Policy and Procedure

A.1.1. Educational Access Expands

In the 1840s, educational firebrand Jonathan Baldwin Turner and others began calling for practical higher education pathways that would be open to more people. Prior to this time, only the wealthy or devoutly religious had the opportunity to go to college, and they mainly studied the classics popularized during the Renaissance Era. Southern plantation owners and their hand-picked politicians did not favor the democratization of education as they wanted to maintain their privileged economic system. When the south seceded during the Civil War, the remaining northern politicians had an opportunity. 

Under Senator Justin Morrill’s stewardship and President Lincoln’s leadership, the land grant university system was born by law in 1862. Establishing these new universities in each state opened education to more citizens, with an early focus in the practical applications of agriculture and mechanics.

Though expanded in 1890 to reach even more citizens, the land grant university system had a persistent challenge—knowledge was still diffusing too slowly. Those who attended higher education often used the knowledge they gained, but the broader masses were slow on the uptake. Many people, children included, were just too busy trying to get food on the table to spend time learning new information from reputable sources. Due to the many hucksters and ‘snake oil’ salesmen in that time, skepticism toward experts was common and public trust was low.

A.1.2. 4-H Program Begins

At the dawn of the 20th century, the United States was a difficult place to be a child. In the recently industrialized urban zones, poor sanitation conditions led to high rates of child mortality and child injuries/deaths were common as the wealthy industrialists and their supportive politicians limited labor laws. In rural zones, children’s lives were marked by the labor-intense agricultural and domestic work it took to help their families survive, leaving little time for educational opportunity or leisure beyond Sunday afternoons.

Swept to power in 1900, President Teddy Roosevelt initiated a series of reforms to give more Americans a ‘square deal.’  He initiated key labor law reforms after breaking up the corporate monopolies. He also championed public lands and encouraged people to use their newfound leisure time. For both children and the land grant universities, a door cracked open. 

Agri-educational leaders in Ohio, Illinois, and Minnesota took advantage. They started corn, pig, and tomato clubs for boys to learn improved production methods. Soon after, the girls enjoyed food preservation clubs to strengthen their home economies. 

Seeing the success of their children’s methods, parents eventually adopted these practical tools as well. Rural and small-town economies were strengthened as the youth and then families adopted these new skills and techniques. Communities stabilized as folks no longer needed to chase more fertile soil elsewhere. 

By 1908 ag leaders in Iowa had developed an early emblem and pin. In 1912 the 4-H name was officially adopted and by 1914 the federal government recognized its value and provided national support. Through the Smith-Lever Act, the Cooperative Extension Service was founded and formalized 4-H’s connection to the land grant university system.

A.1.3. 4-H Program Expands

The 4-H program maintained this important connection as it spread to more locations in the country and expanded program opportunities to meet current, practical needs. 4-Hers enjoyed the start of organized summer camps in the 1920s, supported the WWII Victory Garden campaigns of the 1940s, assisted with educational integration in the 1960s, and developed successful prevention programs in the 1980s. 

Like other major youth programs, 4-H participation peaked in the early 1970s when economic circumstances allowed for higher levels of volunteer and parental support. With the steady decline of available adult support time, community-led programs declined and extracurricular school programs took over as the center of youth activities. With this shift, the 4-H program pivoted to providing more programming opportunities in school and afterschool locations. 4-H youth became more interested in competitive activities and focused specialization took root. 

A.1.4. Connecting Our Origin Story to 4-H Today

As we migrate through the early 21st century, we observe familiar trends in the United States to that of our organization’s founding: The wealth gap has grown to levels unhealthy for democracy, long-held protections for children are less certain, and adults have turned away from using reputable information sources. No worries, we’ve been here before!  So just like at the time of our founding, we are empowering our youth to lead the way. 

How?  In support of youth leading us into a better future, the current era of 4-H is marked by place-based, positive youth development. Place-based means that we deepen local ties to help youth become more embedded in their communities. Positive youth development is the transformation of these youth into well-adjusted adults through beneficial learning experiences, activities, and relationships. The current national 4-H Beyond Ready initiative joins these two elements together—strengthening communities is the ‘beyond’ piece and personal development is the ‘ready (for work and life)’ piece. In short: Stronger youth, stronger communities!

Legal authority for the Missouri 4-H program rests with the Vice Chancellor of MU Extension and Engagement and is designated to the 4-H Senior Program Director. The 4-H Senior Program Director is the authorized entity for establishing and maintaining policies, procedures, guidelines, and forms (PPGF) for the Missouri 4-H program.

Local 4-H professional(s) guide the county 4-H program and are the designated local program authority. These local professionals receive assistance from youth, volunteers, clubs, councils, and other supportive partners as well as professional support from their 4-H youth field specialist and the state 4-H team. County 4-H programs and authorized 4-H entities may establish local PPGF in support of local efforts, but no local 4-H PPGF may conflict with the law, federal or state guidelines, or state 4-H PPGF.

By law, programs financed with public funds seek ways to regularly and consciously include people. 4-H representatives must ensure that 4-H programs are open to those who desire to participate and that all individuals, regardless of currently protected class (e.g., race, sex, religion, etc.) are encouraged to participate. 4-H representatives must use and document reasonable efforts to make individuals aware of program opportunities. Appropriate documentation of these efforts should be maintained in the civil rights file in the county office. County programs are subject to audits. 

It is permissible to have requirements for participation in certain activities, but the requirements must be reasonable. Requirements may not be based on the protected characteristics listed above, except in cases approved by the 4-H Senior Program Director or outlined in existing policy guidance (e.g., age-based safety standards). The goal of equal opportunity is to make sure public programs are open and accessible to the public.

For the Missouri 4-H program, the no-cost, baseline participation opportunities are the standard use of a) free web materials on the MU Extension 4-H website and b) the national Clover by 4-H online platform. Expanded participation opportunities are available to youth in counties with a signed Memorandum of Understanding (MOU) partnership and sufficient cost-share agreement. 4-H member participation also involves fees/dues in accordance with appropriate cost recovery principles. 

Missouri 4-H prepared this manual for your information only. Nothing presented constitutes an expressed or implied contract, a warranty of any benefit, or a guarantee of status for any period. Missouri 4-H reserves the right to revise, add to, or delete any 4-H PPGF (including this manual) or program/event at any time it deems appropriate, in its sole and absolute discretion, with or without prior notice or publication. 

The MU Extension 4-H Center for Youth Development is located on the main campus in Columbia. It is comprised of two entities, the state 4-H office and the Missouri Afterschool Network. Both work independently and together to promote positive youth development in the state through research, training, and policy and program support.

Coming soon!  This sub-section is currently under review.

MU Extension utilizes a hierarchical organizational structure involving county extension councils, advisory groups, regional and program directors, faculty specialists, and staff, all working together under the oversight of the University of Missouri System Board of Curators. The structure aims to deliver educational and outreach programs to Missouri residents across diverse areas like community development, agriculture, health, and positive youth development. MU Extension personnel serve in a variety of positions on the University of Missouri campuses and in local offices. MU Extension serves 114 counties and the City of Saint Louis. 

Though significant support is provided by the state 4-H office team and other Extension personnel, the bulk of the Missouri 4-H program is conducted locally through 4-H field personnel (and their supportive volunteers). In the field, Missouri 4-H deploys Youth Specialists to provide training, oversight, and program support to a group of 1-4 counties and Youth Program Associates (YPA) to provide place-based  education, relationship building, and volunteer deployment at the county level. In some locations, interns or summer student workers also assist with program delivery. All 4-H personnel (full-time, part-time, temporary, student, benefit or non-benefit eligible) are employees of the University of Missouri.

These volunteers exercise care, custody, or control/responsibility of minor youth. They are often club or project leaders, overnight camp staff, or council treasurers.

Getting Started

Certified volunteers go through a structured application, local interview, background check, sex offender registry screening, and onboarding process. They serve one-year renewable terms, at the discretion of their supervising 4-H professional(s) and personal desire to continue via re-enrollment. If there are no breaks in service, they must be re-background checked every three years and are obligated to self-report any legal incidents between check periods. Certified volunteers are considered mandatory reporters by the State of Missouri. Additionally, when specific and credible information is received that may affect a volunteer’s eligibility or participant safety, MU Extension may conduct a limited review to determine whether the individual continues to meet volunteer requirements.

The latest details are available at the 4-H Volunteer Application Process website.

Eligibility and Age Requirements 

Any non-member adult (i.e., age 18 or higher) is eligible to apply for volunteer status.

Any certified 4-H volunteer and age 21 or higher is eligible for consideration of service as an overnight chaperone.

Any certified 4-H volunteer and age 25 or higher is eligible for consideration of service as a driver.

4-H member youth volunteers (e.g., camp counselor) serve under the direction of certified volunteers or 4-H personnel.  

Scope of Duties

Missouri 4-H volunteers may serve only in roles expressly authorized by MU Extension 4-H professionals. Volunteers are usually limited to leading one chartered 4-H club, although they may lead many project groups or volunteer for many activities/programs/events if they desire. Volunteers must maintain active enrollment status in 4-H Online to serve in an official leadership capacity. 

Volunteers have limited authority in matters involving institutional liability or external obligations. Specifically, volunteers may not: 

• Sign contracts or other agreements* on behalf of the University of Missouri. 

*Note: An individual who also serves as an authorized officer of a County Extension Council may have limited authority to sign certain agreements on behalf of the Council. That authority arises from the individual's council role, not from their status as a 4-H volunteer. 

• Submit grant proposals on behalf of any MU Extension program (including 4-H) without explicit authorization and involvement of the responsible 4-H employee. 

No Shared Screening

At this time, the State of Missouri has not yet developed a shared screening system across agencies/entities requiring similar background check processes (e.g., school teachers, nurses, child care providers). As a result, all persons wishing to serve as certified 4-H volunteers must undergo the full 4-H screening process, even if it feels somewhat redundant. 

Service Beyond the County

Certified 4-H volunteers are eligible to volunteer in the county/counties of their choice. Volunteers may give service to a county other than the county in which they reside and should not be discriminated against because of their place of residence. The local 4-H professional typically makes determinations of service need in their county. Process note: The volunteer only re-enrolls in one county.

Non-Missouri Volunteers

Eligible. Out-of-state volunteers must complete all Missouri 4-H application and screening processes. 

Non-U.S. Volunteers

Not eligible. Unfortunately, current background screening processes (in compliance with federal and state laws) are not satisfied by international visas. U.S. resident status is generally required. Non-residents can be directed to episodic roles. 

Required Volunteer Trainings 

Standard Onboarding

All incoming certified volunteers complete the 4-H Volunteer Orientation (including mandatory reporter training) modules in 4-H Online. 

Overnight Chaperone Training

Staff, adult, and teen volunteers who are chaperoning 4-H members during 4-H overnight educational events and activities (must be 21 years old) are required to complete the MU Youth Protection training. The pertinent material from this training is covered in the general 4-H onboarding process for volunteers, but the official training certification is required when conducting overnight events. Contact your 4-H event leader for access information. 

Special Certifications and Training 

Volunteers for select roles or positions (i.e., Shooting Sports discipline instructors, Show Me Quality Assurance instructors) are required to attend certification training. All 4-H volunteers and/or leaders are highly encouraged to attend programs and/or receive additional training that will help them become successful volunteers. Additional required training may arise as new programs and situations dictate. 

Optional Continuing Education 

Volunteers are encouraged to attend available trainings to stay current in subject matter, information and industry standards. Staffed counties provide annual volunteer training, and it is recommended that all volunteers participate. Volunteers can keep current on information related to youth development issues, teaching techniques, 4-H policy, and subject matter updates through a variety of ways such as web-based training, website resources, podcasts, workshops, 4-H conferences, Clover by 4-H, research-based curriculum, etc.

Disqualifying Offenses

Individuals with certain criminal convictions are automatically disqualified from serving or continuing to serve as certified 4-H volunteers. Disqualifying offenses are generally the serious crimes involving children, violence, or finances. 

Volunteer Discipline and Sanctions

As noted in the Code of Conduct, volunteering is a privilege not a right. Any volunteer who does not abide by the Code of Conduct and Culture & Community Standards will be subject to review and appropriate disciplinary consequences. For less serious violations, corrective actions may include verbal coaching, letters of apology, temporary suspension, or temporary loss of leadership or advanced opportunities. More serious violations may result in longer suspensions or termination of volunteer status.

