California 4-H Policy Handbook: SECTION 300

The 4-H Youth Development Program (4-H YDP) provides knowledge and expertise that helps youth develop into responsible, self-directed, and productive members of the global society. The objectives are to improve the well being of youth, their families, and community by extending research-based, non-formal experiential education to those adults and organizations who provide direct service to youth education and development.

301.2 Guiding Principles

The following principles guide the 4-H YDP.

4-H YDP staff sets the educational standards used in the development of the 4-H YDP.
Programs and activities must be developmentally appropriate for specific age groups and foster interaction between youth and adults.
Youth and volunteers should be active participants in the design, implementation, and evaluation of programs.
Programs and activities will provide opportunities for developing and enhancing life skills and be consistent with 4-H YDP core values.
All participants have the right to be accepted, respected, and appreciated by others.
All participants have the right to equal access to information and activities.
Partnerships will be developed to enhance program effectiveness and efficiency and increase access to research information.
Volunteers will be recruited, trained, supported, and recognized.
Programs and activities will be evaluated. See Appendix D: Project and Activity Evaluation Checklist.

301.3 Core Values

4-H YDP adheres to the core values of the University of California. 4-H YDP core values require that programs be:

Responsive to California's youth and families;
Inclusive and diverse;
Innovative and adaptable;
Accountable for actions and resources;
Collaborative and team focused;
Honest, fair, and equitable;
Respectful for the health and well being of people, animals, and the environment; and
Evaluated regularly and adjusted as needed to maintain effectiveness.

302 Authorizing Legislation for the 4-H Youth Development Program

The delivery of Cooperative Extension programs is a partnership of federal, state, and county governments. The Smith-Lever Act of 1914, as amended, provides appropriation guidelines and specific functions for extension programs, including youth development work through the 4-H YDP.

The board of supervisors within each cooperating county is an important partner in extension programs, including the 4-H YDP. In most cases, responsibilities are outlined in an agreement or Memorandum of Understanding (MOU) with the University of California. Generally, the MOU authorizes the University to operate a Cooperative Extension program within the county and authorizes the county to fund the operation of a Cooperative Extension office, including supplies, maintenance, secretarial, or program assistance and support. The county director is the liaison between the University of California and the county board of supervisors.

303 Use of the 4-H Name and Emblem

Use of the 4-H name and emblem is governed by congressional action and supplemental administrative policy. Nationwide, the United States Department of Agriculture governs the use of the 4-H name and emblem. In California, this authority resides with the Vice President- Division of Agriculture and Natural Resources, who is also the statewide director of Cooperative Extension. The Vice President, in turn, delegates this authority to the regional directors or the statewide 4-H YDP director, as appropriate.

Use of the 4-H name and emblem within a county is subject to approval by the county director. Use on a multi-county or state basis shall be approved by the statewide 4-H YDP director in consultation with the appropriate regional and county director(s). In all instances, such use shall conform to state and national policy and be for the furtherance of the educational goals of the 4-H YDP rather than for the benefit of private individuals, donors, or others. See Appendix A: 4-H Name & Emblem Guidelines, May 1999.

304 Program Year

The 4-H YDP year begins on July l and ends the following June 30. Counties can adjust their individual calendar year to meet programmatic needs, as long as state and national deadlines are observed.

305 Enrollment

The collection of statewide enrollment data is managed in the Office of the Associate Vice President-Programs. Each county Cooperative Extension office is responsible for conducting proper enrollment procedures. Enrollment data provides a record of participation and shall be used to report program participation to ANR and USDA. Enrollment data may also be used in the evaluation of the 4-H YDP. Enrollment procedures vary depending on delivery mode and program category.

305.1 Enrollment Procedures

All 4-H members must annually complete enrollment forms or be listed on group enrollment forms. Data from these forms are incorporated into the 4-H computerized enrollment system. The member's parent or guardian must sign enrollment forms.

Each county must report enrollment annually to the Associate Vice President-Programs. County Cooperative Extension offices are responsible for maintaining enrollment data on all participants.CAL4-H is the statewide reporting software for the 4-H YDP. CAL4-H is used to report all participation in a 4-H program delivery mode or category.

305.2 Record Retention

All 4-H records must be kept for five years from the date of issue.

306 Fees for Membership

306.1 Statewide Fees

The statewide 4-H YDP director annually reviews and sets the statewide 4-H YDP fees for youth and adult participation. These fees cover accident/illness insurance and other program and curriculum costs for youth, and accident/illness insurance and liability pool insurance for volunteers.

