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University of California Division of Agriculture and Natural Resources 4-H Youth Development Program Policy Handbook

This handbook is developed for University of California Division of Agriculture and Natural Resources and its 4-H Youth Development Program staff. Its purpose is to set forth operating policies and procedures for the University of California 4-H Youth Development Program. The 4-H YDP operates within the guidelines, policies and procedures of the University of California (UC), and the Division of Agriculture and Natural Resources (ANR), which encompasses both the Agricultural Experiment Station (AES) and Cooperative Extension (CE or UCCE).

As noted in this handbook, some policies and procedures of the United States Department of Agriculture (USDA/NIFA) also apply. To administer the 4-H YDP, 4-H YDP staff should use this handbook, along with the Division of Agriculture and Natural Resources Administrative Handbook.

These policies are established to ensure the educational and administrative integrity of all UCCE 4-H YDP activities, and are administered and interpreted by 4-H YDP staff in consultation with the county director, Statewide 4-H Director and ANR administration.

Listing of all Forms & Support Documents
Policy Resources, Forms & Templates

Overview

I. Introduction and Purpose
II. Handbook Definitions
III. Application
IV. Contents
V. Policy Interpretation Procedure
VI. Policy Development and Review Process

Chapter 1: Mission and Direction in the 4-H Youth Development Program

I. Introduction
II. Mission Statement
III. Brand Identity
IV. Guiding Principals
V. Program Criteria
VI. Core Values
VII. Essential Elements
VIII. History of 4-H
IX. 4-H Pledge
X. The 4-H Motto
XI. 4-H Creed
XII. 4-H Emblem
Resources

Chapter 2: Roles of State and National 4-H YDP Partners

I. Introduction
II. Roles and Responsibilities of UC/ANR Staff
III. Roles and Responsibilities of UC/ANR Committees
IV. National Partners
Resources

Chapter 3: Affirmative Action and Civil Rights

I. Introduction
II. Commitment to Diversity
III. Accessibility of Programs
IV. Nondiscrimination/Affirmative Action Policy
V. Nondiscrimination Statement
VI. Expansion and Review (E&R) Committees
VII. Geographic Areas
VIII. One-Race Units
IX. Constitutions and Bylaws
X. All Reasonable Efforts (ARE)
XI. Disability Policy
XII. Private, Non-Public Cooperating Groups
XIII. Diversity Training/Orientation for Volunteers
XIV. Program Civil Rights (Discrimination) Complaint Procedure
XV. Sexual Violence and Sexual Harassment
XVI. Sexual Violence and Sexual Harassment Complaint Resolution Procedure
XVII. Retaliation
Resources

Chapter 4: Enrollment and Delivery Mode

I. Introduction
II. 4-H YDP Delivery Modes and Statewide 4-H Program Fee Structure
III. Fees
IV. 4-H YDP Multiple Delivery Mode Participation
V. Enrollment Process
VI. Program Year
VII. Member and Adult Volunteer Enrollment Deadlines
VIII. Project Enrollment
IX. Married or Pregnant 4-H Members
X. Transferring Membership
XI. Limiting Participation
Resources

Chapter 5: Membership and Participation

I. Introduction
II. Membership Policy
III. Developmental Appropriateness
IV. Junior and Teen Leaders
V. Youth Leadership for 4-H Units
VI. Youth Code of Conduct
VII. Youth Governance and Decision Making
VIII. Member in Good Standing
IX. Meeting Attendance
X. Participation at Non 4-H Fairs
XI. Project Completion and Club Participation Requirements
XII. Project Enrollment
XIII. Uniform Requirements
XIV. Diversity
Resources

Chapter 6: 4-H Adult Volunteers, Parents, and Other Adults

I. Introduction
II. Age Requirements for Adult Volunteers
III. Chaperones
IV. Parent/Guardian Involvement
V. Agency and School Personnel Participation
VI. Adult Volunteer Roles and Responsibilities
VII. Conflict of Interest and/or Conflict of Commitment
VIII. Charging for Services or Instruction
IX. Adult Volunteer Training
X. Initial Appointment of an Adult Volunteer
XI. Reappointment or Nonrenewal of an Adult Volunteer
XII. Transfer of Appointment (or Reappointment)
XIII. Suspension and/or Termination of an Adult Volunteer
XIV. 4-H YDP Complaints
XV. Complaints Regarding Statewide 4-H YDP Policies or Procedures
Resources