Missouri 4-H considers volunteer status on an annually renewable basis (October 1) presuming it is still a valued relationship for both the volunteer and supervising 4-H professional. Thankfully, nearly all 4-H volunteers are great servant leaders to the program and auto-renewal is our norm!  Missouri 4-H may adjust, terminate, or non-renew volunteer status at any time without cause or prior notice at its sole discretion.

Volunteers are required to immediately self-disclose any criminal convictions to their supervising 4-H professional(s). In fairness to all parties involved, suspension of volunteer status pending outcome of the case is our most common approach in these cases.

Volunteers understand their services are voluntary and uncompensated. Volunteers are under no obligation to provide services to the 4-H unit and are free to discontinue their volunteer activities at any time so long as it does not put youth in harm’s way (e.g., quitting in the middle of a backpacking trip). 

These volunteers do not exercise care, custody, or control of minor youth. They are often subject matter experts brought in for a short period of time to teach a specific topic or conduct an evaluation. Episodic volunteers do not receive a full screening (e.g., background check) nor do they complete the full 4-H Volunteer Orientation course. Instead, supervising 4-H professional(s) perform a sex offender registry screening on and brief task/role orientation for episodic volunteers. Applications, interviews, and further screening are uncommon and at the discretion of the supervising 4-H professional(s).

Introduction

Volunteering is a privilege and responsibility, not a right. Adhering to the code of conduct ensures the safety and protection of all, including volunteers. Additionally, you have the authority to report abuses of the code of conduct to your supervising 4-H professional(s). Failure to uphold any of the code of conduct standards below may result in coaching or further sanctions. Depending on the infraction’s severity, sanctions may include reassignment, role restriction, removal from some or all MU Extension volunteer roles, non-renewal, or termination from some or all MU Extension volunteer roles. As representatives of MU Extension, volunteers have a shared responsibility to watch out for one another and to ensure the code of conduct is being followed.

Volunteers are key MU Extension/4-H partners, helping guide and deliver programs that matter to Missouri citizens. Extension depends on and expects all volunteers to understand and uphold the following Volunteer Code of Conduct at all times while serving as an MU Extension/4-H volunteer.

University of Missouri (MU) Extension Volunteer Annual Code of Conduct (4-H edition)

BE ACCOUNTABLE TO AND WORK WITHIN THE MU EXTENSION SYSTEM:

1. Work within the scope of assigned volunteer role and follow all related program policies and procedures.

2. Conduct behavior in strict accordance with applicable laws and MU confidential* information policies, using confidential information only as needed to perform volunteer duties. The following rules apply:

   1. access confidential information only with proper approval and refrain from misusing or treating it carelessly; 

   2. do not divulge, copy, release, sell, loan, review, alter or destroy any confidential information except as properly authorized; 

   3. understand and agree that any violation of the responsibilities explained in this section subjects a volunteer to discipline, possible removal from the volunteer role or legal liability. (Collected Rules & Regulations, §110.005, Business Policy Manual, §108).

*What is meant by confidentiality? Confidential information means personal information of another person, which includes home addresses, telephone numbers, social security numbers, birth dates, etc. Also, do not include personal contact information of another in newsletters and announcements without their expressed consent.

3. Treat all youth and adults equally, without discrimination. This includes providing equal access to participation for all youth and adults, regardless of currently protected class (e.g., race, color, sex, etc.) by applicable federal or state law. Sexual violence is also prohibited, including but not limited to sexual misconduct, sexual exploitation, sex-based stalking, and dating/intimate partner violence per MU’s Collected Rules and Regulations (§600.010-080).

4. Avoid harming youth or adults, whether through sexual harassment, physical force, verbal or mental abuse or neglect. Retaliation for making or supporting a report of discrimination or harassment is also prohibited. Volunteers must report the incident to the MU Office of Institutional Equity at 573-882-3880 or at equity.Missouri.edu (Collected Rules and Regulations, §600.010-080).

5. Mandated Reporting Responsibilities: 

MU Extension volunteers are considered mandated reporters under university policy when they supervise or are responsible for children (also referred to as having “care, custody, or control”) during programs or events. If you have reasonable cause to suspect that a child has been or may be abused or neglected, you must take appropriate action: 

1. If the child is in immediate danger, call 911 right away.

2.  If it is not an emergency, you may first talk with your MU Extension supervisor or program coordinator. If a report is needed, you can make the call together.

3.  If a report is warranted, contact the Missouri Child Abuse and Neglect Hotline at 1-800-392-3738 (TDD: 1-800-669-8689), or submit an online report at: https://dss.mo.gov/cd/keeping-kids-safe/can.htm.

4. After making a report, notify your MU Extension supervisor so appropriate program documentation and follow-up can occur.

This guidance aligns with Missouri law (§210.115 RSMo) and University policy (CRR §210.020). 

Avoid conflict of interest between assigned MU Extension volunteer role(s) and personal business interests. All personal business interests with 4-H must be disclosed in writing to the local 4-H office.

BE A POSITIVE ROLE MODEL AS A MU EXTENSION VOLUNTEER:

1. Obey laws of the locality, state and nation, including forgery, theft, destruction or defacement of property.

2. Display mutual respect to others by practicing patience, cooperation and teamwork.

3. Practice personal and intellectual integrity.

4. Under no circumstances engage in unlawful manufacture, distribution, dispensation, possession, or use of a controlled substance at any Extension sponsored or supervised event. Avoid unlawful possession, use and/or distribution of alcohol at any Extension sponsored or supervised event. Avoid misuse or abuse of prescribed or over-the-counter drugs.

5. Be respectful of diverse opinions and perspectives.

6. Actively promote a safe environment for participants, volunteers, visitors, staff and others involved in the program.

FURTHER, BE A POSITIVE ROLE MODEL AS A MISSOURI 4-H VOLUNTEER:

1. Encourage and exhibit good sportsmanship. 

2. Adhere to and enforce the rules, policies, and guidelines established by Missouri 4-H, its officials, and program partners. 

3. Refrain from inappropriate or unwanted touching of youth or adults. 

4. Refrain from the use of alcoholic beverages, illegal drugs, vape/tobacco/marijuana products at 4-H events or when youth are present*. 

5. Respect the property of others including clothing, personal items, equipment and facilities. 

6. Operate machinery, vehicles and other equipment in a responsible manner. 

7. Model the ethical care and handling of animals. 

8. Refrain from being alone with youth by maintaining the Rule of Three.

9. Refrain from initiating contact with youth outside the program environment without including in the communication a guardian, supervising 4-H professional, or certified 4-H volunteer. This includes both in-person and electronic forms of communication.

1. *Exception: Certain Missouri 4-H Foundation donor events are exempt.

AGREEMENT:

I have read this agreement, understand it and agree to serve as a MU Extension/4-H volunteer in a manner consistent with the mission and vision of Missouri 4-H. Further, I: 

1. Am subject to an interview, screening checks, and onboarding training prior to my deployment as a certified 4-H volunteer.

2. May be subject to additional trainings and background checks to maintain volunteer status or participate in certain higher risk programs (e.g., shooting sports).

3. Understand it is my responsibility to immediately self-disclose any future criminal convictions to my supervising 4-H professional(s).

4. Give permission for images and recordings of myself to be reproduced and utilized for 4-H promotional, educational, or university purposes.

5. Understand that my services are voluntary and that I will not be compensated. I am under no obligation to provide services to the 4-H unit and am free to discontinue my volunteer activities at any time. I further understand that the 4-H unit or its successors or legal representatives may adjust or terminate my volunteer relationship at any time without cause or prior notice at its sole discretion.

[By signing below] I acknowledge that: I am at least eighteen (18) years of age; I have read this agreement in full, I fully understand the terms, and I agree to serve as a volunteer under the terms and conditions outlined therein; that I have no expectation of compensation nor have I received any promise of compensation for my volunteer services described herein; that if I am currently a Board of Curators or subordinating employee, these volunteer services are not similar or identical services that I provide as an employee of the Board; and that I sign this agreement and provide these services freely and without pressure or coercion, direct or implied.

Missouri 4-H engages all youth in place-based positive youth development for the benefit of themselves and their communities.

• Positive youth development is the transformation of all children into well-adjusted young adults through beneficial experiences, activities, and relationships. 
• Place-based education means we are committed to developing young people in ways that strengthen ties to local communities and reduce outmigration. 
• Personal and community benefit signifies the importance of our dual mandate—strengthening youth as individuals so they can be engaged contributors in their communities, country, and world.

Missouri 4-H prepares youth who are…

Beyond ready for work and life.

Having the most fun.

Doing the most good.

• Beyond Ready language ties us into the national initiative that focuses 4-H on preparing youth to be ready for both work and life.
• Fun signifies the critical importance of in-person social connection for improving youth health and engagement. It also represents the honest reality that when our programs are boring or adult leaders are viewed as unresponsive, older youth are less likely to participate.
• Doing good is a key 4-H distinctive. When others hear “4-H” we want their first thought to be THE youth serving their communities. 

Tied into the national 4-H Beyond Ready growth initiative, the Missouri 4-H program has adopted use of the Staffing Blueprint for 4-H Growth: U.S. and Territories Edition. This blueprint encourages growth in both traditional and outreach 4-H components. County-by-county benchmarks are tailored to population, funding levels, and employee performance expectations. 

State-wide, Missouri 4-H participation should range between 122,000 and 154,000 youth. For comparison the 2025 figure was about 62,000 youth. Clover Kids, enrolled project members, and outreach members all contribute to this count.

Local benchmark information is available from your county 4-H professional.

The Missouri 4-H program routinely updates its messaging for marketing and promotional purposes. Program personnel and volunteers shall use approved messaging when describing 4-H.

• Current; from national; full use: 4-H Beyond Ready 
• Current; from state; full use: Having the Most Fun, Doing the Most Good
• Older; use strategically for external or internal audiences: 4-H Grows Here; 4-H Thrives Here; Learning by Doing
• Older; use strategically for internal audiences/alumni: I Got My Start in 4-H; Making the Best Better 
• Outdated/retired; do not use: 4-H'ers strive for excellence; Hands up for hands-on; I love my dirty boots; Learn, Lead, Serve, Live

Please see the Missouri 4-H Communications Guidelines (weblink to come), which largely follow guidance from the National 4-H Council and MU Extension Communications. Note: Effective for publications produced beginning October 2026, Missouri 4-H uses the following program-specific style conventions in place of MU Extension Communications guidance on two items:

1. For 4-H purposes, the plural of youth is youth not youths. 
2. As clarity is more important than aesthetics, the Missouri 4-H program uses the Oxford comma standard in all communications. This includes website and social media text. The Oxford comma is not required in social media images/graphics.

The 4-H Charter, issued by the United States Department of Agriculture (USDA) through the Division of Youth and 4-H at the National Institute of Food and Agriculture (NIFA), is the only document that officially recognizes a 4-H Club for the conduct of 4-H Youth Development programs. A 4-H Charter is an agreement between the club, USDA, and the Land Grant Institution’s State or Local 4-H Extension Office to follow and abide by all applicable 4-H policies, procedures, and requirements. 

All Missouri 4-H Clubs must be chartered to use the 4-H Name and Emblem. This applies to all delivery modes, including traditional community clubs and group-enrolled formats such as after-school clubs. 

The Missouri 4-H chartering process has four steps: 

1. Club leader completes and submits the 4-H Club Info and Charter Review (LG920) form to the local 4-H professional.

2. Local 4-H professionals ensure full completion and submits to the state 4-H office for review.
3. 4-H Senior Program Director issues the official charter certificate. (The county office should retain a copy of this charter for its records.)
4. State 4-H Coordinator, Data and Fiscal uploads the form and certificate to 4-H Online, informs local office of accepted status, mails the certificate copy and club welcome pack to the club leader, and mails the certificate original to the county office.

If a 4-H Club has been established for a long time but lacks documentation of a valid charter, a new USDA 4-H Charter must be issued. Charters remain valid for the duration of the club’s existence subject to maintaining appropriate compliance standards and at the discretion of Missouri 4-H. If the club disbands, splits into multiple groups, or changes its name, a new charter is required. A change in USDA or Missouri 4-H signatory does not invalidate an existing charter. 

Charters are agreements within the 4-H program. They do not establish legal status as a nonprofit or business entity under state law and may not be shared with any person, group, or business. 

For a summary of chartering requirements across delivery modes, refer to the Matrix of 4-H Delivery Modes . 

All Missouri 4-H Councils must also be chartered to use the 4-H name and emblem. Use of the 4-H name and emblem by affiliated organizations such as councils is contingent upon their remaining in good standing with the local and state 4-H/Extension offices. 

