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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