TEXAS 4-H AND YOUTH DEVELOPMENT MANGEMENT GUIDE

Risk Management

4-H ROAD TO SUCESS SECTIONS
SECTION NAME	TOPICS COVERED
Equipping for the Journey	Management Overview
Plotting the Course	Program Development
Putting it in Drive	Membership Units
Driver's Education for Volunteers	Volunteer Development
Dips, Speed Bumps, & Detours	Risk Management
Taking the HOV Lane	Collaboration
Exploring New Road Maps	Curriculum
Taking the Toll Road	Resource Development
The Scenic Route	Diversity
Using the High Beams	Recognition
Reaching Your Destination	Interpretation

PAGE LINKS:
County Organization Structure
Annual Planning Tools for the Overall 4-H Program
4-H Club Charters
4-H Enrollment Process

PROGRAM DEVELOPMENT SUPPORT MATERIALS
Stages of Growth and Development
Teaching Techniques
Online Fact Sheet: Ages & Stages of Youth Development (Ohio State University)
Ages & Stages of Youth Development related to Charcter (University of Illinois Extension)
Animated Online Training Site - Ages & Stages (University of Massachusetts Extension)

4-H & YOUTH DEVELOPMENT COMMITTEE

The suggested county 4-H organizational structure is the 4-H and Youth Development Committee. This committee may also include task forces that reflect needs of the youth and volunteers in the county, along with programming initiatives and resources available.

The 4-H and Youth Development Committee, which has the overall responsibility of managing the 4-H program in each county, is a program area committee of the Extension Program Council. Committee membership should reflect racial, ethnic and geographic diversity of the county. If the committee or a task force conducts the Expansion and Review Process, it must include 1/3 youth, 1/3 community-at-large, and must reflect the racial and ethnic make up of the county. The remaining 1/3 can come from community leaders, base program supporters or any person interested in the 4-H and Youth Development program.

The 4-H and Youth Development Committee functions with established officers and prescribed term limits. County Extension Program Council bylaws and the “Texas AgriLife Extension Service Resources for Program Development” notebook should be consulted for additional details in this area.

Examples of possible county 4-H organizational structures

Roles and Responsibilities of the 4-H and Youth Development Committee

• Plans and coordinates the total county 4-H and Youth Development program.
• Involves local planning groups and community leaders in reviewing critical issues and determining long-range goals and annual plans.
• Reviews and expands the 4-H program according to affirmative action guidelines.
• Is responsible for a comprehensive 4-H curriculum plan, educational experiences and special events for youth in the county.
• Equips and empowers youth and adult volunteers.
• Develops and manages public and private resources sufficient to conduct a total youth development program.
• Involves new and experienced volunteers in assessing needs, targeting new audiences and implementing and evaluating programs.
• Manages risks to resolve conflict, ensure safety, assure equal access and fair treatment.
• Interprets county 4-H rules and guidelines.
• Interprets the 4-H and Youth Development Program to all stakeholders.
• Recognizes youth and adults based on the National 4-H Recognition model.
• Maintains relationship with the County Extension Program Council and contributes to the long-range county program plan.

The committee has the option of creating task forces to assume responsibility of one or more of these areas or assuming responsibility as an overall committee.

Resources and Implementation

4-H and Youth Development Committee Resources include:

• County Strategic Plan
• County Profile and Demographics
• Current TCFF Action Plan
• 4-H Outcome Plan
• 4-H Output Plans
• County 4-H Rules and Guidelines
• County 4-H Budget
• Volunteer Job Descriptions
• ES-237 Report

Committee Orientation

Because of the responsibilities of the 4-H and Youth Development Committee, orientation of volunteers is vital for a successful committee. Following are topics for orientation and agenda items.

