Chapter 6: 4-H Adult Volunteers, Parents, Guardians, and Other Adult Participants in the 4-H Youth Development Program

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I. Introduction

Volunteers, parents/guardians and other adult participants are a valued and essential part of the California 4-H Youth Development Program (4-H YDP), and have a profound impact on the life trajectory of 4-H members. Serving as a 4-H adult volunteer is a privilege and at the invitation of the University of California. Volunteer participation is supervised by the county 4-H YDP staff and county director. Adult volunteer participation that is outside of the authority of a single county director, or state level is supervised by the Statewide 4-H Director. It is the responsibility of the 4-H YDP to identify, screen, select, train and support 4-H adult volunteers so they can successfully carry out their duties. Adult volunteer appointments are made annually, after reviewing program needs, as well as quality of service and past performance of the volunteer. The policies set forth in this chapter are designed to assure that the 4-H YDP engages caring, competent, and effective volunteers and provides a satisfying and rewarding experience for the adult volunteer that is beneficial to California 4-H members.

II. Age Requirements for 4-H Adults Volunteers

A. Definition

An individual must be eighteen (18) years or older to become a 4-H adult volunteer. A 4-H adult volunteer cannot simultaneously be a 4-H member. Depending upon the roles and responsibilities of a 4-H adult volunteer position, additional age restrictions can be applied.

B. County Authority

4-H YDP staff have the authority to maintain procedures that are more stringent or set conditional age restrictions for 4-H adult volunteers.

III. Chaperones

A. Definition

Chaperone duties may be assigned to 4-H adult volunteers upon approval of the 4-H YDP staff. A chaperone is a 4-H adult volunteer at least twenty-one (21) years of age. The chaperone has the responsibility of a delegation of youth at a 4-H YDP event or activity. The event usually lasts more than twenty-four (24) hours with an overnight stay, and often involves travel.

B. County Authority

4-H YDP staff have the authority to maintain procedures that are more stringent or set conditional restrictions based on age of the chaperone.

C. Parents and Guardians as Chaperones

Parents/guardians who desire to serve as an overnight chaperone must be screened and appointed as a 4-H adult volunteer prior to serving in a chaperone capacity.

IV. Parent/Guardian Involvement

A. Introduction

The 4-H YDP strives to provide quality leadership for youth participating in 4-H YDP programs, events, and activities. The opportunity to work with youth is a privileged position of trust that should be held only by those who are willing to demonstrate behaviors that fulfill this trust. Parents/guardians are encouraged to participate in the 4-H YDP in a variety of supportive positions.

B. Behavior Guidelines

4-H YDP staff are to provide parents/guardians with the 4-H Parent-Guardian-Adult Participant Code of Conduct upon enrollment of their children in the 4-H YDP. Parents/guardians participating in the 4-H YDP are expected to abide by these guidelines.

C. Behavioral Violations

If parents/guardians do not follow these guidelines, they may be barred or censored from attending 4-H YDP activities. A child whose parents/guardians have been barred from participation or censored is still eligible to participate in the 4-H YDP.

D. Non Participation

Parent/guardian involvement cannot be required for youth to enroll in the 4-H YDP. However, the active support, cooperation, and involvement of parents/guardians are believed to increase the benefits to a member involved in the 4-H YDP experience.

V. Agency and School Personnel Participation

A. Introduction

Paid personnel of agencies or schools may work in a collaborative role with 4-H YDP staff in assessing community needs, identifying local resources, and conducting a 4-H YDP experience for youth in school settings and other community youth group contexts. 4-H YDP staff may provide research and education programs to other agencies that serve youth.

B. Dual Roles of Agency Staff and Adult Volunteers

Paid personnel of other agencies or schools may not simultaneously function as a 4-H YDP program collaborator and as a 4-H adult volunteer.

C. Use of MOU

Prior to any collaborative effort, all parties should come to a verbal or written understanding about the roles and responsibilities of the 4-H YDP, each agency, and the staff and volunteers of each entity. Contact ANR’s unit for further information regarding MOUs. Administrative Policies and Business Contracts.

