Facility Use Agreements & Insurance for 4-H Units

Insurance

UC maintains a self-insurance program for general liability that protects all UC employees and agents while acting within the course and scope of UC business. Adult volunteers are UC agents when actively engaged in the course and scope of UC volunteer activities and thus are covered. Coverage is provided for the supervision of people and general supervision of UCCE sponsored programmatic activities. Please see the State 4-H policy regarding General Liability Insurance and Liability Insurance for Adult Volunteers and see the brochure Liability Insurance for ANR Formal Volunteers.

• 4-H Club Leaders and 4-H Project Leaders are responsible for maintaining a written record of all 4-H meetings, activities, functions, and events. This record will help ensure documentation of authorized 4-H activities. 

Facility Use Agreements

Per State 4-H policy, 4-H volunteer leaders cannot sign facility use agreements. Please see the State 4-H policy regarding License Agreements for Use of Facilities (FUA). County directors are the only county-based administrators authorized to execute license agreements. All FUA's should name 'The Regents of the University of California' as the Licensor.

Requesting a Facility Use Agreement and Certificate of Insurance

Many facilities require a signed facility use agreement and a copy of UC's certificate of insurance. To initiate processing, please provide the information requested below. Facility Use Agreements for 4-H meetings (Club, Projects, and others) must be submitted at least 30-days prior so all paperwork can be processed.

Health and Safety for Meeting Locations

The University of California and the California 4-H Youth Development Program is committed to achieving excellence in providing a healthy and safe program and working environment, and to support environmentally sound practices. Please see the State 4-H policy regarding Health and Safety.

• Adult volunteers are responsible for the safety of members during all meetings and activities.
• Adult volunteers must incorporate safety awareness in project meetings and demonstrate safe practices when showing members how to carry out their project work.
• Clover Safe: Food Safety at 4-H Club Meetings
• Clover Safe: Meeting Space Safety Checklist

Holding Meetings in Private Residences

When a 4-H meeting is held in a private residence, the host and guests each assume roles with responsibilities that contribute to productive, safe, and successful meeting outcomes.

• Facility Use Agreements are not typically needed for meetings held in private residences. However, if the homeowner wishes to complete an agreement, please see Attachment D: Preferred ANR Use Agreement. 
• Any incident resulting in property loss/damage and/or causalities (including property damage, theft, injuries to non-employees, and all auto accidents) must be reported with the Incident Report Form.
• Clover Safe: Holding and Attending 4-H Meetings in Private Residences
• A copy of your home insurance policy is also required (upload policy).

Questions

If you have any questions please contact the UCCE San Mateo/San Francisco Counties 4-H Youth Development Program at smsf4h@ucanr.edu.