Chapter 4: Enrollment and Delivery Mode

Chapter 4

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I. INTRODUCTION

California 4-H Youth Development (4-H YDP) engages youth in developmentally appropriate educational programs and activities that are organized through a variety of delivery modes. The deliveries are categorized and reported according to the degree of UC and 4-H YDP involvement and intended outcomes of the experience.

II. 4-H YDP DELIVERY MODES AND STATEWIDE 4-H PROGRAM FEE STRUCTURE

Statewide 4-H YDP program fees are established annually and are based on the delivery mode and level of participation. All participants must be enrolled in one or more of the deliveries described below and in 4hOnline.com. The following descriptions are used to define the level of 4-H YDP involvement, enrollment categories, and annual statewide 4-H YDP fees. 4-H Members or 4-H adult volunteers participating in multiple delivery modes should enroll in all those that apply. The fees for 4-H youth or 4-H adult volunteers enrolling in multiple delivery modes are determined by identifying the delivery mode of greatest cost, and only charging the 4-H member or 4-H adult volunteer for this identified fee. The other delivery modes a 4-H member or 4-H adult volunteer may be enrolled in will not incur additional charges. For a summary, see 4-H Delivery Mode Matrix.

1. Organized 4-H Clubs
   1. This delivery mode consists of an organized group of 4-H members, supervised by a team of appointed 4-H adult volunteers, with a planned program that is carried out through all or most of the year. 4-H YDP clubs are chartered and have elected officers and an approved constitution and bylaws to govern the club, or for very young members, other developmentally appropriate structures and operating procedures.
      1. Community 4-H YDP clubs typically meet in the evenings or on weekends and offer self-chosen multiple learning experiences and activities.
      2. In-school clubs meet during school hours, but have officers and planned activities beyond school enrichment.
      3. 4-H after-school clubs are organized within after-school programs administered by UCCE 4-H YDP staff or other organizations (i.e., other youth development organizations, housing authorities). They set the above definitions of a 4-H YDP club and the young people and adult staff identify themselves as 4-H members and 4-H adult volunteers. They may have officers and elements of a club structure.
      4. Military 4-H YDP clubs are organized by the Armed Forces, often on military installations, and principally for 4-H members that are military dependents.
   2. Individual 4-H members and 4-H adult volunteers pay the full annual 4-H YD program fee which includes accident and sickness insurance coverage, and complete all the required individual 4-H YDP enrollment paperwork.
2. 4-H YDP Special Interest Programs
   1. In this delivery mode groups of 4-H members meet for a special learning experience that involves direct teaching by UCCE 4-H YDP staff or trained 4-H adult volunteers or teen leaders. The program is not part of a club or school curriculum. The duration of the direct audience contact for this delivery mode is at least six (6) weeks.
   2. Individual 4-H members and 4-H adult volunteers pay the full annual 4-H YD program fee which includes accident and sickness insurance coverage, and complete all the required individual 4-H YDP enrollment paperwork.
3. 4-H YDP Short-Term Programs
   1. In this delivery mode groups of 4-H members meet for a special learning experience that involves direct teaching by UCCE 4-H YDP staff or trained 4-H adult volunteers or teen leaders. The program is not part of a club or school curriculum. The duration of the direct audience contact for this delivery mode is at least six (6) hours but no more than six (6) weeks.
   2. Individual 4-H members and 4-H adult volunteers pay one-half of the annual 4-H YD program fees which includes accident and sickness insurance coverage, and complete all the required individual 4-H YDP enrollment paperwork.
4. 4-H YDP Overnight Camping Programs
   1. In this delivery mode 4-H members participate in a 4-H YDP planned educational experience of group living in the outdoors. Overnight camping includes being away from home at least one night; resident, primitive, or travel camping. (4-H youth enrolled in this delivery mode should not be participating in this program as part of the 4-H YDP club. 4-H youth participating in camping or outdoor adventure projects as part of the 4-H YDP club should enroll in the organized 4-H YDP club delivery mode and select the 4-H camping (overnight) or outdoor adventure project.
   2. Individual 4-H members and 4-H adult volunteers pay the full annual 4-H YD program fee which includes accident and sickness insurance, and complete all the required individual 4-H YDP enrollment paperwork.
5. 4-H YDP School Enrichment Programs
   1. This delivery mode includes groups or classrooms of youth receiving a sequence of learning experiences in cooperation with school officials during school hours to support the school curriculum. Direct teaching is done by UCCE 4-H YDP staff, trained adult volunteers, teen leaders, classroom teachers or other school personnel using 4-H YDP curricula or other educational materials.
   2. No 4-H program fees are required since the youth are under the direct supervision of the school personnel and do not participate in any out-of-school 4-H activities or events. The 4-H Group Enrollment Form - 2011 (Word) is used.
6. 4-H YDP Individual Study/Mentoring/Family Learning Programs
   1. In this delivery mode planned learning is less than six (6) weeks in duration and occurs independently of a formal group setting, such as a club, and usually is self-directed, with limited adult involvement except for parents/guardians or mentors.  Examples include self-study, home study courses, advanced placement courses, mentoring or shadowing with an “expert,” or whole families learning together independently of others outside of the family.
   2. No 4-H YDP program fees are required so long as the participation is six (6) weeks or less and does not include participation outside of the home. The 4-H Group Enrollment Form - 2011 (Word)is used.
7. 4-H YDP School-age Childcare or Afterschool Education Programs
   1. In this delivery mode educational programs are offered outside of school hours to youth enrolled and under the supervision of another agency or school, and incorporating 4-H YDP curricula or other activities in their programming.
   2. No 4-H program fees are required since the youth are under the direct supervision of the school-age childcare, afterschool agency, or school personnel and do not participate in any out- of-school 4-H YDP activities. The 4-H Group Enrollment Form - 2011 (Word) is used.
      1. 4-H clubs in school-age childcare or afterschool settings, or afterschool programs directly supervised by 4-H YDP, should be reported under Organized 4-H Clubs in the 4-H information and data system and pay the full program fee.
8. 4-H YDP Instructional TV/Video/Webcast Programs
   1. In this delivery mode youth are offered learning experiences through 4-H YDP via broadcast, closed circuit television, Internet, or other screen technologies.
   2. No 4-H program fees are required as long as the youth are not under the direct supervision of the 4-H YDP and the participation is in the youth’s home or under the supervision of another agency. The 4-H Group Enrollment Form - 2011 (Word) is used.

