Become a 4-H Volunteer

Step 2: Submit ID cards

• Submit a government issued ID, typically a Driver’s License.
• If you have one, submit an AZDPS Fingerprint Clearance Card and a signed AZDPS Authorization Form,. Instructions are available under Step 4: Background checks.

Step 3: Register as a Designated Campus Colleague

The Designated Campus Colleague (DCC) relationship is the legal agreement between the volunteer and the University of Arizona. The university provides guidelines and training.  Volunteers set up growth opportunities for youth.  4-H youth are encouraged to learn about themselves and their community.  These same youth do activities to develop the skills they need to create positive changes in their lives and communities.

The legal relationship says that volunteers will follow university guidelines and that the university will back the volunteer's efforts with guidance and legal support. Additionally, active DCC status provides access to university resources such as email, Google apps and Zoom.

How to become a DCC

1. Your local office enters your information into the University of Arizona Workforce database, UAccess.
2. Next, you will receive three separate emails from employeeselfservice@arizona.edu (two emails if you are a returning volunteer who already has a NetID).
   1. These emails have important information.
   2. Be sure to check your spam, junk and unwanted folders in your email.
3. We can help if you haven't received emails. Reach out to your local office and ask that the emails be sent out again (the emails expire after 30 days).
4. The emails from employeeselfservice@arizona.edu will guide you to:
   1. Set up your NetID, Password and 2-factor authentication.
   2. Enter your personal contact information and accept your Volunteer Agreement by entering your UAccess Account following these instructions.
5. Set up your university Microsoft Outlook account for email and calendar.
    

Step 4: Background checks

Why we do this: The safety of 4-H youth is the primary concern as the University of Arizona Cooperative Extension assigns volunteers to the program.  We require all 4-H regular volunteers to clear a fingerprint-based background check.  By requiring this clearance, we know that our 4-H youth are safe.  Parents and communities know that youth are safe in our program.  Volunteers know that their colleagues are united with them in the effort to keep youth safe. 

How you do this: The background check standard for Cooperative extension is a Name-Based Background Check (including a Motor Vehicle Record Check if driving is needed for your volunteer work), but we will accept an AZDPS Fingerprint Clearance Card. 

Individual with a valid AZDPS Fingerprint Clearance Card

• If you already have a current and valid Arizona Department of Public Safety Level One Background check card (AZPDPS Fingerprint Clearance Card) we will accept it and use this instead of processing a Name-based Background Check.
• Please provide your AZPDPS Fingerprint Clearance Card so that we can photocopy it and complete the AZDPS Authorization Form (allows us to check for current/ valid standing of their clearance).

Individual without a valid AZDPS Fingerprint Clearance Card

• If you do not already have a current and valid Arizona Department of Public Safety Level One Background check card (DPS card), we will request a Name-based Background Check.
• After you have set up your NetID, provided your personal information, and accepted your volunteer agreement you will begin the Name-based Background Check:
  • You will receive an email from “ApplicationStation” (applicationstation@truescreen.com) where you will be prompted to go to their website and create an account.  After creating your account, you will be asked to login again. Once logged in, follow the online instructions on the ApplicationStation Web Site, which will guide you through the process so that they can run your Name-based Background Check.
  • After you have cleared the Name-based Background Check, you will receive an email notification. Please forward the clearance notice to your 4-H Coordinator.
     

Do not proceed to the next steps until you have cleared the Name-based Background Check or provided a current and valid AZDPS Fingerprint Clearance Card.

Step 5: Create a ZSuite profile

ZSuite allows leaders to track their own records, track membership of the club, send emails to club members and the parents of club members, monitor project status, and view project books.  Trainings for such things as equine helmet safety are available in ZSuite.  County staff maintain records of volunteer credentials in this database.  Youth can enter information and generate project books in this database.

• Create your profile on ZSuites.
• Visit the help document center to learn more about ZSuites.
   

Step 6: Complete the Preventing Harassment & Discrimination Training

This training helps maintain equitable and legally mandated opportunities for all residents of Arizona by helping volunteers, staff, and students learn:

• How to recognize behaviors such as implicit bias, discrimination and harassment, including sexual harassment, sexual violence, relationship violence, gender discrimination, and stalking.
• Skills for encouraging respect and civility in the workplace, creating positive and productive workplaces and building positive organizational culture.

All members of the university community are expected to complete this training every two years. more information is available on the training landing page. Changing duties may require volunteer, staff, or student to complete the training more frequently. More information is available on the training landing page. 

There are two possible scenarios your training will fall into (your county coordinator will let you know which scenario you have been assigned to):

1. The first scenario requires NetID to log into EDGE. To complete the training.
   1. Log into EDGE (the University of Arizona employee Training app) using your NetID, password, and NetID. Get an overview of the process by looking at EDGE user instructions.
   2. After completing the training, print and/ or save as a pdf and email to your county coordinator.
2. The second scenario is through ZSuites, possibly at an orientation. 

University of Arizona Office of Institutional Equity Policies and Procedures.
 

Step 7: Complete Youth Safety Training (Child Abuse Prevention and Reporting Certification)

As part of the effort to provide appropriate environments for all youth in our programs, The University of Arizona provides a training on Youth Safety.  This training explains Arizona laws that cover abuse and neglect.  It sets out the signs that would tell you that a youth is at risk of abuse or neglect, as well as signs that another adult is grooming a youth for an inappropriate relationship.  It also includes best practices for helping an endangered youth, and explains the legal responsibilities for 4-H leaders who discover any of these signs. More information about the training is available from University Compliance.

The 4-H orientation helps volunteers understand the guiding principles of the 4-H program, positive youth development, and the expectations for leaders engaged in the program.  The full orientation required by the Western Region 4-H Program is currently under revision.  When available, it will be accessible through ZSuite to all volunteers and parents.

• This training requires NetID and NetID+.
• Every volunteer and staff person should complete Youth Safety training (Child Abuse Prevention and Reporting Certification) every year to make sure they have the most current information on the Arizona law, The University of Arizona regulations, and best practices.
• There are two possible scenarios your training will fall into (your county coordinator will let you know which scenario you have been assigned to):
  1. The first scenario requires NetID to log into EDGE. To complete the training:
     1. Log into EDGE (the University of Arizona employee Training app) using your NetID, password, and NetID. Get an overview of the process by looking at EDGE user instructions.
     2. After completing the training, print and/ or save as a pdf and email to your county coordinator.
  2. The second scenario is through ZSuites, possibly at an orientation. 

Cooperative Extension requires an additional step in the reporting process as outlined in the training.  If a volunteer recognizes signs of abuse, neglect, or grooming, the information should be reported to local law enforcement (city, county, or tribal) as well as to their county office and the University of Arizona Youth Safety office.  

University of Arizona Office of Youth Protection Policies and Procedures.
 

Step 8: Complete 4-H Orientation

The 4-H orientation helps volunteers understand the guiding principles of the 4-H program, positive youth development, and the expectations for leaders engaged in the program.  The full orientation required by the Western Region 4-H Program is currently under revision.  When available, it will be accessible through ZSuite to all volunteers and parents.

At this time, an overview of the 4-H program is available in ZSuite in the Clover Academy. 

• Create your profile on ZSuites.
• Visit the help document center to learn more about ZSuites.