Section 200: The 4-H Team

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Section 200: The 4-H Team

201 Introduction

202 Roles and Responsibilities of University ANR Staff and Departments for the 4-H YDP

203 Adult Participation in 4-H

203.1 Volunteer Roles and Responsibilities

203.2 Volunteer Training

203.3 Agency and School Personnel

204 Volunteer Management Organizations (VMO's)

204.1 Role of Volunteer Management Organizations

204.2 Types of Volunteer Management Organizations

204.3 County 4-H Volunteer Councils

County 4-H Program Management Boards

Sectional 4-H Volunteer Councils

State 4-H Volunteer Council

Other 4-H Program Resources

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201 Introduction

The 4-H Youth Development Program (4-H YDP) is the youth education component of the University of California's Division of Agriculture and Natural Resources Cooperative Extension. UC Cooperative Extension provides research and education support to youth development programs throughout California. In cooperation with other youth development organizations, 4-H YDP is working to meet the non-formal educational needs of all youth enrolled in kindergarten, or 5 years of age, through age 19.

The purpose of 4-H is to help youth become productive members of society. By acquiring life skills, youth learn about practical problems they will face in life. Subject matter curricula help youth understand research-based educational topics and learn how to think about and solve problems.

Learning can take place in homes, schools, camps, spiritual centers, outdoor settings, gymnasiums, and other community parks and buildings. The cooperative working arrangement among federal, state, and county entities to deliver Cooperative Extension programs is in accord with the intent of federal and state legislation.

This section describes the roles and responsibilities of the people involved in 4-H who design, create, and evaluate 4-H educational programs for youth and their families. It also recognizes the importance of everyone involved in 4-H: the administrators of the U.S. Department of Agriculture (USDA); administrators and faculty at the University of California; Cooperative Extension specialists, staff, and volunteers on statewide committees; and at the county level, the county director, 4-H YDP staff, volunteers, members, and families.

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202 Roles and Responsibilities of University ANR Staff and Departments for the 4-H YDP

The Vice President of the Division of Agriculture and Natural Resources (ANR) is the Director of Cooperative Extension and the Agricultural Experiment Station and is responsible for all programs within ANR, including the 4-H YDP.

The Associate Vice President of the Division of Agriculture and Natural Resources maintains leadership for statewide special programs and projects and is the program liaison with Cooperative Extension, the Agricultural Experiment Station, and campus deans.

The Assistant Vice President-ANR Programs working with the human resources program leader is responsible for program policy and direction.

The Assistant Vice President-Personnel, Planning, and Budget is responsible for fiscal and policy oversight for ANR activities and maintains administrative liaison with Cooperative Extension, the Agricultural Experiment Station, and campus deans.

The ANR Controller and Business Services Manager has responsibility for financial oversight, internal controls, administrative policies, business contracts, risk management, insurance, business and financial services, staff personnel services, and computer services.

The ANR-Office of Staff Personnel and Affirmative Action provides materials, resources, and training to staff and volunteers on clientele documentation and outreach activities in cooperation with regional offices. It evaluates the compliance status of 4-H programs. The affirmative action office also handles discrimination complaints from 4-H participants, and supports the process of decision making about outreach activities and interpretation of policies and regulations related to diversity, civil rights, and affirmative action.

Regional Directors are responsible for ensuring a diverse representation of staff, volunteers, and youth in 4-H YDP advisory groups and committees and the sectional 4-H volunteer VMO's. Specific statewide program responsibilities have been delegated to the regional directors.

The Human Resources Program Leader is responsible for leadership and coordination of youth development, nutrition and family consumer sciences, and community development.

The Department of Human and Community Development, located on the UC Davis campus, houses the 4-H Center for Youth Development and is the headquarters for 4-H YDP specialists.

The 4-H Center for Youth Development Director provides leadership to the center which is located on the UC Davis campus. The center focuses on the development of research and education projects on youth issues. The center serves as a resource to 4-H YDP staff and volunteers and actively encourages broad and collaborative participation by faculty, specialists, and advisors on the development of research and education projects.

The Statewide 4-H Youth Development Program Director provides statewide programmatic leadership and administrative support for 4-H youth development programs at all levels. The director serves as liaison between the 4-H YDP and external stakeholder groups, provides leadership in extramural fund development, and oversees the administration and management of the statewide 4-H YDP and the California 4-H Foundation.