VI. Adult Volunteer Roles and Responsibilities

A. Introduction

The 4-H YDP staff set the 4-H YDP’s educational goals and standards, and recruit and train 4-H adult volunteers to deliver the program at the county level. 4-H adult volunteers implement the programs, providing logistical support for meetings and events, and directing the educational service to youth. Close cooperation and planning between 4-H YDP staff and 4-H adult volunteers is required to produce effective 4-H YD programs.

B. Roles and Positions

4-H adult volunteers serve in the following roles in the 4-H YDP:

Organizational unit 4-H adult volunteers administer a 4-H YDP unit such as a club, special interest group or camp. See Sample 4-H Adult Volunteer Position Description-Organizational Unit Volunteer (Club Leader) .
Activity or event volunteers provide leadership within a specific, short-term 4-H YDP project or activity. These activity volunteers make preparations for the activity, obtain relevant literature and distribute it to adult and youth participants and attend the activity or community event. See Sample 4-H Adult Volunteer Position Description-Activity or Event Adult Volunteer .
Project or program volunteers have expertise in particular areas which they teach to participants, parents/guardians, or special interest groups. See Sample 4-H Adult Volunteer Position Description-Project Adult Volunteer .
Resource/key volunteers have expertise in club organization, planning and conducting activities, or specialized subjects relating to projects. Unit volunteers and 4-H YDP staff often ask these individuals to serve as key resources at the club or county level. See Sample 4-H Adult Volunteer Position Description-Resource Key Adult Volunteer .
Collegiate 4-H adult volunteers serve in local, regional, and state roles. See Collegiate 4-H for more information.
Other 4-H adult volunteers help with transportation, management, or recruitment. They may also serve as elected or appointed officers or committee members for the VMO.

C. Limitations of the Authority of Volunteers

Volunteers may not sign contracts of any kind on behalf of UC, nor otherwise obligate the Regents of the University of California in any way. Likewise, units, VMOs and other 4-H groups are also prohibited from entering into contracts on behalf of UC.
In the present-day business environment virtually all contractual transactions result in the parties’ assumption of risk. When volunteers enter directly into business contracts they may become personally responsible for the associated liability.
All agreements with outside organizations, agencies and individuals must be executed by an authorized UC employee (at county level the county director), and must comply with all applicable UC policies and procedures governing the particular transaction. Observance of this restriction protects volunteers and ensures that UC’s General Liability, Automobile Liability, and Employment Practices Liability Self-Insurance Program, as well as the State of California Workers’ Compensation Program, may be applied as appropriate.
In this specific context “volunteers” is construed to mean all individuals involved in the 4-H YDP who are not UC employees, including but not limited to chaperones and parents/guardians.
In this specific context, “contracts” is construed to mean all business agreements including, but not limited to facilities use agreements, rental and lease agreements, employment contracts, grants, fundraising agreements, service, consulting, and construction contracts, and so on.

VII. Conflict of Interest and/or Conflict of Commitment

A. Definition

UC policy is that none of its faculty, staff and/or volunteers shall engage in any activities that place them in a conflict of commitment and/or of interest between their official activities and any other obligation. Such conflicts may interfere with the individual’s ability to meet their UC obligations, or may create a potential or actual conflict of interest or commitment, or the appearance of the same.

B. County Director Authority

The county director has responsibility and authority to designate those activities that, in their opinion as county director, constitute a conflict of interest and/or a conflict of commitment by a 4-H adult volunteer. Should the county director deem a 4-H adult volunteer to hold a conflict of interest or commitment, the 4-H adult volunteer will be contacted in writing and asked to remove themselves from the conflict of interest or commitment or resign from their 4-H adult volunteer position. See Dual Employee Volunteer Status FAQ .

VIII. Charging for Services or Instruction

4-H adult volunteers or members cannot charge for services or lessons they provide as a 4-H adult volunteer or junior/teen leader. Project activities must be performed free of any charges. No payment to a 4-H adult volunteer or junior/teen leader for 4-H YDP services may be accepted or solicited.

IX. 4-H Adult Volunteer Training

4-H adult volunteers are expected to perform competently as youth educators, mentors and extenders of youth development materials. They are expected to attend training programs led by 4-H YDP staff or other adult volunteers who may deliver training through: orientation and in-service workshops; video and web-based materials; 4-H publications and newsletters; county and state 4-H adult volunteer forums, conferences, and workshops; or other methodologies identified as appropriate at the local level.

