COVID – 19 Club Resources for Volunteers

Please read this entire package thoroughly. It contains information and requirements that 4-H youth and families must comply with in order to resume in-person activities when it is safe to do so. This package outlines the steps that will be required before in-person 4-H activities can resume.

Thank you for your patience during the COVID-19 pandemic. The past few months have been challenging for many of us. Thank you to all the 4-H volunteers who enthusiastically joined and supported pivoting the 4-H program to virtual platforms-you have helped keep our 4-H program strong!

The province continues to re-open and increase numbers for social gatherings. We are closer to being able to resume in-person 4-H activities, but we are not there yet.

The health and safety of our 4-H families is our priority. Under current lockdown, in person activities are not allowed. When the lockdown is lifted and in person activities resume (i.e. 4-H club meetings/events, 4-H Association meetings), please continue to follow the Public Health guidelines for the province and your respective regions.


This package contains: · Requirements for 4-H Volunteers and Event Organizers

· Submission of the Activity Planning Form- found on the 4-H Ontario website-About 4-H/Youth Safety Reporting System for 4-H in Canada- https://4-h-canada.i-sight.com/external-capture. Under ‘Form Type’ select Activity Planning Form.

· Assumption of Risk and Waiver: Coronavirus/COVID-19- to be completed by all 4-H families and submitted to 4-H Ontario (see ‘COVID-19 Waiver’).

When planning to return to In-Person Activities/Events you are required to:

  • Check with your public health agency regarding requirements for in-person gatherings. These requirements may be different in each 4-H Association depending on the region.
  • Communicate with 4-H families the date, time, location, transportation responsibilities, appropriate attire, personal protection equipment, option to opt out of in-person attendance, etc. Note: 4-H families who do not have access to internet or email will need to be contacted by an alternate method (i.e. phone call, mailed letter, text).
  • Advise 4-H Ontario of families who can not be contacted via email so arrangements can be made to sign Assumption of Risk Waivers and return to 4-H Ontario.
  • Strongly encourage all participants (youth, volunteers, parents, guests) to wear masks/face shields unless otherwise advised by Public Health or for personal medical reasons.
  • Confirm that all 4-H families and volunteers have received the Assumption of Risk and Waiver Coronavirus/COVID-19 via email from 4-H Ontario. These waivers- one per family- must be signed and submitted to 4-H Ontario before attending/participating in an in-person 4-H meeting or activity. Families will be responsible for providing the Confirmation email that these waivers have been submitted.
  • Submit to 4-H Ontario ‘the ‘Activity Planning Form a minimum of 14 days in advance of when the 4-H activity/event (i.e. club meeting, event, 4-H Association meetings) is planning to resume in-person meetings/activities. The link to the Activity Planning Form is: https://4-h-canada.i-sight.com/external-capture. Under ‘Form Type’ select Activity Planning Form.
  • Ask families to bring their own personal protective equipment (PPE) including masks, paper towels, hand soap and hand sanitizer, disinfectant wipes, along with their own snacks and beverages. This should be shared with them as part of the plan to resume in-person meetings/activities.
  • If visiting a public venue or facility (i.e. equipment dealership, garden centre, fire station) request that the facility or venue provide in advance all required health & safety protocols and communicate this with 4-H families. This information should also be included in the ‘Activity Planning Form sent to 4-H Ontario a minimum of 14 working days prior to initiating in-person activities.

When conducting/hosting 4-H Activity/Events you are required to:

