NC State Extension

Forms, Guidelines, & Procedures

Below are links to documents commonly used with NC 4-H clubs. Please note that some forms are required for club orientation and for maintaining chartered status.

Resource Description Required
4-H Member Enrollment Form (En Español) Generic enrollment form for 4-H members. Needs to be reviewed annually for possible updates Yes
Update annually if needed
Medical Information and Informed Consent Form
(En Español)
Required for all youth members. Needs to be updated annually and include notary signature Yes
Renewed annually
4-H Code of Conduct and Disciplinary Procedures
(En Español)
Required code of conduct for 4-H members. Enrollment form includes an acknowledgment signature of procedures Yes
Must provide initials on enrollment form
Declaration of Intent to Compete in County of Non-Residence Ensures youth participates in competitive 4-H program in only one county, although allowed to participate in non-residing county programs No
Required on provisional basis
Overnight Sleeping rooms Guidelines Guidelines for overnight accommodations for youth members No
Required on provisional basis
Using the 4-H Name & Emblem Guidelines for using the 4-H Name & Emblem Yes
Religion & 4-H Youth Development Programs National 4-H document: Guidelines for incorporating religion in 4-H programs No
What is a 4-H Club? National 4-H document: Fact sheet on basic 4-H Clubs from a National 4-H perspective No
SS-4: Application for Club Employee Identification Number (EIN) Federal IRS application for obtaining an EIN. EIN is required for opening a 4-H subsidiary account Yes
*If handling finances
All Reasonable Effort- Affirmative Action Affirmative Action form must be signed by 4-H Club volunteers recognizing every effort has been made to include all youth Yes
Starting a Club Checklist ‘Starting a club checklist’ should be used by the 4-H professional to ensure all steps have been taken in starting a new 4-H club. Checklist should be included in all county 4-H club files No
Renewing the Club charter ‘Renewing the club charter checklist’ should be used by the 4-H professional to ensure all steps have been taken in renewing a club charter. Checklist should be included in all county 4-H club files No
Disbanding Club checklist ‘Disbanding club charter checklist’ should be used by the 4-H professional to ensure all steps have been taken when a club disbands. Checklist should be included in all disbanded county 4-H club files No
Club Finance Checklist ‘Club finance checklist’ should be used by the 4-H professional to ensure all steps have been taken with clubs handling funds. Checklist should be included in all county 4-H club files that handle finances No
Charter Application Charter application is used for new and renewing clubs when applying for charter. Yes
4-H Plan of Work 6-Month plan should reflect the clubs plan for the first 6 months of the club year. Yes
NC 4-H Club Secretary Guide This should be used as a guide for a Club Secretary No
NC 4-H Club Treasurers Guide – coming soon! This should be used as a guide for Club Treasurers Yes
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