X. Initial Appointment of a 4-H Adult Volunteer

A. Introduction

The 4-H YDP strives to provide the highest qualified pool of 4-H adult volunteers to support California’s 4-H YDP members. In this effort, the 4-H YDP has developed a process for providing 4-H adult volunteers with the skills and knowledge required to deliver quality educational youth development experiences in a safe and caring learning environment.

B. Appointment Process

An adult interested in serving as a 4-H adult volunteer is eligible for “appointment” by the county director after successfully completing the process below. See For Staff for a flowchart, supporting documents and template appointment letters.

Fill out the 4-H Adult Volunteer Interest Survey
One-on-one interview may be required
Submit 4-H adult volunteer application (online or paper form)
Complete required California New Volunteer Trainings
Complete any additional trainings required by your county
Submit fee payment to the Club Leader/Organizational Unit Volunteer
Complete live-scan criminal records check with the State of California, Department of Justice (DOJ). For additional information, see Background Investigation and Fingerprinting FAQ .

C. Initial Volunteer Appointment Review

The county director has the responsibility and authority to appoint (or conditionally appoint) 4-H adult volunteers after careful review of all the above information and successful DOJ criminal records check. If the individual has an arrest record and/or conviction, ANR Risk & Safety Services will advise the county director and/or local 4-H staff on how to proceed based on the Criminal Records Barrier Offense List and Criminal Records Decision Matrix for Volunteers .

D. Confirmation of Initial Appointment

After reviewing and determining that an appointment should be made the county director follows this process in making initial appointments:
4-H adult volunteer approved in the CA 4-H Enrollment System.

Notification of the 4-H adult volunteer appointment and terms of the appointment sent from the CA 4-H Enrollment System. If no email address is available a letter will be sent by mail from the county director. See For Staff for template letter.
If there are any limitations on the appointment a subsequent letter will be sent from the county director outlining the parameters and limitations of the appointment. See For Staff for template letters.
4-H adult volunteer appointments are valid for up to one year and expire on June 30, with up to a six (6) month overlap process for re-appointments.
Upon notification of the appointment, the 4-H adult volunteer is recognized as an agent of UC when in the course and scope of their 4-H adult volunteer activities.
Adult volunteer appointments are county-specific (i.e., made to a single California county). Adult volunteers may not be concurrently appointed in two or more California counties.
The adult volunteer appointment letter should indicate limitations to UC general and automobile liability insurance coverage, the requirement of having two volunteers (or one 4-H adult volunteer and one adult when two adult volunteers are not possible) present at all times while conducting 4-H activities and events and that no private, one-on-one interactions with youth are permitted at any time.

E. Initial Non-Appointment

After reviewing and determining that an appointment should not be made the county director should notify the applicant in writing of the non appointment. See For Staff for more information.

XI. Re-Appointment or Renewal of a 4-H Adult Volunteer

A. Annual Re-Appointment Process

Annual re-appointment is required for a 4-H adult volunteer to remain active in the 4-H YDP. 4-H adult volunteer appointments are reviewed and renewed or denied on an annual basis by the county director in consultation and 4-H YDP staff. 4-H adult volunteers are independently and personally responsible for meeting all administrative requirements necessary to secure re-appointment by completing the process below. See For Staff for a flowchart, supporting documents and template letters.

Submit a 4-H adult volunteer application online
Complete required Returning Volunteers trainings
Complete any additional trainings required by your county
Submit fee payment to the Club Leader/Organizational Unit Volunteer

B. Review of Re-Appointment

The county director reviews renewal applications of 4-H adult volunteers on the basis of:

Completion of the re-appointment process and successful review of submitted application materials. Upon receipt of a subsequent arrest notification, ANR Risk Services will review the information and notify the county director. Risk Services will consult the Criminal Records Barrier Offense List and provide consultation to the county director per the Criminal Records Decision Matrix for Volunteers on how to proceed.
Adherence to UC 4-H Policies.
Quality of service and previous performance, specifically including demonstration of a supportive and cooperative relationship with 4-H YDP youth, 4-H adult volunteer peers, clientele, other program stakeholders, and 4-H YDP staff, and adherence to the programmatic goals, code of conduct and core values established by the 4-H YDP program.
County UCCE 4-H YDP program needs.

