Chapter 4: Enrollment and Delivery Mode

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I. Introduction

The California 4-H Youth Development Program (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 State 4-H Program Fee Structure

State 4-H 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 the 4-H enrollment system. The following descriptions are used to define the level of 4-H YDP involvement, enrollment categories, and annual state 4-H program fees. The fees for 4-H members 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 .

A. Organized 4-H Clubs

This delivery mode consists of an organized group of youth 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; and 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. 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 meet 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 on military installations for military dependents. Military 4-H YDP clubs do not meet the above definitions of a 4-H YDP club. No state 4-H program fees are required since the youth are under the direct supervision of another agency and do not participate in any 4-H YDP activities off of the military installations. See Template - 2023-2024 4-H Agency Summary Group Enrollment Form .
Individual 4-H members and 4-H adult volunteers pay the full state 4-H program fee which includes accident and sickness insurance coverage, and complete all the required individual 4-H YDP enrollment forms.

B. 4-H YDP Special Interest Programs

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. Contact hours should be at least 6.
Individual 4-H members and 4-H adult volunteers pay the full state 4-H program fee which includes accident and sickness insurance coverage, and complete all the required individual 4-H YDP enrollment forms.

C. 4-H YDP Short-Term Programs

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.
Individual 4-H members and 4-H adult volunteers pay one-half of the state 4-H program fees which includes accident and sickness insurance coverage, and complete all the required individual 4-H YDP enrollment forms.

D. 4-H YDP Overnight Camping Programs

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 an organized 4-H club. 4-H youth participating in camping or outdoor adventure projects as part of an organized 4-H club should enroll in the organized 4-H club delivery mode and select the 4-H camping (overnight) or outdoor adventure project.
Individual 4-H members and 4-H adult volunteers pay the full state 4-H program fee which includes accident and sickness insurance, and complete all the required individual 4-H YDP enrollment forms.

E. Youth Participating in 4-H YDP School Enrichment Programs

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 4-H adult volunteers, teen leaders, classroom teachers or other school personnel using 4-H YDP curricula or other educational materials.
No state 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 Template_2023-2024 4-H Agency Summary Group Enrollment Form is used.

F. 4-H YDP Individual Study/Mentoring/Family Learning Programs

In this delivery mode, planned learning that 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.
No state 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 Template_2023-2024 4-H Agency Summary Group Enrollment Form is used.

G. 4-H YDP School-age Childcare or Afterschool Education Programs

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 educational materials/activities in their programming.
No state 4-H program fees are required since the youth are under the direct supervision of the school-age childcare, after school agency or school personnel and do not participate in any out-of-school 4-H YDP activities. The Template_2023-2024 4-H Agency Summary Group Enrollment Form 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 enrollment system and pay the full state 4-H program fee.

H. 4-H YDP Instructional TV/Video/Webcast Programs

In this delivery mode youth are offered learning experiences through 4-H YDP via broadcast, closed circuit television, Internet or other screen technologies.
No state 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 Template_2023-2024 4-H Agency Summary Group Enrollment Form is used.

III. Fees

A. State 4-H Program Fees

Annually the State 4-H YDP Director reviews and sets the state 4-H program fees for 4-H member and adult volunteer participation. These fees cover costs associated with the 4-H YDP and services as well as accident/sickness insurance and liability pool insurance for 4-H adult volunteers.
All 4-H members and adult volunteers must be covered by the California 4-H accident/sickness insurance despite other coverage individuals may have.
All 4-H participants who receive 4-H accident/sickness insurance must pay all other state 4-H program fees. See 4-H YDP Delivery Mode and State 4-H Program Fee Structure at the beginning of this chapter for more information.
State 4-H program fees are invoiced to counties and recharge payments to the State 4-H Office will be finalized as of last business day in January for 1st installments, and last business day in July for 2nd installments, each year.

B. County and 4-H Unit Program 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 program fees. All county and 4-H unit program fees must be approved annually by the county director. See Fees-Annual Request to Assess County or Unit 4-H Participation or Program Fees .

C. Other Participation 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 or members will receive and account for all funds collected for these events and submit them to the 4-H unit or VMO treasurer for deposit and reimbursement.

D. Clientele Access Policy

The 4-H YDP is to be open and accessible to participants, regardless of their individual ability to pay. All brochures, marketing or other communications of the 4-H YDP should include a notice of such. Program fees will be waived or reduced for eligible youth. Provisions will be made by the 4-H unit (e.g., club) and/or 4-H volunteer management organization (e.g., council) to cover program fees for eligible youth who are unable to pay them. A Request for 4-H Program Fee Waiver Reduction or Request for 4-H Program Fee Waiver Reduction (Spanish) should be filled out by the parent/guardian of the youth. See Request for 4-H Program Fee Waiver/Reduction FAQ .

E. 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 member (e.g., junior/teen leader). Project activities must be performed free of charge. No payment to a 4-H adult volunteer or member may be accepted or solicited.

