Texas 4-H

Programs For Minors

Header graphic for Texas 4-H Programs and Minors 2025, featuring colorful icons and text highlighting youth development opportunities.

Texas A&M AgriLife Extension and the Texas 4-H Youth Development Program are committed to offering a program that provides a safe and inclusive environment for all youth. This site provides resources related to Programs for Minors as defined by Texas A&M System Rule 24.01.06, and Texas A&M AgriLife Extension Service rule 24.01.06.X1; accommodations with applications to the Americans with Disability Act of 1990: and Sexual Discrimination with applications to Title IX of the Federal Education Amendments of 1972 to guide youth program efforts. Click here to view a video describing all Programs for Minors requirements. Here is a PDF version of the video.

4-H and Extension Programs for Minors will provide activities in a safe, nurturing environment and must comply with the Texas A&M University System Regulations and Rules.

PROGRAMS FOR MINORS

Texas A&M System Rule 24.01.06 revised 10/15/2024: Programs for minors sponsored and operated by members of The Texas A&M University System (system) and third-party programs using member facilities must follow this regulation. This regulation requires child abuse training for employees/volunteers of programs for minors and establishes systemwide standards for such programs.

    • Key Definitions
    • Programs for minors – member or third-party programs whose participants are minors.
    • Minor – an individual under the age of 18. Individuals who are currently enrolled or employed at a Texas A&M member institution and who are under the age of 18 are not included in this definition.
    • Member programs – programs that are sponsored and/or operated by system members where the full supervisory duties of the minor(s) are the system member’s responsibility.
    • Program Manager – the designated AgriLife employee overseeing the Programs for Minors event/activity/camp/program. This individual is responsible for ensuring that all requirements are met, information is reported in Formsite, and documentation is retained accordingly. The event/activity/camp/program should appear in the employee’s Plan of Work in the TAMED system. In the event of multi-county events, documentation may be retained by each participating county OR by the designated Program Manager.
    • Third-party programs – programs of an individual or entity not affiliated with a system member, or under the member’s administrative control, that utilize system property/facilities (examples: “Brigade Programs”, Texas Parks & Wildlife Department, Health Department)
    • For the purposes of this regulation, this definition does NOT include programs:
    • (a) where full supervisory duties of the minor(s) are the responsibility of the minor(s) parents, legal guardians, teachers or official chaperones who are not member employees
    • (b) where the minor(s) involvement is ancillary to the intended purpose of the activity
    • Formsite – online checklist to document each Programs for Minors event/activity/camp/program conducted by Texas A&M AgriLife Extension. Checklist should be completed 5 days prior to the start of event/activity/camp/program.

COMPLETE PROGRAMS FOR MINORS EVENT CHECKLIST HERE

REQUIREMENTS

Programs for Minors Compliance Requirements – This is a quick view of the requirements for Programs for Minors event/activity/camp/program in compliance with Texas A&M AgriLife Extension Service rule 24.01.06.X1 revised June 2025.

COMMUNICATION BETWEEN PROGRAM STAFF AND MINOR PARTICIPANTS

Except for parent-child relationships, communication, including by social media and gaming between minors and program staff outside the official program communications is prohibited. Ensure that all event/camp/activity/program staff are informed of these procedures.

REPORTING NEGLECT OR ABUSE

All Extension employees are mandatory reporters for issues of abuse or neglect.

Texas Family Code Chapter 261 requires, “any person having cause to believe that a child’s physical or mental health or welfare has been adversely effected by abuse or neglect to immediately make a report to law enforcement, followed by an online report with the Texas Department of Family and Protective Services (TDFPS) at the following link: http://www.txabusehotline.org/

The law requires any person who suspects abuse or neglect to report it. You are protected from civil or criminal liability as long as you make a report in good faith and without malicious intent. This is true even if DFPS determines that there was no abuse or neglect.

The person reporting to law enforcement should provide, whenever possible:
•  The child’s name, description, age and address
•  The name and address of the person responsible for the care, custody or welfare of the child
•  Any other information to help authorities assist the child (who, what, when, where)

Once the incident is reported to law enforcement and TDFPS, notification must also be shared with AgriLife Risk Management Director, AgriLife Ethics and Compliance Office ethics-compliance@ag.tamu.edu

Reporting neglect or abuse to the Ethics and Compliance Office:
1. Name of person making the report to Law Enforcement
2. Date and time the contact was made to Law Enforcement
3. Reason for contacting Law Enforcement
4. Date and time the reported neglect or abuse occurred

Ensure that all event/camp/activity/program staff are informed of these procedures.