The chartering process for affiliate/council groups differs slightly from clubs and is typically completed only once per organization. Two steps: 

• Complete and submit the 4-H Group Info and Charter Form (LG920)

• Submission of the 4-H Name and Emblem Request Form (Y633)

County 4-H Foundations 

County 4-H Foundations are important partners that help support and expand local 4-H programming. To raise funds using the 4-H name and emblem, they must follow the same authorization and chartering procedures described in this sub-section.

Missouri 4-H Foundation 

The Missouri 4-H Foundation is a nonprofit 501(c)(3) organization. They are the independent philanthropic partner of the University of Missouri Extension 4-H Center for Youth Development. For over 70 years, the foundation has secured and managed funds to support the Missouri 4-H mission.

From a membership and scheduling perspective, Missouri 4-H begins each program year on October 1. Enrollment or re-enrollment is open all year (excluding September), but youth members who enroll/re-enroll later in the season may miss out on some opportunities. Some local event deadlines come as early as November!

Missouri 4-H is open to all youth ages 5-18 based on a January 1 birthday cycle. 

• Explanation: If a youth turns 5 on or before December 31, they are eligible for 4-H membership the current 4-H year. If a youth turns 5 on or after January 1, they become eligible the next/upcoming 4-H year (October 1). 
• Note: Missouri does not set these standards. These ages are a fixed, national 4-H requirement.

Youth with special needs may participate for a total of 14 years using age equivalencies that best support their developmental goals, provided they are still enrolled in a high school special education program or equivalent. This accommodation is capped at physical age 21.

How to Enroll or Re-enroll

• Using our online registration portal (4-H Online), complete annual enrollment after October 1 each year you intend to enroll.
• This enrollment will include basics (e.g., contact info, waivers) 4-H project selections, and payment of county and state dues.

As noted in 4-H Online, members who wish to opt out of the media release must do so in writing to the central 4hyouth@missouri.edu address after completing their online enrollment.

Member Dues

Individually enrolled Missouri 4-H members pay state dues yearly to support educational programming, volunteer screening, insurance, and staff support. Additional county-level dues may apply. For more details, see the Missouri 4-H website and the Missouri 4-H Treasurer Record Book (Y672). 

If dues present a hardship, the following offset options may be available: 

• Youth enrolled in Healthy Blue Missouri may qualify for coverage of 4-H membership. Learn more at the Healthy Blue section of the Missouri 4-H site. 

• Some county 4-H councils or clubs may cover a portion of membership dues. 
• Local sponsors or partners may help cover dues for all or some members. 
• Club fundraisers may be used to reduce individual member costs. 

• As a final alternative, state dues waivers may be requested by the local 4-H professional in writing to 4-H Senior Program Director.

Ages 14-18 are Senior members. Seniors specialize in a few projects of interest and ‘dive deep.’  They may take on advanced leadership roles throughout the state and serve as important role models and guides for younger members. This is an era of mastery.

Ages 11-13 are Intermediate members. Intermediates begin to refine their 4-H interests and add depth to project learning. They may begin to take on leadership roles at the local level. This is an era of specialization.

Ages 8-10 are Junior members. Juniors often try out a number of 4-H activities and projects. This is an era of discovery.

Ages 5-7 are Clover Kid members. Clover Kids participate in non-competitive, social experiences. Clover Kids do not take large animal projects, participate in shooting sports, or win formal awards. This is an era of connective experiences.

Note 1: Sometimes the above age divisions align with 4-H project listings at the county level, sometimes not. Example: a Novice division is sometimes added, allowing older youth or newer members to try out new projects and interests.

Note 2: Many 4-H contests and leadership opportunities as well as county fair judging experiences choose to have just two age brackets, usually split around age 13/14. This is especially true when participant numbers are lower.

Enrolled member participation is considered year-to-year. Age-eligible youth maintain eligibility so long as a) they are not currently under 4-H discipline/sanction, and b) they choose to re-enroll. Enrolled youth who fail to complete a 4-H year remain eligible for future re-enrollment, but may miss out on recognition opportunities. 

Missouri 4-H expects participating youth to behave in an acceptable manner at all events and activities in accordance with the Missouri 4-H Culture and Community Standards and the Code of Conduct.  

Missouri 4-H programs are planned, conducted, and supervised by MU Extension. These programs are designed to provide youth with a positive environment in which to learn and grow. All youth who participate are responsible for their own conduct. To ensure that all youth have equal access to positive learning environments, Missouri 4-H members and participants agree to abide by the following behavior guidelines:

1. Be courteous and respect others.
2. Obey all laws as well as rules established by Missouri 4-H and those of the local club/group. 
3. Treat all people fairly and animals humanely.
4. Respect the property of others.
5. Respect the authority of adult or youth volunteers, Extension personnel, and other partners in leadership roles.
6. Use appropriate language and wear acceptable clothing at 4-H activities and events.
7. Show kindness to others and give assistance when needed.
8. Be honest and honor commitments.
9. Strive for personal best and keep trying to improve.
10. Accept responsibility for personal choices.

If I do not abide by the behavior expectations in the Member Code of Conduct described above, I understand that I may experience the following Disciplinary Consequences, usually in the order listed below:

1. Verbal or written coaching to improve behavior.
2. The loss of rights and privileges at the event/activity.
3. Dismissal from the event/activity with an adult 4-H employee/chaperone/volunteer notifying my guardian and that I must go home at my family's expense before the event/activity ends.
4. In consultation with and approval from the state 4-H office, the possible forfeiture of future participation in statewide and out-of-state events/activities as well as the forfeiture of future awards and premiums at the county level for a period of time up to one year. 
5. In consultation with and approval from the state 4-H office, expulsion from future 4-H membership/participation beyond the ‘baseline’ level.

Youth from out-of-state may participate as full members in only one state’s 4-H program but may have dual membership and cross state lines for specialized, non-duplicative topics of interest (e.g., virtual programs, topics not offered in home area). Youth may not participate across state lines for perceived competitive advantage.

There are currently no cross-county participation barriers in Missouri 4-H, but most members participate in their county program of residence. Youth may not participate across county lines for perceived competitive advantage. Counties accepting non-resident youth may assess a reasonable out-of-county membership fee (in addition to normal dues).

Youth transferring membership during the same 4-H year from one county to another or another state’s 4-H program into Missouri 4-H are immediately eligible to participate in the new location’s 4-H events and programs. If joining from out-of-state, full membership dues are assessed. The 4-H family should notify their incoming county 4-H professional of the change of residency as soon as possible. Both the incoming and outgoing county 4-H professionals will discuss the transfer to ensure competitive advantage or evading disciplinary measures are not the reason for membership transfer—these are not allowed.

Marriage, pregnancy, or becoming a parent does not, by itself, affect an otherwise eligible youth's ability to participate in Missouri 4-H. Members may continue their membership until they age out and remain eligible for awards, scholarships, leadership positions, trips, and other 4-H opportunities for which they otherwise qualify.

All members remain subject to applicable program, event, travel, housing, supervision, and safety requirements. Reasonable accommodations related to pregnancy or childbirth should be addressed in accordance with applicable University policy.

A member's participation does not automatically extend attendance privileges to the member's child. Arrangements involving a member's child at a 4-H activity or event should be discussed in advance with the responsible 4-H event leader and considered based on the nature of the activity, supervision requirements, facilities, and applicable program policies.

Missouri 4-H competitions are considered co-educational. 

Housing (at overnight events) and restroom accommodations are assigned based on sex, in compliance with applicable federal orders. Guardians are responsible for providing the required information during enrollment. Missouri 4-H does not independently verify a participant's sex through physical examination or inspection. Rather, Missouri 4-H is responsible for the following elements of compliance: 

1. When assigning overnight accommodations, use the male or female designation affirmed by the guardian during enrollment or event registration. 

Event Leader Tip: If local event registration forms are used, ensure they are current and provide the appropriate male and female designation options. 

1. Ensure the facilities we rent/use have restroom signs that clearly demark male or female (in words and/or symbols). If the restroom facilities are unisex and lockable (or otherwise able to be secured and private), the standard is met

Event registration is not the same as membership enrollment. Almost every county and state 4-H event has a separate registration process. It is the member’s responsibility to stay informed of these event and registration requirements via county 4-H communications or the state Extension 4-H website.

Research indicates that the more involved a 4-H member is, the more they gain from the experience. However, it is important to maintain policies that do not produce artificial barriers to participation. As we balance these two features, Missouri 4-H has established participation minimums for enrolled 4-H members to have their 4-H year considered complete. Note: these standards are waived for first-year enrolled members.

Required minimum participation standards:

• Six or more club contact hours (varies, but usually this is four sessions at an average of 90 minutes per session)
  • This can include meetings, any of the club’s other activities (e.g., community service, social events) or participation in more advanced 4-H learning experiences (e.g., county project workshop). For this count, it does not include contests.
  • Members enrolled as independents complete these hours at county or state level 4-H learning experiences.
• Completion of at least one learning experience (usually a project, service learning, camp, etc.)
  • Note: Clover Kid projects are not eligible for formal judging or awards.

Encouraged, but not required minimum participation standards for youth ages 8-13:

• Ten or more club contact hours 
• Completion (through judging) of at least one project
• Completion of at least one county-level event of interest
• Annual updating of their 4-H Member Portfolio [coming 2028!]

Encouraged, but not required minimum participation standards for youth up to ages 14-18:

• Ten or more club contact hours 
• Completion (through judging) of at least one upper-level project
• Completion of at least one county-level event of interest
• Completion of at least one state or national-level event of interest
• Annual updating of their 4-H Member Portfolio [coming 2028!]

Youth who complete their 4-H year may gain certain additional incentives/opportunities (e.g., recognition pin, future local scholarship access). Youth who do not complete their 4-H year may miss out these incentives/opportunities but remain eligible for re-enrollment in future years.

By statute and by choice, Missouri 4-H is committed to serving all youth, including those with disabilities. Whether the disability is short or long-term, providing reasonable accommodation can help youth with disabilities experience a more vibrant childhood. This section summarizes our efforts under the Inclusive 4-H Plan framework that is listed as a resource below. 

Once a reasonable accommodation request is made, county 4-H professionals are encouraged to work alongside the requesting youth/family to design a suitable plan. Common 4-H accommodations include: 

• Supplemental judging format
  • Example: Extended time to complete task 
• Equipment modification
  • Example: Adaptive saddle at an equine workshop in which horses are provided already
• Speech/language assistance 
  • Example: Questions read aloud
• Food alternatives
  • Note: This applies to severe food allergies not intolerances or preferences
• Improved accessibility 
  • Example: Extended personal care (e.g., shower) timing at 4-H camp 

Any legitimate costs associated with an accommodation are first borne by the most local entity receiving the request and then scale higher within the organization if needed.

On occasion, an accommodation request is considered unreasonable under one of the three federal standards:

1. The accommodation would create a direct threat to the health and safety of others. 
   1. Example: Asking permission to have a therapy dog at the livestock show.
2. The accommodation would result in a substantial change in an essential element of the curriculum or a substantial alteration in the manner in which an experience is provided.
   1. Examples: Asking to have personal 4-H project expenses paid for. Asking Missouri 4-H for almost any accommodation to participate in a national contest, as we are not responsible for the curricular elements or accommodation decisions thereof.
3. The accommodation would result in an undue financial burden. 
   1. Example: At a double occupancy conference, asking for single occupancy without a willingness to pay the price differential. 

Though it may take some creative thinking and adjustment, most accommodation requests in 4-H are reasonable. Any denials of an accommodation request must be discussed with the 4-H Senior Program Director (or designee) prior to making the denial. 

4-H resources include: 

• Inclusive 4-H Plan Request Form (LG918) (PDF) 

• Inclusive 4-H Plan Resource Guide for Volunteers (LG919) (PDF) 

• Inclusive 4-H Plan Request of Club Leaders LG917 (PDF) 

Additional context and details are available at the following link: https://extension.Missouri.edu/equal-opportunity-ada-institution. Maintaining an accurate and up-to-date plan is the responsibility of the guardian, especially as it relates to participation in new/unique settings or experiences (e.g., first year at summer camp).

4-H personnel may restrict or limit 4-H participation for any of the following reasons:

• The individual is not in the correct age bracket for that specific event or program.
• The individual failed to register, is late, or is unprepared to participate (e.g., safety equipment).
• The individual is a threat or substantially likely threat to others.
• The individual is disrupting the learning environment.
• The individual is currently under 4-H sanction/discipline which prohibits participation.
• The individual has been charged with a crime related to youth safety or program integrity.