C. Re-Appointment Confirmation

After reviewing and determining that a re-appointment should be made the county director follows this process in making re-appointments:

4-H adult volunteer approved in 4-H Enrollment System. Notification of the 4-H adult volunteer appointment and terms of the appointment are sent from the CA 4-H Enrollment System. If no email address is available a letter will be sent by mail from the county director. See For Staff for template letter.
If there are any limitations on the appointment a subsequent letter will be sent from the county director outlining the parameters and limitations of the appointment. See For Staff for template letters.
4-H adult volunteer appointments are valid for up to one year and expire on June 30, with up to a six (6) month overlap process for re-appointments.
Upon notification of the appointment, the 4-H adult volunteer is recognized as an agent of UC when in the course and scope of their 4-H YDP 4-H adult volunteer activities.
4-H adult volunteer appointment are county-specific (i.e., made to a single California county). 4-H adult volunteers may not be concurrently appointed in two or more California counties.
The 4-H adult volunteer appointment letter should indicate limitations to UC general and automobile liability insurance coverage, the requirement of having two volunteers (or one 4-H adult volunteer and one adult when two adult volunteers are not possible) present at all times while conducting 4-H activities and events and that no private, one-on-one interactions with youth are permitted at any time.

D. Non-renewal of a 4-H Adult Volunteer

The county director has the authority not to re-appoint a 4-H adult volunteer after review of the submitted application materials, and consideration of the volunteer's adherence to UC 4-H policies, quality of service and prior performance, and program needs. Upon determination that the volunteer should not be re-appointed the county director should notify the applicant in writing of the non-renewal. See For Staff for template letter.
When re-appointment of a volunteer is declined, 4-H YDP staff must immediately notify the Custodian of Criminal Records at the UC ANR Office of Risk Services and provide the name and birthdate of the 4-H adult volunteer. Risk Services will submit State of California, Department of Justice (DOJ) Form BC11 8302. For additional information see Background Investigation and Fingerprinting FAQ .
If the person applies to be a 4-H adult volunteer at some point in the future, they will need to repeat the volunteer application and enrollment process, including the live-scan criminal records check.

E. Failure to Reapply as a 4-H Adult Volunteer (Break in Service)

4-H adult volunteers who do not annually reapply to continue as a 4-H adult volunteer are considered to have a break in service and may not serve as 4-H adult volunteers.
4-H YDP staff must send a list of names and birthdates of all 4-H adult volunteers that do not reapply to the Custodian of Criminal Records at the UC ANR Office of Risk Services by July 31 of each year. Risk Services will submit State of California, Department of Justice (DOJ) Form BC11 8302. For additional information see Background Investigation and Fingerprinting FAQ .
If the person applies to be a 4-H adult volunteer at some point in the future, they will need to repeat the volunteer application and enrollment process, including the live-scan criminal records check.

F. Resignation of a 4-H Adult Volunteer

A 4-H adult volunteer may independently resign from the 4-H YDP at any time.
When a 4-H adult volunteer resigns, 4-H YDP staff must immediately notify the Custodian of Criminal Records at the UC ANR Office of Risk Services and provide the name and birthdate of the 4-H adult volunteer. Risk Services will submit State of California, Department of Justice (DOJ) Form BC11 8302. For additional information see Background Investigation and Fingerprinting FAQ .
If the person applies to be a 4-H adult volunteer at some point in the future, they will need to repeat the volunteer application and enrollment process, including the live-scan criminal records check.

XII. Transfer of Appointment (or Reappointment)

A. Transfer of Appointment

4-H adult volunteers who relocate from one California county to another may apply for a transfer of appointment.

B. Application Process

To apply for a transfer of their appointment, the 4-H adult volunteer must provide a summary of their credentials, including details of training and volunteer service, and a reference from a 4-H YDP staff member of the former county. Transfer of the 4-H adult volunteer’s reappointment may be approved based on their previous training and experience, or the 4-H adult volunteer may be required to participate in further training, as per the discretion of the 4-H YDP staff. The outcome of the request for transfer of appointment will be given to the applicant in writing.