The Statewide 4-H Program Coordinator provides statewide programmatic and operational support to all levels of 4-H programming. This includes working with 4-H YDP staff, and volunteers to develop, implement, and manage 4-H youth development programs. The program coordinator also works with UC General Counsel, risk management, and other university offices; administers accident insurance; and completes statewide enrollment reports.

The 4-H Program Advisory Committee makes recommendations to the statewide 4-H YDP director about proposed changes to the 4-H YDP. Members include academic youth development advisors, representatives from the 4-H Center, county directors, and county 4-H YDP staff, volunteers, and 4-H youth. Ex-officio members are the statewide 4-H YDP director, the human resources program leader, and a regional director.

County Directors, in cooperation with their regional director, are responsible for the program staff and the administration and management of county extension programs, including the county 4-H YDP. County directors are responsible for ensuring that the county 4-H YDP conforms to: university policy; federal, state, and local laws; safety and health regulations; affirmative action guidelines; and the mission, core values and educational objectives of the 4-H YDP.

4-H Youth Development Specialists in the Department of Human and Community Development at UC Davis train, counsel, and support 4-H YDP staff, as they develop, implement, and evaluate research and education programs for youth.

4-H Youth Development Advisors work with specialists, faculty, and community members to develop applied research and education programs in response to the needs of youth, family, and the community. Advisors function as consultants, facilitators, educators, and researchers and are accessible to and supportive of the formal and non-formal education community. See Appendix B: Roles and Responsibilities of 4-H Youth Development Advisors.

4-H Program Representatives and other program staff assist state, regional, or county directors, and county 4-H youth development advisors in conducting 4-H youth development programs. See Appendix B: Roles and Responsibilities of 4-H Program Representatives.

The California 4-H Foundation functions as an official support group to the Division of Agriculture and Natural Resources to raise funds on behalf of local and statewide priority 4-H YDP needs.

Cooperative Extension Advisors at the county level contribute their expertise to the local 4-H YDP and collaborate with 4-H YDP advisors to develop and evaluate curriculum and programs.

Cooperative Extension Specialists in ANR also contribute their respective programmatic expertise in research collaboration and interpretation; curriculum and program development and evaluation; and as liaison with departmental faculty, 4-H YDP staff and their clientele.

Campus Resources include the UC faculty members, graduate students, and interns working in campus research centers who assist in grant preparation and collaborate in research efforts.

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203 Adult Participation in 4-H

Adults may participate in 4-H programs as volunteers or as employees of other organizations, but not both. Effective relationships between 4-H YDP staff and volunteers in local communities must be maintained in order to deliver educational programs to a large and diverse cross-section of California youth.

The 4-H YDP staff set the program's educational goals and standards, then train adult participants to deliver the program at the county level. Additionally, 4-H YDP advisors are responsible for research, evaluation, program design, and curriculum development. Adult participants implement the programs, providing logistical support for meetings and events, and directing the educational service to youth. Close cooperation and planning between program staff and adult participants is required to produce effective 4-H programs.

203.1 Volunteer Roles and Responsibilities

Adult volunteers are critical to the success of the 4-H YDP. Volunteers must be 18 years of age and must complete an enrollment form and a screening process, including a Live-scan or BID-7 applicant fingerprint form. After attending an orientation meeting conducted by county 4-H YDP staff, a candidate will be appointed by the county director as a 4-H volunteer. From that point forward, the volunteer will be considered an "Agent of the University of California." Volunteer appointments are renewed on an annual basis.

Organizational/Unit Volunteers administer a 4-H unit such as a club, special interest group, camp, or project club. See Appendix B: Position Description for 4-H Organizational Volunteer.

Activity Volunteers provide leadership within a specific, short-term 4-H project or activity. These volunteers make preparations for the activity, obtain relevant literature and distribute it to adult and youth participants, and attend the activity or community event. See Appendix B: Position Description for 4-H Activity Volunteer.

Program/Project Volunteers have expertise in particular 4-H programs or project areas which they teach to participants, parents, or special interest groups. See Appendix B: Position Description for Project Volunteer.

Resource/Key Volunteers have expertise in club organization, planning and conducting activities, or specialized subjects relating to projects. Unit volunteers and 4-H YDP staff often ask these individuals to serve as key resources at the club or county level. See Appendix B: Position Description for Resource/Key Volunteer.

Other Volunteers help with transportation, management, or recruitment. They may also serve as elected or appointed officers or committee members for the county 4-H Volunteer Management Organization (VMO).