Proposed orientation items

• County profile and demographics
• TCFF and 4-H Outcome Plan sections related to youth development issues
• County Strategic Plan
• Affirmative Action Plan and maps
• Summary of 4-H data for current year and the past 2 years

Meeting Agenda Items

• Welcome/Introductions
• Annual report on the county 4-H program, including review of current membership
• Financial review report
• Evaluate progress toward goals identified in strategic plan
• Interpret 4-H youth development program to Extension Program Council and other decision makers
• Review county 4-H rules and guidelines
• Set priorities for year
• Approve county 4-H budget
• Implement county, state and national campaigns, issues or programs (e.g., National 4-H Week, 4-H Friends & Alumni Association)
• Recognize members who have completed their term on the committee
• Target geographic areas of the county for expansion

Recruitment of Committee Members
Committee members need to accurately represent all areas of the county, vary in age and sex, and be from a variety of socioeconomic and racial/ethnic backgrounds. Following are suggested ideas for recruiting potential volunteers:

• Nominations from present committee members
• Curriculum enrichment project volunteers
• School personnel
• Special interest project volunteers
• Community leaders
• Institutions of higher learning
• Elected officials
• 4-H donors and contributors
• 4-H alumni
• Civic, service or religious organizations

County 4-H Council

Purpose: To provide an opportunity for youth to develop citizenship, leadership and life skill competencies by becoming involved in county, district, state, national and international activities.

Youth Representing Youth

1. Youth represent youth.
2. Youth help make decisions.
3. Youth work through committees.

Council Delegates represent the interests of members:

• From 4-H clubs to County 4-H Council
• From County 4-H Council to District 4-H Council
• On joint committees with County 4-H Leaders Association
• On the 4-H and Youth Development Committee

Youth Helping Youth

1. Youth help youth.
2. Youth work together.
3. Youth make friends.

Experienced council delegates are available to:

• Train officers.
• Share program ideas and experiences.
• Explain basic 4-H ideas.
• Explain 4-H programs and events.
• Demonstrate skills and procedures in managing 4-H clubs and projects.
• Invite, welcome and encourage members.

Youth Learning

1. Youth develop citizenship skills.
2. Youth accept responsibility.
3. Youth solve problems.

Council delegates gain knowledge and skills in:

• Democratic parliamentary procedures.
• Working cooperatively in groups.
• Personal relations with others.
• Representing the interests of others.
• Solving problems.
• Accepting responsibility.

Youth Volunteering their Services

1. Youth promote the 4-H program.
2. Youth raise funds.
3. Youth help others.

Council delegates volunteer time and effort to:

• Explain and promote the 4-H program.
• Help raise funds to support program activities.
• Conduct 4-H activities.
• Help others.

Possible Activities For a County 4-H Council

• Training session for 4-H club officers
• Planning workshop for local 4-H club program
• Fund-raising projects
• Social and recreational events such as parties, outings, dances, etc.
• Community service project such as a clean-up day
• Radio tapes, window displays, posters for National 4-H Week, etc.
• Speaker program-council delegates nominate speaker
• Recognition program for adult leaders
• Sponsor and coordinate recreational tournaments such as bowling, basketball and softball
• Pen pal program with 4-H club or organization in another county
• Human service project such as assistance to senior citizens at a nursing home or to children in orphanage
• Collection of toys for distribution to needy children at Christmas
• Issue and answers program with local elected officials
• Conduct 4-H interpretation event for local decision makers
  

County 4-H Parent/Leaders' Association

Purpose: The County 4-H Parent/Leaders’ Association is composed of volunteer 4-H leaders who meet and work together to improve and enhanceopportunities available to 4-H members. These volunteer leaders:

• Are dedicated to the well-being and development of youth.
• Assume direct responsibilities in working with youth.
• Believe in a helping relationship between youth and adults.
• Seek to improve their own abilities in working with youth.

Any interested volunteer 4-H leader may belong to the association. All 4-H leaders within the county are invited to association meetings.

The County 4-H Parent/Leaders' Association serves volunteer 4-H leaders. Leaders exchange ideas, discuss mutual concerns and help each other. Association meetings provide leaders with information about 4-H and working with youth. It is a time of learning, sharing and fellowship.

The County 4-H Parent/Leaders' Association develops and supports volunteer 4-H leaders in their roles with 4-H clubs, members and activities. The association recognizes three important ideas:

• The primary business of 4-H is the needs of youth.
• Volunteer 4-H leaders play a key role in the system of helping 4-H youth.
• Adults who volunteer their time and talents to work with the 4-H program warrant the encouragement and support of an organized group of peers.