C. Required Criminal Records Check

A current 4-H adult volunteer who is transferring from one California county to another does not need to have the criminal records check in the new location if UC ANR Office of Risk Services can verify all of the following:
1. Record of previous fingerprinting and SAN service
2. There has been no break in service
3. A NLI form has not been submitted to DOJ
4. All counties involved are aware of the transfer
Any communication between the DOJ/FBI and UC ANR Office of Risk Services in regards to the transferred volunteer will continue to be received in the original county's DOJ mailbox and managed by Risk Services. The "new" county will be resonsible for ongoing and future communications with the volunteer as needed. Risk Services will make appropriate notation of the transfer and will copy the original county on notices of SANs or a NLI. The "new" county 4-H YDP staff will make appropriate notation of the transfer in the 4-H adult volunteer's profile in the CA 4-H Enrollment System.
If UC ANR Office of Risk Services does not have a valid record of the above then the criminal records check is not transferable from one California county to another. Accordingly, before transference of appointment can be approved, the 4-H adult volunteer must complete the criminal records check in the new location. For additional information see Background Investigation and Fingerprinting FAQ .

XIII. Suspension and/or Termination of a 4-H Adult Volunteer

A. Introduction

On occasion a 4-H adult volunteer may fail to complete required training, act in a manner detrimental to the best interests of the 4-H YDP, or be in violation of the 4-H Code of Conduct, UC policies or 4-H YDP core values. In these situations, or when the services of an adult volunteer are no longer needed, the adult volunteer may be excused by the county director. See ANR Volunteer Conflict Resolution Manual.

B. County Director Authority

The county director has responsibility and authority to terminate the services of adult volunteers based upon their professional judgment and in consultation with their peers and/or the State 4-H Office and the recommendation of 4-H YDP staff. The county director may execute such a termination at any time. In the event of a decision to terminate the services of a 4-H adult volunteer, the county director will consult with the State 4-H Office.

C. Reasons for Suspension or Dismissal

Causes of suspension or dismissal include but are not limited to:

Failure to demonstrate a supportive and cooperative relationship with 4-H youth, 4-H adult volunteer peers, clientele, other program stakeholders, and/or 4-H YDP staff.
Failure to adhere to the programmatic goals established by the 4-H YD program.
Violation of the 4-H Adult Volunteer Code of Conduct.
Performance of an act that violates UC policy and/or State or Federal law. If applicable, see Criminal Records Barrier Offense List and Criminal Records Decision Matrix for Volunteers .
Failure to meet the responsibilities of UCCE 4-H YDP adult volunteer service.
Falsification of information provided in the adult appointment process.
Failure to complete required training.

D. Suspension/Dismissal Procedures - Formal Review Process

The county director will advise selected relevant personnel and appropriate individuals of the upcoming formal review, but will otherwise keep this information confidential to the greatest extent possible.
Relevant personnel may include (but are not limited to), the Statewide 4-H Director, the Academic Coordinator for Volunteer Engagement, the 4-H YDP staff, and others as needed to review the 4-H adult volunteer appointment.
At the discretion of the county director, the 4-H adult volunteer may be suspended from 4-H YDP participation in part or in full during the period of formal review. The county director may specify parameters of the suspension as they deem appropriate (partial suspension). See For Staff for more information.
The county director will review the 4-H adult volunteer appointment, and follow the steps outlined in the Volunteer Conflict Resolution Manual. If applicable, see Criminal Records Barrier Offense List and Criminal Records Decision Matrix for Volunteers .
The county director will issue written notification to the 4-H adult volunteer of the review of their appointment. Such notification will include:
1. Citations of specific concerns and/or policy infractions.
2. Statement of immediate and/or possible outcomes, including possible termination as a 4-H adult volunteer.
3. If applicable, notice of the improvement plan or mutually agreeable resolution plan and timeline that will be completed by the 4-H adult volunteer to correct the problem.
The Academic Coordinator for Volunteer Engagement and appropriate ANR personnel shall be consulted in the process and copied on the letter.
All such letters shall be sent via a verifiable delivery method (e.g., United States Postal Service Delivery Confirmation, Federal Express, etc.).
If after the agreed upon timeline, the county director determines that the 4-H adult volunteer’s actions were unsatisfactory and failed to remedy the situation, and/or if the problem reoccurs anytime thereafter, the county director will follow the protocols outlined in the Volunteer Conflict Resolution Manual. See For Staff for more information.