All 4-H members and volunteers must be covered by the California 4-H accident/illness insurance despite other coverage individuals may have. The only exceptions to this policy are outlined in Section 306.2.

All 4-H participants who receive 4-H accident/illness insurance must pay all other program fees.

All individually enrolled 4-H participants must pay accident/illness insurance and program fees. Group enrollees may pay accident/illness insurance and program fees. 4-H accident/illness insurance provided under University liability coverage cannot be used to insure youth or staff participants in other programs.

306.2 Statewide Fee Exceptions

Certain collaborative 4-H activities may be exempt from 4-H accident/illness insurance and program fees. In these cases, youth must be participating in a 4-H program that takes place in a public or private school or other agency program that is supervised by school or agency staff, and the youth are covered by the school or agency insurance policy.

Insurance should be discussed with the appropriate school or agency personnel prior to any 4-H YDP collaboration. When appropriate, county 4-H YDP staff should send a letter to the school or agency concerned, explaining that the 4-H accident/illness insurance policy does not cover youth for which the school or agency is responsible.

Participants in this type of collaboration should be reported as group enrollees in the CAL4-H enrollment system. Youth participating under this arrangement cannot participate in other 4-H activities or events unless they pay the accident/illness insurance and program fees and enroll as individual 4-H members.

Certain one-time events and activities or programs that do not exceed six hours of instruction or involvement may also be exempt from 4-H accident/illness insurance and program fees. In these cases, participants should be reported as group enrollees and cannot participate in other 4-H activities or events unless they pay the accident/illness and program fees. See Section 307: Program Delivery.

306.3 County Fees

Counties may charge 4-H members and volunteer's fees to recover costs such as the additional premiums for accident/illness insurance coverage, the cost of 4-H publications, and newsletter subscriptions. An accounting of the funds collected must be available for public review. These fees are based on the cost of providing these services. See ANR Administrative Handbook, Section 205.

306.4 Other Program Costs

For certain events, activities, or projects, the member may be responsible for additional costs to cover supplies, services, or materials. These additional costs must not exceed the amount (or estimate thereof) needed to cover specific program costs. Some examples are the costs of project work and participation at camps, field trips, fairs, and competitive events. Volunteers will receipt and account for all funds collected for these events. See Section 603.

306.5 Volunteer or Member Services

4-H volunteers or members cannot charge for the services or lessons they provide as a 4-H volunteer or junior/teen leader.

307 Program Delivery

4-H educational programs and services are organized through a variety of delivery modes and are categorized and reported according to the degree of University and 4-H involvement.

307.1 Program Categories

The following program categories are used to define the level of University and 4-H involvement in delivering educational programs and activities.

307.1 A University/4-H Sponsored

The educational content and delivery are provided entirely by the 4-H YDP. Any delivery mode or program unit can be included in this category. Data is collected on all participants and is reported as individual enrollment. In most cases, participants pay program and insurance fees.

307.1B Collaboration with other Agencies

TheUniversity and the 4-H YDP cooperate with other youth development agencies. Any delivery mode or program unit can be included in this category. Data is collected on all participants and can be reported as group enrollment. The participant pays program and insurance fees if the participants are not covered by another agency's liability and insurance or the program or activity extends beyond six hours of instruction or involvement.

307.1C Consultation with other Agencies and Professionals

This category includes all advice, training, and resources given to personnel of other youth development agencies. In this category it is assumed that the benefit of University/4-H involvement is indirect. Therefore, data may be collected and documented through a brief narrative and demographic report in the ANR CASA system or reported in the CAL4-H enrollment system through the M or N Delivery Modes. No program or accident/illness insurance fees are collected for indirect-benefit participants.

307.2 Program Delivery Modes

4-H YDP experiences and activities can be organized and delivered according to any of the following delivery modes.

307.2 A Organized 4-H Clubs/Units

These units must be chartered, adopt the 4-H statewide unit constitution, develop bylaws subject to the approval of the county 4-H YDP staff and county VMO, and have volunteer supervision. 4-H units conduct a planned program through all or several months of the year. They have meetings and may develop additional sets of rules beyond bylaws to govern the unit, when approved by the membership. Rules must conform to 4-H YDP policies and be approved by county 4-H YDP staff.

307.2 B Special Interest, Short-Term, or Day Camps

These delivery groups are usually short-term and consist of members organized to work on one project or subject matter area, which is not part of a school curriculum. They have an informal structure and do not elect officers or plan long-term projects. Special interest groups meet for a specific learning experience involving one or more sessions with direct teaching by 4-H YDP staff, volunteers, or teachers.

