Why policies, rules and deadlines?
Policies guide decisions and help us to reach good outcomes. Minnesota 4-H policies direct staff, volunteers, members and their families on how to act in the program. All 4-H members, parents and volunteers (individual, club, county, regional, state, national, tribal nation and international levels) are subject to the policies, rules, deadlines and behavior standards that govern participation and involvement.
Written rules define acceptable behavior, actions and operations. Rules have consequences when they're not followed. Minnesota 4-H has rules for membership, volunteering, youth and adult behavior -- our code of conduct -- participating in projects and competitive events, and use of resources.
Deadlines are the dates by which something needs to be completed. Minnesota 4-H sets some deadlines statewide and some are set locally. Deadlines may or may not have consequences. Every Minnesota 4-H member is eligible for a "one-time exemption" from the consequences associated with missing a single competitive event deadline.
How are 4-H policies, rules and deadlines determined?
When considering whether to implement or change a policy, rule or guideline, Minnesota 4-H considers:
- Is this a legal expectation required by their group exemption status as a public non-profit organization and/or by federal and/or state statute?
- Is this a requirement of the University of Minnesota Extension, University of Minnesota, and/or National 4-H Headquarters at NIFA?
- Will this attract and retain youth, volunteers and partners who reflect a broad interpretation of diversity?
- Will this reflect positive youth development principles and practices?
- Will this enhance the quality of the learning environment?
- Will this ensure an equitable and uniform opportunity for participation in cooperative and competitive learning experiences?
- Will this promote and expect efficient and effective use of fiscal and human resources?
A standard of behavior for all individuals involved in our program is one of the key components for creating a welcoming learning environment that is physically and emotionally safe. Everyone who takes part in or volunteers with the Minnesota 4-H program at any level (individual, club, county, regional, state, national and international) is subject to the behavior standards and rules governing participation and involvement as outlined in the Minnesota 4-H Code of Conduct.
When you enroll or re-enroll as a member, you and your parent/guardian agree that you have read, accept and will abide by the full University of Minnesota Extension 4-H Youth Development (Minnesota 4-H) Code of Conduct.
Also, when you enroll or re-enroll as a Minnesota 4-H volunteer, you agree to accept and abide by the Minnesota 4-H Code of Conduct.
Membership
Minnesota 4-H Youth Development is a part of the University of Minnesota. We offer a range of short- and long-term educational programs to meet the needs of young people. All youth participating in Minnesota 4-H Youth Development programs are considered 4-H members. This definition of membership emphasizes our public and organizational commitment to ensuring the diverse youth of this state have equal opportunity for participation (intensity, duration, breadth) in high-quality (safe, supportive, interactive, engaging) learning experiences. Learn more about how youth can participate in 4-H.
Anyone in kindergarten through one year past high school (grade 13) may enroll. To enroll in grade 13, the young person must have been enrolled in Minnesota 4-H as a high school senior. Refer to special circumstances to determine eligibility of youth who are home-schooled, enrolled in a post secondary option, receiving special education services or withdrawn from school.
When youth join 4-H they enroll as a Minnesota 4-H member in a specific county or tribal nation. You may be a members of 4-H in any county, tribal nation, or state, as boundaries should not be barriers to 4-H membership. As a rule, you can be a member in only one county, in only one tribal nation and in only one state. Refer to special circumstances (below) for exceptions.
All youth involved in a 4-H program must be enrolled in 4-H. Your complete enrollment data helps Minnesota 4-H to manage the program better.
New members may enroll at any time. Members must re-enroll each year. The re-enrollment period opens on Sept. 16 and should be completed by the end of October, but re-enrollment will be accepted anytime.
If you do not enroll by the end of October and until you re-enroll, you will not:
- Receive direct communications from us about new opportunities.
- Be allowed to serve as an officer in a 4-H club, federation/council or other organized group.
- Be allowed in any 4-H event.
Youth who re-enroll after May 15 will not have full privileges when participating in the county fair and other competitive events.