E. Exception to Formal Review Process

On an exception basis, the county director has discretion to suspend or dismiss the 4-H adult volunteer immediately. Examples of situations in which the review process might be waived would include extreme disruption to the 4-H YD program, a potential threat to public safety, a notice that the 4-H adult volunteer is convicted of a barrier offense, and/or other conditions that cannot be remedied with corrective action.
In such a situation, the county director will follow the steps for immediate suspension or dismissal as outlined in the Volunteer Conflict Resolution Manual without resort to the review process. Due process procedures will not apply in such instances, and may not be accessed by the 4-H adult volunteer. See For Staff for more information.

F. Notification of Risk Services

When a 4-H adult volunteer is terminated, 4-H YDP staff must immediately notify the Custodian of Criminal Records at the UC ANR Office of Risk Services and provide the name and birthdate of the 4-H adult volunteer. Risk Services will submit State of California, Department of Justice (DOJ) Form BC11 8302. For additional information see Background Investigation and Fingerprinting FAQ .

G. Recourse

A 4-H adult volunteer who feels that their termination was made on an improper basis (e.g., civil rights discrimination or in retaliation of making a sexual harassment or civil rights complaint) has recourse through the 4-H YDP complaint processes within ANR. Inquiries regarding UC's nondiscrimination policies may be directed to: Affirmative Action Compliance Officer and Title IX Officer, University of California, Agriculture and Natural Resources, 2801 Second Street, Davis, CA 95618, (530) 750-1397.

XIV. 4-H YDP Complaints

A. Introduction

The 4-H YDP staff are available to help members, 4-H adult volunteers, and parents address conflicts and create solutions to problems, and for consultation and interpretation of policy and procedures.

B. Resolution Levels

Whenever possible, the conflict or issues should be attempted to be resolved at the level where the conflict occurs e.g. project level, club level, event level, or county level.
When conflicts cannot be satisfactorily resolved at the initiating level, the conflict should be taken to the next level for additional review.
On some occasions a conflict may need to be taken to the county level for assistance or resolution. In those cases the individual or the parties should complete a Complaint-County 4-H Complaint Form and submit to the county 4-H YDP staff for review and possible submission to the County VMO Complaint Review Board Procedure . See Complaint-County Complaint Process .

C. Complaint Process

All relevant information will be reviewed by the 4-H YDP staff. This may include an inquiry into the incident and identification of any potential health and safety concerns, violations of member or 4-H adult volunteer codes of conduct or violations of UC/4-H YDP policy. See Complaint-County 4-H Complaint Form .
Depending upon the nature of the complaint, the 4-H YDP staff may refer the complaint and all accompanying materials to a County VMO Complaint Review Board Procedure or to the county director. In either case, the complaint will be reviewed and evaluated using such tools as appropriate:
1. 4-H Adult Volunteer Code of Conduct, Member Code of Conduct and/or Parent-Guardian-Adult Participant Code of Conduct.
2. 4-H Core Values, 4-H Guiding Principles, and 4-H Program Criteria.
3. University of California Cooperative Extension 4-H YDP policies, county 4-H YDP policies, and unit or VMO constitution, bylaws and rules.
4. Interview or meeting with the identified parties.
5. Requesting additional support material.
Taking into consideration the severity of the complaint and any past incidents, the following actions/steps may be taken:
1. A letter will be sent to all identified parties detailing the findings of the inquiry, and as appropriate:
  1. Identify the specific course of action to ensure the situation does not continue and identify specific expectations for continued participation in the 4-H YDP and consequences if the changes in behavior are not sustained.
  2. Place limitations or restrictions on future participation or program involvement.
Should the review find that infraction is so severe as to cause the suspension or removal of an adult volunteer from the program, the 4-H YDP staff and county director should follow the processes outlined under Suspension or Dismissal of a 4-H Volunteer in this chapter.

XV. Complaints Regarding Statewide 4-H YDP Policies or Procedures

Written complaints regarding a 4-H YDP statewide policy or procedure should be sent to the Statewide 4-H Director. If policy modifications are indicated, the issue will be forwarded to the 4-H Policy Advisory Committee, see Advisory Committees. The 4-H Policy Advisory Committee will review and make a recommendation to the Director. The Director's decision on the issue will be final.

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4-H Policy Documents Chapter 6

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