UC 4-H Youth Development Program - Policy Manual Chapter 5: Membership and Participation




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



University of California Cooperative Extension 4-H California Youth Development Program Policy Handbook

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UNIVERSITY OF CALIFORNIA COOPERATIVE EXTENSION
4-H CALIFORNIA YOUTH DEVELOPMENT PROGRAM
POLICY HANDBOOK

CHAPTER 5
MEMBERSHIP AND PARTICIPATION IN THE
4-H YOUTH DEVELOPMENT PROGRAM

I. INTRODUCTION

Membership in the California 4-H Youth Development Program (4-H YDP) engages youth in a range of age appropriate activities that lead to the development of leadership, citizenship and life skills. Youth are involved in positive, meaningful, respectful relationships with adult volunteers that help youth to master skills and competencies and enhance independence. Youth demonstrate their learning through community service and leadership activities.

II. MEMBERSHIP POLICY

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:

Primary 4-H Members
1. Primary members must be 5 years old or in kindergarten by December 31st of the program year. Youth enrolling or turning nine on or after January 1 must participate as a primary member until June 30th. Primary members cannot enroll in large animal projects. Approved primary member animal projects are dogs, rabbits, rats, cats, poultry, cavies, mice, embryology, bees, entomology, marine science, pygmy, Nigerian and dwarf goats and therapeutic animal projects.
2. Primary members who exhibit in shows and fairs, do so based on their age/grade as of December 31st of the program year regardless of when the fair or show is conducted during the calendar year. Primary members may not participate in pre-junior (fair “pee wee” showmanship classes) as a 4-H member. Coverage under the 4-H accident/illness insurance program and protection under UC’s liability program is not extended to include pre-junior showmanship classes. See Chapter 7, Experiential Learning in the 4-H Youth Development Program, Primary Member Fact Sheet and Primary Members FAQ or more information.
Junior, Intermediate and Senior 4-H Members
Must be 9 years old or in 4th grade by December 31st of the program year and may continue in the program until December 31st of the year in which they become 19 years of age. (See below for more information on these membership types.)
Home Schooled Members
Youth are to enroll based on their chronological age as of December 31st.
Special Needs Members
Special needs youth are to enroll in the program based on their chronological age and follow the 4-H YDP age requirements of 5 – 19 years of age. Any extensions beyond the age of 19 of special needs youth must be approved annually by the county director.
Members as Adult Volunteers
An individual must be 18 years or older to become an adult volunteer. A 4-H member cannot simultaneously be an adult volunteer. 4-H YDP staff have the authority to establish procedures that are more stringent or set further conditional restrictions for adult volunteers.