Many adults who volunteer to work within 4-H need training in such areas as:

• Their specific role as a leader.
• How to work with youth.
• Specific subject matter knowledge..
• The 4-H program including background, activities, rules and procedures.
• Current concerns, events and opinions in the lives of youth.

Responsibilities:
1. Identify leader training needs. Leaders should identify their own training needs. The association helps collect and summarize opinions of leaders about training programs based on topics identified by volunteer leaders.

2. Help conduct leader training. Many adult volunteer leaders are able to conduct leader training sessions. The association should identify leaders who can help conduct training and coordinate schedules, arrangements and topics with the county Extension staff.

3. Promote idea exchange and mutual support. Leaders have useful ideas and experiences that can be shared to help other leaders. Leaders can help each other by individual visits and direct assistance. The association arranges opportunities for leaders to exchange ideas and help.

4. Cooperate with other 4-H organizations. Developing and conducting the county 4-H program is a team effort. The association is part of the team along with the County 4-H Council, 4-H and Youth Development Committee and the Extension staff. The association cooperates with the other county 4-H organizations to support a teamwork approach to the county 4-H program.

5. Help explain 4-H to the public. The association helps explain 4-H through its contacts with mass media, donors and elected officials. Leaders take advantage of personal contacts to explain the 4-H program.

6. Help develop program resources. The 4-H program requires certain resources to be effective. The leaders’ association helps 4-H clubs locate resources needed for their program. The leaders’ association, in cooperation with other county 4-H organizations, also helps develop program resources for the county 4-H program.

7. Involve leaders in 4-H activities. 4-H leaders are among those most often involved in 4-H activities. The association helps leaders become involved in 4-H activities of their choice. Since 4-H depends on the help leaders provide, the association recruits leaders to work on various 4-H activities.

8. Recognize leader accomplishments. The noteworthy accomplishments of 4-H leaders are many. The association sponsors, encourages and makes efforts to recognize leaders for their service and achievements.

4-H Booster Group
4-H Booster Groups are typically structured to provide financial resource support for 4-H activities and programs. These groups typically work together to coordinate fund-raising efforts with designated projects/programs in mind to support. Booster Groups, as with all groups raising money in the name of 4-H, must be Chartered annually to use the Clover in fund raising efforts.

4-H Ambassadors
For a very long time 4-H professionals have recognized that capable, older 4-H members are the program’s best spokespersons. Nothing sells 4-H better than 4-H members doing excellent 4-H work where the public and key people can see, hear and examine what 4-H’ers are doing.

The 4-H Ambassador Program formalizes this process. It helps 4-H’ers improve their ability to tell the 4-H story and it helps bring 4-H members and key audiences together.

Need for the Program
Forty years ago, the target audience for 4-H was rural youth. Key leaders in rural America knew about and supported 4-H. It was relatively easy for rural youth f the target audience to learn about and join 4-H.

Since then, there have been key changes:

• A large sector of 4-H's audience comes from urban America.
• There has been increased emphasis on serving minority audiences.
• Key community leaders have commonly heard about 4-H but really don't know 4-H.
• 4-H's mission has become youth development oriented.
• 4-H's program is based on youth issues.
• Youth development has become a national priority.
• There is a genuine challenge to receive public funding for 4-H.
• There have been serious questions asked about 4-H's relevance in serving contemporary youth needs.

4-H's response to these changes has been slow and in many cases inadequate. 4-H has tended to report participation and individual achievement, which is of interest to the 4-H community. A good job has not been done of reporting impact on the community, which is of interest to key leaders and elected officials.

4-H is the largest youth serving program and organization in the nation and success in leadership and citizenship development have been documented. However, the entire story has yet to be told effectively.

Purpose
The Texas 4-H Ambassador Program was started to convey a clear and accurate image of the Texas 4-H and Youth Development Program. More specifically, the purpose of a 4-H Ambassador program is to:

Tell and show key audiences:

• what the 4-H and Youth Development Program is
• whom it impacts so that these audiences will understand the effect 4-H is having in the lives of young people
• how the 4-H Program is addressing key youth issues in the community and state.

