2023 Project Completion and Fair Requirements
2023 Advisor Kick-Off - Two options to attend (only need to attend one)
Both options are in-person at the OSU Extension Office, 490 S. Broad St., Canfield
Saturday, January 21, 2023
10:00 a.m. – 12:00p.m.
At the OSU Extension Office
Tuesday, January 24, 2023
6:30pm - 8:30pm
At the OSU Extension Office
It is required that at least one advisor from every club must attend.
All 4-H Volunteers (advisors) are invited to attend.
The 4-H Kick-Off Event is an opportunity to get ready for the 2023 4-H Year. Information will be given out on all the events and opportunities that will be coming up during the 2023 4-H Year. Also, you will receive your yearly required 1.50 Child Abuse Training (every volunteer is required to go through the training every year to continue their volunteer status).
2023 4-H Calendar
- The Family Guide lists all the project available to take in 4-H
- View the 2023 Family Guide Here
- View the project revisions and new project overview here: New & Revised Projects
Flyers for clubs to use in recruiting new 4-H members. Flyers are ready to use: Print, Fill in club information in the box and Post in the local community.
4-H enrollment in Mahoning County runs from January 1 through March 15. During this time new 4-H members can join a club and enroll in either the Cloverbud program or 4-H projects. New volunteers can also submit their applications for consideration. Returning members and volunteers will receive re-enrollment forms from the Extension office. However, all returning members also need to complete the Member Code of Conduct or Volunteer Standards of Behavior alongside their re-enrollment forms each year.
- New Member Enrollment Form Required for new members only
- Member Code of Conduct Required for all members each year
- New Volunteer Application- printable application
- Volunteer Standards of Behavior Required for all volunteers each year
Social Media Guidelines
Required Annual Club Forms
Each year there are a number of forms that each club must submit to the Extension Office. These are all listed below.
Due by April 1st:
- Club Charter Checklist Required annually
- Club Meeting List Required annually
- Club Constitution Required to be submitted annually with the head advisor and president's signature
- Club Bylaws If a club has bylaws in addition to the club constitution a copy must be submitted annually
- Book Order Form As club members are required to submit their completed list of projects upon enrollment, book orders should also be placed at the close of the enrollment period
- Club Officer Form
Due at the close of the year (by January 1 of the following year):
Due to the nature of the 4-H program we often focus on managing the multiple risks presented to our clubs, volunteers, and members through the use of a variety of policies and protocols. Below are forms to be used for a variety of situations wherein risk may exist.
- Transportation Waiver To be used any time that volunteers or parents are transporting youth (other than their own children) as part of a club activity
- Outdoor Activity Liability Waiver
- General Release of Claims This form can be used for any event or activity in which 4-Hers are participating and there is perceived risk, or if others are participating in an event or activity presented by 4-H in which there is perceived risk
- American Income Insurance Application This form can be used to apply for supplemental insurance as an addition to the insurance provided through Ohio 4-H and the Mahoning County Extension office. This insurance is strongly suggested any time that a club is running an event or activity for the public wherein there is a perceived risk (such as a horse or dog show, event with transportation, etc.).
- Ohio 4-H Tobacco Policy
- Ohio 4-H Alcohol Policy
As 4-H is a 501(c)(3) non-profit organization we have a duty to be transparent with our collection and use of funds. Below are a number of resources to help clubs understand various ways that they can and cannot fundraise in order to support club activities, as well as required annual reporting information.
- Sample SS4 Form If a volunteer is interested in starting a new 4-H club, this form has to be completed and submitted to the IRS in order to get a new EIN number for that club.
- Annual Financial Summary
- Mahoning County 4-H Endowment Funding Request Any organization may request funds from the Mahoning County 4-H Endowment, so long as the funds will be used to support positive youth development in Mahoning County. Endowment requests are typically due in May and reviewed in the following month.
- Fundraising Information for 4-H Clubs
- 4-H Club Information on Raffles and Lotteries
- 4-H Club Information on Establishing Sponsorships and Donors
Club Management Resources
To assist our club advisors and other volunteers with the work of managing clubs, members, and families, we are providing the following resources.
- Chartering Checklist This checklist is required when a club is first established and allows the Extension Educator to make sure that all necessary steps have been taken
- Parent Involvement Overview
- Meetings at a Glance Worksheet This worksheet will help clubs ensure that they are including all components of a club meeting on their agenda
- Maintaining Teen Involvement
- Club Meeting Wheel This chart will help guide advisors as they work with youth club leaders, to ensure that all members are engaged in club meetings, activities, and events
- Club Disbanding In the event that a club becomes inactive, this policy will ensure that the (former) advisor completes all necessary steps to close the club
Youth interested in joining 4-H are expected to affiliate with the program in their county of residence. However, in some circumstances, it is appropriate for a youth member to apply for a cross-county membership in another county. Below you will find the Ohio 4-H Cross-County Membership Policy and a form to submit for consideration for cross-county membership.
Some 4-H projects/project areas have specific policies or rules that govern youth involvement. Please see below for policy information and forms for participation in: horse projects, dog projects, and shooting sports projects.
Youth participating in horse projects should be familiar with the following policies and should use these forms as necessary.
- 4-H Horse Participant Protective Headgear Policy
- Ohio 4-H Horse Lease Guidelines
- Ohio 4-H Horse ID Form
- Permission Form for all horse activity participants
- Ohio 4-H Multiple County Horse Participation Policy
Youth participating in dog projects need to submit a signed Permission Form.
Youth participating in Shooting Sports projects and volunteers working with Shooting Sports clubs should make themselves familiar with the policies and opportunities that are available to them.
- Due to the risk involved with the use of weapons, there are a variety of forms and policies used specifically for Shooting Sports Clubs and for youth participating in Shooting Sports activities. Please refer to this page of the Ohio 4-H Shooting Sports website for these forms and policies.
- Other resources for youth interested in Shooting Sports camps or Shooting Sports-related leadership opportunities can be found on this page of the Ohio 4-H Shooting Sports website.
Ohio 4-H Achievement Record
Older youth who are seeking opportunities at the county, state, or national level will likely be required to complete an Ohio 4-H Youth Achievement Record as part of their application. We encourage all 4-H youth to begin completing the Achievement Record when they begin 4-H, as it can assist with keeping track of projects taken each year, advancement through various projects, awards and recognition, and more. Additionally, even if not used for Ohio 4-H purposes, the Achievement Record serves as a resume of 4-H activities, which can be used for college applications, resumes, and more.
- Ohio 4-H Achievement Record in Word
- Tips for Writing a Great Achievement Record in Powerpoint
- Tips for Writing a Great Achievement Record in PDF
Forms for Camps and Trips
4-H youth have many opportunities to participate in various county, state, and national camps, trips, and delegations. There are a variety of forms that youth may be required to submit to participate in such activities and events. Some of these forms are below.
- Camp Scholarship Application
- 4-H Camp Cell Phone Policy
- Ohio 4-H Health Form
- 4-H Immunization Exemption Form
- Permission to Dispense Medicine
- Event Early Release Form
4-H Advisory Committee
All 4-H volunteers and advisors are eligible to apply for the 4-H Advisory Committee. Applications are generally due in October each year, with new members beginning their term in January.
- Booth Reservation Form
- Booth Rules and Guidelines
- Jean Craig Award - Due August 22 to the OSU Extension Office