III. DEVELOPMENTAL APPROPRIATENESS

Definition
The 4-H YDP is based on the needs and interests of its members. Because adult volunteers are likely to be dealing with young people at different stages of development, they should have an understanding of the characteristics of the various age groups they are guiding, so that they can help members plan and carry out a program that will be of interest and value to them.
Primary 4-H Members (5 years old or Kindergarten - 3rd grade)
The following practices should guide the delivery of educational programs and activities for primary members. See Primary 4-H Member Adult Volunteer Guide for more information. Primary members must exhibit in shows and fairs based on their age/grade as of December 31st of the 4-H program year regardless of when a fair, show, or event is conducted during the calendar year. See also Primary Member Fact Sheet and Primary Members FAQ.
1. Adult volunteers should provide open-ended activities that promote skills practice.
2. Activities should focus on the process of doing things rather than the finished product.
3. Activities should make use of participants' experience and encourage exploration, rather than written or verbal lessons.
4. Participation for primary members should be limited to cooperative learning activities with no competition.
5. Primary members may be encouraged to complete the Primary Member 4-H Personal Development Report with assistance from their adult volunteer, parents/guardians, or older members. This is the only record form for primary member use.
6. Primary members should be recognized for their participation at the unit level, especially at the time of “graduating” to the next age level. Certificates, ribbons, and/or pins may be used as tokens of this achievement.
7. Star rank reports and awards are not appropriate for primary members.
8. Primary members do not accumulate credits on the Personal Development Report Form that supports the star rank system.
9. Fairs are open to primary members for exhibit only. The use of Danish and American systems of judging is not acceptable for use with primary members. Primary members should only receive recognition for their participation.
10. Primary members may not participate in large animal projects. See Membership Policy above for animal projects approved for primary members.
11. Primary members may not participate in any 4-H YDP shooting sports projects.
12. Primary members receive a stripe and pin for each primary year completed.
Junior 4-H Members (9 years old or 4th-5th grade)
The following practices should guide the delivery of educational programs and activities for junior members.
1. Participation should be limited to cooperative learning activities with limited competition.
2. Projects should cover an array of subject matter.
3. Junior members should have frequent meetings with work divided into time-limited units.
4. Meetings and group activities are important. Project lessons should be short, and individual projects should be closely supervised. Instruction should be carefully planned and given in small increments, with some recreation included at every meeting.
5. Junior members should learn about what makes up a community. Learning experiences should involve structured exposure to community work environments.
6. Junior members should be given the opportunity to develop leadership skills through assignment of appropriate leadership jobs wherever possible. They should be encouraged to assist younger members and develop teamwork skills. Junior members benefit from adult support and encouragement.
7. All accomplishments and participation by junior members are reported on the Personal Development Report Form and count toward the incentives and recognition program and the star rank system.
8. Junior members receive a stripe and a year pin for each junior year completed.
Intermediate 4-H Members (6th- 8th grade)
The following practices should guide the delivery of educational programs and activities for intermediate members.
1. Participation should include cooperative learning and individual work with limited competition as an evaluation tool.
2. Intermediate members should be encouraged to take an active role in decision-making at the unit level, i.e., committees, officers, and activity planning.
3. Projects should cover an array of subject matter.
4. Intermediate members should be encouraged to assist the younger members. They should enroll in the Leadership Development Project to further explore their role in helping others achieve goals. Tasks may be to notify members of meetings and to assist the adult volunteers with setup, clean up, and/or taking attendance and demonstrating skills.
5. Advanced projects should be offered to those who are interested. Talks, discussions, tours, conferences, and group educational activities are appropriate.
6. Projects should focus on or have a component on career exploration.
7. Adult volunteers should allow project groups to function with intermediate member leadership, but counsel and guidance should be provided when needed and desired.
8. Adult volunteers should provide opportunities for experiences that will give each member a feeling of importance.
9. All accomplishments and participation by intermediate members count toward the incentives and recognition programs.
10. Intermediate members receive a stripe and pin for each intermediate year completed.
Senior 4-H Members (9th grade - age 19)
The following practices should guide the delivery of educational programs and activities for senior members.
1. Participation should include individual and team work, with limited competition.
2. Senior members should be encouraged to take an active role in decision making by providing leadership, such as leading projects and serving as committee chairs or officers.
3. They should participate in implementing and evaluating activities.
4. Senior members should be encouraged to identify individual goals, acquire the resources, and do the research to pursue specific interests.
5. Senior members should be encouraged to be role models for younger members and provide leadership at the unit, county, and regional levels.
6. Senior members are encouraged to enroll in the Leadership Development Project to enhance their role in helping others achieve goals. Responsibilities may include teaching, program management, event planning, and/or program promotion.
7. Senior member involvement should expand beyond the local unit level to county functions, community service, and getting others involved.
8. Although senior members may have sufficient knowledge and experience to function in teaching and administrative roles, for liability reasons, they are not allowed to assume the full responsibilities of adult volunteers.
9. Senior members can and should be encouraged to participate in the county council. Senior members can participate in advanced county, regional, and state leadership activities, including Teen Leader, County All Star Ambassador, California State Ambassador, California Computer Corp, State Leadership Conference, State Fair Task Force, Cal Focus, Washington Focus, and Sectional and State Project Competition.
10. All accomplishments and participation by senior members count toward the incentives and recognition program and the star rank system. They receive a stripe and pin for each senior 4-H year completed.

IV. JUNIOR AND TEEN LEADERS

The junior and teen leadership experience is designed to provide members with the opportunity to learn about the qualities and competencies needed to be a leader. Leadership is not doing things for the group, it is helping the group decide what needs to be done and how. Junior leaders provide assistance while teen leaders assume more challenging leadership roles. Junior and teen leaders complete a Junior and Teen Leadership Development Report. The major duties of a junior or teen leader are (varies by age, experience, and other):
1. Work collaboratively with the adult volunteer to set goals, develop lesson plans, teach skills, and evaluate the activity.
2. Coordinate logistical details such as meeting times, locations, materials and supplies, and expenses with the adult leader.
3. Communicate with the adult leader and members about group expectations, responsibilities and expected outcomes.
Criteria
1. Junior leaders (intermediate members): To become a junior leader, member must be in grades 6-8, or if home-schooled, must be at least 11 and no more than 13 years old as of December 31 of the program year.
2. Teen leaders (senior members): To become a teen leader, member must be in the ninth grade or above, or if home-schooled, must be at least 14 years old as of December 31 of the program year.
Liability Coverage for Junior and Teen Leaders
1. Junior and teen leaders are not covered by UC’s liability insurance, which applies only to adult volunteers. UC’s liability insurance does not cover 4-H members at any time. As junior and teen leaders, members have sufficient knowledge and experience to function in teaching and administrative roles, but they are unable to assume the responsibilities of adult volunteers. See General Liability and Automobile Insurance FAQ.
2. Members under the age of 18 may not drive other members on 4-H business at any time.

