Step by Step…Chartering a 4-H Club

Charter 4-H Clubs are created/renewed through the completion of paperwork that is maintained at the level of the club. For example, county clubs are maintained at the County Extension office.  In addition to the checklist, each accompanying document must be provided and in most cases attached when submitted to the liason (in most cases the County Extension agent)

Listed below are descriptors of each item and what the accompanying attachments are or should be. Charters may be instituted at any time but must be renewed every year.  If a club is currently operating, chartering information must be completed and the checklist submitted to the State 4-H Office (attn Jenny Jordan) in August of 2006 or before the first club meeting.  Any existing clubs that have note been chartered by August can not meet until the charter paperwork is complete and approved.  New clubs may begin the process and have approximately three months to complete the paperwork.

 

For a list of attachments, Click Here

 Click here for this list as a word OR pdf document

Georgia 4-H Charter Checklist

New Charter
        Initiated for first time Chartering
 

Renewal Charter

ompleted 1/yearly for all clubs. May also be completed if there are significant changes in the club such as a new club leader. No to necessary for additional key leaders
 
County
District & State Level organizations would simply list the district or Georgia rather than a county name

Name of Club:

Should include 4-H in the name & may or may not include the County name
Name of Club Leader:
This is the key leader who is responsible for the club.Any questions, concerns or information concerning the club would flow thru this leader. If the key leader changes changes, the club would not need a new charter but would seek renewal even if the one year renewal time had not passed
Names of Other Key Leaders:
Any other leaders who have primary roles in the club

Extension Contact:

Who at the County, District, or State Extension office is the liaison or contact for the club. This person should be familiar with the club/organization activities. Familiar does not imply that the contact attends every meeting nor is coordinating the club. 

___Club leader has met and passed screening requirementsDate:

Refers to the club leader listed above. Keep in mind that in order to meet these requirements the documentation must be on file at the Extension office and the leader must be included in the 4-H enrollment system. Documentation includes an application, 2 reference reports, interview report & signed agreement. For a  review of the screening policy click here

___Club leader has completed Overnight Chaperone Training* Date:

Refers to club leader listed above. The agreement form for Overnight Chaperone Training should be on file in the screening packet and the leader should be in the enrollment system.  This is required for all club leaders even those who do not have youth in overnight settings. 

____Club Leader has participated in Certified Club Leader Training or completed the Club Leader Introduction with a staff member Date:

Certified Club Leader Training is conducted through the Georgia 4-H office. Leaders not completing this training should meet with the Extension Contact to review the policies, procedures and guidelines for 4-H clubs. This review is available here. The agreement form for the Certified Training and/or the Club Introduction Agreement must be on file at the appropriate level. For county clubs, this is the county office.

___Key leaders listed above have met and passed screening requirements Date:

This includes any key leaders listed above working with the club. A club leader may not attend every meeting but may have a key leader on hand instead. Again, key leaders must have a screening packet (as listed above) on file. Remember that anyone supervising youth must be screened even if they are not listed here as a key leader.

____Leaders have received a copy of the USDA 4-H Name and Emblem requirements 

A printed copy of the 4-H Name and Emblem should be given to each key leader.The guidelines are available here  Adherence to name and emblem guidelines is the responsibility of the club leader and should be monitored by the County extension faculty working with the club

___4-H Enrollment cards for all members (or document with similar information) have been submitted to the county office Date:

Each club member should have a 4-H enrollment card and in many cases a 4-H Code of Conduct Form. These should be submitted to the County Extension office. Clubs may maintain a directory of names and addresses as well.Each 4-H’er should be included in county 4-H enrollment system and assigned the club code.Leaders should submit new club members regularly to the office for documentation. District and state level organizations should also have enrollment records.

___4-H Code of Conduct completed for each member (original in county office; copy with club)*

Each club member should have a completed and signed 4-H Code of Conduct. Conducts are signed yearly and should be up to date.Originals are on file at the County Extension office with a copy to the club leader.If a 4-H’er has a current Code of Conduct on file at the County, only a copy is needed for the club.  Click here for the 4-H Code of Conduct

 

___ 4-H Club Action plan has been submitted and shows evidence of the 4 essential elements of 4-H (Attach plan)*

An action plan is the framework for the club’s program and activities. It may include (but is not limited by) meeting structure/agenda, meeting topics, service & leadership projects, other activities. Examples are available here and may be used to assist clubs in preparing the action plan.Action plans must show evidence of the 4 Essential Elements of 4-H. Click here for items to consider in evidence of the Essential Elements.  Information for the 4 Essential Elements is available here

___4-H Club Action plan shows youth in leadership roles throughout the year *

Action plan should include youth engaged in a variety of leadership roles. This may include but is not limited to officers, committee chairs, advisory boards or planning teams.The leadership roles should have a built in rotational process (once a year is fine) so that all youth have the opportunity to serve as leaders in the club.

___4-H Club Action plan uses a varied of learning experiences*

Action plan should include opportunities for participants to engage in a number of learning experiences. The experiential model, brain based learning and other strategies should be considered in planning activities.The program should not consist of only an agenda of reports, food and dismissal.

___Audit report of funds held or generated thru the appropriate Extension office (attach report)

Following UGA CAES guidelines, all funds collected for use with 4-H programs should be deposited and held in UGA accounts at the appropriate level. For county 4-H clubs this is the County Extension Office.These funds may be designated for use only within that club per UGA CAES guidelines.A yearly audit should be provided by the extension office to the Club leader.

 
 

NOTE: 4-H Volunteer and Support Clubs/Organizations are except from * items as deemed appropriate for their program. At the county level, clubs/organizations wishing for the exception should seek approval for the exemption from the State 4-H Leader through the County Extension contact.  Click here for a forms to use in requesting an exception.

SUBMISSION OF FORMS:
The 4-H Charter Checklist (one page with signatures) is attached to the accompany information and maintained in the office where the Club is coordinated from. In most cases this is the County Extension offfice. For district and state level organizations, the forms may be maintained in the district or state 4-H offices.

The 4-H Charter Checklist (one page with signatures) only is submitted to the State 4-H Office to Georgia 4-H Charter Clubs, 309 Hoke Smith Annex-UGA, Athens, GA 30602.  Clubs chartering for the first time will receive the actual 4-H Charter within 4 weeks of submission. For those renewing charters, an email confirmation of the renewal will be sent within 4 weeks of submission. In both cases, the Charter and renewal will be sent to the Extension office to the attention of the County Contacted listed on the checklist.