Policies
Policies are for members, leaders, clubs, councils and volunteers to understand minimum standards within 4-H Alberta. It is important that individuals, clubs and councils always refer to specified rules, regulations and/or procedures for various projects/events in which they take part. Clubs, districts and/or regions may have additional policies beyond the 4-H Alberta policies.
The 4‑H program in Alberta has developed a number of policies that define basic expectations for 4‑H membership. The following are a brief description of each of the current policies. Select the name of the policy to download a PDF of the complete policy. As an aid to understanding the policies and procedures a Terms of Reference has also been developed.
Code of Conduct
| Code of Conduct The 4-H Code of Conduct is a part of the Youth Safety at 4-H in Canada Policies. All those registered with 4-H Alberta must sign the Code of Conduct each year. It applies to all those who participate in any 4-H activities across the country. |
Members
| Policy # 2.01 – 4-H Alberta Club Member Policy Membership in the 4-H Alberta is open to youth who have reached their ninth (9th) birthday and have not reached their twenty-first (21st) birthday on or before December 31st of the current club year.The 4-H Alberta Club year is from October 1st to September 30th.Members are required to complete the minimum requirements in order to receive credit for the 4-H year and to eligible to attend provincial programs. |
Refer to Policy #1.01 Approved: Sep 2015 Review Date: Sep 2017 |
| Policy # 2.02 – 4-H Alberta Cleaver Kids Only those youth ages six (6) to eight (8) known as Cleaver Kids that are registered with 4-H Alberta and follow the requirements for engaging this group. |
Refer to Policy # 1.01, 3.02, 4.01, 8.04 Approved: Sep 2015 Review Date: Sep 2017 |
Volunteers
| Policy # 3.01 – 4-H Alberta Volunteer Policy Volunteers play an important role in supporting the mission of 4-H Alberta. 4-H Alberta recognizes the commitment and dedication of all volunteers, and recognizes that some volunteers assist 4-H for specific events. For the protection and safety of the 4-H volunteer and the 4-H participant, all 4-H volunteers must adhere to the minimum safety standards. |
Refer to Policy # 2.03, 8.02 Approved: Jul 2010 Review Date: Mar 2013 |
| Policy # 3.02 – 4-H Alberta Leader Policy 4-H leaders have the primary responsibility to work with youth through the club year and to support the mission of 4-H Alberta.A general club leader supports and leads the club through its annual work.A project leader teaches 4-H members technical knowledge and skills related to specific project areas. |
Refer to Policy # 1.01, 3.01, 8.02, 9.02 Approved: Sep 2015 Review Date: Sep 2017 |
Clubs
| Policy # 4.01 – 4-H Alberta Clubs Policy Each 4-H club in Alberta is an individual entity and is responsible for governing itself within the policies and procedures established by 4-H Alberta |
Refer to Policy # 2.03, 8.02 Refer to Policy # 1.01, 201, 4.03, 6.02, 8.03 Approved: Sep 2015 Review Date: Sep 2017Sample Constitution available in Word or as a PDF |
| Policy # 4.02 – 4-H Alberta Fee Policy Youth who register in the 4-H Alberta Program must pay the predetermined 4-H Alberta fee each year they register. |
Refer to Policy # 4.01, 8.03 Approved: Sep 2015 Review Date: Sep 2017 |
| Policy # 4.03 – 4-H Alberta Late Registration Fee Policy Any 4-H club that registers after December 1st of the current 4-H year, will be assessed a $100 late registration fee, payable by January 15th. |
Refer to Policy # 8.03, 4.01 Approved: Jul 2015 Review Date: Jul 2018 |
| Policy # 4.04 – 4-H Canada Logo Use Policy 4-H Alberta adheres to the 4-H Canada Logo Use Policy and includes the 4-H Canada Brand Standards Manual Version 2.0 within 4-H Alberta’s Policies. That Manual is included here (24 pages) |
Approved: 2015 Review Date: N/A |
Projects
| Policy # 6.01 – 4-H Alberta Member Changing or Adding a Project Policy This policy is followed when a club does not have a clause in their constitution regarding members adding or changing projects after December 1st of the current club year. |
Approved: Jul 2015 Review Date: Mar 2018 |
| Policy # 6.02 – 4-H Alberta New Project Policy To be recognized as an official 4-H Alberta must sanction the initiative, provide resource materials, and establish policy. |
Approved: Sep 2015 Review Date: Jul 2017 |
| Policy # 6.03 – 4-H Alberta Project Administration Policy The specific project(s) in each 4-H club is one of the many means to help 4-H members become productive, contributing members of society. It is only one component that makes up the entire 4-H experience.Each approved 4-H project will have operating rules and guidelines in place. |
Refer to Policy # 6.01 Approved: Sep 2015 Review Date: Jul 2017 |
| Policy # 6.04 – 4-H Alberta Industry Sponsored Project Policy The specific project(s) in each 4-H club is one of the many means to help 4-H members become productive, contributing members of society. It is only one component that makes up the entire 4-H experience. |
Refer to Policy # 2.01, 4.01 Approved: Sep 2015 Review Date: Jul 2017 |
| Policy # 6.05 – 4-H Alberta Beef Project Policy All 4-H members registered in the beef project must follow the requirements as set out by 4-H Alberta in consultation with the 4-H Alberta Beef Advisory Committee (BAC). |
Refer to Policy # 2.01 Approved: Jul 2017 Review Date: Jul 2018 |
| Policy # 6.06 – 4-H Alberta Canine Project Policy All 4-H Alberta members registered in the canine project must follow the requirements as set out by 4-H Alberta. |
Refer to Policy # 1.01, 201 Approved: Sep 2015 Review Date: Jul 2018 |