IV. 4-H YDP Multiple Delivery Mode Participation

4-H members and adult volunteers may participate in one or more 4-H YDP projects or programs in any delivery mode. 4-H members and adult volunteers must complete all enrollment forms as required by the delivery mode and pay applicable fees. See 4-H YDP Delivery Modes and State 4-H Program Fee Structure.

V. Enrollment Process

A. Responsibility

Each UCCE office is responsible for conducting proper enrollment procedures, following the 4-H enrollment process and meeting State 4-H Office payment deadlines established for state 4-H program fees. 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.

B. Individual Enrollment

All individually enrolled 4-H members must annually complete all forms in the 4-H enrollment system. The Member Enrollment Forms are available in English and Spanish. See https://4h.ucanr.edu/Resources/Enrollment_Forms/ for full list of forms in English and Spanish; which includes the Member Treatment Authorization and Health History Form, the Member Code of Conduct, the Parent-Guardian-and Adult Participant Code of Conduct, the Parent Consent for 4-H Evaluation and Research, the Waiver of Liability, and Youth Photo & Information, Animal Liability Release and Vaccinations Notice; and must pay state 4-H program fees and any county or 4-H unit program fees. The 4-H member's parent/guardian provides approval and signature of all enrollment forms listed above. If enrolling member is 18 years old, they may sign enrollment forms for themselves.
All individually enrolled 4-H adult volunteers must annually complete all application forms in the 4-H enrollment system, The adult volunteer forms are available in English and Spanish. See https://4h.ucanr.edu/Resources/Enrollment_Forms/ for list of forms in English and Spanish; which includes the Waiver of Liability, Adult Volunteer Confidential Self-Disclosure Form, the Photo & Information, Animal Liability Release and Vaccinations Notice, the Adult Volunteer Code of Conduct; and must pay state 4-H program fees and any county or 4-H unit program fees.

C. Group Enrollment

Group enrollees who are under the direct supervision of another agency do not complete the individual enrollment process. Participation is reported on the Template 2023-2024 4-H Agency Summary Group Enrollment Form, the Template 2023-2024 4-H Self-Reporting Group Enrollment Form, and the Template 2023-2024 4-H Spanish Self-Reporting Group Enrollment Form. Youth and adult participants enrolled through the group enrollment process are not covered under 4-H YDP accident/sickness or liability pool insurance. See https://4h.ucanr.edu/Resources/Enrollment_Forms/ for forms listed above.

VI. Program Year

The state 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 state 4-H YDP uses the fiscal year for all reporting processes.

VII. Member and Adult Volunteer Enrollment Deadlines

A 4-H member and adult volunteer may enroll in 4-H Youth Development Program, clubs and units at any time during the year. Enrollment deadlines relative to participation in specific programs and events may be established with approval of the 4-H YDP staff to ensure proper planning. Youth and adults enroll based on their age by December 31st of the program year.

VIII. Project Enrollment

A member may add or delete project enrollment at any time during the 4-H year. The 4-H YDP VMO or unit, with county 4-H YDP approval, may establish project enrollment deadlines relative to participation in 4-H demonstration days, exhibit days, play days, fun days, county fair, state fair and other exhibit opportunities.

IX. 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.

X. 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.

XI. Limiting Participation

A. County Residence

The county of residence is the primary county for 4-H YDP enrollment. 4-H members may participate in projects offered by a neighboring club, county or state if the member's primary club does not offer the 4-H project a member is interested in. See Project Across Club, County or State Lines Request and Agreement Form . A 4-H member may only be enrolled in one (1) county as their primary county. 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 . 4-H YDP staff reserve the right to reassess all previously granted approvals for out of county or state membership when the 4-H program year begins, July 1.

B. 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.

C. Maximum Number of Members

Specific programs, events and/or 4-H units may set maximum numbers for enrollment based on capacity in consultation with and approval of the 4-H YDP staff.
Project limitations must be approved by the 4-H unit leader if part of a unit or the 4-H YDP staff.
If used, limitations must be well publicized and equitably enforced. It also must be announced that enrollment is on a first-come, first-served basis.
Any limiting criteria shall not be used as a basis for discrimination against members of protected groups.

D. Developmentally Appropriate Programming

Specific programs and events specifically designed for a particular age range may limit participation in consultation with and approval of the 4-H YDP staff.
Any limitations to 4-H project participation must be based on the educational or curricular resources used in the project. Primary members cannot enroll in large animal projects. For a complete list of approved primary member projects, see the California 4-H Project List .
4-H units may not limit participation based on age. Any exceptions must be approved by the 4-H YDP staff and State 4-H Office and included in the unit bylaws or operating procedures.
If used, limitations must be well publicized and equitably enforced. It must also be announced that enrollment is on a first-come, first-served basis.
Any limiting criteria shall not be used as a basis for discrimination against members of protected groups.