III. FEES

1. Statewide 4-H YDP Program Fees
   1. Annually the statewide 4-H YDP director reviews and sets the statewide 4-H program fees for youth and adult volunteer participation. These fees cover program and curriculum costs as well as accident/illness insurance and liability pool insurance for volunteers.
   2. All members and adult volunteers must be covered by the California 4-H accident/illness insurance despite other coverage individuals may have.
   3. All 4-H participants who receive 4-H accident/illness insurance must pay all other 4-H program fees. See 4-H YDP Delivery Mode and Statewide 4-H Program Fee Structure at the beginning of this chapter for more information.
   4. State 4-H program fees are due to the Statewide 4-H YDP office on January 31st and August 15th of each year.
2. County Fees
   UC has developed strategies and Cost Recovery Guidelines to recover costs associated with programs and services for the public good as well as those for customized programming for targeted audiences. County directors and 4-H YDP staff should refer to these guidelines when establishing county fees. All county and club fees must be approved annually by the county director. See Fees-Annual_Request_to_Assess_County_or_Unit_4-H_Participation_or_Program_Fees.
3. Other Program Fees
   For certain events, activities, or projects, the member may be responsible for additional costs to cover supplies, services, or materials. These additional costs must not exceed the amount (or estimate thereof) needed to cover specific program costs.  Some examples are the costs of project work and participation at camps, field trips, fairs, and competitive events. 4-H adult volunteers will receive and account for all funds collected for these events and submit them to the 4-H unit treasurer for deposit and reimbursement.
4. Adult Volunteer or Member Payment for Services
   4-H adult volunteers or members cannot charge for the services or lessons they provide as a 4-H adult volunteer or junior/teen leader. Project activities must be performed free of charge. No payment to an adult volunteer or a 4-H member may be accepted or solicited.

IV. 4-H YDP MULTIPLE DELIVERY MODE PARTICIPATION

A youth may participate in one or more 4-H YDP project or program in any delivery mode. To participate in 4-H club program activities, however, youth must complete the required enrollment forms, pay accident/illness insurance and state 4-H program fees, and have the individual enrollment recorded by the county office.

