 2 years)

Level 3 Volunteers require completion of: 

1. Level 1 & 2 volunteer requirements

2. Be designated a Position of Trust (POT) status based on role and responsibilities

3. Criminal Background Check in compliance with their identified POT status 

1. Area Extension Directors in consultation with educators and program managers, manage suspensions and dismissals for county-based programs.

2. Program Managers manage suspension and dismissals for statewide programs.

3. Volunteers can be suspended or dismissed from service in Extension and its programs for any reason that falls outside of the protected bases identified by the University of Wisconsin-Madison.

4. All dismissals must be approved by the Dean of Extension. Dismissal recommendations are made to the Dean of Extension by the Extension Human Resources office in consultation with the volunteer’s manager, Area Extension Director (when applicable), and Program Manager. 

5. All dismissals and suspensions must be communicated in writing to the individual who is being suspended or dismissed. A copy of the communication must be provided to Extension HR and the UW-Madison, Office of Human Resources, Volunteer Manager. 

6. Volunteers do not have the right to appeal a suspension or dismissal for any reason other than a concern about discrimination on the protected bases identified by the University of Wisconsin-Madison. 

7. Reinstatement requests for dismissed volunteers will not be considered under any circumstances for a minimum of two years following the dismissal. Dismissed volunteers interested in reinstatement must complete and submit a Reinstatement Request Form, to be reviewed and approved by the Area Extension Director for county-based programming or State Program Manager for statewide programs. 

   1. Volunteers who are dismissed for engaging in violence against Extension staff, volunteers, or program participants; committing a crime against a youth or engaging in acts of discrimination during volunteer service are not eligible for reinstatement as a volunteer in any Extension program. 

At times, a volunteer may choose to serve multiple Extension programs. Volunteers must have a distinct position description and distinct supervisor for each volunteer role they hold, even if it is in the same Institute or program (i.e. county 4-H volunteer also serves as a Health Coordinator for a state-wide 4-H program).

Volunteers carry their completed screenings and trainings into each of their roles, including the ability to transfer credentials (screenings and trainings) between 4-H Online and VolunteerMatters systems. Transfer of credentials from 4-H Online and VolunteerMatters will be supported by the UW-Madison, Office of Human Resources Volunteer Manager. 

Staff should not be a volunteer for an Extension program within a similar scope of work; instead, they should remain in employee status for the program. Depending on the situation, a supervisor may approve the staff to volunteer in a county or program if they do not manage that program, and it does not align with their scope of work. Supervisors are responsible for elevating situations to the Institute Director and Extension HR where it may be appropriate for staff to volunteer within their program area.