Section 6: Enrollment

6.1 Enrollment for Clubs and Independent Members:  Policy

4-H Members and Leaders are responsible each year for enrolling in 4-H. Nebraska Extension staff are responsible for overseeing the process. For adults who are becoming volunteers for the first time, the enrollment process includes a volunteer screening. All adult Activity Workers who work directly with youth are required to complete the Youth Protection 4-H Volunteer Screening Form.

6.1.1 Members 

For members, this enrollment includes completing online enrollment in 4-H Online, selecting projects and meeting other county expectations (i.e. paying dues). A signed enrollment form will include:

  1. Parents or legal guardians must choose to give permission for use of the child’s name/photograph in publications, advertisements or news articles pertaining to 4-H Activities,
  2. Permission for participation in program evaluations and
  3. A signed 4-H Member Code of Conduct.

4-H Code of Conduct: http://4h.unl.edu/documents/Participant-Parent%20Code%20of%20Conduct.pdf?3022c672-4691-47d4-93f5-7332d233784c

6.1.2 Leaders, Direct and Indirect Volunteers 

Direct Volunteers, such as 4-H Leaders, are those volunteers that may assist directly with 4-H. Leaders are those volunteers who manage a 4-H Club and work regularly with 4-H Youth during club meetings or other club functions. Programming. Indirect volunteers may include county fair superintendents, program volunteers, etc. These volunteers assist with the 4-H program but do not routinely interact with youth on a continual basis. All volunteers must enroll as a volunteer in the 4-H program. this enrollment includes:

  1. Completing an enrollment form,
  2. Completing all risk management paperwork which includes the Youth Protection 4-H Volunteer Screening Form and signing the Leader Code of Conduct and
  3. Completing the 1st Year Leader Orientation Training if applicable.

6.1.3 Enrollment for 4-H Participants in Other Delivery Modes 

  1. 4-H School Enrichment and After School Clubs should not be recorded in 4-H Online.
  2. These clubs may use paper 4-H Enrollment sheets or other means of entry.
  3. These numbers will then be entered into the ES237 under Special Interest Groups.

6.2 Enrollment Period:  Policy

Youth may enroll in 4-H at any time. The 4-H calendar year begins October 1 to September 30th. However, 4H Online will be shut down following the close of the previous program year for approximately two weeks. 4-Hers will be eligible to use curriculum and participate in club meetings, workshops and day camps, etc. However, selected events, such as the county fair, and certain project areas may have specific enrollment deadlines for participation. These deadlines must be met for participation. The state enrollment deadline for youth participation in State Fair is June 15.

6.3 Changes in Residence:  Policy

When 4-H members/volunteers move to another county and/or state, enrollment and participation will be transferred to the new Extension office upon request of the 4-H family. Records transferred into the county will be accepted and considered as a part of the individual’s achievement records. 4-H members meeting the 4-H enrollment regulations in the Extension Unit they have transferred to are eligible to participate in respective Extension Units 4-H events and programs.

6.4 Cross-county and Cross-state Line Participation:  Policy

Nebraska Extension will recognize 4-H members and volunteers of the 4-H program in which they are enrolled in irrespective of their place of residence.

A member cannot enroll in the same 4-H project area in more than one county or state in the same year. (Example: beef [bucket calf, feeder calf, market beef and breeding beef are among those listed within the beef project area], clothing, horse, foods, etc.) Exception: Youth may enroll in shooting sports projects in more than one county. Enrollment should occur by discipline (i.e., shotgun, BB gun) based on available certified instructors. Youth may not be enrolled in the same discipline in more than one county.

If a member is enrolled in more than one county, a member may not duplicate specific 4-H experiences by participating in more than one county or state in the same year. (Example: public speaking, presentation, Diamond Clover.)

4-H members may apply for county level awards, scholarships, or vouchers in the unit where they are enrolled, as long as they are not applying for similar awards, scholarships, or vouchers in another county where they may also be a member. (Example: You cannot apply for a Diamond Clover in one county and a Diamond Clover in another during the same year.) 4-H members represent the county in which they are enrolled when competing for state/national awards and scholarships. If they are selected in two or more situations for the above, they must choose which award they will accept. A member cannot receive two or more trips, awards, etc., for the same activity.

6.5 4-H/FFA Involvement Policy:

Many Nebraska 4-Hers are also involved with their local FFA Chapters. Involvement in one organization does not hinder the involvement in the other. The 4-H member may exhibit in one county and be an FFA member and exhibit FFA exhibits in another county.

6.5.1 4-H and FFA Animal Exhibits

The entry requirements for animal exhibits may be different for both 4-H and FFA. The same animals registered and shown in 4-H competition may not be registered and shown in FFA competition.

6.6 Privacy Policy:  Policy

Nebraska 4-H is sensitive of the need to protect the privacy of youth under the age of 19. As a result, we will not knowingly collect personal or identifiable information for anyone under age 19 without providing the parent with the information and having parental permission.

6.5.1 Web Postings

In compliance with the Children’s Online Privacy Protection Act, we will not require anyone under the age of 19 to disclose more information than is reasonably necessary to participate in the activity as a condition of participation. 4-H will not post identifiable information of a 4-H member on a web site as per the Children’s Online Privacy Protection Act of 1998, which provides protection for children under the age of 13. To view the Children’s Online Privacy Protection Act of 1998, visit: http://www.ftc.gov/ogc/coppa1.htm.

6.5.2 Confidentiality

The Nebraska Extension4-H Youth Development Program protects the confidentiality of the names and personal information of 4-H members and leaders. 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 the University of Nebraska–Lincoln system.

6.7 Media Release forms:  Policy

A signed release statement is required to use a 4-H member’s name or photographs in any 4-H publication, ad, news article or website. 4-H parents/guardians must update this release statement annually as part of the re-enrollment process. This release statement should be used on all 4-H (re-)enrollment forms for both members and leaders.

"I hereby grant to the University of Nebraska the irrevocable and unrestricted right to use, reproduce, publish and copyright photos and video recordings of my child/ward taken in the course of the 4-H activity; and to use such photos for any lawful purpose, in any manner or medium, and to alter the same without restriction."

For items where a more formal release is needed, use the University of Nebraska–Lincoln release form: http://4h.unl.edu/documents/PolicyHandbookIcons/personalimagerelease_youth%5B1%5D.pdf

6.8 Consent to Participate in the State-wide Impact Studies:  Policy

Following 4-H events/programs youth may be asked to voluntarily participate in a program evaluation to assess positive impacts gained from 4-H participation. Evaluations are voluntary and youth can refuse to participate or withdraw at any time without harming their relationship with researchers, the University of Nebraska–Lincoln or the 4-H program or in any other way receive a penalty of loss of benefit to which they are otherwise entitled. Complete consent statements for use with member enrollment forms are available at http://4h.unl.edu/about/impact.


Legend

Policy  Policy: not negotiable    Guidelines  Guidelines: strongly recommended    Procedure  Procedure: recommended implementation steps