Policies and procedures

section 7: 4-H club standards

4-H Clubs in Indiana

Purdue Extension is responsible for 4-H within the state of Indiana. Purdue Extension relies on volunteers to lead and provide a safe, welcoming and educational engaging environment through 4-H Club opportunities and connections. 4-H Extension Professionals are placed in the county by Purdue University to work and communicate with local volunteers and ensure that state and national 4-H policies are followed.

The United States Department of Agriculture authorized land grant universities to administer the nation’s 4-H programs. Purdue University is the only land-grant in the state of Indiana. The Indiana General Assembly has given Purdue University sole and exclusive authority to manage all 4-H activities in the state of Indiana. Purdue University relies on the local county Extension Professionals to administer the 4-H program at the local level. The local Purdue Extension 4-H Professional is the immediate supervisor of all 4-H volunteers and programmatic efforts.

4-H Club programming, finances and expectations must be in compliance with, and will not supersede, state and national 4-H policies and procedures.

 

7.1 What is a 4-H Club?

7.1.1 4-H Club Definition:

A 4-H Club is an organized group of at least five youth from three different families who meet regularly with adult volunteers or staff for a long-term, progressive series of educational experiences.

7.1.2 4-H Club Purpose:

The purpose of a 4-H club is to provide positive youth development opportunities to meet the needs of young people to experience belonging, mastery, independence, and generosity—the Essential Elements—and to foster educational opportunities tied to the Land Grant University knowledge base.

 

7.2 Structure of a 4-H Club

  • Enrolls at least 5 youth members from at least 3 families.
  • Follows Purdue University’s youth protection and risk management policies for all activities (meetings and events).
  • Hosts a minimum of 6 club connections per year. Connections may include workshops, activities, events, contests, business meetings, field trips, community service days, etc. Clubs may strive to host connections throughout the year which can lead to a greater sense of belonging and engagement. Club activities are often supplemented by project workshops, camps, fairs, and other 4-H learning activities.
  • Youth provide leadership to the club under the mentorship, coaching, and support of their adult leaders.
  • Meets in any location -community center, library, public housing site, school, afterschool programram, military installation, and/or many other places –that is easily accessible to all participants.
  • Adapts to and supports mobility of youth and parents—linking them to 4-H programs in other counties and states.
  • Meets interests and needs of youth in same-age or cross-age groupings and using single project or multiple project formats.

 

7.3 Starting a 4-H Club

  • County 4-H Extension Professional ddetermines the need for a 4-H Club in the geographic or subject matter area.
  • Recruit, screen, and approve Adult 4-H Volunteers to lead the club (at least two are needed, but more may be required to meet supervision ratios- see Section 9: Risk Management).
  • 4-H Professional provides training and support to help 4-H Volunteers charter, organize and communicate about the club.
  • 4-H Volunteers may organize informational materials and meetings with 4-H Extension Educator approval prior to chartering the 4-H Club.
  • 4-H Clubs should include youth voice in club decisions and youth leadership opportunities. Club officers may be utilized, but are not required by the Indiana 4-H Program. A flexible leadership model allowing youth to serve in leaderships roles to help lead and/or plan club connections (workshops, activities, events, contests, business meetings, field trips, community service days, etc.) is a suggested best practice.
  • With youth input/voice:
    1. Select a club name. Club names must:
      1. Be specific to the 4-H club or organization either through a unique name or by identifying the county or location;
      2. Not be religious or represent the beliefs of one religion or denomination over another;
      3. Not imply that membership is limited or exclusive; and
      4. Not be offensive or generally seen as demeaning to any group protected by equal opportunity regulations.
  •  
    1. Develops a set of by-laws or rules approved by the members to govern the club (optional).
    2. Develops an annual educational plan.
    3. Once the structural requirements (Policy 7.3.) and above items are met, 4-H Volunteers complete the chartering process. (Policy 7.6)
    4. Once chartered, the club may begin meeting and fundraising in alignment with applicable state, Land Grant University and USDA-NIFA policies.

 

7.4 Chartering 4-H Clubs

From United States Department of Agriculture, National Institute of Food and Agriculture:

The 4-H Charter, issued by the United States Department of Agriculture (USDA) and signed by the Secretary of Agriculture’s designated representative, is the only document that officially recognizes a 4-H Club and its use of the 4-H Name and Emblem for the conduct of 4-H Youth Development programs. The official 4-H Charter, issued by USDA, is obtained from the Division of Youth and 4-H at USDA NIFA. State and local charters that do not include a USDA signatory, are not considered official 4-H Charters.