4-H personnel may not restrict or limit individual 4-H participation for any of the following reasons*:

• The individual transferred into the county after the program year was already underway.
• The individual engaged in conduct outside of 4-H that, by itself, does not create a legitimate program, safety, legal, or operational concern. Note: School-based sanctions are not considered criminal charges. 
• The individual's appearance, personality, social differences, or personal characteristics when these attributes do not negatively affect program participation or safety. 
• The restriction is a currently protected class (e.g., sex, race, ethnicity, disability status, etc.)

*Note: in some of these circumstances, 4-H personnel may choose to cancel or postpone an event until the related issue resolves itself. 

Missouri 4-H makes event schedules, rules, and regulations to conduct youth programming. The program reserves the right to interpret these features and settle disputes. The program may add to or amend these features. The program may start, postpone, cancel, or terminate 4-H events and activities. The previous existence or format of an event is no indicator of its future existence or format.

Missouri 4-H offers several competitive opportunities for youth. These opportunities often involve judges making subjective decisions. The program cannot guarantee that youth will perceive these decisions as accurate or fair. 

See sub-section B.5.1. Grievance Process for related guidance.

Missouri 4-H modestly recognizes achievement during some of its competitive events. Awards and recognition are aligned with mission priorities and funding availability. Previous award levels/types are no guarantee of future award levels/types. In most cases, recognition is limited to the ribbon system based on the excellence level of the project or presentation. Superior/great (blue), good/average (red), room for improvement (white), and participation/Clover Kid (green) are common ribbon designations.

Recognition for state-level competitive events is considered unofficial for a period of two weeks after the event’s completion. This unofficial period is a time for errors to be noted and corrected. Once published results are made official, any further noticed errors may be acknowledged by event leadership but are not eligible for award correction.

Experiential education is the stated purpose of 4-H activities, including competitions. Missouri 4-H makes no assurances, stated or implied, of any ancillary benefits derived from participation (e.g., prizes, awards, eligibility for awards, publicity, future livestock sales).

The State of Missouri has a law (Chapter 171.053) that allows youth to participate in off-site 4-H activities during the school day (e.g., 4-H Day at the Capitol) and have their time away considered as an excused absence, just like school-based extracurriculars. The law is expansive and allows for all reasonable 4-H participation. Most schools are active 4-H supporters and abide by the law. However, if you are experiencing unlawful restrictions on your 4-H participation, you are encouraged to bring it to the attention of your school superintendent and, if necessary, the school board. In most cases they abide immediately upon learning of and reading through the law, as it is clearly stated. If not, contacting the Missouri Department of Elementary and Secondary Education would be your final stop for relief prior to pursuing civil action.

These groups range in 4-H age from 5-18 or ages 8-18 if no Clover Kid volunteer is available. The youth usually live in a geographic area they call their community or neighborhood. Youth enroll in subject matter projects of interest, usually meet monthly, annually select youth officers who lead the club, carry out club responsibilities, participate in service to the community, and receive recognition for their work. Club meeting​s typically are held in a location such as a school, community center, church, or other public meeting space. The club often uses its meetings to develop group process skills, leadership ability, and communication skills.  Project evaluation is often carried out during or leading up to the county fair.

These groups are geared towards older youth, generally in the junior and senior high school years. They maintain a broad, traditional focus but on a more compressed time frame, usually mirroring local school fall vs. winter vs. spring extra-curricular calendars. This club format is appreciated by young adult certified volunteers, who often guide these clubs. Officers are optional at the club’s discretion. Activities often rotate between socials, service learning, hands-on workforce development/entrepreneurship experiences, and project development work.

4-H Special Interest Clubs (colloquially abbreviated as SPIN Clubs) focus on a specific topic led by an expert in the field and meet throughout most of the year to learn about specific subjects. May be age restricted dependent upon the subject matter. Officers are optional at the club’s discretion in pursuit of their learning objectives. Common 4-H examples include robotics, equine, shooting sports, and outdoor adventure. These groups meet a specific learning experience that involves direct teaching by 4-H personnel or trained volunteers, including teachers.

Similar to D.1.3. but meet intensely (often weekly) for a narrower time frame. Example: A club focused on turkey hunting might meet during the fall and/or spring seasons only.

These take on the focus of community or SPIN clubs but are tied to the geographical site and/or age restrictions of a particular school or afterschool. Often these are partnerships with a teacher/classroom and use curriculum meeting Missouri educational standards. When defined as a club (rather than school enrichment; see below), these members pay dues and seek the longer-term positive outcomes and relationships of other club formats. Club officers are optional, but uncommon.

Youth take part in a short learning experience about a focused topic. Sometimes these are multi-day or a series but cannot include an overnight stay. Sometimes restricted to enrolled members if safety warrants (e.g., equine, shooting sports).

Youth take part in a 4-H planned educational experience that includes being away from home at least one night (residential, primitive or travel camping) and is sometimes restricted to members. Though Missouri 4-H does not own any residential camping facilities, we aspire toward using relevant American Camping Association programmatic standards at these experiences when feasible.

Youth take part in a 4-H planned educational experience that includes being away from home at least one night (dorm, hotel) and is usually restricted to members.  

Youth take part in a 4-H planned educational experience consisting of multi-day programs with youth returning home each evening (i.e., non-residential). Social development, independence, and belonging are typical program goals. Day camps are usually not restricted to members.

Definition of a Club  

A club is an organized group of at least five youth from three different families who meet regularly with certified adult volunteers for a series of educational experiences and maintain enrollment in 4-H Online. For more information about various club types/formats, please visit section D.1. Clubs.

Structure of a 4-H Club  

In addition to type/format information covered in section D.1. Clubs and participation expectations noted in subsection C.2.1. Participation Minimums, 4-H clubs are structured as follows: 

• Guided but not led by adult 4-H volunteers (or professionals) who have been screened and trained in accordance with the Missouri 4-H Policy and Procedure Handbook or MU Extension Human Resources standards. 

• They function formally through a constitution and by-laws. These are the organizing documents of a club and describe how the club operates. A current copy of the club Constitution and Bylaws must be kept on file in the county extension office. 

Club Names 

Any organization that functions for the purpose of furthering 4-H objectives and programs and has been formally authorized to use the 4-H name and emblem by the appropriate representative of the Cooperative Extension Service (Missouri 4-H) must have names that: 

• Are specific to the 4-H club or organization either through a unique name or by identifying the county or location. Examples: Joplin East 4-H Club of Greene County, MO; 4-H Robotics Club of Cape Girardeau County, MO [Sherry, ensure this matches the club form]

• Are not overtly religious, political, ideological, or advocacy-oriented, nor imply Missouri 4-H's endorsement of a particular belief system or viewpoint. 
• Do not imply that membership is limited or exclusive to/from a federally protected classification 

• Are not offensive or generally seen as demeaning to any group protected by equal opportunity regulations 

The 4-H Senior Program Director is the final arbiter of all club name/charter requests and those decisions are not eligible for appeal.

Club Charter 

A 4-H club must be chartered by the state 4-H office to be recognized as part of 4-H. This charter grants the club authorization to exist and use the 4-H Name and Emblem. The state 4-H office maintains documentation on the issuance of charters to 4-H entities within Missouri. If a 4-H club or an affiliated 4-H organization has been established for many years and verification of a valid charter is not available, issuance of a new charter is recommended. See section B.7. Chartering for further details. 

Club Finances 

Carefully review and follow all pertinent financial information in section E.3. Fiscal. 

Dissolution Clause 

In accordance with laws governing non-profit organizations, if a 4-H club/group disbands, all funds in the club/group treasury can only be given to the County Extension Council, the county 4-H Council, or another 4-H entity. This shall be done via pre-consultation with the local 4-H professional. 

Club Dissolution Clause Language to be included in Club Bylaws 

Upon dissolution of the 4-H club, the members agree that all real property (usually money and/or equipment) shall become the property of the County Extension Council, County 4-H Council, or another 4-H entity after consultation with local 4-H professional. The last official duty of the club’s organizational leader shall be to transfer club records to the county 4-H extension office. Disbandment of assets of the club will be handled following the procedures outlined in the Missouri 4-H Policy and Procedure Handbook. Notification of club disbandment should be sent to the Missouri 4-H state office by the county 4-H personnel. 

Procedure for Disposing of Assets of a Disbanded Club 

The 4-H Club/Group shall be terminated and dissolved by a simple majority vote of the membership in favor of dissolution and termination of the 4-H Club/Group. When dissolved by a vote, members can vote on how to disburse club resources for a project or activity or contribute to the betterment of the county or state 4-H program. 

When a 4-H Club/Group dissolves or fails to reorganize without a vote of the members, the resources become the property of the County Extension Council after a waiting period of one year. During the one-year waiting period, the account will be maintained by the treasurer of the local Extension Council. 

Upon dissolution and termination of the 4-H Club/Group for any reason, the officers shall take full account of the 4-H Club/Group assets and liabilities and shall liquidate the assets and apply and distribute the proceeds there from in the following order: 

• Regarding the payment of the debts and liabilities of the 4-H Club/Group. 

• Regarding the setting up of any reserves which the officers may deem reasonable and necessary for any contingencies of unforeseen liabilities or obligations of the 4-H Club/Group. Such reserves shall be paid over by the treasurer to an escrow account designated by the officers to be held for the purpose of distributing such reserves and payment of any such contingencies at the expiration of such period as the officers of the 4-H Club/Group may deem advisable. 

• The remaining balance shall be distributed to the County Extension Council for the purpose of program development related to the enrichment of the quality of life of 4-H youth and volunteers. 

• Secure documentation and file it at the county office for the club file verifying the closure of the bank account. 

Each of the members shall be furnished with a statement prepared by the 4-H Club/Group setting forth the assets, liabilities, and the distribution upon complete liquidation. Upon compliance with the foregoing terms and manner of distribution, the 4-H Club/Group shall cease. 

Club Responsibilities 

County 4-H staff help guide club leaders to ensure clubs: 

• Are open to all youth or only restricted based on allowable restrictions (e.g., ages 13-18 for a teen-specific group)

• Offer positive educational programs led by youth leadership
• Receive timely communications about available 4-H programs and events 

• Ensure member health and safety 

• Are enrolled annually 

• Follow approved 4-H policies and procedures

County Extension Councils (CEC) are elected or appointed partners that support local MU Extension programs through responsibilities outlined in Missouri statutes. Commonly, they ensure official records and reports are maintained, usually hold the tax-exempt status for 4-H groups, may own property and equipment, seek cost-share and facility support for local MU Extension personnel, and provide representatives to local Extension hiring panels. The CEC may consult on but exercise no authority over 4-H program priorities, volunteer management, general club standards, or membership decisions—these responsibilities rest with the local 4-H professional(s) and/or their superiors.

County 4-H Councils are non-statutory groups created to support the county 4-H program. Four pillars comprise their work:

• Fundraising for county-level events and programs
• Providing local 4-H professional(s) with the pulse of 4-H volunteers and youth (i.e., healthy sounding board, feedback loop)
• Voluntary assistance at county-level 4-H events and programs as needed
• Connections to varied and useful relationships throughout the community that promote 4-H expansion and engagement

Effective October 2026, County 4-H Councils must:

• Expend at least 10% of all newly collected funds on 4-H outreach and growth-promoting activities. This can include 4-H YPA training/salary/deployment costs, school enrichment, school promotions, community festival booths, social media ads/recruitment, volunteer training, etc.
• Have at least 3 youth serving as voting members or 50% of the overall Council membership, whichever is lower.
• Have at least 2 youth present to constitute a voting quorum or 33% of the overall Council membership, whichever is lower.

Optional best practices effective October 2026, County 4-H Councils may:

• Promote true youth voice and leadership opportunities by having the entire officer team (other than the Treasurer) be comprised of youth members. They would “step out” when sensitive discussions—such as local 4-H teen scholarship selections—occur. 
• Expend more than 10% of all newly collected funds on 4-H outreach and growth-promoting activities.

The 4-H program derives its excellence and reputation from quality personnel, volunteers, and youth. We maintain this reputation by producing and using evidence-based curricula in our learning experiences. Though some issues are emergent and require flexible program materials, 4-H professionals and volunteers aim to use quality Extension curricula whenever possible.

Good materials are available via our resource webpage, eXtension, and Shop 4-H (project books).

Missouri 4-H is committed to continuous improvement. Training plays a key role. Local 4-H professionals participate in a comprehensive onboarding program and receive regular opportunities for training throughout their careers. Local 4-H volunteers participate in a series of onboarding modules and are provided advanced opportunities for training via the Volunteer Conference and other in-person and online resources. The strongest county 4-H programs maintain a commitment to training.