CONSEQUENCES OF FAILURE TO REPORT

Charges of abuse and neglect are serious, so feelings of fear, apprehension or concern are understandable; however, these reports are not only vital in order for the child to get the needed care, they are also mandated by State law.

Knowingly failing to report abuse or neglect is a Class A Misdemeanor §261.109.

REPORTING INCIDENTS AND ACCIDENTS

Incidents and accidents may involve minor to major physical injuries of participants and/or program staff and hospital/doctor visits. The Program Manager should immediately complete the AgriLife Incident report and send it to the Texas 4-H Office at texas4h@ag.tamu.edu with Incident Report in the subject line. Also notify supervisor. The Texas 4-H Office will upload information, within 48 hours, through the System Risk Management Origami portal.

Behavioral Issues are defined and addressed as outlined in the Texas 4-H Rules and Guidelines. Refer to the Code of Conduct and Consequences of Misbehavior.

Ensure that all event/camp/activity/program staff are informed of these procedures.

HANDLING AND DISPENSING OF MEDICATION

Per the Texas 4-H Rules and Guidelines, 4-H members and/or parents/guardians participating in a 4-H event or activity are required to submit the Health and Safety Statement (HSS), disclosing in detail to the event management any health issues, special needs, or allergies that may prevent them from fully participating or pose a risk to themselves and/or other participants. Parents/guardians of a participant requiring medication should decide if event management should be notified of their child’s need for assistance with taking the medications.

For each of the items below, these forms may contain information protected by the Health Insurance Portability and Accountability Act (HIPAA), and access to that information should be strictly controlled.

Procedures for Handling Medications

Who administers medication?

When an event/activity/camp/program has a nurse/designated first aid person (preferred), the medication(s) will be turned over to the nurse/first aid person, who will be responsible for providing the medication to the minor as required.

When the event/activity/camp/program does not have a nurse/designated first aid person, the medication(s) will be distributed by the parent/guardian or, through prior arrangements, may be turned over to the dedicated program manager, or their designee, who will be responsible for providing the medication(s) to the minor as directed by the label.

Authorization to Dispense Medication – ADM

When medication is to be distributed by the program, either a nurse/designated first aid person, the program manager, or their designee, prior written authorization from the parent/guardian must be obtained using the ADM – Authorization to Dispense Medication form. Parent/Guardian are to complete the form providing information as requested and adhering to the form’s guidelines. All medication, including over-the-counter, must be in the original container. All prescription medication must be in the participant’s name. The Program Manager or designee reviews the form, ensures it is signed and dated.

Any distribution of medication to a minor is to be documented on the ADM – Authorization to Dispense Medication. Use the shaded space labeled Staff use only to document medications administered to youth participants. The program manager should retain forms with other program documentation.

Inhalers, epinephrine auto-injector, insulin, etc. is to be kept with the youth participant at all times.

The participant’s parent/guardian may not authorize administering medication in excess of the medication’s label instructions or the directions of the participant’s healthcare professional.

Parent/guardian authorization is NOT required for administering a medication to a participant in a medical emergency to prevent the death or serious bodily injury of the participants, provided that the medication is administered as prescribed, directed, or intended.

Over-the-Counter Medication – OTC

The Parent/Guardian Authorization, Waiver, and Consent for Over-the-Counter Medication Form, OTC is recommended to allow parents to provide permission for administration of over-the-counter medications. Medication, prescription and over the counter, may only be administered to a youth participant when there is Parent/Guardian authorization.

Self-Administration of Medication

The Program Manager of the event/activity/camp/program have the discretion to allow participants who are at least 14 years of age and in the ninth grade to be responsible for their own medication. Consent must be provided by the parent/guardian of the participant using the SAP – Permission for Self-Administration. Medications must be brought in the original container with the participant’s name on the label. Program Managers must verify that the form is complete, signed and dated.

