Alberta 4-H develops leadership, communication, technical and life skills

Policies

The 4‑H program in Alberta has developed a number of policies that define basic expectations for 4‑H membership. The following are a brief description of each of the current policies. Select the name of the policy to download a PDF of the complete policy. As an aid to understanding the policies and procedures a Terms of Reference has also been developed.

Members

Policy # 1.01 - Alberta 4-H Club Member Policy Membership in the Alberta 4-H program is open to youth who have reached their ninth (9th) birthday and have not reached their twenty-first (21st) birthday on or before December 31st of the current club year. The Alberta 4-H Club year is from October 1st to September 30th. Members are required to complete the minimum requirements in order to receive credit for the 4-H year and to be eligible to attend provincial programs.		Refer to Policy #1.04 Approved: Jul 2010 Review Date: Mar 2013

Policy # 1.02 - Alberta 4-H Member Code of Conduct Policy The Code of Conduct Policy applies to all Alberta 4-H members. General rules of conduct are necessary to maintain the positive image of the Alberta 4-H Program.		Refer to Policy # 7.01, 9.04 Approved: Jul 2010 Review Date: Mar 2013

Policy # 1.03 - Alberta 4-H Communications Policy An Alberta 4-H member must complete a communication activity in each club in which he or she is registered.		Approved: Jul 2010 Review Date: Mar 2013

Policy # 1.04 - Alberta 4-H Underage Youth (Peewee) Policy The 4-H and Agriculture Education Branch of Alberta Agriculture and Rural Development (ARD) and the Alberta 4-H Council do not recognize youth who are under the age of nine (9) years of age as of January 1st of the current club year, as official 4-H members.		Refer to Policy # 1.01, 4.01, 8.04 Approved: Jul 2010 Review Date: Mar, 2013

Policy # 1.05 - Alberta 4-H Member Changing Clubs Policy Any 4-H member can change clubs within the 4-H year provided that the member is a member in good standing of their original club and the club they wish to move to accepts them by a motion of the club.		Approved: Jul 2011 Review Date: Mar 2013
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Leaders

Policy # 2.01 - Alberta 4-H Volunteer Leader Policy Volunteer 4-H leaders have the primary responsibility to work with youth through the club year and support the mission of the Alberta 4-H program. A general club leader supports and leads the club through its annual work. A project leader teaches 4-H members technical knowledge and skills related to specific project areas.		Refer to Policy # 2.03, 8.02 Approved: Jul 2010 Review Date: Mar 2013

Policy # 2.02 - Alberta 4-H Leader Code of Conduct Policy This Code of Conduct Policy applies to all Alberta 4-H leaders involved with 4-H clubs, districts, regional councils, and the Alberta 4-H Council. There are general rules of conduct necessary to provide a high standard of service.		Refer to Policy # 2.03, 9.02 Approved: Jul 2009 Review Date: Mar 2012

Policy # 2.03 - Alberta 4-H Leader Screening Policy The Alberta 4-H Program welcomes 4-H leaders and endeavors to protect its members and 4-H leaders by providing a safe environment in which young people can learn and grow.		Refer to Policy # 8.04, 9.02 Approved: Jul 2011 Review Date: Mar 2013
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Volunteers

Policy # 3.01 - Alberta 4-H Volunteer Policy Volunteers play an important role in supporting the mission of the Alberta 4-H program. Alberta 4-H recognizes the commitment and dedication of all volunteers, and recognizes that some volunteers assist 4-H for specific events. For the protection and safety of the 4-H volunteer and the 4-H participant, all 4-H volunteers must adhere to the minimum safety standards.		Refer to Policy # 2.03, 8.02, 8.04 Approved: Jul 2011 Review Date: Mar 2013
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Clubs