See subsection B.5.1. Grievance Process to learn the appropriate 4-H way to address concerns.

As the nation’s premier public youth development organization, funders and citizens expect to see our program continue its legacy of high impact. Anecdotal evidence (e.g., 4-H youth caught ‘doing good’ on local media) is helpful, but formal reporting demonstrates our broad impacts. To further this responsibility, local 4-H professionals compel appropriate local reporting from clubs, volunteers, and teen leaders. Most commonly, this involves turning in a detailed and complete annual club report.

4-H professionals routinely produce reports that feed county, regional, state, and federal reports. Contact your local 4-H professional anytime if you have interest in recent local highlights!

Actions that lead to or contribute to abuse or neglect are contrary to 4-H values. Such actions are inappropriate in any setting, especially where children and youth are concerned. All reasonable effort is made to comply with state of Missouri statutes and MU guidelines if abuse or neglect is suspected. 

If you (associated with an MU Extension program as an employee or volunteer) know, suspect, or receive information indicating that a minor has been abused or neglected, or if you have concerns about the safety of a minor you (the employee or volunteer with knowledge of the incident) MUST complete the steps below (in order) within one business day:  

1. Call local law enforcement if the minor's immediate safety is at risk. 

2. Call Missouri Child Abuse Hotline at 1-800-392-3738 to file a report with the Department of Social Services (DSS), or file a report online. 

3. Immediately contact your supervisor.
   
   Note: For volunteers, this is usually your local 4-H professional unless you are serving at a state 4-H event. The employee will then use LG811 below to inform their superiors.

1. Complete an  Event/Activity Incident Report LG811 (PDF) for 4-H within 48 hours. File as indicated on the form. The employee who oversees the program in the county (if not self) will assist in submitting the report to the appropriate state-level risk-management professional.

Missouri 4-H protects the confidentiality of the names and personal information of 4-H members and volunteers. No commercial or unauthorized use is made of names, addresses, and other confidential information of its members. Access to this information is strictly limited to Missouri 4-H personnel on password protected devices.

In order to protect the identity of 4-H program participants, Missouri 4-H does not release the name, address, phone number, or email of participants outside of MU Extension unless authorized by the 4-H Senior Program Director. All participant contact information for a specific 4-H activity or event is kept confidential by event organizers or the county or state office. This information cannot be released without guardian permission. This permission is obtained as the default choice at the time the youth re/enrolls in the 4-H program. Guardians choosing to opt their minor youth out of data or image sharing must do so in writing to their local 4-H professional after online enrollment completion. For those who opt out, this may limit some opportunities for public recognition.

Missouri 4-H uses the internet and social media as means of distributing information and providing recognition. In the interest of youth safety, we do this in a responsible manner. Any picture or video of an individual in which the person can be identified with normal vision acuity can be reproduced only with prior permission. This permission is obtained at the time the youth re/enrolls in the 4-H program. Those granting permission can expect the following details to be present in a typical media release:

• Common Release; a couple but not all of the following: Image, partial participant name, age division (rarely age), and 4-H county (or club if it’s a county-level media release). 
• Special Featurette: In circumstances in which a youth is being highlighted with a special featurette, further permission will be sought from the guardian to release all known details to aid the depth of storytelling. This commonly includes additional data points such as 4-H history, family names, age, or farm/business name.

Those not granting permission will not have identifiable images released. Team or collective word-based data points (e.g., “youth from the Gasconade 4-H Livestock Judging Team”) are approved recognition formats for this group. 

The majority of Missouri 4-H activities are conducted in-person. On occasion (or during public health emergencies), online learning activities and meetings compliment these efforts. Typical Code of Conduct expectations guide youth behavior in these environments.

While social media has created new opportunities for communication, it has also introduced unhealthy challenges for today’s youth, including cyberbullying, misinformation, and addictive behaviors. Missouri 4-H representatives should therefore err on the side of providing quality in-person communications and experiences whenever possible. Approach any social media use with the same professionalism, respect, and care expected in all other communications. When online confrontations arise, take the conversation offline or ignore; pursuing it further online simply encourages additional conflict. See the Missouri 4-H Communications Guidelines for further information.

The 4-H program is part of the University of Missouri. Therefore, University of Missouri liability insurance covers 4-H youth who are individually enrolled as current members and operating within the principles of the general and/or event code(s) of conduct. 

The University of Missouri provides liability protection to certified 4-H volunteers when they: 

• Have completed all required enrollment and screening steps, 

• Are serving in an authorized volunteer role, 

• Are acting in compliance with the 4-H Volunteer Code of Conduct, and 

• Are upholding University policies, including affirmative action and safety standards. 

This coverage is provided under the University’s Defense and Protection Against Loss policy, which does not extend to actions taken outside the scope of an authorized role or in violation of policy. Volunteers who fail to meet these conditions may not be covered and could be personally liable for their actions. 

For more detailed information on liability coverage, claims, and insurance expectations, visit the MU Extension Liability webpage.

General Insurance Letter

Sometimes venues we wish to use for 4-H activities request proof of general insurance. The following guidance is provided from the MU Risk and Insurance Management page (Note: only faculty/staff should pursue these letters):

To request proof of the Curators of the University of Missouri insurance of self-funded General Liability coverage, please use our online Requesting Proof of University Coverage form. Or you may submit an email that includes the following information:

• Certificate Holder contact, name and address (entity whom the proof is to be issued)
• Events or services: purpose, location, date(s)
• The type and amount of insurance required
• A copy of the contract/letter/etc.

For your convenience, a generic insurance certificate is provided in pdf format. 

Please allow at least 10-14 business days for processing. 

MU Extension and Missouri 4-H are under no obligation and there shall be no expectation of accident insurance coverage for 4-H participants. Yet, at the present time, this coverage is being provided to enrolled members and certified volunteers as a courtesy via blanket coverage provided by American Income Life (AIL). AIL blanket coverage is described in #1 below and optional Special Activities coverage is described in #2 below:

1. Blanket coverage for 4-H members and volunteers  

4-H member state dues include statewide 4-H blanket accident insurance coverage (the Missouri 4-H accident insurance) through American Income Life Special Risk Division for enrolled 4-H youth and enrolled 4-H volunteers (including horse project members and their volunteer leaders**) participating in adult-supervised group 4-H sponsored events. The annual coverage process is handled centrally. The accident policy provides rolling or continuous coverage from one 4-H program year to the next. In other words, coverage is maintained for 4-H members if they are enrolled in the immediately previous year until they are re-enrolled the following year. There are certain exclusions for coverage of events and rare situations. This insurance has per incident caps and is not intended to cover all costs associated with an incident. Acceptance/denial decisions are made by AIL and not within Missouri 4-H’s purview.

(**For clarification, the premium for 4-H members/volunteers in an equine experience and project is $2/participant rather than the $1/premium for other 4-H members and volunteers. You do not need to do anything with this information. The Missouri 4-H office has already taken care of this expense. This is an FYI should the conversation ever arise.) 

2. AIL Special Activities Insurance and MU Extension Programs  

AIL’s Special Activities Insurance is an optional add-on policy worth considering if a 4-H event will actively involve non 4-H participants or have spectators that could reasonably face injury. Common event examples include 4-H discovery days, open houses, or festivals. Refer to the Help Choosing Coverage for 4-H Special Events resource for help to determine if adding the Special Activities policy is a good fit for the planned program. Counties or clubs are responsible for procuring this coverage when they see it as a good fit; it is not handled centrally through the dues process.

For more detailed information on liability coverage, claims, and insurance expectations, visit the MU Extension Liability webpage and for exclusions (e.g., downhill sports) visit the AIL page. 

Animal Welfare

Willful acts of animal neglect or abuse are unacceptable and are not tolerated. Willful abuse and neglect are defined as acts outside accepted production practices that intentionally cause pain and suffering.

These practices include but are not limited to:

• Malicious hitting/beating an animal.

• Purposely restricting feed and water to animals.

• Failure to provide daily care resulting in significant harm or death to an animal.

Missouri 4-H members face sanction if any of these practices are observed and reported/documented. It is crucial to the welfare of animals and to the Missouri agriculture community that all acts of animal abuse and neglect be reported.

Camping

Staff resource documents entitled ‘Camp Staff Handbook’ and ‘Camp Counselor Handbook’ assist 4-H professionals in conducting safe, meaningful camping experiences. These documents provide standards for staffing, facilities, health care, operations, programming, and emergency management.

Clover Apprentice Network [coming in 2028!]

Through the Clover Apprentice Network, Missouri 4-H serves as a connectivity hub to apprise youth of local, high need apprentice opportunities in their communities. Missouri 4-H does not endorse or imply endorsement of any relationship to Clover Apprentice Network businesses or farms. Missouri 4-H reserves the right to reject any apprentice listing at any time for any reason without notice or cause, especially in cases where a previous sour experience has occurred.

The unique, higher risk profile of this program requires the local 4-H program leader to post the following notice on the program materials:

The nature of the Clover Apprentice Network program may require routine one-on-one contact between a 4-H youth and adult. Unlike other 4-H related activities, this adult does not ‘belong’ to 4-H and is not required to be a certified 4-H volunteer. This unique relationship is high reward/high risk and guardians are advised it is their responsibility to maintain scrutiny of the relationship. By participating in this program, guardians acknowledge and accept full responsibility for managing this risk. Participants shall report any inappropriate behaviors or concerns to the local 4-H program leader.

Clover Kids

Clover Kids (ages 5-7) participate in non-competitive, social experiences. Clover Kids do not take large animal projects, participate in shooting sports, or win formal awards. Note: “large animal” is defined as anything meat/dairy goat-sized or larger.

Equine Safety

Equine exhibitors are required to wear a helmet in all contest/game disciplines, and encouraged but not required to wear a helmet in all remaining disciplines.

Exemptions to the Rule of Three

There are four 4-H events/programs that cannot maintain the rule of three safety requirements while still providing an appropriate learning environment:

• National Shooting Sports Contest pre-event practices [one-on-one make-up coaching only]
• State 4-H Civic Engagement Ambassadors [the mentoring and ‘on duty’ components only]
• State 4-H Council and sometimes equivalent local youth councils [the mentoring and ‘on duty’ components only]
• Any situation in which a youth leader is tasked with serving as the ‘on duty’ individual, thereby taking on an adult capacity rather than serving in a youth capacity (e.g., local teen council youth running the check-in table for a 4-H workshop alongside another volunteer/staff)

The specific components of these programs are considered officially exempt and the supervising 4-H event leader shall post the following notice during the event/program registration.

The nature of this 4-H event/program requires some one-on-one contact between a youth and adult. This carries a higher risk and guardians are advised to maintain scrutiny of the relationship. By participating in this program, you acknowledge and accept full responsibility for managing this risk.

Food Stands

If your 4-H group will have a food stand, be sure to check with your local health department to ensure you are following appropriate regulations and/or permits. They should be able to provide you with an informational brochure on Temporary Food Events.

Global Education

Missouri 4-H partners with States 4-H International Exchange to provide international opportunities (in-bound and out-bound) for 4-H youth. Our operating agreement has significant safety standards in place to provide a positive cross-cultural learning experience for youth and their host families. Please contact our program lead for Global Education if you have policy or procedure questions related to this program.

Large Group Gatherings

Some municipalities require special permits for large group gatherings (often with youth and/or overnight). Please check with your local municipal office if you are planning this kind of event.

Livestock Liability Waiver Law (LLWL)

All horse and livestock events should post the following statement in compliance with the Livestock Liability Waiver Law:

Under Missouri law, an equine activity sponsor, an equine professional, a livestock activity sponsor, a livestock owner, a livestock facility, a livestock auction market, or any employee thereof is not liable for an injury to or the death of a participant in equine or livestock activities resulting from the inherent risks of equine or livestock activities pursuant to the Revised Statutes of Missouri, Section 537.325.

However, it is important to note the law does not shield the owner or sponsor from liability if:

• There is negligence or willful/wanton misconduct.

• The owner knowingly provides faulty tack or equipment.

• The owner or sponsor fails to assess the ability of the participant to engage safely.

• There is a dangerous latent condition on the land that was known but not disclosed.

The LLWL is not 4-H centric. It applies to county fairs and open shows as well. If you observe these partners not posting the LLWL, encourage them to do so.

Shooting Sports Safety

Youth may participate in an organized 4-H Shooting Sports activity only when a certified 4-H Shooting Sports volunteer is present and providing supervision.