Medication Storage

If medication will be dispensed by the program, all medication must be stored:
1. out of reach of all participants
2. locked in storage in a manner that does not contaminate food, or
3. refrigerated, if required, separate from food
4. in original containers

DOWNLOADABLE FORMS:

GENERAL LIABILITY AND ACCIDENT MEDICAL INSURANCE

All units sponsoring Programs for Minors, including third-party programs, must purchase general liability and accident medical insurance. The Texas 4-H Youth Development Program holds a general liability policy through Texas 4-H Inc. This policy provides liability coverage and defense for the Texas 4-H Inc. entity, officers and directors, employees, chartered 4-H clubs and groups, and registered volunteers performing duties within the scope of their responsibilities.

All APPROVED Texas 4-H youth and volunteers are covered by a limited accident/medical insurance policy through American Income Life Insurance. The policy covers only enrolled and approved 4-H members in activities and events associated and sponsored by a chartered 4-H club/group. If any accident/medical situation occurs at or during a 4-H event, the incident must be reported to the County Extension Agent and/or volunteer in charge. All claims must be filed with the Texas 4-H Youth Development State Office within ten (10) days of the occurrence.

If a 4-H club/group is hosting or sponsoring an event or activity where non-4-H members and/or adults are present, it is recommended the 4-H club/group purchase a separate accident/medical policy to cover those participants. This insurance can be purchased from a variety of insurance providers such as American Income Life (https://www.ailife.com/specialriskdivision/4h-extension) or other local vendors.

WAIVER, INDEMNIFICATION, AND MEDICAL TREATMENT AUTHORIZATION

Each program participant (Youth and Adult, including AgriLife employees) must complete the Camp and Enrichment Program Waiver, Indemnification, and Medical Treatment Authorization Form. These documents will be available in electronic or paper form during the program and retained in accordance with the A&M System Records Retention Schedule.

Under Section 2, Indemnity Clause, list potential risks that the program participants will be exposed to during program activities.

IMPORTANT: Make sure the language that is bolded, underlined and/or italicized remains that way in the releases distributed to participants. The font on the waiver should be at least 10-point font to be sufficient (even if the waiver is part of a brochure). Do not make any changes to this form other than inserting the program/event name and date and the risks in Section 2. The Office of General Counsel approval must appear on the form.

Additional waivers may be used per event and event location.

Documentation must be retained for six years in a secure location. *Should an incident/accident be reported for a participant, retention may be longer if advised by Insurance Service or administration.

APPROVED EVENT/ACTIVITY/CAMP/PROGRAM

The event, activity, camp, or program should first appear in the employee’s Plan of Work within the TAMED system and must be approved by a Regional Program Leader (RPL) or supervisor. Additionally, in the case of multi-county events, documentation may either be retained by each participating county or alternatively by the designated Program Manager.

BACKGROUND SCREENING

Must be completed every three years on all adult volunteers involved with a Programs for Minors. Volunteers are screened through the Extension Volunteer Standards Rules & Guidelines. The screening includes the national sex offender and national criminal history databases. It is the Program Manager’s responsibility to verify that all volunteers involved in the event have an approved background check through the ending date of the event/activity/camp/program.  Instructions for obtaining Volunteer screening dates from 4HOnline.

    1. Login to 4HOnline
    2. Click on Custom Reports (left navigational panel)
    3. Click on the folder with youth county name (icon is the outline of a folder)
    4. Click on the Screening and CPT Training folder
    5. Click Download Excel
    6. Report provides Screening Approved Date, Screening Date of Expiration

Texas A&M AgriLife Extension Service employees are screened by Texas A&M AgriLife Human Resources. The Program Manager should verify background screening dates of all employees involved.

ADA ACCOMMODATIONS

Programs of Texas A&M AgriLife Extension and the Texas 4-H Youth Development Program are open to all people without regard to race, color, sex, gender, sexual orientation, religion, national origin, age, disability, genetic information, or veteran status. A statement regarding requests for accommodation should appear on all program and/or registration materials. The statement should include a timeline and who to contact. Accommodations Guidelines for Persons with Disabilities Instructions

When notified that a minor with special needs will attend a program, the minor’s special needs will be accommodated whenever possible and in accordance with applicable federal and state laws, A&M System regulations, and agency rules and procedures.