  • Post signage around proper hand washing, hand sanitation and bathroom usage.
  • Ask participants to self-screen prior to attending the activity. (http://www.health.gov.on.ca/en/pro/programs/publichealth/coronavirus/docs/2019_referenc e_doc_symptoms.pdf) • Have a process in place to notify parent/guardian if participant starts to exhibit symptoms at the activity as well as a supervision and isolation plan if this should occur.
  • Begin each meeting/activity with a reminder of the important of physical distancing and hand washing/hand sanitation requirements.
  • Review how to properly use the PPE, proper hand hygiene, etc.
  • Keep a record of attendees (youth, volunteers, parents, guests) at all in-person 4-H club meetings/activities in the event it is required by Public Health to confirm contact tracing. These attendance records are to be kept by the 4-H club leaders for two weeks after the last in-person meeting/activity is held.
  • Ensure all physical distancing protocols are followed including determined traffic flows from entrance and exits. Prepare visual cues (i.e. signs, posters, floor markings, etc.) as cues for participants.
  • Strongly encourage all participants (youth, volunteers, parents, guests) to wear masks or face shields unless otherwise advised by Public Health or for personal medical reasons.
  • Allow only prepackaged snacks -cookies, granola bars, juice boxes, fruit (washed properly).
  • Have on-hand a supply of PPE -including face masks, disinfectant wipes, garbage bags, paper towels, hand sanitizer, hand soap. While families are encouraged to come with their own PPE, it is always good planning to have these items on hand.
  • Ensure all garbage is cleaned up and disposed of.
  • Ensure Youth Safety Policies including the Rule of Two are enacted.
  • Remember the 4-H meeting/event commences only when there are two screened and trained volunteers/Volunteers in Good Standing present.
  • Ensure all current infection prevention and control practices are adhered to. This includes, but is not limited to:
    • Ensuring equipment used at the activity is made of material that can be cleaned and disinfected or is single use and is disposed of at the end of the activity.
    • Minimizing the sharing and frequency of touching objects, equipment and surfaces and other personal items.
    • Increased frequency (min. 2x/day) of cleaning and disinfecting equipment, objects and frequently touched areas/items (including, but not limited to, doorknobs, light switches, toilet and faucet handles, etc.).
    • Ensure cleaning and disinfectant products used have a Drug Identification Number, are not expired and are compatible with the item(s) to be cleaned/disinfected.
    • Incorporate hand hygiene into the schedule of activities.
  • Group participants into no more than 10 individuals including both volunteers and participants and have they stay together through the duration of the program.

Key Information for 4-H Volunteers and 4-H Event Organizers:

· The health of 4-H youth, families, volunteer leaders and staff remain our priority.

· All 4-H stakeholders must demonstrate consideration and caution amidst this changing situation.

· Meetings and events must be planned with the health and safety of all participants as priority.

· 4-H volunteers and event organizers must ensure all local and provincial Public Health regulations are implemented and followed.

· Resuming in-person programming is voluntary for all 4-H youth and volunteers. Respect must be given to youth/parents/guardians and volunteers who wish to opt out of attending in-person events. Should youth or their parents/guardians opt not to attend in-person activities due to COVID 19, attendance will not be a factor in determining project completion.

· 4-H insurance will be in place for sanctioned 4-H activities; however, 4-H Ontario is not liable for any COVID-19 related illnesses.

· As per public health guidelines, masks/face shields are required when physical distancing cannot be maintained.

· In the coming days more resources including COVID-19 related health and safety signage for club leaders. You can find out more here: https://4-hontario.ca/online

It is understood that not all clubs will be able to operate under these guidelines set out by 4-H Canada and Public Health units. 4-H Ontario will continue to move forward with virtual learning opportunities, and these resources will continue to be made available to 4-H volunteers.

Discussions regarding resuming in-person activities must include all club leaders and decisions are to be communicated to all 4-H families as outlined in the ‘Return to In-person 4-H Activity Form. 4-H families will also need to be made aware of compliance requirements for attending and participating in 4-H in-person activities.

All 4-H families will be required to read and agree to the ‘Assumption of Risk and Waiver’ before 4-H youth and volunteers can attend a 4-H meeting or activity. Families with shared custody of a 4-H youth will require both parents’ acknowledgement, which means both parents will need to complete the Assumption of Risk and Waiver. The confirmation email(s) outlining proof of receipt by 4-H Ontario must be shown to the designated 4-H club leader and marked in the attendance records.

We understand that these are trying times and that returning to in-person activities requires extra planning to address the health and safety of all 4-H participants. We ask for your cooperation as we continue to move through this challenging and unprecedented time.

Links: · Return to In-Person Program Requirements

· Activity Planning Form- https://4-h-canada.i-sight.com/external-capture. Under ‘Form Type’ select Activity Planning Form.

· Assumption of Risk and Waiver: Coronavirus/COVID-19

Please complete and submit the Activity Form found under About/Youth Safety Reporting System for 4-H in Canada.


Under ‘Form Type’ select Activity Planning Form.

COVID-19 Waiver

In order to participate in 4-H Ontario in-person activities, ALL participates much present a signed waiver form.

  • Please read the following information carefully (all the way to the end of the page).
  • CHECK SPAM OR EMAIL: region5@4-hontario.ca
    if you do not receive confirmation do not fill out another form.
  • The form below must be completed in full and submitted for approval before any participant may take part in 4-H Ontario in-person activities.
  • Only one form is required per participant household. (You may need multiple forms for households of more than 6 people).
  • Volunteers are required to fill out 1 form per person
This is the person who is participating in the club activites
*By typing your name you are agreeing to the conditions set out in this agreement on behalf of yourself or a 4-H Ontario youth participant.*
By signing this form you are agreeing to the conditions set out in this agreement on behalf of yourself of a 4-H Ontario Participant. You confirm that the information contained in this agreement is accurate and truthful.