An emergency plan of action is reviewed annually and followed for each training site, facility and activity including: potential risks analyzed and procedures planned; minor incidents/first aid, including first aid kits and medically responsible adult; access to emergency medical treatment, including location of telephones, list of emergency numbers, access to transportation; and natural catastrophe procedure, including fire, tornado, and lightning.

A copy of the Emergency Plan should be kept in the county office with a copy being sent to the state 4-H office programmatic representative.

See the Missouri 4-H Shooting Sports Handbookfor more information.

Show Me Quality Assurance (SMQA)

Maintaining SMQA certification is required for all food-producing livestock animal projects (beef, sheep, swine, goat, dairy cattle, dairy goat, poultry, and rabbit) at county and state level events. This applies to youth in Missouri from ages 8 – 18 and for State Fair exhibitors.

Sportfishing Leaders

To offer this program, volunteer leaders in Sportfishing must be trained and certified through a 4-H Online module.

Uncommon Experiences

The beautiful state of Missouri offers outdoor recreation experiences that are a) less common 4-H experiences but b) that may still be encountered on occasion for motivated groups. This includes but is not limited to caving/spelunking, paddle trips, backpacking/backcountry camping, and rock climbing. 4-H personnel planning to lead these uncommon, higher risk events should solicit risk management guidance from the 4-H Senior Program Director in advance.

Similarly, as 4-H builds new connections between youth and career exploration, there may be novel/interesting opportunities for youth to “try out” certain workforce elements. Again, if you have safety concerns, please seek guidance from the 4-H Senior Program Director in advance.

Waiver of Liability

Enrolled members sign this annually during enrollment.

Non-enrolled members who participate in a short-term 4-H event (e.g., camp) sign the waiver during event enrollment.

Group enrolled members (e.g., school enrichment program) do not sign a waiver as the hosting entity (e.g., school district) assumes all liability.

Over 90% of all youth activities and events led within the University of Missouri System are led by Missouri 4-H. Though we are the state’s long-held experts in youth protection and positive youth development, recent developments on college campuses nationwide have resulted in systemic policy requirements. In many cases, the 4-H standard is more rigorous than the University system standard. Below we list related University protection of minors elements not covered elsewhere in this 4-H manual.

Event Risk Management Plan 

Before any 4-H event at the local, county, and state levels, a Risk Management Plan (LG810) must be completed and provided by (or communicated to) those leading or co-leading the event. 

Incident/Accident Reporting

In the event of an incident, complete an Event/Activity Incident Report LG811 (PDF) for 4-H. File as indicated on the form. The employee who oversees the program in the county (if not self) will assist in submitting the report. 

Youth and Adult Interactions   

• Maintain appropriate certified adult to youth supervision ratios. For Clover Kids, the ratio is 1:6 for daytime programs; no overnights permitted. For physical ages 9-14, the ratio is 1:10 for daytime and 1:8 for overnight programs. For physical ages 15-18, the ratio is 1:15 for daytime and 1:10 for overnight programs. 
• Adults shall not place themselves in a position to be alone with a youth. Maintain the Rule of Three which requires the following in descending order of preference:

Two certified volunteers to one youth

One certified volunteer and one episodic volunteer to one youth

One certified volunteer and one public adult (e.g., bus driver) to one youth

One certified volunteer and two youth (Note: this option is not available in transportation settings.)

• 4-H personnel will not travel alone with a 4-H member unless the 4-H member is their child. 
• Always have youth follow safety directives (i.e., fire alarm, first-aid kit, emergency preparedness plan, etc.). 
• Do not give personal/private gifts to youth. Exception: High school graduation gifts are okay because the youth is at or near age 18 and this is an accepted social convention; however, 4-H members should not expect volunteers or personnel to give graduation gifts.

• Do not share personal or intimate information with program youth. 

• Do not use profanity in front of program youth. 

• Avoid making inappropriate comments when in the presence of program youth, including but not limited to comments that are about physical appearance, sexuality, race, orientation, religion, etc. 

Co-parenting is typically defined as a family situation in which a child has parents living in separate households, but both have at least some custodial rights and responsibilities. Commonly this occurs after a divorce or separation. In most circumstances, parents work together—either voluntarily or under a court order—to make decisions regarding their child's participation in activities, including 4-H. 

Occasionally, disagreements between parents or guardians extend into 4-H activities or involve requests that place 4-H personnel in the middle of a family dispute. This often results in triangulation and is not acceptable. When this occurs, 4-H personnel will request, receive, and follow the most current custody agreement parameters. If a custody dispute materially interferes with the safe, orderly, or effective operation of the program, Missouri 4-H may temporarily limit or suspend a participant's involvement until the matter is resolved.

Missouri 4-H personnel should not voluntarily testify or advocate in these private custody disputes. Any subpoena, court order, or request for testimony should be referred to the Office of General Counsel. 

Because the act of convening overnight programs with 4-H members initiates an elevated level of risk, we seek to avoid overnight programming when practicable. To reduce these associated risks, the overnight principles outlined in the forthcoming Sponsored Trips section also governs general 4-H overnight experiences (including camps covered in more detail under the camp policy manual). Several additional suggestions are noted below:

• Event planners are advised to narrowly define an event’s scope. For example, if a horse clinic lasts two days at a ranch/campground but does not have any activities from 6p to 8am, it is not an overnight event. Be sure to define it as a two-day event with parent/guardian responsibility during the overnight portion.
• When open-air lodging is necessary, take steps to ensure the physical and emotional safety of all participants. In addition, clearly describe the sleeping arrangements (e.g., dormitory style, open air camping) in the event information sheet provided to parents/guardians.
• When planning an overnight event, ensure the activities are engaging and interactive right up to bedtime. Most challenges with overnight events occur because youth have excess energy and/or experience boredom in the evening and then get into mischief.

The act of transporting 4-H members to/from events initiates an elevated level of risk. To reduce these associated risks, the following guidance governs general 4-H travel.

By Volunteers

No 4-H volunteer can be compelled to provide transportation for 4-H purposes. Transporting 4-H members is considered outside of the scope of normal volunteer duties and is prohibited. There are four exceptions: 

1. When invited to serve as a chaperone by the State 4-H Office, usually on a national trip
2. When emergency medical care is necessary and time-sensitive
3. When granted special permission by the State 4-H Senior Program Director or designee
4. When a guardian provides written authorization via the 4-H Permission to Transport release form for travel to a special event (e.g., 4-H Day at the Capitol, summer camp) 

In the limited cases where a volunteer is transporting a minor, he/she must successfully complete a Motor Vehicle Report (MVR) check and adhere to the applicable Employee guidance principles below.

By Employees

Every effort should be made to reduce the need for employees to transport minors. When these limited circumstances occur, the following guidance governs employees transporting 4-H members:

• Complete any applicable employee travel requirements as conveyed by Extension/4-H (e.g., eCompliance for out-of-state travel, fiscal policies, MVR paperwork).  
• Receive pre-travel approval in writing from a parent/guardian using the 4-H Permission to Transport release form. In unanticipated ‘last minute’ circumstances, text message or email permission will suffice.

• In following the 4-H ‘rule of three’ model, there must be at least two adults in the vehicle while transporting youth for a 4-H event or activity. 
  • One adult must be 4-H certified (i.e., you) and the second adult (if not also certified) must receive a short orientation/training from the certified individual prior to departure or may be the bus/taxi/rideshare driver.
  • When possible, a common pick-up/drop-off location should be used to reduce opportunities for isolation or awkwardness.
• When transporting youth for 4-H events and activities, all employees agree to:
  • Obey traffic safety laws with special care paid to speed, weather conditions, and safety belt usage
  • Maintain adequate motor vehicle insurance coverage
  • Not drive during a state of impaired judgment or distraction (e.g., texting while driving, under the influence of any drugs/alcohol, loud radio/conversation, too tired after long day)
  • Not overload vehicles or use vehicles in a manner for which they were not designed (e.g., riding in the back of a pickup truck, more persons than seat belts)

By Parents/Guardians or Youth

Missouri 4-H does not direct or supervise transportation that is independently provided or coordinated by parents/guardians or youth. All 4-H involved persons are encouraged to follow applicable traffic and safety laws.

Coming soon!  This sub-section is currently under review.

The Missouri 4-H fiscal year is July 1 through June 30. County-level 4-H fiscal years typically align with the 4-H program year (October 1 through September 30).

4-H clubs that manage funds must follow the 4-H Treasurer Record Book and all applicable federal and USDA policies. Clubs are required to: 

• Maintain a checking account at an FDIC-insured financial institution, with funds held in the official name of the 4-H club 

• Practice clear accountability and transparent financial practices 

• Submit a Year-End 4-H Annual Financial Report (Y672E) to the county Extension office by the established local deadline 

• Provide a detailed spending plan if the club’s balance exceeds $5,000 

To hold and manage funds in the name of 4-H, clubs must maintain active status with at least 5 youth from 3 families enrolled. 

Most clubs fund their activities through dues or fundraising, which must follow local and state 4-H policies. Fundraising must benefit the group as a whole and follow applicable risk management guidelines.

4-H groups (clubs, councils, and committees) are recognized MU Extension program groups affiliated with the local County Extension Council, as a political subdivision of the State of Missouri. Under an IRS advisory letter recognizing the tax status of Extension Councils and affiliated 4-H groups, these groups are not subject to federal income tax and do not independently file IRS Form 990. This tax status is based on their relationship with Extension and does not establish separate governance authority over   4-H program administration, which remains the responsibility of MU Extension. 

Clubs with a year-end balance of less than $50, including those with no balance or income, are exempt from the above financial reporting and account requirements. 

MU Extension volunteer groups (i.e., Master Gardener/Naturalist Chapters, 4-H Clubs/Councils, etc.) are responsible for maintaining transparent and accountable financial practices that support their Extension program activities. As such, Extension volunteer groups must manage funds in a way that reflects public trust and aligns with MU Extension fiscal practices and applicable Extension Council record-keeping responsibilities. (Note: County 4-H foundations are accountable to the Missouri 4-H Office of Youth Development).   

The following is taken from the Best Practices: University of Missouri Extension Financial Resource Management guide, available upon request from your local 4-H personnel via MU Extension Risk Management. 

Any $50+ 4-H club or council that raises funds in the name of Missouri 4-H must maintain a checking account with a financial institution under an EIN. The MU Extension employee responsible for the county 4-H program should guide the volunteer group through the process. In most counties, there are three options for opening a checking account with an EIN:

1. Extension Council Account Option [preferred choice]

4-H council/clubs may maintain funds within the County Extension Council’s accounting system. Funds are deposited through the County Extension office, tracked separately for program activities, and managed according to County Extension Council procedures and University of Missouri Extension financial practices.

4-H council/clubs work with the MU Extension faculty/staff and local Extension office to use funds for approved program activities. Because financial activity is included within the County Extension Council’s records, 4-H council/clubs using this option shall not maintain a separate bank account, and a separate 4-H council/club-level financial review is not required.

Volunteer groups may deposit and manage funds through the County Extension Council’s accounting system, using a designated class (e.g., 9xxx account) to track group-specific funds.   

Key features:   

• Funds are held within the Council’s official accounts (9XXX)   
• Financial activity is recorded in the Council’s QuickBooks system    
• Council provides full financial oversight and reporting    
• No separate bank account is needed   
• The group does not need to conduct a separate financial review as the funds are accounted for in the council’s QuickBooks     

Considerations:   

• Financial transactions are coordinated through the Council    
• Simplified banking and financial management processes for the volunteer group     

2. Independent Account Option (Separate EIN)

4-H council/clubs may establish and manage an independent checking account using their own EIN.

The 4-H council/clubs is responsible for managing the account, including deposits, expenditures, reconciliation, and maintaining financial documentation. 4-H council/clubs must establish procedures in their bylaws identifying individuals responsible for managing funds and maintaining financial records.

Because funds are raised and used in support of the MU Extension county program, chapter/clubs must provide financial documentation to the local Extension office for program accountability, records retention, and response to applicable records requests.

4-H council/clubs must complete an annual financial review and submit the financial review findings with their annual chapter/club report to the local 4-H personnel by the established local deadline, who will provide a copy to the County Extension Council.