Chapter 7: Experiential Learning

I. General Principle
II. Evaluation
III. Statewide 4-H YDP Curriculum Development
IV. Fairs, Expositions, and Other Sponsored Shows
V. Junior Livestock Auctions
VI. Jackpot/Prospector Shows
VII. Rodeo and Gymkhana Events
VIII. Citizenship Programs
IX. 4-H Youth Development Program Exchanges
X. 4-H Youth Development Program Conferences
XI. State 4-H Field Days
XII. National, State, Multi-County and County Events, Activities and Competitions
XIII. 4-H YDP Shooting Sports
Resources

Chapter 8: 4-H Volunteer Management Organization and Unit Management

I. Introduction
II. 4-H Charter
III. 4-H Volunteer Management Organizations (VMOs)
IV. 4-H Units
V. Choosing a 4-H Unit Name
VI. Brown Act and 4-H Unit/VMO Meetings
VII. Meeting Participation
VIII. Religious and Political Activities
Resources

Chapter 9: Financial Management

I. Introduction
II. Authorization
III. The Concept of Internal Controls
IV. Bank Accounts
V. Responsibilities of 4-H YDP Staff
VI. 4-H Unit and VMO Treasurer Responsibilities
VII. Planning and Fundraising
VIII. Animals as Gifts in the 4-H YDP
IX. Guns and Firearms as Gifts in the 4-H YDP
X. Management of Excess Funds
XI. Financial Processing Procedures
XII Disbursements
XIII. Federal Taxes
XIV. California State Income Taxes
XV. California State Sales Tax
XVI. Withholding Tax
XVII. Property Tax
XVIII. Financial Reporting and Completion
XIX. Gifts from 4-H Units and VMOs
XX. Scholarships
Resources

Chapter 10: Business, Insurance and Risk Management

I. Introduction
II. Business and 4-H Councils and Units
III. General Liability Insurance
IV. Liability Insurance for Adult Volunteers
V. Reporting of Accidental Injury or Death
VI. Personal Property
VII. Product Liability
VIII. Automobile Liability Insurance
IX. Automobile Liability and Adult Volunteers
X. 4-H Accident and Sickness Insurance
XI. Waiver of Liability, Assumption of Risk, and Indemnity Agreement
XII. License Agreements for Use of Facilities (FUA)
XIII. Confidentiality and Privacy
XIV. Records Pertaining to Personal Data
XV. Website Privacy
Resources

Chapter 11: Health and Safety

I. General Principals
II. Role of 4-H YDP Staff
III. Role of Adult Volunteers
IV. Youth Protection
V. Training and Awareness of Child Abuse Reporting Procedures
VI. Reporting of Child Abuse
VII. Search of Personal Property
VIII. Emergency Medical Treatment
IX. Alcohol, Illegal Drugs, and Tobacco
X. Foods and Beverages
XI. Integrating Safety Into the 4-H YDP Curricula
XII. Tools, Equipment and Machinery
XIII. All Terrain Vehicles (ATVs)
XIV. Tractors
XV. Motorized Propelled Vehicle Restrictions Summary Table
XVI. Bicycle Helmets
XVII. Equestrian Helmets
XVIII. Skiing and Snowboarding Helmets
XIX. Meeting Place Safety
XX. Petting Zoos and Interactive Displays
XXI. Pesticide Use
XXII. Transportation
XXIII. Water Safety
XXIV. Challenge Ropes Courses
XXV. Animal Health and Safety Policies
XXVI. Trailers
Resources

Chapter 12: Collaborations and Relationships

I. Introduction
II. Future Farmers of America and Grange Youth
III. Other Agencies and Organizations
IV. Grand National Livestock Exposition (Cow Palace)
V. California State Fair
VI. Relationship with Breed Associations
VII. Guide Dogs for the Blind
VIII. Agency and School Personnel
Resources

Chapter 13: Incentives and Recognition

I. General Principles
II. Purpose
III. Definition of Terms
IV. Assumptions
V. Criteria for Incentive and Recognition Systems
VI. Incentives
VII. Recognition
VIII. Record Books
IX. Recognition Opportunities
X. Event Recognition
XI. Statewide Recognition Opportunities
XII County 4-H YDP Incentives and Recognition Committees
Resources