Policy # 4.01 - Alberta 4-H Clubs Policy Each 4-H club in Alberta is an individual entity and is responsible for governing itself within the policies and procedures established by the Alberta 4-H Council and the 4-H and Agriculture Education Branch of Alberta Agriculture and Rural Development. If a club has not formally adopted its own constitution, the club will be governed by the constitution printed annually in the Alberta 4-H Leaders Information Manual.		Refer to Policy # 2.01, 4.03, 6.02, 8.04 Approved: Jul 2009 Review Date: Mar 2012 Sample Constitution available in word or as a PDF

Policy # 4.02 - Alberta 4-H Provincial Membership Fee Policy Youth who register in the Alberta 4-H Program must pay the predetermined Alberta 4-H Membership Fee each year they register as a member.		Refer to Policy # 4.01, 8.04 Approved: Jul 2009 Review Date: Mar 2012

Policy # 4.03 - Alberta 4-H Late Registration Fee Policy Any 4-H club that registers after December 1st of the current 4-H year, will be assessed a $100 late registration fee, payable by January 15th.		Refer to Policy # 4.01, 8.04 Approved: Jul 2009 Review Date: Mar 2012

Policy # 4.04 - Alberta 4-H Provincial Industry Sponsored Project Policy The specific project(s) in each 4-H club is one of the many means to help 4-H members become productive, contributing members of society. The specific 4-H project that members undertake is only one component that makes up the entire 4-H experience.		Refer to Policy # 1.01; 2.01; Approved: Jul 2011 Review Date: Mar 2013
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Councils

Policy # 5.01 - Alberta 4-H Councils and Committee Member Code of Conduct and Ethics Policy 4-H Councils and their respective committee members have an important role to play in the positive image of the Alberta 4-H program. This policy applies to members of all Alberta 4-H Councils and 4-H committees.		Approved: Jul 2010 Review Date: Mar 2013

Policy # 5.02 - Alberta 4-H Committee Interaction and Communication Policy The 4-H program derives its strength from staff and volunteers (youth and adults) working together to plan, implement and evaluate programs and other opportunities for 4-H participants. Committees are encouraged to plan events, and establish effective rules and regulations for their events.		Approved: Jul 2010 Review Date: Mar 2013

Policy # 5.03 - Alberta 4-H Council Fee Policy Alberta 4-H councils may refuse members and leaders access to council activities if the club has not paid 4-H council fees, as set out in the current council constitution.		Refer to Policy # 4.02, 8.04 Approved: Jul 2010 Review Date: Mar 2013
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Projects

Policy # 6.01 - Alberta 4-H Member Changing or Adding a Project Policy This policy is followed when a club does not have a clause in their constitution regarding members adding or changing projects after December 1st of the current club year.		Approved: Jul 2009 Review Date: Mar 2012

Policy # 6.02 - Alberta 4-H New Project Policy To be recognized as an official project, the Alberta 4-H Council and the 4-H and Agriculture Education Branch of Alberta Agriculture and Rural Development must sanction the project, provide resource materials, and establish project policy.		Approved: Jul 2009 Review Date: Mar 2012

Policy # 6.03 - Alberta 4-H Resource Development Policy One of the strengths of the Alberta 4-H program is the high quality educational resource material that is available to the participants. The 4-H and Agriculture Education Branch will follow a consistent format to evaluate, develop and produce resource materials for 4-H members and leaders.		Approved: Jul 2009 Review Date: Mar 2012

Policy # 6.04 - Alberta 4-H Dairy Project Policy All Alberta 4-H members registered in the dairy project must follow the requirements as set out by 4-H and Agriculture Education Branch of Alberta Agriculture and Rural Development in consultation with the Alberta 4-H Dairy Advisory Committee.		Approved: Jul 2009 Review Date: Mar 2012

Policy # 6.05 - Alberta 4-H Beef Project Policy All 4-H members registered in the beef project must follow the requirements as set out by the 4-H and Agriculture Education Branch of Alberta Agriculture and Rural Development in consultation with the Alberta 4-H Beef Advisory Committee (BAC).		Refer to Policy #1.01 Approved: Nov 2011 Review Date: Jul 2013