307.2 C Overnight Camps

This delivery is a group experience that includes the youth participant being away from home at least one night in a resident, primitive, or travel camping experience. Overnight camps are not restricted to members of organized 4-H clubs. Overnight camps have a clear educational or youth development purpose and meet the curriculum criteria. See Appendix D: Project and Activity Evaluation Checklist.

307.2 D School Enrichment

These programs are coordinated with school personnel and use selected 4-H learning materials as part of the school curriculum during school hours. They may involve one or more sessions and should involve teaching and/or other activities led by 4-H YDP staff, volunteers, and teachers.

307.2 E Individual Study, Mentoring, or Family Learning

This delivery mode includes individual youth who live in remote areas or prefer to work alone on a 4-H project experience. Mentoring activities include individual youth and adults working closely on a specialized project or activity that is not associated with a 4-H unit experience. Family learning includes an organized curriculum or experience that is delivered by parents to only their children and family members.

307.2 F School-age Child Care Education

This delivery mode is to report organized 4-H YD curriculum and programs delivered to youth enrolled in school-age child care programs. It may include one or more sessions and should involve teaching or other activities led by 4-H YDP staff, volunteers, or school-age child care staff. 4-H clubs in school-age child care settings should be reported under organized 4-H clubs/units.

307.2 G Instructional TV/Video Programs

This delivery reports youth offered learning experiences through 4-H, via broadcast or closed circuit television, including satellite transmission or video replays of such series.

308 Youth Participation in 4-H Programs

308.1 Diversity

The California 4-H YDP is open to all residents of California irrespective of the participants' race, religion, color, national origin, sex, physical or mental disability, marital status, sexual orientation, age, veterans' status, medical condition (cancer-related), or citizenship. The Division of Agriculture and Natural Resources is committed to increasing diversity in employment of staff and the development of programs. Specifically, the 4-H YDP is committed to understanding, valuing, and increasing diversity among staff and participants. See Section 500: Affirmative Action/Nondiscrimination.

308.2 Membership Age Levels

There are different age levels of 4-H YDP participation and involvement. Youth are eligible to participate in 4-H if they meet the following criteria:

308.2 A Primary Member

Must be 5 years old or in kindergarten by January 1* of the program year. Primary members cannot enroll in large animal projects. Approved animal projects are dogs, rabbits, rats, cats, poultry, cavies, mice, embryology, entomology, marine science, pygmy goats and therapeutic animal projects. (*Youth enrolling or turning nine after January 1 must participate as a Primary Member until the end of the program year.)

308.2 B Junior, Intermediate and Senior Members

Must be 9 years old or in 4^th grade by January 1 of the program year and may continue in the program until the end of the calendar year in which they become 19 years of age.

308.2 C Home Schooled Members

Children are to enroll based on their chronological age, as of January 1.

308.2 D Special Needs Members

Participants who are older than nineteen may be enrolled in 4-H special education programs with the approval of the county 4-H YDP staff.

308.3 Youth Participation in Decision Making

The 4-H YDP emphasizes the governance of youth activities and decisions by the youth themselves. Designated senior members, 9^th grade and above, have decision-making powers and voting rights in VMO's and program advisory committees at the county, regional, and state levels.

308.4 Participation Policies

The following policies help define youth participation in the 4-H YDP.

308.4 A Completion of 4-H Enrollment Process

To participate in the 4-H club/unit program delivery mode, prospective 4-H members must complete the following:

Enrollment form signed by child and their parent or guardian.
Medical treatment form (required annually).
Agree to the terms of the code of conduct, photo release statement, and when appropriate, the animal release agreement and horse and pony project release form.
Pay accident/illness insurance and program fees.
Group enrollees may be required to complete any and all of the above requirements based on the specifics of their short-term participation.
All non-4-H club youth participating in one-day horse and pony or animal events must complete and sign the one-day release form. See Appendix H:Non-participant Horse and Pony Release form.

308.4 B Limiting Participation

County 4-H YDP staff, based on review of local resources, may limit the program's availability to certain age/grade levels. If participation is limited to certain age/grade levels the policy must be well publicized and equitably enforced.
4-H units may require enrollment deadlines or set maximum capacities that apply to participation in a specific program or event with the approval of the county 4-H YDP staff. See Section: 309, Adult Volunteer Participation.

308.4 C Multiple 4-H Delivery Mode Participation

A youth may participate in one or more 4-H projects or programs in any delivery mode. To participate in 4-H club/unit program activities, however, youth must complete the required enrollment forms, pay accident/illness insurance and program fees, and have the individual enrollment recorded by the county office.