CHILD PROTECTION TRAINING

All AgriLife Extension employee program staff having contact with minors at an event/activity/camp/program for minors will be required to successfully complete the System-approved Child Protection Training Course as stated in A&M System Regulation 24.01.06 every two years. This training may be the A&M System Child Protection Training or one approved as designated in A&M System Regulation 24.01.06. For any personnel hired specifically for a position involving contact with minors in programs, the training must be completed within the first five days of hire and be prior to any contact with minors. Certificates will be retained in TrainTraq or in the personnel file (if a non-A&M System training is used) and retained per the A&M System Records Retention Schedule. Employees may retrieve their TrainTraq transcript to verify date of completed training.

All AgriLife Extension volunteers having contact with minors at an event/activity/camp/program for minors will be required to successfully complete the System-approved Child Protection Training Course as stated in A&M System Regulation 24.01.06 every two years. This training may be the A&M System Child Protection Training or one approved as designated in A&M System Regulation 24.01.06. Certificates will be retained in 4HOnline or in the program file (if a non-A&M System training is used) and retained per the A&M System Records Retention Schedule. 4HOnline automatically keeps track of volunteers needing to complete their Child Protection Training.

Instructions for obtaining Child Protection Training dates from 4HOnline

      1. Login to 4HOnline
      2. Click on Custom Reports (left navigational panel)
      3. Click on the folder with youth county name (icon is the outline of a folder)
      4. Click on the Screening and CPT Training folder
      5. Click Download Excel
      6. Report provides Training Date Completed and Training Program Year Completed

HEALTH AND SAFETY STATEMENT

A HSS – Health and Safety Statement must be collected from each participant—both youth and adult. The Program Manager or designee should verify that each form is properly signed and dated. Furthermore, the Program Manager or designee should systematically review all forms and securely maintain them throughout the duration of the program, as well as at its conclusion.

RISK MANAGEMENT MATRIX

During the planning phase for all programs for minors, a risk assessment using the Texas A&M University System Risk Management and Insurance Matrix will be conducted by the program manager or designee to mitigate risks associated with the activities of the event. This assessment should include a review of all activities associated with the event, potential injuries, and consequences. File the risk assessment matrix and retain it in accordance with the Records Retention Schedule.

JOB DESCRIPTIONS

Job duty descriptions for each position involved in the operation of programs will be placed in a program file, and subsequently, retained in accordance with the Records Retention Schedule.

SUPERVISION RATIOS

Supervision ratios for Level 1 are 1:25(adult:youth); Level 2 are 1:8(adult:youth). There will be no one-on-one contact with a program staff and a minor unless within full sight and sound of other participants/program staff of the program. Ensure that all event/camp/activity/program staff are informed of these procedures.

ITINERARY AND ROSTER

For each program, there should be a formal, written agenda outlining all activities. In addition, all participants should be listed on the roster and clearly identified as either a youth, volunteer, or AgriLife Extension employee.

REPORTING IN FORMSITE

    • Level 2 Program for Minors event/activity/camp/programs are to be recorded in Formsite, noting that each required element has been completed. View Formsite Report Form
    • Formsite serves as the ‘registry’ of all AgriLife Extension Programs for Minors event/activity/camp/program and is the starting point of any risk investigation.

COMPLETE PROGRAMS FOR MINORS EVENT CHECKLIST HERE

DEPARTMENT OF STATE HEALTH SERVICES FORM

The unit holding/sponsoring the event/activity/camp/program for minors will be required to submit the Texas Department of State Health Services (TDSHS) “Campus Program for Minors” form for each program within five days of the start of the program if the program for minors meets the following criteria:
a. Has more than 20 participants who are not enrolled at the institution.
b. Not a licensed day or youth program.
c. Participants attend or temporarily reside at the program for all or part of at least four days.

The form will be submitted via email/mail to TDSHS at the appropriate address as listed on the form, and a copy should be retained in the unit files.

RECORDS RETENTION

All records associated with Program for Minors including but not limited to 4-H Program records, Camp/Programs for Minors Records, Child and Youth Program Staff Records and Accident Reports for Minors will be retained with a retention period of FE+5 (fiscal end +5 years) and destroyed in accordance with Texas A&M AgriLife Extension Service Procedures.

INCLUSION AND ADA

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RESOURCES AND DOWNLOADS

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