Required documentation includes:

• 4-H council/club EIN
• Financial summary/report
• Records of receipts and expenditures
• Bank statements
• Disbursement documentation (e.g., check images or bank records)

Key features:   

• 4-H council/club is responsible for obtaining and maintaining its EIN    
• Bank account is established using the group’s EIN and approved group name (e.g., Clover 4-H Council of Graham County, MO)    
• 4-H council/club manages its own deposits, expenses, and recordkeeping  
• Funds remain associated with the approved 4-H council/club and must support Extension-related purposes 

Requirements:   

• Must provide quarterly and annual financial reports to the Extension Council    
• Must identify two (2) authorized signers and financial oversight processes 
• Must maintain an inventory of group-owned assets and their locations, when applicable 
• Must complete an annual financial review that is reported to the council    

Considerations:   

• Requires additional administrative responsibility, recordkeeping, and financial accountability  
• An EIN does not change the 4-H council/club’s relationship with MU Extension or create independence from Extension program expectations 
• 4-H council/club remains subject to MU Extension policies, procedures, and oversight requirements to maintain status as an approved Extension volunteer group 

Evidence of financial mismanagement shall be reported to the local MU Extension faculty/staff. 

3. Extension Council EIN with DBA Option

4-H council/clubs may establish a checking account using the County Extension Council’s EIN while operating under the 4-H council/club name through a DBA (Doing Business As).

The Extension Council remains the legal entity associated with the account. The DBA must be reviewed, approved, and maintained by the County Extension Council.

The 4-H council/club manages day-to-day financial activities, including planning expenditures and maintaining records. Because the account operates under the Council’s EIN, financial practices must align with County Extension Council reporting procedures and MU Extension financial guidelines.

A DBA does not create a separate legal entity, EIN, or nonprofit status. Financial records for accounts using the County Extension Council EIN must be maintained in coordination with the County Extension Council and local Extension office.

Key features:   

• The Extension Council remains the entity associated with the EIN and bank account     
• A DBA allows the volunteer group’s name to be used in connection with the Council’s EIN     
• Bank account information may display the volunteer group’s name     
• No separate EIN is required for the volunteer group     

When this option is appropriate:   

• The 4-H council/club needs a separate account for managing volunteer group funds    
• The 4-H council/club does not want to obtain and maintain a separate EIN     
• The financial institution requires the account name to match the EIN holder, but the group needs the account to reflect the volunteer group name (e.g., Clover 4-H Council of Graham County, MO)    

Requirements:   

• Must provide quarterly and annual financial reports to the Extension Council    
• Must identify at least two authorized signers and maintain documented financial oversight processes 
• Must maintain an inventory of 4-H council/club -managed assets and their locations, when applicable 
• Must complete an annual financial review and provide copies to the Extension Council    

Important considerations:   

• Funds remain connected to the Extension Council’s EIN and must follow applicable MU Extension financial practices and oversight expectations 
• The Extension Council is responsible for filing and maintaining the DBA (Missouri fictitious name) name registration and related documentation 
• 4-H council/club remains subject to MU Extension policies and oversight requirements to maintain status as an approved Extension volunteer group     
• A DBA does not create a separate organization, EIN, or nonprofit status; it only allows use of an alternate name associated with the Council’s EIN.    

Financial Review of Extension Volunteer Group Funds   

For 4-H council/clubs that maintain funds outside of the County Extension Council accounting system (Options 2 and 3), an annual financial review is required.      

To ensure public accountability, all 4-H financial activities must be documented and reported with transparency, especially when funds are raised using the 4-H Name and Emblem. 

Each club must submit: 

• The Year-End 4-H Club Annual Financial Report found in the Treasurer Record Book, documenting all income and expenses 

The county 4-H professional is responsible for reviewing club and council treasurer reports annually. They may request additional documentation (e.g., bank statements, receipts, or spending plans) if clarification or verification is needed. 

Failure to submit complete and accurate financial documentation may result in the club or council losing its ability to raise or hold funds in the name of 4-H. Noncompliant clubs may also jeopardize their charter status/privilege of existence. 

For the sole purpose of maintaining tax exempt status, the County Extension Council may also review 4-H club or council reports and request documentation. While the Council may recommend actions based on club compliance, final chartering authority remains with Missouri 4-H personnel.

Meetings of MU Extension program groups (e.g., 4-H clubs/councils) are not required to follow the Sunshine Law’s open meeting and notice requirements. However, any records that are kept by MU Extension about these groups may be subject to public records requests under the Missouri Sunshine Law. This includes things like meeting summaries and financial reports that are stored or retained by MU Extension staff or systems.

Implications:

• 4-H club/council meetings are not open to the public. For instance, a dismissed volunteer does not have the right to attend these meetings. Guests are welcome but can be asked to leave. 
• When collected by the county office, records such as minutes and financials of these groups are subject to public records requests. The county office becomes the custodian of these records. 
• As such, county offices are strongly discouraged from collecting unnecessary paperwork from their 4-H clubs/councils. Other than when facing a suspected issue with volunteer or club behavior, best practice is to collect (and retain) only the annual club report(s).

Counties may adopt a local policy to address returned checks or insufficient funds. This policy should be approved by the Extension and/or 4-H Council, recorded in meeting minutes, and communicated publicly to families and stakeholders in advance. 

A typical policy may include: 

• The individual who submitted a returned check is responsible for any bank fees and the full amount owed 

• If a party has two or more returned checks in a program year, additional checks may not be accepted from that individual for the remainder of the year 

For further guidance about fundraising, sale of products, grants, and contracts, please see section E.7. Revenue Generation.

Missouri 4-H personnel manage a revolving account in each county/multicounty unit. Funds in these accounts are generated by Missouri 4-H professionals through fee revenue, small grants, or donations and are to be used to support educational programming. Typically, a portion of these funds would be identified and used for 4-H Youth Development programs. All dollars received through programming efforts are required to be placed in a staff member’s revolving account; programming funds cannot be deposited into a 4-H Council account. 

4-H Councils can receive donations, gifts, and fund-raising revenues. These funds are generated and managed by the 4-H Council under the guidance established in the MU Extension Risk Manual in the Financial Management Overview section. Options for receiving electronic payment should be discussed with your local 4-H professional.

Sales tax exemption refers to not having to pay sales tax on purchases. The State of Missouri Department of Revenue states:  

“The fact that a nonprofit organization qualifies for an exemption from income tax under section 501(c) of the Internal Revenue Code does not necessarily entitle the organization to an exemption from Missouri sales and use tax.”  

4-H Councils and 4-H Clubs have nonprofit status authorized by the federal government; however, they do not qualify automatically for sales tax exemption status regulated by the State of Missouri. (Thus, the remedy provided in E.3.15 below.)  They are prohibited from using the sales tax-exempt status of the University of Missouri as a workaround. 

4-H Councils and Clubs must pay sales tax on items that they purchase, such as trophies or t-shirts that are given away. 

4-H Councils and Clubs shall follow the guidance of sub-section E.7.2. if they will sell items—especially if total sales will exceed $3,000 annually. 

In Missouri, any social, civic, religious, political subdivision, or educational organization can apply for a state sales tax exemption through the Missouri Department of Revenue by completing the Missouri Sales Tax Exemption Application Form 1746.  This form lists the information needed to verify the organization is a tax-exempt, non-profit organization. Once an organization receives tax-exempt status from the Missouri Department of Revenue, they are exempt from paying. However, county and/or city sales taxes may still need to be paid on any purchases by the organization. 

For County 4-H Councils  

Each County 4-H Council applies for their own Missouri sales tax exemption number through the Missouri Department of Revenue by completing the Missouri Sales Tax Exemption Application Form 1746.  

For 4-H Clubs  

Only 4-H clubs who purchase a considerable number of supplies or equipment each year would need a number. The number of purchases most 4-H clubs make each year is generally not large enough to benefit from a sales tax exemption number. Whatever 4-H unit (Council, club, teen leadership cabinet, etc.) writes the check to pay the tax-exempt invoice will be the unit that needs the Missouri State Tax Exempt Number in their name.   

Exemption from federal income tax does not automatically exempt a group from paying state sales tax without some determination and documentation for the merchant. 

• Most 4-H clubs, groups, or Councils do not need Missouri Sales Tax Exemption. The amount of sales tax paid is minimal. Remember sales tax goes to pay for government services at the state and local levels. MU Extension is a government or tax-supported service. 4-H is practicing good citizenship by paying sales tax. 

• If you call the Missouri Department of Revenue you will probably speak to someone not familiar with our tax exemption status; thus attach the letter and federal tax-exempt statement  from the MU Vice Provost for Extension with Form 1746. http://dor.mo.gov/forms/1746.pdf.  

4-H organizations (clubs and councils) that are officially authorized to use the 4-H name and emblem are eligible for federal tax-exempt status. This means they can accept donations from individuals and businesses. If a donor requests a charitable gift acknowledgment for tax purposes, the donation should be processed through the County Extension Council so the appropriate acknowledgment can be provided.

The Internal Revenue Service (IRS) confirmed this status in a ruling issued to the University of Missouri on May 25, 1972. Under this ruling:  

• Donors may deduct contributions made to Extension Councils or 4-H Clubs for public purposes. 

• Contributions can include cash, bequests, legacies, transfers, or gifts, if they meet the provisions of IRS Code Sections 2055, 2106, and 2522. 

Extension Councils were established as part of the University of Missouri under Missouri law (Section 262.561, RSMo 1959). Importantly, 4-H Clubs are not separate legal entities; they operate as part of the University’s Extension 4-H Youth Development program. Because they are considered a department of a political subdivision of the State of Missouri, both Extension Councils and 4-H Clubs are not subject to federal income tax. 

Further fiscal guidance is available through MU Extension’s Financial Management Overview website.

Driving is not a positional expectation of 4-H volunteers and special permission must be granted prior to doing so. These recognized volunteers driving on behalf of MU Extension are covered by the University's auto liability insurance as secondary coverage. They must have valid licenses and personal insurance. Key points include: 

• No coverage for vehicle damage (physical); 

• No coverage for rental vehicle use by volunteers; 

• Special training is required for driving 12-15 passenger vans (limit 10 passengers); 

• Use of personal or loaned vehicles must be pre-approved, and risks often remain with the vehicle owner. 

All volunteer drivers must pass a background check and be authorized in advance. Refer to related sections for full driving, insurance, or rental expectations.

MU Extension is committed to protecting participant data. Key policies include: 

• No release of personal information for sales, promotion, or external research; 

• Only recognized volunteers may access printed confidential records during events; 

• Only employees may access sensitive digital records; 

• Volunteer Social Security Numbers are used only for background checks and must not be shared or stored digitally; 

• Parental consent is required before sharing youth contact information with external partners. 

Employees and those with permitted access are responsible for enforcing data protection protocols and handling sensitive information properly. 

This section outlines how long various volunteer and participant records must be retained, with attention to privacy, University requirements, and/or Missouri’s Sunshine Law: 

• 4-H enrollment forms: Kept 20 years; post-2014 data is stored digitally. 

• Event registration: Retained for 5 years after the event or the participant’s exit. 

• Health forms: Treated as highly restricted data; strict rules apply for handling, storage, and transmission. In most cases, the appropriate standard is to print health forms, place in a central binder for the event that only pertinent certified event personnel can view, use the binder if needed during the event, and shred the health forms immediately upon conclusion of the event.

• Volunteer applications: Retained 5 years post-service. 

• Background screening forms: Paper and digital copies must be destroyed under new digital protocols (post-2021). 

• Council and club records: Permanently retained in two cases: 1.) 4-H councils and committees: Official minutes and financial records. 2.) 4-H clubs: Only the records collected by the county office (e.g., club’s annual audit report). 
• USDA Civil Rights compliance: Retained through next federal audit of the state, generally every 10-15 years. Civil Rights/Affirmative Action file that documents "all reasonable efforts" to attain program equality such as maps of where 4-H clubs are located, 4-H name and emblem request forms, recruitment and club organization drives, letters, newspaper clippings, etc. 

Only Extension Councils—not 4-H Clubs or 4-H Councils—may hold title to property (e.g., trailers, sheds) and are responsible for its insurance, maintenance, and liability.

Volunteers using personal vehicles or equipment for Extension programs must carry their own insurance. University coverage is excess only and excludes physical damage. Use of unlicensed vehicles or unauthorized personal equipment is not permitted. 

Use of loaned or borrowed vehicles and equipment by volunteers is discouraged due to high risk and lack of control over safety and liability. Key considerations include: 

• Vehicles rented for university business: Only University employees may rent vehicles using University-sponsored cards. Volunteers are not authorized to rent vehicles themselves. In limited cases, a recognized and authorized volunteer may drive a passenger van rented by an employee, provided all University driver requirements are met (including training for 12–15 passenger vans, which must be limited to 10 occupants). 