| Policy # 6.07 – 4-H Alberta Dairy Project Policy All Alberta 4-H members registered in the diary project must follow the requirements as set out by 4-H Alberta in consultation with the Project Advisory Committee. |
Refer to Policy # 1.01, 2.01 Approved: Sep 2015 Review Date: Jul 2018 |
| Policy # 6.08 6.09 – 4-H Alberta Equine Project Policy All projects involving an equine fall under the auspices of the Equine Project Policy.All 4-H members registered in the equine project must follow the requirements as set out by 4-H Alberta in consultation with the Provincial Equine Advisory Committee (PEAC). |
Refer to Policy # 1.02, 201 Approved: Jul 2015 Review Date: Jul 2018 |
| Policy # 6.10 – 4-H Alberta Sheep Project Policy All 4-H members registered in the sheep project must follow the requirements as set out by 4-H Alberta with consultation with the Provincial 4-H Sheep Advisory Committee. |
Refer to Policy # 1.01 Approved: Sep 2017 Review Date: May 2019 |
| Policy # 6.11 – 4-H Alberta Small Animal, Life Skills, Technology and Treade (SALTT) Project Policy All 4-H members registered in the small animal, life skills, technology and trade projects must follow the project requirements. |
Refer to Policy #1.01, 2.01, 6.06 Approved: Sep 2015 Revised Date: Oct 2020 |
Programs
| Policy # 7.01 – 4-H Alberta Program Agreement Policy A 4-H member is required to complete the Government of Alberta 4-H Program Agreement form for each Provincial program that they attend. Regional and district events may use the agreement form, and if used, the form must be completed by each participant. |
Refer to Policy # 8.04 Approved: Sep 2015 Review Date: Jul 2018 |
| Policy # 7.02 – 4-H Alberta Program/Event Registration Fee Policy 4-H members and 4-H volunteers who register for 4-H Alberta programs/events must pay the predetermined registration fees and receive acceptance confirmation to be accepted as delegates to the program. |
Approved: Sep 2015 Review Date: Jul 2017 |
| Policy # 7.03 – 4-H Alberta Project Event Policy The 4-H Alberta program strives to ensure the safety of all event participants at all project events. Project events are opportunities for project members to gather in one location, whether virtual or in-person, to learn more about, compete in classes and share experiences with others in their project area and expand expose to the variety of 4-H projects.Invitational, Interclub or Provincial 4-H project events must comply with minimum event standards and procedures as outlined below. |
Refer to Policy # 1.01, 2.01, 6.11, 9.05 Approved: Sep 2015 Review Date: Jul 2016 |
Crisis Management
| Policy # 9.01 – 4-H Alberta Crisis Management Policy The Crisis Management Plan is a process for 4-H partners in Alberta to follow where there is a high profile situation that requires immediate action. As each crisis is different, this plan is a framework that will allow for appropriate flexibility in dealing with any serious event. |
Approved: Sep 2015 Review Date: Jul 2017 |
| Policy # 9.02 – 4-H Alberta Grievance Policy Any 4-H member, club, leader, parent, volunteer or committee has the right to submit a grievance and be heard and considered by a grievance or appeals committee if they believe an improper ruling/decision has been rendered. |
Approved: Sep 2015 Review Date: Jul 2017 |
| Policy # 9.03 – 4-H Alberta Exclusion Policy The 4-H organization at all levels has the responsibility to ensure the safety and general welfare of 4-H members under its jurisdiction. Individual clubs decide who may be members and leaders in their club. Youth and/or adults may be excluded from club and/or event participation if past and/or present behaviours are deemed by the majority of the club or event leadership to be detrimental to the group. |
Approved: Sep 2015 Review Date: Jul 2017 |
| Policy # 9.04 – 4-H Alberta Release of Volunteers Policy 4-H as an organization at all levels has the responsibility to ensure the safety and general welfare of 4-H members under its jurisdiction. Volunteers may be released if their conduct is deemed to be inappropriate for or unfit to be associated with the group. |
Approved: Sep 2015 Review Date: Jul 2017 |
| Policy # 9.05 – 4-H Alberta Alcohol, Illegal Drugs and Tobacco Policy 4-H Alberta, at all levels, has a ZERO tolerance policy toward alcohol, illegal drugs and tobacco products at any 4-H activity targeted at 4-H members. |
Policy # 7.01 Approved: Sep 2015 Review Date: Jul 2018 |
Constitutions and By-Laws
| Policy # 10.01 – 4-H Alberta Constitution/Operating Rules Policy Each entity (club, council, committee, etc) belonging to 4-H Alberta and/or using the 4-H name should develop and adopt its own operating rules in the form of a constitution, bylaws, and/or operating rules. Constitution available in Word |
Approved: Sep 2015 Review Date: Jul 2017 Sample Constitution available in Word or as a PDF |
Beyond the Club
| Policy # 11.01 – Supervision of 4-H Members Residential Activities Beyond the Club 4-H Alberta youth are offered a range of provincial, regional, and district activities, camps, seminars, workshops and conferences. These activities provide educational and social environments, which enable 4-H members to experience personal growth and development. All participants (youth and adults) are expected to follow all behaviour, program and facility rules and regulations.All staff and volunteers who plan, chaperone and facilitate these events are committed to ensuring the safety and well being of the 4-H participants. All participants have a mutual responsibility to ensure the safety of others and the success of the 4-H activity. |
Refer to Policy # 9.04, 7.01, 7.02 Approved: Sep 2015 Review Date: Jul 2018 |
Appendix
Sample Constitution available in Word or available as a PDF
4-H Alberta Program Agreement Form
Canadian 4-H Risk Management Handbook