Policy # 6.06 - Alberta 4-H Equine Project Policy All projects involving an equine fall under the auspices of the Equine Project Policy. All 4-H members registered in the equine project must follow the requirements as set out by 4-H and Agriculture Education Branch of Alberta Agriculture and Rural Development in consultation with the Alberta 4-H Equine Advisory Committee (PEAC).		Refer to Policy #1.01 Approved: Mar 2011 Review Date: Mar 2013

Policy # 6.07 - Alberta 4-H Small Animal, Life Skills, Technology and Trade (SALTT) Project Policy All Alberta 4-H members registered in the small animal, life skills, technology and trade projects must follow the project requirements as set out by 4-H and Agriculture Education Branch of Alberta Agriculture and Rural Development in consultation with the Alberta 4-H SALTT Project Advisory Committee.		Refer to Policy #1.01, 6.01, 6.10 Approved: Mar 2011 Review Date: Mar 2013
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Policy # 6.08 - Alberta 4-H Project Administration Policy The specific project(s) in each 4-H club is one of the many means to help 4-H members become productive, contributing members of society. The specific 4-H project that members undertake is only one component that makes up the entire 4-H experience. Each approved 4-H project will have operating rules and guidelines in place.		Refer to Policy #6.02, 6.03 Approved: Mar 2011 Review Date: Mar 2013

Policy # 6.09 - Alberta 4-H Sheep Project Policy		Refer to Policy #1.01
All 4-H members registered in the sheep project must follow the requirements as set out by the 4-H and Agriculture Education Branch of Alberta Agriculture and Rural Development in consultation with the Provincial 4-H Sheep Advisory Committee.		Approved: Mar 2009 Review Date: Mar 2012

Policy # 6.10 - Alberta 4-H Canine Project Policy All Alberta 4-H members registered in the canine project must follow the requirements as set out by the 4-H and Agriculture Education Branch of Alberta Agriculture and Rural Development in consultation with the Provincial 4-H Canine Advisory committee.		Refer to Policy #1.01 Approved: Jul 2009 Review Date: Mar 2012
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Programs

Policy # 7.01 - Alberta 4-H Program Agreement Policy A 4-H member is required to complete the Alberta 4-H Program Agreement form for each provincial program that they attend. Regional and District events may use the agreement form, and if required, must be completed by each participant.		Refer to Policy # 8.05 Approved: Jul 2009 Review Date: Mar 2012

Policy # 7.02 - Alberta Provincial 4-H Program/Event Registration Fee Policy 4-H members and 4-H volunteers who register for provincial 4-H programs/events must pay the predetermined registration fees and receive acceptance confirmation to be accepted as delegates to the program.		Approved: Jul 2010 Review Date: Mar 2013

Policy # 7.03 - Alberta 4-H Project Event Policy The Alberta 4-H program strives to ensure the safety of all event participants at all project events. Invitational and Interclub 4-H project events must comply with minimum event standards and procedures as outlined below.		Refer to Policy # 1.01, 1.02, 6.04, 6.05, 6.06, 6.07, 9.04 Approved: Jul 2010 Review Date: Mar 2013

Policy # 7.04 - Alberta 4-H Provincial Project Event Policy Alberta 4-H project events are opportunities for project members to gather in one locations, whether virtual or in-person, to learn more about, compete in classes and share experiences with others in their project area and enhance the variety of 4-H projects.		Approved: Mar 2011 Review Date: Mar 2013
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Policy # 7.05 - Alberta 4-H Rodeo Policy The Alberta 4-H program strives to ensure the safety of all participants at all 4-H rodeos. Invitational and Interclub 4-H rodeos must comply with minimum standards and procedures as outlined below.		Refer to Policy # 6.06, 1.01,1.02, 9.04 Approved: Mar 2011 Review Date: Mar 2013
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Administration