Review the exceptions to this rule and the specific consequences on the competitive events, deadlines, consequences and exemption options table. Every Minnesota 4-H member is eligible once in their 4-H career to file a "one-time member exemption," acknowledging they missed a 4-H deadline related to enrollment or competitive event participation and waive the consequences for the named deadline. The one-time member exemption form is available from the county or tribal nation Extension office.
The two exceptions to the enrollment requirement:
- You do not need to enroll to participate in short-term low-risk marketing programs where the parent or responsible adult is present and responsible for their child(ren).
- You do not need to enroll as a Minnesota 4-H member if the University of Minnesota has a program with a collaborating partner who manages the enrollment. In that agreement, the partner agrees to provide the participant data needed for monitoring 4-H program participation and assumes the liability and risk.
Youth who are home-schooled will be enrolled by the grade they would be in if they were being educated in the Minnesota K-12 public school grade:
- A child who is 5 by Sept. 1 of the school year is eligible to enter kindergarten and thus, is eligible to enroll as a cloverbud in Minnesota 4-H.
- A child who is 8 by Sept.1 of the school year is eligible to enter third grade and thus, is eligible to enroll in projects.
- A 4-H member who is 11 by Sept. 1 of the school year is eligible to enter sixth grade and thus, is eligible to attend the state fair experience at the end of the 4-H program year.
- A 4-H member who is 18 by Sept. 1 of the school year is eligible to enter their first year of post-high school education and thus begins their final year as a member of 4-H.
Youth who choose a post-secondary education enrollment option while still in high school will be considered enrolled in 4-H by the grade they would be in if they were being educated in a Minnesota K-12 public school. The final year of 4-H eligibility is defined as follows:
- A 4-H member who is 18 by Sept. 1 of the school year is eligible to enter their first year of post-high school education and thus begins their final year as a member of 4-H.
Youth who are receiving special education services will be considered enrolled in 4-H by their current grade in a Minnesota K-12 public school. Minnesota 4-H aligns enrollment practices for special education students with Minnesota state law, which allows access to public schools through age 21. This means:
- A person who is receiving special education services in a K-12 education program is eligible for 4-H membership.
- The final year of 4-H eligibility for people who used to receive special education services in a K-12 education program is defined in this way: A 4-H member who is 18 by Sept. 1 of the school year is eligible to enter their first year of post-high school education and thus begins their final year as a member of 4-H.
People who withdraw from school for medical reasons or other reasons will be considered enrolled in 4-H by the grade they would be if they were being educated in a Minnesota K-12 public school. The final year of 4-H eligibility is defined as:
- A 4-H member who is 18 by Sept. 1 of the school year is eligible to enter their first year of post-high school education and thus begins their final year as a member of 4-H.
Youth who physically live with different family members in two different counties during a Minnesota 4-H program year (October 1 - September 30) may request dual membership in 4-H in both counties. This special circumstance has the following requirements:
- Families must work with the 4-H Extension educators in both counties to request approval for dual county membership and to understand what this choice means.
- If the request includes competitive event participation in two different counties, families must consult the event coordinators for those state 4-H programs. Under no circumstances does Minnesota 4-H support participation by the same 4-H'er in similar competitive events in two different counties.
Youth who physically live with different family members in two different states during a Minnesota 4-H program year (October 1 - September 30) may request dual membership in 4-H in both states. This special circumstance has the following requirements:
- Families must work with the 4-H Extension educators or Extension agents or Extension educators in both states to request approval for dual state membership and to understand what this choice means.
- If the request includes competitive event participation in two different states, families must consult the event coordinators for those state 4-H programs. Under no circumstances does Minnesota 4-H support participation by the same 4-H'er in similar competitive events in two different states. Minnesota 4-H does not support transfer of a 4-H membership to Minnesota once a 4-H member has exhausted eligibility in another state.
- A person is considered enrolled in Minnesota 4-H by the grade they would be in if they were being educated in a Minnesota K-12 public school.
Any other special circumstances regarding enrollment should be brought to the attention of the 4-H Extension educators.