A secondary purpose of the program is to:

• Develop leadership and communication skills among 4-H’ers selected to make Ambassador presentations.
• Make families and youth more aware of 4-H and the benefits it offers.
• Inform elected officials about and involve them in the 4-H program.
• Inform current and potential donors about 4-H and provide the opportunity for them to support program efforts of interest to them.
• Improve the 4-H Ambassador team’s presentation and public relations skills.
• Change or improve the 4-H image among selected audiences through program efforts such as community service and increased exposure in mass media.
• Help new 4-H members and families understand the 4-H program, become aware of 4-H opportunities and develop personal 4-H goals.

Each county program should be tailored to its own needs, resources and preferences. Four organizational choices are offered:

1. Direct: Counties recruit and train a selected number of 4-H’ers who immediately become the 4-H Ambassador Team.
2. Two-phase: Selected 4-H members first undergo a leadership/presentation training program. Team members are selected from those who successfully complete the training.
3. Two-tier: Younger 4-H members are selected as team members but serve their first year in an apprentice status. The second year they advance to full Ambassador status, or a county may choose to have a Junior 4-H Ambassador Program and senior-age 4-H Ambassador Program.
4. 4-H Council: Selected 4-H’ers from an existing 4-H Council are trained and then assigned to make specific presentations or help with specific activities on an ad hoc basis.

It is up to each county to determine its own:

• Objectives
• Organizational structure
• Training program(s)
• Financing
• Dress/uniform
• Specific activities

Suggested Activities
As a county plans its own 4-H Ambassador Program, specific activities must be selected. A listing of categories is provided to help counties plan.

• Promotion: selling an event or program.
• Reporting: telling the 4-H story.
• Selling: raising money, promoting an idea or event.
• Assisting: helping with activities.
• Recruiting: finding and "selling" potential members, leaders and donor on the 4-H program.
• Service: helping others in worthwhile activities.

The following are necessary to make the 4-H Ambassador Team effective. First, youth must be trained on how to present, how to represent, how to serve as an Ambassador. Next, the Ambassadors need guidance in planning their strategies for getting their positive message about 4-H out to key stakeholders and potential members. Last, they need team centered activities such as regularly scheduled meetings, officer elections, and recognition for their group to bring value to their efforts.

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ANNUAL PLANNING TOOLS FOR 4-H CLUBS

Planning is the key to successful 4-H club meetings and experiences. When youth are asked why they like to be involved in 4-H, consistently they answer "because it's fun!" In order for clubs to be successful in getting youth to participate, they must keep the meetings and activities fun for youth but also educational! Through advanced planning we can address both of these needs!

What is an annual 4-H club plan? It is an outline of events and activities for the full 4-H year. The annual 4-H club plan is also a great tool that helps to organize the club and involve all members in meaningful roles. The annual 4-H club plan usually consists of:

1. Regular monthly meetings at the same scheduled time each month.
2. Educational tours and guest speakers.
3. Recreational activities for each meeting and special events as desired.
4. At least one community service project.
5. Two or three projects running from two months in length to a full year.
6. One or two 4-H activities that support project work – livestock judging, share-the-fun, etc.
7. A fund-raising activity.
8. Participation in county, district or state activities and events that interest club members and relate to project work.
9. At least one 4-H educational presentation opportunity for each member.
10. At least one 4-H exhibit opportunity for each member.
11. A club achievement activity.
12. 4-H promotion and recruitment during National 4-H Week.
13. Scheduled planning for the next year.

For individual events and activities, include as much pre-planning as possible. Specific details to consider are: dates and places of meetings and activities, and names of persons responsible for various aspects of meetings and activities.

Planning Major Meeting Events A Year In Advance

Major parts of 4-H club meeting agendas should be planned one year in advance. This is done by the executive committee and club manager(s), making outlines of club meetings with member assignments using the Annual 4-H Club Annual Planning Form. There are several reasons for doing this:

• The Annual 4-H Club Annual Planning Form can serve as a checklist to see that every member has a part during a 4-H club meeting during the year and that the opportunities are not restricted to only a few members.
• An annual plan of agendas makes each monthly meeting easier to implement.
• It provides a tool for 4-H officers to take more of the leadership responsibility for the club. A 4-H club president will not need as much guidance in planning each meeting if yearly planning is done.
• It reduces planning time and meetings during the year.
• If the information is put in the club yearbook, members and families have time for special preparations.