Policy # 8.01 - Alberta 4-H Revising and Reviewing Policies Policy The Alberta 4-H Council is responsible for setting the policies that govern the operation of 4-H clubs in Alberta. It is their responsibility to ensure that the policies adopted are current and reflect the wishes of 4-H members and leaders. The Alberta 4-H Council is also responsible to ensure that the policies are in the best interest of the 4-H program as a whole. It is the responsibility of 4-H members and leaders to communicate their wishes to the Alberta 4-H Council through the 4-H Council system.		Approved: Jul 2009 Review Date: Mar 2012

Policy # 8.02 - Alberta 4-H Fee for Service Policy 4-H relies on resource people (non volunteers) who are paid for their services to enhance project materials, program events, and other aspects of the 4-H program. 4-H clubs, councils, committees and the 4-H and Agriculture Education Branch individually determine their needs, and are responsible for costs incurred.		Approved: Jul 2009 Review Date: Mar 2012

Policy # 8.03 - Alberta 4-H Direct Mail Out Policy The 4-H and Agriculture Education Branch will maintain two (2) main mail outs to 4-H clubs via the Government Courier System in September and February. Direct mailing of program related opportunities, by 4-H specialists, to clubs, members or leaders, is acceptable. Direct advertising of sponsor opportunities and programs is controlled through the sponsorship protocols.		Refer to Policy # 8.05, 10.02 Approved: Jul 2009 Review Date: Mar 2012

Policy # 8.04 - Alberta 4-H Insurance Policy 1. Mandatory Insurance for the Alberta 4-H program: A senior 4-H and Agriculture Education Branch staff member will arrange for the annual purchase, on behalf of the Alberta 4-H Council, 4-H members and leaders, and other volunteers assisting the 4-H program, the specified type(s) of insurance. 2. Optional Insurance The 4-H and Agriculture Education Branch may provide information to livestock clubs regarding insurance carriers for mortality insurance of specified project animals. As this insurance is optional, a club decides and pays all premiums related to optional coverage. Any other insurance coverage is the responsibility of the individual club or council.		Refer to Policy # 4.01, 4.02, 5.03, 9.01 Approved: Jul 2010 Review Date: Mar 2013

Policy # 8.05 - Alberta 4-H Protection of Privacy (FOIP) Policy The Freedom of Information and Protection of Privacy Act (FOIP) requires the 4-H of Alberta Agriculture and Rural Development to protect the personal information of its 4-H members and leaders. 4-H clubs and the designated officers of the club are bound by the Personal Information Protection Act (PIPA).		Approved: Mar 2011 Review Date: Mar 2013
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Crisis Management

Policy # 9.01 - Alberta 4-H Crisis Management Policy The Crisis Management Plan is a process for 4-H partners in Alberta to follow where there is a high profile situation that requires immediate action. As each crisis is different, this plan is a framework that will allow for appropriate flexibility in dealing with any serious event.		Approved: Jun 2009 Review Date: Mar 2012

Policy # 9.02 - Alberta 4-H Grievance Policy Any 4-H member, club, leader, parent, volunteer or committee has the right to submit a grievance and be heard and considered by a grievance or appeals committee if they believe an improper ruling/decision has been rendered.		Approved: Jul 2010 Review Date: Mar 2013

Policy # 9.03 - Alberta 4-H Exclusion Policy The 4-H organization at all levels has the responsibility to ensure the safety and general welfare of 4-H members under its jurisdiction. Individual clubs decide who may be members and leaders in their club. Youth and/or adults may be excluded from club participation if past and/or present behaviors are deemed by the majority of the club or event leadership to be detrimental to the group.		Approved: Jul 2010 Review Date: Mar 2013

Policy # 9.04 - Alberta 4-H Alcohol, Illegal Drugs and Tobacco Policy The Alberta 4-H program has a ZERO tolerance policy toward alcohol, illegal drugs and tobacco products at any 4-H activity targeted at 4-H members.		Refer to Policy # 7.01 Approved: Jul 2010 Review Date: Mar 2013

Policy # 9.05 - Alberta 4-H Release of Volunteers Policy 4-H as an organization at all levels has the responsibility to ensure the safety and general welfare of 4-H member under its jurisdiction. Volunteers may be released if their conduct is deemed to be inappropriate for or unfit to be associated with the group.		Approved: Jul 2010 Review Date: Mar 2013
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Partners