Graduation from Minnesota 4-H is based on grade in school. Mandatory graduation from Minnesota 4-H will occur one year after graduation from high school. In other words, members who graduate from high school in the spring will be allowed to re-enroll in 4-H for their final year of membership later that fall. It is suggested that county programs recognize full graduation for those members who wish to cease their 4-H enrollment upon graduation from high school.
During the enrollment process, youth and their parents review and respond to three health questions. They also complete a member authorization statement, which includes a code of conduct agreement, medical authorization, transportation consent, media release, privacy statement, enrollment consent, and a waiver and release.
Health information and member authorization statements are included as part of the enrollment form.
Projects and events
Cloverbuds are 4-H members who are in kindergarten through grade 2.
- Cloverbud information sheet for parents, guardians, and mentors. This document explains when 4-H'ers may compete at fairs and other events (sometimes called the Cloverbud Policy).
- 4-H Cloverbud volunteer leader guide
This a partial list. The 4-H Volunteer Resource Center contains all shooting sports policies.
Competitive events
Minnesota 4-H has a set of deadlines that balances welcoming youth and managing the workload for Extension employees. The competitive events, deadlines, consequences and exemption options table helps everyone involved with 4-H to understand 4-H state and county individual deadlines and the consequences related to different aspects of those deadlines. This chart is for statewide use; staff can use a table to localize it for the county. Details regarding filing a "one-time" exemption are included with grievances processes.
Rules and procedures for county fairs are outlined in the county fair premium book.
Find all state fair policies on the state fair member site.
Many national events have age eligibility rules for 4-H participants younger than the age for Minnesota 4-H graduation policy. Team members at these national events must meet national contest eligibility. They can still compete at the state level as individuals if the contest includes individual competition.
Youth may take part in non-quota competitive events in different counties. In quota-based competitive events, youth may only participate in the county where they are enrolled, unless that competitive event is not offered in the home county. In this case, quota adjustments will be made with the other county, in cooperation with the staff member responsible for the regional or state event. The home county determines participation and/or registration scholarships and/or fee waivers.
Exemptions and grievance
Because life sometimes gets in the way of a member or an entire family submitting paperwork by the deadline, Minnesota 4-H has a "member exemption rule." Every 4-H member has one-time forgiveness during their 4-H career for a missing a deadline for enrollment or competitive event participation. In this case, Minnesota 4-H will waive the consequences for that missed deadline.
- The exemption is one-time per 4-H member.
- The exemption may be used only one time in a 4-H member's career.
- If a family misses a deadline for all eligible children, the family may choose to use the exemption for each child, or they may select which children would use their exemption at this time. This allows families to have choice in whether to use the exemption for a child now or to save the exemption for a potential future situation.
The competitive events, deadlines, consequences and exemption options table outlines the state and county 4-H individual competitive event deadlines, consequences applied to each situation/deadline, and the use of the one-time exemption to remove all consequences for a single situation/deadline.
Youth who wish to claim the "one-time" exemption should get the appropriate form from the Extension office in the county-tribal nation of membership. The timeline for filing of the exemption form is in the competitive events, deadlines, consequences and exemption options table.
The 4-H grievance process allows members to raise their concerns. The 4-H member may file a grievance. A local volunteer grievance committee will address the rule violations and alleged wrongdoing. This committee will not be convened for:
- Decisions made by judges, which are final.
- Missed deadlines that are covered through the "one-time member exemption process."
- Code of conduct-related violations will be addressed by staff according to an established process.
The grievance committee process outlines what may and may not be grieved, who may file a grievance and the processes for filing and hearing a grievance. The Minnesota 4-H member and their family may complete a grievance form if they wish to grieve a situation or decision related to an alleged wrongdoing or rule violation.
The grievance committee position description explains the purpose of the committee and the responsibilities of the committee members. Individuals who are invited by Extension youth development staff to serve on a grievance committee and agree to this role complete the grievance committee member contract.
Reviewed in 2023