Land Grant University 4-H offices are expected to maintain documentation on the issuance of 4-H Charters to 4-H Clubs within their respective boundaries. Charters should be issued when establishing a 4-H Club. With 4-H Clubs that have been long established, and verification of a valid Charter is not available, issuance of a new 4-H Charter is necessary.

A 4-H Charter is an agreement by the 4-H club and the Division of Youth and 4-H at USDA, National Institute of Food and Agriculture. And it is an agreement by the club with the Land Grant Institutions’ State or Local 4-H Extension Office to follow and abide by all state and local 4-H policies, procedures, and other requirements.

4-H Charters are agreements within the context of the overall 4-H Program. 4-H Charters do not qualify a 4-H Club as a legal entity according to state government and business policies and definitions. 4-H Charters do not allow a recognized 4-H Club to share their rights and privileges with any other person, group, or business.

The USDA NIFA Division of Youth and 4-H Charter, once issued, will be valid for as long as the 4-H entity receiving the 4-H Charter exists. If the 4-H entity disbands, separates into multiple entities, or changes its name, a new charter will need to be issued. The USDA does not mandate a Charter expiration date. Additionally, even with a change in the USDA designated representative, the USDA 4-H Charters remain valid. However, 4-H Charters may be revoked at any time by the Land Grant Institutions’ State or Local 4-H Extension Office for failure by the club to meet any aspect of the agreement.

From Indiana 4-H/Purdue Extension:

Each 4-H Club that has signed both the authorization letter and the standardized constitution (see below) to join the Purdue Federal Tax Group Exemption Number, and that has a unique Employer Identification Number (EIN) from the IRS, will receive a 4-H Club Charter. This charter serves to verify the legitimacy of the 4-H Club and provides it with authority to use the 4-H Name and Emblem under the auspices of the 4-H Youth Development Program of Purdue University.

It is the responsibility of each 4-H Youth Extension Professional to maintain a current, master list of 4-H Clubs that have been chartered. Upon dissolution, renaming, or combining of a 4-H Club(s), the 4-H Professional will notify the State 4-H Program Leader to ask that the 4-H Club Charter be removed from the statewide list. If applicable, a new charter may be requested for combined 4-H Clubs.

Note: 4-H Affiliates (e.g., 4-H Council, 4-H Fair Board) obtain official recognition and authorization to use the 4-H Name and Emblem by signing a Memorandum of Understanding with the respective Purdue Cooperative Extension County Office. Because of this MOU, no 4-H charters will be issued to 4-H Affiliates.

 

7.5 4-H Club Chartering Process

 

  • The 4-H Volunteer will sign the standardized 4-H Club Constitution.
    • Each 4-H Club will sign the standard 4-H Club Constitution as a part of joining the Purdue Group Exemption Number for federal tax-exempt status. The approved 4-H Volunteer appointed to serve with the 4-H Club will submit the completed constitution to the county 4-H Professional as a part of the club charter packet. The constitution needs to be submitted one time only.
  • Apply for an Employer Identification Number (EIN) from the IRS using the SS-4 Form template and instructions described in the Financial Management Policies Section.
  • The 4-H Volunteer will sign the letter authorizing the 4-H Club to be included in the Purdue Group Exemption Number.
    • Each 4-H Club will sign an authorization letter indicating the club’s desire to join the Purdue Group Exemption Number. This letter will be signed by an approved 4-H Volunteer appointed to serve with the 4-H Club will submit the signed authorization letter to the county 4-H Professional as a part of the club charter packet. This letter needs to be submitted one time only.
  • County 4-H Professional will submit 4-H Club name, contact name, EIN, and signed documents to State 4-H Office (electronically is preferred) for review and chartering if approved.
  • State 4-H Office to review club charter packet and issue 4-H Club Charter and Purdue GEN Federal Tax Determination Letter if approved.
  • 4-H Volunteers appointed to serve with the 4-H Club must comply with annual financial and reporting expectations to maintain 4-H Club Charter.

 

7.6 4-H Club Programming

 4-H Volunteers appointed to serve with a 4-H Club should work with youth members/officers/leaders to create an engaging educational environment for all youth. Resources are available to help clubs to plan for at least 6 club connections throughout the 4-H Program year. These are located at: https://extension.purdue.edu/4-H/volunteer/resources-and-development/club-resources.html.

Clubs Connections may include workshops, activities, events, contests, business meetings, field trips, community service days, etc. Clubs may strive to host connections throughout the year which can lead to a greater sense of belonging and engagement. 4-H Professionals may be able to offer additional ideas and resources and are encouraged to visit and support club connections.