V. ENROLLMENT PROCESS

1. Responsibility
   Each UCCE office is responsible for conducting proper enrollment procedures, following the 4-H enrollment process, and meeting State 4-H YDP enrollment deadlines. See Enrollment-CA_4-H_Flow_Chart. Enrollment data provides an important record of participation and shall be used to report program participation to ANR and USDA, as well as supporters and other stakeholders. Enrollment data may also be used in the evaluation of the 4-H YDP. Enrollment procedures vary depending on delivery mode and program category.
2. Annual Process
   4-H club members must annually complete the Youth Enrollment Form - English (PDF), the Youth Medical Release and Health History Form (PDF), the Member Code of Conduct, and the Waiver of Liability (PDF); and must pay state 4-H program fees. The 4-H member's parent/guardian must sign all enrollment forms listed above.
3. Short-Term Enrollment
   4-H YDP short-term/special interest program members receiving six (6) hours of instruction, over no more than six (6) weeks, must annually complete the Youth Enrollment Form - English (PDF), Youth Medical Release and Health History Form (PDF), the Member Code of Conduct, the Waiver of Liability (PDF), and any other enrollment information needed by the county office, and must pay one-half of the state 4-H YDP program fees. The 4-H member's parent/guardian must sign all enrollment forms listed above. See 4-H YDP Delivery Modes and Statewide Fee Structure.
4. Group Enrollment
   Group enrollees who are under the direct supervision of another agency do not need to complete the individual enrollment process and their participation is reported on the 4-H Group Enrollment Form - 2011 (Word). However, youth enrolled through the group enrollment process are not covered under 4-H YDP accident/sickness insurance.

VI. PROGRAM YEAR

The statewide 4-H YDP year begins on July l and ends the following June 30. County offices can adjust their individual calendar year to meet programmatic needs, as long as state and national deadlines are observed. The statewide 4-H YDP uses the fiscal year for all reporting processes.

VII. MEMBER ENROLLMENT DEADLINES

A member may enroll in 4-H clubs/units, special interest/short-term programs, afterschool programs, overnight camping programs, etc., as an individual at anytime during the year. However, 4-H councils or units (with the approval of 4-H YDP staff), may establish enrollment deadlines relative to participation in specific programs or events. Youth must enroll by their age/grade as of December 31 of the program year.

VIII. MARRIED OR PREGNANT 4-H MEMBERS

Married or pregnant youth are eligible to participate as 4-H members as long as they meet the age requirements. Marriage does not change eligibility for events or activities, or exempt members from program rules or code of conduct.

IX. TRANSFERRING MEMBERSHIP

Members transferring from one county or state to another are accepted and given full credit for their past documented 4-H YDP work and achievements. County 4-H YDP staff may require written verification.

X. LIMITING PARTICIPATION

1. County Authority
   County 4-H YDP staff, based on review of local resources, may limit the program's availability to certain age/grade levels. If participation is limited to certain age/grade levels the policy must be well publicized and equitably enforced.
2. Enrollment Deadlines
   4-H units may require enrollment deadlines or set maximum capacities that apply to participation in a specific program or event with the approval of the county 4-H YDP staff. If used, these deadlines and limitations must be well publicized and equitably enforced.
3. County Residence
   The county of residence is the primary county for 4-H YDP enrollment. A 4-H member cannot be enrolled in two different counties at the same time. Any exceptions to this residence requirement must have prior approval from 4-H YDP staff in both counties and/or states affected. If an exception is approved, it can be documented by the Request for 4-H Membership in a Neighboring County or State or Project_Across_County_Lines_Request_and_Agreement_Form.
4. Minimum Number of Members
   4-H units must maintain a minimum of five (5) members from three (3) families and two (2) 4-H adult volunteers in order to be recognized as a 4-H unit at the county level.
5. Maximum Number of Members
   1. 4-H units may set maximum numbers for enrollment in consultation with and approval of county 4-H YDP staff. If used, these limitations must be well publicized and equitably enforced.
   2. The 4-H unit and project limitations must be widely advertised and unit and project volunteers must also announce that enrollment is on a first-come, first-served basis.
   3. Any limiting criteria shall not be used as a basis for discrimination against members of protected groups.

Supporting Documents & Forms:

Word, PDF, and Other Documents

• 4-H Group Enrollment Form - 2011 (Word)
• Enrollment-CA_4-H_Flow_Chart
• Fees-Annual_Request_to_Assess_County_or_Unit_4-H_Participation_or_Program_Fees
• Fees-Process_for_Consideration_or_Establishment_of_County_or_Unit_Fees_FAQ
• Member Code of Conduct
• Project_Across_County_Lines_Request_and_Agreement_Form
• Request for 4-H Membership in a Neighboring County or State
• Waiver of Liability (PDF)
• Youth Enrollment Form - English (PDF)
• Youth Enrollment Form - English (Word)
• Youth Enrollment Form - Spanish (PDF)
• Youth Enrollment Form - Spanish (Word)
• Youth Medical Release and Health History Form (PDF)

• 4hOnline.com
• Cost Recovery Guidelines
• Essential Elements