Remember, a club program is a plan and, therefore, is flexible. It is intended for use as a guide and as such should be amended as needed. When the program plan is completed, make sure each member receives a copy, and also send one copy to the county Extension office. At the end of the year, the club program can be used to evaluate the progress made during the year and to make decisions about what to do next year. Time spent on planning is well spent. Begin now to get your club on the right track.

Methods Of Program Planning

• Volunteer Only Program Planning – It is possible for the leader to sit down and develop a club program to be presented to the club. This may be the quickest way to develop a club program, but planning a program without involving the club tends to diminish member participation in activities planned.
• Whole-Club Program Planning – A meeting may be set aside for development of a club program. Prior to the meeting members, parents and leaders should be provided with information outlining the options available. All members, parents and leaders have an equal opportunity to express their needs and interests and to play a part in developing the club program. This is likely to increase participation in and responsibility for activities planned. This method can take a great deal of time, particularly if the club involved has a large number of members. It may be difficult to pare down ideas and come up with a realistic club program.
• Executive Committee Program Planning – This method takes the best of the other two methods and combines them. It involves using committees to brainstorm ideas and come up with recommended projects and activities. The executive committee (officers, club managers) assumes major responsibility with input from club standing committees (program, recreation, membership, community service, citizenship, etc.)

The recommendation is that clubs utilize the third option -- Executive Committee Program Planning -- to develop their Annual 4-H Club Plan. Participating in the committee process helps develop leadership skills, interest and responsibility for the program among members. It puts final responsibility for the program in the hands of the members but is more efficient than using the whole club to develop preliminary plans.

Resources for Program Planning

Before the executive committee meets to begin the annual program planning process, there are several things that can be done to make the planning go more smoothly. Listed below are items/information to secure prior to working on the annual plan.

1. County calendar of 4-H events and activities.
2. Dates of volunteer leader educational programs.
3. List of audio visual and resource materials available.
4. Parent and member surveys of what they would like to do in the coming year.
5. Member enrollment forms and listings of projects members selected.
6. List of project and activity leaders available.
7. Community service ideas.
8. Ideas for guest speakers, club tours, recreation resources.
9. Help or suggestions from county Extension agent.
10. Last year’s club program.
11. Club membership list
12. 4-HClub Annual Planning Form . Provide members with a 4-H Club Annual Planning Form. This allows them to put plans down in writing in an orderly fashion.

One way to identify topics and/or resource persons to present club programs is to conduct a survey with club members in the spring prior to annual planning. This resource provides 2 different survey instruments that can be used. Choose the one that best suits your needs or create your own! There are also several surveys for parents and leaders to determine their interests and what they are willing to help with. Select the survey that best fits your needs.

Uses For Program Plans

1. Informs all 4-H families about what is happening when and where. This should help increase communication, understanding of responsibilities, and participation by members and families. Most families make plans six months to one year in advance, and therefore, need specific dates.
2. Provides parents and others more information about the 4-H program.
3. Makes for a better balance of work, play and service activities.
4. Leaves an opportunity for some free time when desired by the group.
5. Gives leaders a program plan to prepare for individual meetings and activities. Knowing in advance what the club is going to do makes the job of leaders more efficient and effective. Effective teaching and planning takes advanced preparation.
6. Provides a way to evaluate progress as activities are completed, and at the end of the year. It can be a very comprehensive picture of a club’s activities and achievement.
7. When planning for next year, past club programs can be used to set goals and directions based on accomplishments, successes and failures.
8. Helps correlate local club programs with leader training programs and other county, district and state programs.
9. The county Extension staff can use club programs to get a picture of project and activity participation county-wide. This information may be useful in determining leader training schedules, activity plans and resource needs.

The time spent in planning an annual club program will pay off throughout the year. Make sure all families receive a copy of the annual program plan at the beginning of the year. This will inform them about dates, specific programs and responsibilities of people in the club. This will encourage everyone to become more committed and more involved in the program.

Model For 4-H Club Annual Planning

The executive committee is composed of club officers and club managers who coordinate and lead the planning of the year’s meeting, events, and activities of the club. The committee should plan and carry out an annual program plan that is important and interesting to all club members. Below is the model time line for completing 4-H Club Annual Planning.

