Policies

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Table of Contents | Code of Conduct  |  Members  |  Volunteers | Clubs | Councils | Projects | Programs | Administration | Crisis ManagementConstitutions and By-Laws | Beyond the Club | Appendix

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

Policy # 1.01 - 4-H Alberta Code of Conduct Policy
The Code of Conduct applies to all 4-H Alberta Participants. Rules of conduct are necessary to maintain the positive image of the Alberta's 4-H Program.

 

 

Refer to Policy #7.01, 9.05
Approved: Nov 2015
Review Date: Jul 2017

 
 

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 # 1.01, 201, 4.03, 6.02, 8.03
Approved: Sep 2015
Review Date: Sep 2017

Sample 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

 

 

Councils

Policy # 5.01 - 4-H Alberta Committee Interaction, Communication and Event Policy
The 4-H program derives its strength from volunteers (youth and adults) and staff working together to plan, implement and evaluate programs and other opportunities for 4-H participants.

Committees are encouraged to plan events, and establish effective rules and regulations for their events.

 

Approved: Sep 2015
Review Date: Jul 2017

 
 

 

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 2015
Review Date: Jul 2017

 

Policy # 6.06 - 4-H Alberta Canine Project Policy
All 4-H Alberta members registered in the canine project must follow the requiements 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 the 4-H Alberta in consultation with the Provincial 4-H Sheep Advisory Committee.

 

Refer to Policy #1.01
Approved: Jul 2015
Review Date: Jul 2018

 

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
Review Date: Jul 2018

 

 

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

   
 

 

Administration

Policy # 8.01 - 4-H Alberta Comprehensive Policy Review
The 4-H Council of Alberta is responsible for setting the policies that govern the operation of 4-H clubs in Alberta. It is their responsibility to ensure that the policies adopted are current and reflect the wishes of 4-H members and leaders. The 4-H Council of Alberta is also responsible to ensure that the policies are in the best interest of the 4-H program as a whole.

It is the responsibility of 4-H members and leaders to communicate their wishes to the 4-H Council of Alberta through the 4-H Council system.

 

Approved: Sep 2015
Review Date: Jul 2017

 

Policy # 8.02 - 4-H Alberta Fee for Service Policy
4-H relies on resource people (non volunteers) who are paid for their services to enhance project materials, program events, and other aspects of the 4-H program. 4-H clubs, councils, committees and 4-H Alberta individually determine their needs, and are responsible for costs incurred.

Approved: Sep 2015
Review Date: Jul 2017

 

Policy # 8.03 - 4-H Alberta Insurance Policy
1. Mandatory Insurance for the 4-H Alberta program:

4-H Council of Alberta will arrange for the annual purchase, on behalf of the, 4-H members and leaders, and other volunteers assisting the 4-H program, the specified type(s) of insurance.

2. Optional Insurance

a. 4-H Alberta may provide information to livestock clubs regarding insurance carriers for mortality insurance of specified project animals. As this insurance is optional, a club decides and pays all premiums related to optional coverage.

b. Any other insurance coverage is the responsibility of the individual club or council.

Refer to Policy # 4.01, 4.02, 9.01
Approved: Sep 2015
Review Date: Jul 2017

 

Policy # 8.04 - 4-H Alberta Protection of Privacy Policy
The Freedom of Information and Protection of Privacy Act (FOIP) requires 4-H Alberta to protect the personal information of its 4-H members and leaders. 4-H clubs and the designated officers of the club are bound by the Personal Information Protection Act (PIPA).

Approved: Sep 2015
Review Date: Jul 2018

 

Policy # 8.05 - 4-H Alberta Sanctioned Events Policy
The 4-H Alberta Program recognizes the importance of events organized by third party organizations and groups that are complimentary to the 4-H program, provide fundraising opportunities and/or provide training to 4-H members, leaders, clubs or councils.

4-H Alberta has the responsibility to ensure that sanctioned 4-H events follow all 4-H Alberta Policies and Procedures; are protected through adequate insurance coverage; that all functions bearing the 4-H name reflect the positive image of 4-H Alberta and to ensure consistent usage of the 4-H name and logo.

Approved: Sep 2015
Review Date: Jul 2017

 

 

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 behaviors 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