203.2 Volunteer Training

Volunteers are expected to perform competently as educators. They are expected to attend training programs led by 4-H YDP staff or leaders who may deliver training through: orientation and in-service workshops; video materials; 4-H publications and newsletters; county, regional, and state volunteer forums, conferences, and workshops; or other methodologies identified as appropriate at the local level.

203.3 Agency and School Personnel

Paid personnel of agencies or schools may work in a collaborative role with 4-H YDP staff in assessing community needs, identifying local resources, and conducting a 4-H experience for youth in school settings and other community youth group contexts. 4-H YDP staff may provide research and education programs to other agencies that serve youth.

Paid personnel of other agencies or schools may not simultaneously function as a 4-H program collaborator and a 4-H volunteer. If cooperation with another agency creates a potential liability exposure, a Memorandum of Understanding (MOU) may be developed to specify the responsibilities of each organization. MOU's should be developed in consultation with the statewide 4-H YDP director, the controller and business services manager. Prior to any collaborative effort, all parties should come to a verbal or written understanding about the roles and responsibilities of the 4-H YDP and each agency.

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204 Volunteer Management Organizations (VMO's)

Cooperative Extension assigns certain responsibilities and authority to Volunteer Management Organizations (VMO's). VMO is the umbrella term used to describe the program management boards, county volunteer councils, sponsoring committees, and other cooperating groups that provide administrative support to clubs or groups throughout the county. See Section 600: Business.

204.1 Role of Volunteer Management Organizations

Under the direction of 4-H YDP staff, VMO's help implement programs and projects based upon the educational goals and standards of the 4-H YDP. VMO's build mechanisms to achieve affirmative action goals and develop a management team that represents the diversity of the community. They expand programs into new communities and facilitate community involvement in developing the program.

These organizations develop and execute an annual program of events for youth and adult volunteers and involve youth in their operations and decision making processes. They set limitations on term length and succession of volunteers to distribute service opportunities evenly, and they facilitate training and support for volunteers and youth.

VMO's raise and account for all 4-H funds and develop mechanisms to recommend solutions to problems and disputes within the county program.

204.2 Types of Volunteer Management Organizations

Every county must have a chartered VMO that is authorized to use the 4-H name and emblem for educational purposes. There may be more than one VMO in a county. Specific authority to issue a 4-H Charter is delegated by the UC Vice President-Agriculture and Natural Resources. All VMO's are required to have a constitution and bylaws. The University provides a template with the required elements and suggested language. See Section 603: Charters, and Appendix F: Constitution and Bylaws.

204.3 County 4-H Volunteer Councils

County volunteer councils are characterized by a membership representing all 4-H volunteers and senior youth members (ninth grade and up). Councils outline committee organization and responsibilities.

Cooperative Extension staff or VMO's may organize advisory, sponsoring, or program committees that help councils develop, organize, and deliver new programs. Sponsoring committees, in particular, focus on developing funds and promoting local 4-H YDP's.

204.4 County 4-H Program Management Boards

Membership on program management boards is open to a wider range of participants than volunteer councils. Program management boards may include educators and representatives of other youth or community agencies.

204.5 Sectional 4-H Volunteer Councils

Sectional 4-H volunteer councils include representatives from the county VMO's. These councils work with state 4-H YDP staff to develop and coordinate leadership, incentive, and recognition programs.

Cooperative Extension staff and/or VMO's may organize advisory, sponsoring, or program committees to assist in developing, organizing, and delivering new programs. Sponsoring committees, in particular, focus on fund development and the promotion of regional 4-H YDP's.

204.6 State 4-H Volunteer Council

Members of the State 4-H Volunteer Council represent volunteers in all ANR regions and all 4-H delivery modes. Working with the state 4-H YDP director, this council develops and facilitates statewide activities and programs.

Cooperative Extension staff and/or VMO's may organize advisory, sponsoring, or program committees to assist in developing, organizing, and delivering new programs. Sponsoring committees, in particular, focus on fund development and the promotion of statewide 4-H YDP's.

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205 Other 4-H Program Resources

The National 4-H Council is a non-profit organization that supports 4-H educational opportunities and resources for programming at the local, state, and national levels. The council manages the National 4-H Center in Chevy Chase, Maryland, and hosts conferences for teens, volunteers, and extension staff. The agency also provides grant opportunities and fund raising for national and local programs.