STEPS FOR GAINING APPROVAL
It is crucial to keep everyone informed and involved in the process of developing a school-based 4-H club. This includes:
- school administration,
- school staff members,
- students (potential members),
- school board, and
- school jurisdiction administration.
Steps to Assist with Gaining Approval
- Contact the Regional 4-H Specialist for your area.
- Establish an organizational committee of stakeholders from each group to assist with all aspects of this project.
- Invite the Key Leader from your 4-H district to meet with the committee in order to provide valuable information and assistance regarding the 4-H program and new club development. (Key Leader information is available from your Regional Specialist.)
- Research and develop a proposal to present to the stakeholders, include the following information: See Sample Forms and Letters.
- outline the Alberta 4-H program
- complete description of your school’s proposed program
- benefits to each of the stakeholders
- family/parental involvement
- potential curriculum fit for your school
- fees and how they will be paid
- possible partnerships for funding the operation
- budget and funding request (if funding is needed)
- communication plan with stakeholders
- marketing plan
- accountability and measures
- Invite staff, the school board and division administration, and parents to a meeting to present your proposal (in some cases it may be necessary to meet with groups separately depending on the situation).
- Communicate with parents who may not have attended the meeting by sending the information home.
- If given the go-ahead by your stakeholder groups, it is time to present information to students.
- When presenting the proposal to students, verbally present the information during the school day (provide copies if requested).
- Invite the Key Member from your 4-H district to help present the information and answer questions students may have (contact your Regional Specialist for the Key Member in your area).
- Have the student committee member assist.
- Include exactly how the 4-H program could impact and benefit them.
- If you have any students in extracurricular 4-H clubs, have them share their experience.
- Be sure to answer all questions.
- To wrap up this session, play some 4-H games, let them know 4-H is FUN!
A well thought out proposal demonstrates how serious your committee is, it also provides visual, hands-on information. Be clear, concise and to the point.
Try to anticipate potential questions from all stakeholders and include the information in the proposal. Basically become the skeptics from each group; ask what would you want to know.
Refer to the Stakeholder FAQs section following these steps for questions that these groups may ask; include the information that may pertain to your situation.