MARCH

• Survey members and volunteers/parents for ideas and suggestions for the next year. (Sample member survey instruments)
• Survey leaders and parents on their interests and willingness to help. Pick one of the survey instruments that that best fits your needs. (Sample leader survey instruments)

APRIL/MAY

• Elect new club officers for the coming year.

MAY

• Re-enroll members and leaders for the next year.

JUNE

• The club manager for the next year reviews the enrollment forms of the members and makes a list of the 4-H members enrolled in various projects and review leader and parent interest forms to identify potential project leaders or leaders for other needs.

JULY

Executive Committee meets to:

• Evaluate last year’s club events. List strengths and accomplishments as well as weaknesses or problems.
• Review the club constitution and/or bylaws and be sure they are up to date.
• Review the club member and parent surveys for program, service and fun activity ideas.
• From this information, decide on one or two club goals for the year. Keep these goals in mind when making decisions about what to include in the annual plan. An example goal might be: increase members’ skills and participation in method demonstrations.
• Club manager reports on the number of 4-H members enrolled in various projects for the coming year and his/her suggestions for the number and kind of projects and activity leaders needed. The time of year and time frames for various projects should also be determined.
• Prepare information to renew club charter to CEA.

AUGUST

• All club committees meet for a planning session. Depending on the club’s bylaws, the executive team may do all of the planning and there may not be other committees that coordinate programs, recreation, etc.
• The club president presents the club goals, an overview of the year and a challenge to plan and conduct a good 4-H program next year.
• A short leadership program to help on how to participate in group discussions, roles of each committee, rationale for planning, etc. Divide into committee groups, discuss proposed ideas, and develop a plan to recommend to the executive committee. The committee chairmen chair each committee meeting and manage the agenda for their meeting. Advisors to the committees are there to assist as needed.
• After the planning session, the club meets and each planning committee presents its plans for the coming year. Other ideas can be offered at this time. Each committee chairman gives a report to the president.
• Club manager confirms project and activity leaders and sets dates for all projects, activity meetings, and events during the year. Some dates may not be able to be set because they may be dependent on other county-wide dates.
• Executive committee meets. Other committee chairmen and project/activity leaders may also be invited.
• Finalize the club calendar and club plan by setting dates. Consider conflicts on dates and resolve them in the best interest of the club.
• Make detailed monthly meeting agendas for the year. Be sure that each member is asked to do something during the year. Make sure that there is a system in place to notify club members and leaders at least one month prior to the meetings of their duties
• Develop yearbook for the club that includes member’s and leader’s names, addresses, phone numbers, and e-mails. Include the pertinent information for each club meeting.
  
  September-August - use 4-H club plan as guide for club meetings

DECEMBER/
JANUARY

• Executive committee will review and update plan.
  

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4-H CLUB AND GROUP CHARTERS

What is the Purpose of the 4-H Charter?

A charter certifies a properly organized and functioning 4-H club and/or group.

What is a Charter?

The charter becomes a permit for use of the 4-H club name and emblem. It allows a group to function with all rights and privileges of 4-H membership. County Extension agents may submit the charter application/renewal form with the required elements as specified on the Charter application as soon as all required elements are met.

Chartering of All 4-H Clubs

Chartering 4-H clubs and organizations, or granting permission for groups to operate in the name of 4-H, dates back many decades. Texas 4-H began to charter all clubs and affiliated groups following a directive from National 4-H Headquarters in Washington D.C. in 2003. Chartering is a legal event which allows faculty to verify the financial, business (with list of officers, volunteers, etc.) and legal documentation for each group operating in the name of 4-H. The chartering of a local 4-H club or group by the Texas 4-H Office allows the club or group to be authorized to use the 4-H name and emblem.

County Extension Agents may request a Charter to be pulled if clubs are not following TCE procedures. Examples would include clubs that do not meet the minimum number of members, no enrolled adult volunteers, not submitting requested paperwork in a timely fashion, including enrollment forms etc.)

What groups must be chartered in order to use the 4-H name and emblem?

Any organized group who wishes to use the 4-H name and emblem must complete the charter process in order to be granted permission to do so. Groups include but are not limited to the following:

• County 4-H Council
• County 4-H & Youth Development Committee
• County Volunteer Leaders Association
• County 4-H Booster Club
• County 4-H Ambassador Program
• District 4-H Program Development Committee
• District 4-H Council
• District Volunteer Leaders Association
• Texas 4-H Council
• Volunteer Leaders Association of Texas
• Fund Raising Organizations using the 4-H name and emblem.

