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NC State Extension

Forms, Guidelines, & Procedures

en Español

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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 is handled through 4-HOnline 4-H’er and volunteers should register in 4-HOnline. 4-HOnline &  Annual Update
Medical Information and Informed Consent Form
(En Español)
Required for all youth members. This is a part of the 4-HOnline Registration process. Needs to be updated annually 4-HOnline &  Annual Update
4-H Code of Conduct and Disciplinary Procedures
(En Español)
Required code of conduct for 4-H members. The enrollment form includes an acknowledgment signature of procedures. This is also part of the      4-HOnline enrollment. Yes
Must provide initials on the enrollment form
Declaration of Intent to Compete in County of Non-Residence Ensures youth participates in the competitive 4-H program in only one county, although allowed to participate in non-residing county programs No
Required on a provisional basis
Overnight Sleeping rooms Guidelines Guidelines for overnight accommodations for youth members No
Required on a 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/4-HClub non-discrimination 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. The 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. The 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. The 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. The 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 a charter. Yes
4-H Plan of Work The 6-Month plan should reflect the club’s 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 This should be used as a guide for Club Treasurers Yes