• Privately rented vehicles: If a volunteer rents a vehicle personally to support 4-H programming, they assume full liability for any damage or injury. This is not recommended. 

• Rented equipment: Volunteers should not use equipment rented by university employees, as the same liability and safety concerns apply. 

• Privately loaned property: When vehicles or equipment are loaned by individuals, the owner retains liability for property damage. If injury occurs, the volunteer may be covered by the owner’s insurance or considered under Worker’s Compensation only if authorized and properly documented. Still, such use is discouraged. 

To minimize liability exposure, employees should avoid authorizing volunteers to operate or transport loaned or rented vehicles or equipment. 

The MU Extension name, logo, and emblems are University property and may only be used by recognized volunteers with prior approval. Unauthorized use, including for marketing or commercial purposes, may lead to dismissal and/or civil action. 

All MU Extension-affiliated web and social media accounts must be authorized and monitored by the supervising 4-H professional. Volunteer-managed accounts must follow University branding and accessibility policies and may be shut down if not in compliance. 

All MU Extension-created educational materials, websites, and media are considered University intellectual property. Recognized volunteers may use this content in approved Extension roles. 

All equipment and disposables purchased in the name of 4-H is the permanent property of 4-H, even if stored off-site due to lack of county storage space. At the conclusion of volunteer service, all 4-H property must be returned to the local Extension office within two business days. In the event of a large or heavy equipment transfer, the local 4-H professional may grant a short extension to allow for reasonable transfer.

Good conditioned 4-H equipment that is no longer needed shall be offered, in consultation with the local 4-H professional, to another 4-H entity for their use until a suitable home is found.

Disposal of outdated 4-H equipment must be done in consultation with the local 4-H professional and in a manner that promotes the public’s trust.

4-H professionals will not broadly share external marketing resources on behalf of private businesses* (e.g., sale flyers, show judges, discounts) such as through a listserv or social media post. If individuals contact the county office and make a specific request for an external resource, 4-H professionals are permitted to share available information (without endorsement). There may also be a public bulletin board (such as in a hallway outside the county office) where these postings may be placed—if so, be sure the disclaimer language below is prominently, permanently posted.

*Exception: Several businesses (e.g., Tractor Supply Company) have official partnerships with National 4-H Council. Sharing information on their 4-H fundraising events is permitted.

4-H professionals may broadly share external non-profit resources if they align with 4-H’s educational mission of PYD (e.g., American Camping Association tips for first-time campers). When sharing this type of resource, the following disclaimer must be included: 

Disclaimer: This [event/resource/activity] is not a 4-H [event/resource/activity]. We are sharing this information as a convenience, not as an endorsement by Missouri 4-H.

Participant roster data (e.g., names, birthdays, addresses) are protected and may not be shared with external partners. 

Scenario example: A local feed mill wants to provide a congratulatory $20 coupon to all 4-Hers who completed a project at this year’s fair. They ask for your mailing list. They are a good partner so you politely decline and offer an approved alternative—they provide you the coupons inside pre-stamped envelopes and you place the mailing labels on the envelopes and send. This solution maintains both the partnership and participant data security.

Only raise funds in support of 4-H’s educational mission of PYD. Funds raised should be for current or planned use. 4-H entities should consider how fundraising type affects the reputation of 4-H. It is best practice to employ fundraisers that allow for youth involvement. A few policy notes:

• ‘Labor for hire’ auctions or their likeness are not permitted.
• Raffles, lotteries, and games of chance are not permitted by state law. If pursued by a supportive third party, 4-H cannot be represented in the event marketing materials and the entity responsible must comply with applicable state laws.
• Games of skill and silent auctions are permitted. (Games of chance may not be recharacterized as games of skill to get around the law.)
• Food stands and sales shall comply with all applicable state health laws.
• Youth doing door-to-door sales should be accompanied by an adult.
• 4-H entities are discouraged from fundraising on behalf of another entity. If pursued, the other entity must align with 4-H’s mission and not violate equal opportunity requirements. 
• 4-H entities may not fundraise toward an out-of-state learning or competitive experience without first seeking approval from the state 4-H office. Generally, the state 4-H office will not approve fundraising toward non 4-H events, unless a 4-H equivalent does not exist.

Under Missouri law, nonprofit organizations (including 4-H clubs and councils) are exempt from collecting sales tax if they have $3,000 or less in total sales revenue per calendar year. 

If the organization’s gross sales exceed $3,000 annually, or if the group conducts more than two sales events per year, it is required to register for a Missouri Sales Tax Permit, collect sales tax at the applicable state and local rates, and file sales tax returns. 

Sales tax rates vary by location; current rates can be found on the Missouri Department of Revenue website. 

Below are examples of commonly sold or re-sold items. If items are exempt from sales tax, they should not charge the tax. 

• Livestock identification supplies/tags — Exempt when used in livestock production. 
• T-shirts, books, or general tangible goods — Taxable. 
• Bake sale or non-prepared food items — Exempt only if the sale qualifies as an occasional sale (no more than two sales per year); otherwise, taxable. 
• Prepared food (concessions, meals, snacks) — Taxable. 
• Prepared food included with summer camp admission — Exempt as part of the non-taxable camp fee. 

4-H volunteers may only pursue grants or contracts after a conversation with their local 4-H professional who will consult with their regional office regarding the contract approval process.

MU Extension personnel are trained and expected to meet minimum standards for digital accessibility (DA) in their published electronic communications. Unless or until they receive DA training, volunteers shall communicate in plain text with no images or graphics.

MU Extension personnel and volunteers may not initiate one-on-one electronic communications with minor youth. (It is fine if the youth initiates, but the subsequent response must add-in a second adult.)  Protocol is to add in or cc a guardian, club leader, or county secretary to maintain the Rule of Three requirement. For phone calls, pre-authorization from a guardian to initiate a one-on-one call is acceptable.

MU Extension personnel and volunteers may not use ‘disappearing’ communications technologies (e.g., Snapchat) to conduct 4-H business.

In emergency situations in which both parties are willing to temporarily void a 4-H policy/procedure, MU Extension personnel and volunteers should always get written confirmation (e.g., text message) from a guardian that the change is agreeable. For example, if a guardian is unable to pick up their youth from camp due to a vehicle malfunction, they may agree to allow a neighboring counselor to transport their youth home. This shall be reserved for true emergencies and not be a normal operating principle.

Medically Responsible Adult

Each camp session will ensure that there is a medically responsible adult present the entire time staff and campers are present. This adult must be certified in advance first aid (i.e. first responder, nurse, EMT). The medically responsible adult (otherwise referred to as the “Camp Nurse”) is responsible for the safekeeping and administration of prescribed medicines and over the counter medicines, the administration and record keeping of first aid, and any other health issues that may arise.

The medically responsible adult will be provided with all the camper, chaperone, and staff health information upon arrival at camp. They will also be briefed on any severe ailments, such as seizures or anaphylaxis, which may require closer attention.

The medically responsible adult will be provided with a room at camp to serve as the first aid station.

Health Care During Off-Camp Activities

Any time youth are leaving the camping facility for a camp-sponsored activity, a medically responsible adult must travel with them. This medically responsible adult must have a minimum certification in first aid and CPR. They must also carry with them the health forms for each participant and chaperone, as well as a basic first aid kit.

Health Screening and Assessments

Upon registering for camp, every camper and chaperone will be asked to fill out a brief health screening form in 4-H Online. This will be used as their health form for camp and should identify any previously existing medical conditions, prescription medications and doses, and any special concerns. These health forms will be viewed by the Camp Manager/Director or Program Director at camp, and the Camp Nurse. Forms will also be shared with the camping facility manager as needed.

Permission to Treat

As part of the information required to register for camp, guardians are asked to grant MU Extension full-time or seasonal staff permission to treat up to their level of training. This allows staff the ability to offer first aid services if necessary.

Parent Notification of Health Care Services

All camping and outdoor activities involve risk. Many of these risks are minor, including small cuts and abrasions, sunburn, and insect bites. If, however, any injuries or illness occur that need additional support from medical personnel, the parent will be notified as soon as possible.

Handling of Prescription Medication

Upon arrival and check-in at camp, guardians must submit any prescription medications to the Camp Nurse with clear instructions of dosage and administration. The Camp Nurse will store the medications under lock and key and administer them daily at three times as needed– breakfast, dinner, and bedtime. All youth are prohibited from having prescriptions or over the counter medicines in their personal belongings. The Camp Nurse will record the medicine given to each youth and the time it is given.

Record Keeping

All staff are required to record any first aid administered. The Camp Nurse must also keep records of any medications administered, including time and dosage. Incident reports must be filed for any first aid requiring a visit to the Camp Nurse or other emergency personnel.

When Does This Apply

All Missouri 4-H events in which youth are chaperoned overnight by certified 4-H volunteers, counselors, or employees and an RN or higher ranked medical person is not provided.

[Exception: Most State and National 4-H travel does not allow for good handling and distribution of meds due to the variability of sites and conditions; as a result, though the spirit of the following procedures will guide leadership’s response, it is not possible to follow them fully and in all circumstances. Specifically, older youth must come prepared to self-store and administer meds during most of these events.]

Pre-event Preparation

If the alternate standard will be used, guardians should be notified pre-camp so they can prepare accordingly. Prescription and any anticipated over the counter (OTC) medications must be in their original packaging/bottle and placed in a clear Ziploc-style bag(s) with the child's name written in permanent marker on the outside. These are the only meds that will be available to the named youth during the overnight experience.

Chain of Custody

The bag(s) will be provided to the Event Medical Assistant (EMA) at on-site registration/check-in. After check-in, the EMA will then take the med bags to an appropriate storage location for use during the camp. Appropriate generally refers to locked, rodent proof, and access to refrigeration, if needed. Only the EMA (or assistant EMA if a larger camp with significant medical needs) may access this locked location. At check-out, the guardian picks up the bag(s) from the EMA directly.

EMA Qualifications and Availability

Though the EMA team may participate in other activities during the event, they should never have other duties assigned to them that would prevent their ability to support youth medical needs. They must also remain on-site through the duration of the event (e.g., within walkie-talkie distance). They are not required to have medical training/certification, but it is recommended that the EMA also be the emergency care certified individual as described below. Otherwise, the EMA should be a certified 4-H volunteer or employee with good organization and privacy skills.

Communications About Med Distribution

As soon as possible after check-in, the EMA will put together a list of all youth and their general med times (e.g., Susanna = after breakfast and supper). This will be conveyed to affected adult chaperones/counselors so they can assist in reminding youth re: their med appointments. To be clear, it is no 4-H personnel’s responsibility to inform youth of their med needs/times; these are reminders. Youth must come to the event prepared (by their guardians) to visit the EMA at the appropriate time(s) each day.

Scheduled Med Distributions

Youth participants will visit the locked location (e.g., nurse’s station) at/near the times they are scheduled to receive their meds. Expect that right after breakfast and/or supper are the two highest volume distribution times. Each youth will open their own bag, get their own med, take the med, close the bag, and hand it back to the EMA. The EMA will record the successful distribution in the event’s medical logbook, and the youth is then dismissed. Maintain our ‘rule of three’ requirement via line of sight, but not close access, such that the youth maintains some privacy in the process; if there are two EMAs the adult chaperone/counselor need not remain present.

Ad Hoc/Unexpected Med Distributions

As noted in the event packet, no centralized OTC meds or interventions are provided for 4-H events, except in the case of legitimate emergencies at the event leadership’s discretion and based on available resources. For example, we are not required to maintain a stock of antiseptics, band aids, calamine lotion, ibuprofen, ice packs, bug spray, sunscreen, etc. for general use. If youth did not pack their own anticipated OTC needs, the guardian will receive a phone call from the EMA to discuss whether they’d like to come pick up the child, come provide brief medical care themselves, etc. The same procedure as for "scheduled" above applies, except that these are unanticipated. There will be no sharing of meds (e.g., if Child A has a full bottle of Advil, it should not be ‘borrowed from’ to give some to Child Z) unless both guardians provide text (i.e., written) approval. Other than that, all the ‘scheduled’ procedures above also apply.

Emergency Care

In the event of an emergency, call 911. All overnight events must have at least one First Aid/CPR certified personnel on site at all times. In the event of a medical emergency, Good Samaritan aid attempts are permitted until the certified individual or 911-generated services arrive. All emergency interventions will result in a phone call to the guardian by the event leader (or designee) as soon as reasonable. When the intervention concludes, it should be recorded in the event’s medical logbook (by the EMA) and an incident/accident report filed (by the event leader).