Policy # 10.01 - Alberta 4-H Partners Policy The Partners, (the 4-H and Agriculture Eduation Branch, Alberta 4-H Council, and 4-H Foundation of Alberta) work together to set the direction of 4-H in Alberta. Our Motto - Learn to do by Doing Our Philosophy - 4-H is young people and adults learning project and life skills, cooperating and having fun together, sharing leadership and learning to do by doing Our Vision - Alberta 4-H develops leadership, communication, technical and life skills of 4-H members and leaders to strengthen communities		Refer to Policy # 10.04 Approved: Apr 2010 Review Date: Annually prior to Mar

Policy # 10.02 - Alberta 4-H Sanctioned Events Policy The Alberta 4-H Program recognizes the importance of events organized by third party organizations and groups that are complimentary to the 4-H program, provide fundraising opportunities and/or provide training to 4-H members, leaders, clubs or councils. The Alberta 4-H program has the responsibility to ensure that sanctioned 4-H events follow all Alberta 4-H Policies and Procedures; are protected through adequate insurance coverage; that all functions bearing the 4-H name reflect the positive image of the Alberta 4-H program and to ensure consistent usage of the 4-H name and logo.		Refer to Policy # 10.03, 10.04 Approved: Jul 2007 Review Date: Mar 2010

Policy # 10.03 - Alberta 4-H Logo Use Policy The Alberta 4-H program has the responsibility to ensure the consistent usage of the 4-H name and logo. The Alberta 4-H program will follow the policy that has been established by the Canadian 4-H Council. This policy consists of the following copy of the Canadian 4-H Council Logo Usage and Wordmark Guidelines.		Approved: Jul 2009 Review Date: Mar 2012

Policy # 10.04 - Alberta 4-H Sponsorship Policy Alberta 4-H recognizes that sponsorship is important to the success of the program. Corporate support enables 4-H to provide high quality educational material and programs to 4-H members and leaders so they can develop technical and personal skills.		Refer to Policy #10.01, 10.05 Approved: Jul 2008 Review Date: Mar 2011

Policy # 10.05 - Alberta 4-H Fundraising Policy This policy outlines the procedure that must be followed when a request is received from a company or group that would like to offer a new fundraising initiative.		Refer to Policy #10.02, 10.03 Approved: Jul 2010 Review Date: Mar 2013

Policy # 10.06 - Alberta 4-H Donations Policy Alberta 4-H recognizes that donations are important to the success of the Alberta 4-H Program. This support enables 4-H, at any level, to provide high quality educational material, programs, and recognition to 4-H members and leaders as they develop technical and personal skills through involvement in 4-H.		Refer to Policy # 10.01, 10.04 Approved: Jul 2008 Review Date: Mar 2011
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Constitutions and By-Laws

Policy # 11.01 - Alberta 4-H Club Constitution/Operating Rules Policy Each entity (club, council, committee, etc) belongs to Alberta 4-H and/or using the 4-H name should develop and adopt its own operating rules in the form of a constitution, by laws, and/or operating rules. Constitution available in Word	.	Approved: Mar 2011 Review Date: Mar 2013 Sample Constitution available in word or as a PDF
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Beyond the Club

Policy # 12.01 - Supervision of 4-H Member Residential Activities Beyond the Club Alberta 4-H youth are offered a range of provincial, regional, and district activities, camps, seminars, workshops and conferences. These activities provide educational and social environments, which enable 4-H members to experience personal growth and development. All participants (youth and adults) are expected to follow all behaviour, program and facility rules and regulations. All staff and volunteers who plan, chaperone and facilitate these events are committed to ensuring the safety and well being of the 4-H participants. All participants have a mutual responsibility to ensure the safety of others and the success of the 4-H activity.		Refer to Policy # 9.04, 7.01, 7.02 Approved: Jul 2010 Review Date: Mar 2013
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