Clubs should keep records of club meetings, decisions, and finances (receipts, expenses, etc.) for annual use in annual club reporting.

 

7.7 Club Reporting

 4-H clubs must submit the following to their 4-H Professional to maintain their 4-H Charter.

  • Annual 4-H Club Confirmation and Tentative Club Connections - pertinent club information needed to open club for enrollment in 4-H Online. Include a list of tentative 4-H activities for upcoming program year. Submission to the 4-H Club Management Portal by October 1 to ensure club to ensure 4-H Professional is aware of the club's intentions for the 4-H Program Year.
  • Detailed 4-H Club Plan- Detailed list of 4-H activities for the year to include locations, fundraising efforts, special events, fields trips, guest speakers and overnight or out of county activities. Submission date set by local 4-H Professional, to be submitted no later than after first club meeting to allow for youth voice.
  • Annual 4-H Club Activity Report- report of previous program year’s activities, turned in with the 4-H Financial Report. Submission to the 4-H Club Management Portal by February 1st along with 4-H Financial Report.
  • Annual 4-H Financial Report- documentation of club finances, income and expenses for the previous 4-H Program year. Submission to the 4-H Club Management Portal by February 1st. 4-H Professional to review for accuracy and compliance with state policies.
  • IRS filing- by May 15, can be submitted by county Extension Office.
  • 4-H Financial Review thorough review of club finances, bank account and financial management processes. Documents due by February 1 to the county Extension office. Conducted once every three years, annually if club account is over $50,000, during a change in club leadership/primary volunteer working with the club finances or for special circumstances as designated by 4-H Professional. Communicated and managed by the county 4-H Professional. 4-H Professional should work with a review committee of approved 4-H Volunteers.

Guidelines for handling 4-H Club Finances are included in the Financial Policies Section 10. Information and resources include annual financial documents, treasurer’s report, IRS procedures, and fund-raising guidelines.

It is crucial that 4-H Clubs maintain an accurate accounting of their finances and are transparent in their reporting to the 4-H members and their families.


 

7.8 Club Communications

4-H clubs may maintain a social media presence in accordance with the following:

  • Social media accounts/groups/pages must allow "full” access permissions to at least one Purdue Extension employee.
  • The nature of the club must be reflected in the name. Example: Lincoln County 4-H Council/Lincoln County 4-H Junior Leaders/Lincoln County 4-H Dairy Goat Club, Lincoln County Fair, rather than Lincoln County 4-H.
  • In the case of a career change or change in volunteer status, an individual’s access permissions should be removed in a timely manner.

4-H clubs should include the county 4-H Extension Professional on email communications and share information to be posted on Extension social media, county newsletters and communications.

Direct communication with youth must include another adult, preferably the youth’s parent.

Group communication with youth must include another adult, including an approved 4-H Volunteer, Extension 4-H Professional and/or youths’ parents.

Prior approval from the 4-H Professional for all fund-raising activities, marketing, communication pieces, etc. that utilize the 4-H Name and Emblem or that are designed to promote the 4-H Youth
Development Program.

 

7.9 Closing a Club

A 4-H Club may be dissolved/disbanded if there is no longer adequate participation or volunteer support, or if their charter is revoked due to non-compliance with annual club reporting. 

If a club is unable to meet the club structure or annual reporting expectations, volunteers and families will be notified of the potential need to disband and be allowed time to make adjustments/improvements to meet club expectations to remain active. The decision to disband a 4-H Club may be made by the 4-H Extension Professional in consultation with the Area Director and State 4-H Office. When disbanding a club, the following steps should be taken and managed by the 4-H Extension Professional:

  1. Notification and support of membership transfer to club members and their families
  2. Notification to club volunteers regarding role reassignment and closing steps to include:
    1. Close Club bank account(s)
    2. Turn in club funds (see step 5)
    3. Turn in any club inventory and/or assets purchased with club funds to the Extension Office
    4. File final 990-N and select “Final Return” option
    5. Turn in all club financial documentation, meeting minutes and/or other materials to the Extension Office
  3. Conduct exit interview with volunteer if leaving service (optional)
  4. Conduct final financial audit
  5. Club funds and assets turned it to the Extension Office should be used for 4-H Club programming. Decisions should be made in collaboration with the 4-H Council and 4-H Extension Professional. Funds and assets can be split and shared with new clubs of remaining 4-H members, held for future club aligned with club focus/project or used for educational programming for all use.
  6. Notify 4-H Online Specialist of change in club status
  7. Notify IRSInfo4HClubs@purdue.edu club disbanding and include Club name and EIN and date of disbanding