V. YOUTH LEADERSHIP FOR 4-H UNITS

Officers
1. Youth members, under the guidance of adult volunteers, plan and carry out the work of the 4-H club or unit and are responsible for its educational goals, membership, and adherence to 4-H Core Values, Member Code of Conduct / Photo & Information Release, policies and procedures.
2. Their work is guided by the unit’s 4-H Unit Bylaws and 4-H Unit Constitution.
3. Annually, officers and members prepare, present, and implement an annual plan of work. See 4-H Unit Program Planning Guide. The planning guide assists the 4-H unit in setting goals and implementing and evaluating their work. The guide also is used for attainment of the annual 4-H Charter Seal Award.
4. Generally, 4-H clubs have the following member officers. However, 4-H units may have additional officers according to their Constitution and Bylaws.
  1. President
  2. Vice President
  3. Secretary
  4. Treasurer
  5. Historian
  6. Sergeant of Arms
    See the 4-H Officer Manual for more information.
Decision Making
1. 4-H officers and members are called upon to make many decisions. The decision making process should follow all UC and 4-H YDP policies and further the educational goals and objectives of the Mission and Direction for the California 4-H YDP.
2. 4-H units often use parliamentary procedure for conducting their business meetings. Parliamentary procedure generally uses Robert’s Rules of Order for determining rules and procedures for business meeting decision making. These provide for courtesy and respect for each member and bring order to the meeting.
3. 4-H units often use consensus decision making in conducting their 4-H unit activities. This is usually done through committees. These committees offer an opportunity for greater participation for members in shaping club programs and events. See the 4-H Officer Manual for more information.
Youth and Adult Partnership
Member officers and committee members carry out their duties in partnership with adult volunteers who offer guidance, direction, and mentoring.

VI. YOUTH CODE OF CONDUCT

Standards of Behavior
Behavior guidelines and expectations have been designed to make everyone’s experience at 4‑H events satisfying to all attending. This means that all participants, members, adult volunteers, and 4‑H YDP staff, shall adhere to the core values of the University of California 4‑H YDP, respect the individual rights, safety, and property of others. Youth are expected to demonstrate the character traits of trustworthiness, respect, responsibility, fairness, caring and citizenship. See Member Code of Conduct / Photo & Information Release.
Consequences
Infractions of the 4-H Code of Conduct must be reported promptly by anyone observing them to the adult volunteer or staff in charge of the delegation/project and to the person in charge of the event who will bear final responsibility for disciplinary action. The parent/guardian and the county 4-H YDP office must be notified of action taken. Penalties may include any or all of the following:
1. Notification of parents and appropriate staff members.
2. Sending the participant home.
3. Limiting or barring the participant from future 4-H YDP events.
4. Assessing the participant the cost of damages and repairs for damage or destruction of property.
5. Releasing the participant to the nearest law enforcement agency and/or the proper authorities.
6. Termination of 4-H YDP membership.
Reporting Infractions
Infractions to the Member Code of Conduct / Photo & Information Release are to be reported to the adult volunteer in charge of the activity at which the behavior took place. The adult volunteer will investigate the incident and notify the 4-H YDP staff.

VII. YOUTH GOVERNANCE AND DECISION MAKING

Decision Making
The 4-H YDP emphasizes the governance of youth activities and decisions by the youth themselves. Youth should be an active participant in designing and developing 4-H educational activities at the club, county, sectional and state levels.
Participation County, Sectional and State Councils
Senior members (9th grade and above), have decision-making powers and voting rights in county, sectional and state councils and in program advisory committees at the county, sectional, and state levels. Additionally, senior members may hold offices in the county, sectional and state councils, except for those of president or treasurer.
Participation Limitations
Senior members participating in county, sectional and state councils shall not serve as adult volunteers or agents of the University of California.

VIII. MEETING ATTENDANCE

Participation in Club and County Activities
Attendance at local 4-H meetings and programs is designed to be a valuable learning experience for youth. 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 overnight camp. However, 100% attendance at camp counselor training meetings may be required of all camp counselors.
Participation in State, National, or International Activities
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 member meets the age requirement and the application deadline.

IX. 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.

X. CLUB AND PROJECT COMPLETION REQUIREMENTS

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

XI. 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.

XII. 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. 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 adult volunteers and youth participants. See ANR Administrative Handbook Section 603 for more information.