Club Chartering Application and Group Chartering Application -- Complete this document for each 4-H Club or Group and make sure that all required elements are complete and attached to the application. Make sure that required signatures are complete before submitting to the Texas 4-H Office.

Club Charter Transmittal Form -- This form must be used as the cover page for the club or group charters that are submitted to the Texas 4-H Office each year. Counties are to send a copy of this transmittal form to their District Extension Administrator.

Club charters need to be completed and mailed to the County Extension Office by September 30. Following verification of required documentation all charter requests received in county offices should then be mailed to arrive in the Texas 4-H Office by December 15.

A checklist has been provided for county Extension agents to use in requiring documentation from club managers and leaders as part of the annual charter application process. The local county Extension office will provide club or group charter applications with a charter (new clubs) and letters of permission to operate and use the 4-H name and emblem.

4-H Club Checklist

In addition to the items required for annual chartering (see club charter application form), the county Extension agent will also ask for the following documents:

1. Annual planning sheet for club (Club programs/community service, etc.)
2. Fund raising request forms (Applications for club fund raisers)
3. Copy of EIN Form (Proof of employer identification number - IRS issued) -- IRS website to apply for EIN Number
4. 4-H member enrollment forms -- link to Publication Page
5. 4-H volunteer registration forms -- link to Publication Page
6. Monthly reports on attendance, program presented and community service (Club Manager Report Form)

Letter to Counties from Texas 4-H Office on 2004-05 Chartering Process
2005-2006 Chartering information letter for Counties
Sample Letters for Counties

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4-H ENROLLMENT PROCESS

Age Requirements

• Any youth may become a member of 4-H when he or she has reached 9 years of age or 8 years of age and has entered the third grade. "Entered the third grade" is interpreted as September 1 of the year the member is enrolled in the third grade. See 4-H Clover Kids section for guidelines for involving younger youth.
  
• Youth are eligible to participate in the 2007-2008 4-H year if they are 8 (and in the third grade) or 9 years of age by August 31, 2007 and have not reached their 19th birthday on or before August 31, 2007.
  Texas 4-H has three age divisions which are:
  Junior – 8 and in the 3rd grade, 9& 10 as of August 31, 2007
  Intermediate – 11, 12, 13 as of August 31, 2007
  Senior – 14-18 as of August 31, 2007
  
• Special education youth who are older than 19 and have not graduated from high school may participate in 4-H and Youth Development programs as members, with approval by the county Extension agent. Participation would be limited to club or county level. County Extension faculty would have the option, on a case-by-case basis, to allow Special Education youth older than 19 to participate in competitive events at the club or county level.

Other Membership Requirements

A youth becomes a 4-H member when he/she either completes an individual enrollment form or is included in a group enrollment form. A youth participates in 4-H by belonging to a 4-H club or any recognized membership units in the county where he/she resides. Exception - If a 4-H member lives near a county line or if a specific project is not offered in his/her home county and it is more convenient, desirable, or logical to belong to 4-H in another county, he/she may join 4-H in that county if the county Extension faculty in both counties approve. Approval should be in writing.

Membership cannot be held simultaneously in more than one county or state, but membership may change with residence, as long as the member competes in a given project in only one county or state.

A member of a 4-H club must participate in 4-H learning groups and other educational activities under the guidance of a 4-H volunteer who is enrolled in the county Extension office.

A member of a 4-H club is expected to enroll in one or more 4-H projects and provide written evidence of project completion.

Marriage and parenthood are not a barrier to 4-H membership, provided other requirements are met.

A youth who is accepted as a 4-H member is entitled to all the rights and privileges of membership in connection with 4-H. Specific events and activities may require that rules be established beyond being a 4-H member. Where this is the case, the responsibility for establishing and monitoring such rules rests with the organizational group in charge of the event or activity. Such rules, once made, should be made known to all 4-H members and their families. The rules must not violate the rights, or discriminate against the rights, of any person and should be so stated as to be inclusive in nature.

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Page last updated: September 14, 2007