308.4 D Member Enrollment Deadlines

A member may enroll in 4-H clubs/units, special interest short-term projects, afterschool programs, camps, etc., as an individual at anytime during the year. However, VMO's or units with the approval of 4-H YDP staff, may establish enrollment deadlines relative to participation in specific programs or events. Youth must enroll by their age/grade as of January 1 of the program year.

308.4 E County Residence

The county of residence is the primary county for 4-H enrollment. A 4-H member cannot be enrolled in two different counties at the same time. Any exceptions to this residence requirement must have prior approval from 4-H YDP staff in both counties or states affected.

308.4 F Transferring Membership

Members and volunteers transferring from one county to another are accepted and given full credit for their past documented 4-H YDP work and achievements. County 4-H YDP staff may require written verification. Volunteers transferring from another state must complete the California 4-H Volunteer Screening and Orientation process. See Section 310.

308.4 G Meeting Attendance

Attendance at local 4-H meetings and programs is designed to be a valuable learning experience for 4-H participants. Participation in any single 4-H activity should not be tied to participation in another; i.e., 100% attendance at club meetings should not be a requirement to attend summer camp. However, 100% attendance at camp counselor training meetings may be required of all camp counselors.

Attendance at local 4-H meetings is not a requirement for participation in international travel programs or any other state or nationally-sponsored events. The only consideration is whether the youth member meets the age requirement and the application deadline.

308.4 H Participation at Non 4-H Events

Exhibiting at the state fair or county fairs or other exhibition events may have certain entrance requirements separate from the 4-H YDP.

308.4 I Club and Project Completion Requirements

Completion requirements must be based on educational criteria and approved by county 4-H YDP staff. Notification of these requirements, if any, must be given to the enrollee at the time of enrollment.

308.4 J Uniform Requirements

There is no uniform requirement in the 4-H YDP; a uniform cannot be required for participation in any 4-H YDP sponsored activity, event, meeting or occasion. 4-H YDP staff will inform other sponsoring organizations that the 4-H YDP does not require uniforms.

308.4 K Married 4-H Members

Married youth are eligible to participate as 4-H members as long as they meet the age requirements. Marriage does not change eligibility for events or activities, or exempt members from program rules or code of conduct.

309 Adult Participation in 4-H Programs

There are many different levels where adults can volunteer their time and expertise to the 4-H YDP. Participation and involvement by adults is integral and beneficial to both the individual adult and to the youth they teach. In California, adults may participate in the 4-H YDP in a variety of ways including short-term interest groups, organized 4-H units, school enrichment programs, individual or family learning, camps, and after-school programs.

309.1 Parent/Guardian Involvement

Parent or guardian involvement cannot be required for youth to enroll in 4-H. However, the active support, cooperation, and involvement of parents or guardians is believed to increase the benefits to a member involved in the 4-H YDP experience.

309.2 Age Requirements for Volunteers

An individual must be 18 years or older to become a 4-H volunteer. A volunteer cannot simultaneously be a 4-H member. Depending upon the roles and responsibilities of a volunteer position, additional age restrictions can be applied. Chaperone duties may be assigned to volunteers upon approval of the county 4-H YDP staff. Chaperones must be 25 years or older. See Appendix C: Chaperone Code of Conduct.

310 Appointment of a 4-H Volunteer

4-H Youth Development Program Volunteers are appointed by the County Director. The decision to appoint or not appoint a volunteer (whether initially or upon renewal) rests with the County Director, in consultation with appropriate 4-H YDP staff. All appointments should be made with the best interest of the 4-H Youth Development Program and 4-H members as the primary criteria.

Applicants must satisfactorily complete the appointment process that includes:

Completing a volunteer application
Receiving fingerprint clearance initiated by UCCE Cooperative Extension and cleared by the California State Department of Justice.
Completing the official 4-H Volunteer Orientation.

Counties may have additional clearance procedures such as:

Interviews with 4-H YDP staff members
In-depth reference checks
Review of previous service within 4-H YDP

Volunteer appointments are reviewed and renewed on an annual basis. Volunteers must apply annually for reappointment by completing an application packet, including the required waivers and the confidential self-disclosure statement. If the services of the 4-H volunteer are no longer needed, the County Director, in consultation with the 4-H Youth Development Program staff, may elect not to renew the volunteer’s appointment.

Appointed volunteers are agents of the University of California, and as such, shall be entitled to protection under the University's general liability and automobile liability self-insurance programs for actions related to the conduct of their official 4-H activities and duties so long as:

Their appointment as a 4-H volunteer is current,
They conform with the policies and core values of the University of California 4-H Youth Development Program, and
They are performing within the course and scope of their 4-H volunteer responsibilities.

(See Appendix F: Risk Brochure.)

311 Volunteer Break in Service

4-H volunteers returning to the 4-H YDP after a year or more break in service must repeat the Volunteer appointment process, including a new fingerprint clearance.

312 Removing the Appointment of a 4-H Volunteer Code of Conduct for Youth and Adults

If a 4-H volunteer fails to meet county requirements, or is acting in a manner detrimental to the best interests of the 4-H Youth Development Program, or is in violation of:

The 4-H Code of Conduct Responsibilities and Rights,
UC or 4-H YDP policies and/or procedures,
Or 4-H YDP core values,

this person can be dismissed as a volunteer by the County Director ,the State 4-H YDP Director or Assistant is deemed that the services of the volunteer are no longer necessary.

While the removal of a volunteer appointment is being considered, the volunteer may be suspended by the County Director. In consultation with the 4-H YDP staff, the County Director (or State 4-H YDP Assistant Director, as appropriate) may determine for what period of time or from what activities the volunteer will be suspended.

312.1 Informal Review of Appointment

Informal efforts should be made to resolve the actions of the volunteer that are detrimental to the 4-H YDP. Such discussion shall include the County Director (or the State 4-H YDP Director or Assistant Director, as appropriate) and/or 4-H YDP staff, and the volunteer. The discussion shall include a review of the appropriate policy sections, the Code of Conduct/Responsibilities and Rights, the core values of the California 4-H Youth Development Program, a review of the volunteer’s actions and the steps necessary to regain compliance with policy or procedures.

312.2 Formal Review of Appointment

In cases where informal review was not successful or is not attempted due to the circumstances of the situation, the County Director (or State 4-H YDP Assistant Director, as appropriate) shall use the following steps:

Notify all appropriate parties of the formal review of the appointment.
Contact and involve the Regional Director and State Assistant 4-H YDP Director and other personnel, as needed.
Review all materials and correspondence generated in the informal review process (if available) in consultation with 4-H YDP staff to determine what other information is needed.
Provide the volunteer with the nature of the offense in writing and, if appropriate, the required corrective action. In these cases the volunteer shall be given 30 days to correct the infractions. If, after the 30-day period, the appropriate actions are not deemed satisfactory, the County Director will proceed to Step 7.
In some cases, the nature of the offense does not lend itself to corrective action. In these cases the volunteer shall be provided with the nature of the offense and planned dismissal action in writing. The volunteer shall be given 30 days to respond to the complaint. If the volunteer does not respond or the response does not remedy the situation, the County Director shall proceed to Step 7.
In some cases, the nature of the allegations (illegal or criminal) can eliminate Steps 2 through 4. The County Director will proceed to Step 7 and notify the appropriate legal authorities.
When Steps 2-4 have been executed or appropriate corrective action is not attempted, or due to the serious nature of the allegations, the volunteer shall be sent a formal letter of dismissal with a delivery confirmation to be returned to the sender.The Regional Director, State 4-H YDP Assistant Director, and other appropriate ANR personnel shall be copied on the dismissal letter.

If a complaint is against a 4-H Youth Development Program staff person, the complaint shall be made to the County Director. The County Director shall conduct an investigation. If not resolved, the complaint shall be submitted to the Regional Director. If the complaint is against the County Director, the Regional Director shall be notified and shall render a decision. If still unresolved, the Assistant or Associate Vice President, as appropriate, shall make the final decision. The State 4-H YDP Office shall be notified of complaints against staff.

313.3 Complaints Regarding Staff Members

Written complaints regarding a statewide policy or procedure should be sent to the State 4-H YDP Director or Assistant Director for review. If policy modifications are indicated, the State 4-H YDP Director or Assistant Director will forward the issue to the 4-H Statewide Policy Advisory Committee. If the complainant is not satisfied with the outcome, he/she may appeal the decision to the State 4-H YDP Director or Assistant Director for resolution.

313.4 Sexual Harassment/Civil Rights Complaints

4-H volunteer who believes that he or she experienced discrimination for impermissible reasons (e.g., sexual harassment, civil rights discriminations, or retaliation for making a sexual harassment or civil rights complaint) has recourse through the complaint processes within the University’s Division of Agriculture and Natural Resources and/or the United States Department of Agriculture (see Section 500: Affirmative Action/Nondiscrimination).




		"The University of California 4-H Youth Development Program Engages Youth in Reaching Their Fullest Potential while Advancing the Field of Youth Development."