Section 4 4-H Ontario Operating Policies & Procedures

(Amended: June 12, 2021)

a) Provincial Youth Participant Fee:
To be eligible to become a 4-H Ontario Youth or Cloverbud participant, an annual provincial youth participant fee will be collected by the provincial 4-H office. This youth participant fee is determined by the Board of Directors of the Ontario 4-H Council.
In the case where a 4-H youth is enrolled in clubs in more than one 4-H Association, the provincial youth participant fee is to be collected on behalf of the home association only.

b) Provincial Youth Participant Ages:
See B-CE-02 Enrollment Eligibility for Youth in the 4-H Program.
Youth under 6 years of age, prior to January 1st of the current calendar year cannot be considered 4-H youth participants, nor can they participate in club activities or receive 4-H Ontario resources and awards. The 4-H Ontario insurance policy does not cover youth under 6 years old as 4-H youth participants. Families and leaders who allow underage participants to actively participate in the 4-H program are taking on significant personal liability risk.

c) Club Youth Participant Lists:
4-H volunteers must return copies of the club youth participant list to the Association Membership Coordinator immediately following their second club meeting. The club must be registered into the 4-H Ontario database immediately following the second meeting (or 4 hours) of the club.
If additional youth join a club, following the submission of club youth participant list, it is the responsibility of the 4-H volunteer to inform the Membership Coordinator immediately of the change to ensure 4-H youth participants are registered as 4-H youth participants in the club.

Date Passed, Amended or Reviewed:

1998/ 2000/ 2001/ 2003/ 2006/ 2014/ 2016 /2017/2020/ 2021

(Reviewed: January 19, 2019)

Please see: B-CE-02 – Enrollment Eligibility for Youth in the 4-H Program

Date Passed, Amended or Reviewed:1989/ 2000/ 2012/ 2013/ 2016/ 2019

4-H clubs are required to have a minimum of six (6) eligible members and two (2) consistent and dedicated 4-H Ontario Volunteers in Good Standing (Policy O-V-14) involved in club leadership/activities.
It is not necessary for all members of a club to take the same project.
Before enrolling, a person who is eligible to be both a 4-H member and a Leader of a club, must choose to be either a member or leader of the specific club (with a 4-H Ontario screened leader that is 22 years of age or older prior to January 1st). A Youth Member cannot receive recognition as both a member and a Leader in the same club.
Cloverbud participants are able to complete Cloverbud projects only. They are not able to participate in other club projects offered for 4-H members.
Youth aged 15-21 years prior to January 1st may assist in a Cloverbud project as a Youth Leader.

Date Passed, Amended or Reviewed:1988/ 1995/ 2010/ 2012 / 2013/ 2014/ 2018/2022

(Removed: September 15, 2020)
See Policy B-BSR-16 – Club In Good Standing

Date Passed, Amended or Reviewed:1993/ 2008/ 2009/ 2012/ 2014/ 2018/ 2019/ 2020

(Removed: December 15, 2020)
See Policy B-BSR-16 – Club In Good Standing (refer to *Note)

Date Passed, Amended or Reviewed:1993/ 2012/ 2014 /2018/ 2020

A minimum of 12 hours of club meeting time is required for every project; including club business, specific project information and social recreation. The delivery format for that material is left to the discretion of the leaders.
Note: the best practice recommendation is that a club have multiple meeting times for each project.

Date Passed, Amended or Reviewed:1993/ 2008/ 2014/ 2016/ 2019

The Achievement Program is a chance to share what has been learned in the club and the project work completed. Each club must organize a program of interest to the participants and the community and present it to the public as its Achievement Program. Each youth participant is to have an active part to play in this program. This event may involve individuals, organizations and the community that support the club throughout the year. Each club has a unique way of showcasing their projects.

Date Passed, Amended or Reviewed:1989/ 2016/ 2019

(Amended: April 15, 2022)

A youth participant will complete a project satisfactorily by:
• Participating in at least 2/3 of their club’s project meeting time*;
• Completing the project requirements to the satisfaction of the Club Leaders; and
• Taking part in the Achievement Program. (A participant will be allowed to attend an Achievement Program only if they have participated in at least 2/3 of the meeting time for the project prior to the Achievement Program.)

*For the health and safety of all participants club volunteers are asked to provide appropriate make up work/activities for youth to complete to support missed club time in the event of participant illness.

Participants in projects that are part of a club that does not meet the requirements outlined in Policy O-M-03 Membership and Club Composition will not receive completion credit for the project even if the above criteria are met.

Date Passed, Amended or Reviewed:1993/ 2014/2018/2022

(Removed: September 15, 2020)

See Policy B-CE-11 – Inclusion

Date Passed, Amended or Reviewed:2000/ 2008/ 2014/ 2016/ 2019/ 2020

Only 4-H members who are considered as “members in good standing” will be eligible to participate in national and international 4-H programs and activities.

Date Passed, Amended or Reviewed:2001/ 2008/ 2012/ 2016/ 2019/2022

O-M-11- Youth Leader/Youth Director Roles
Overview:
The 4-H Club Youth Leader and Youth Director projects should give senior 4-H youth participants an opportunity to:
• Put leadership into action at the club or association level
• Further develop communication, interpersonal and organizational skills
• Prepare to take on other leadership roles
• Be a valuable resource to the 4-H program.

Quantity of Club Youth Leader/Youth Director Positions
A 4-H Club can have one (1) Youth leader for every six (6) youth participants for each project.

Local 4-H Association Board of Director’s will have no more than two (2) Youth Directors complete per calendar year.

Age of Club Youth Leader/Youth Director Positions
4-H youth participants completing a Club Youth Leader project must be between the ages of 15-21 prior to January 1st of the current calendar year and part of an active club.

4-H youth participants completing a Youth Director project must be between the ages of 18- 21 prior to January 1st of the current calendar year and part of an active club.

Youth Leader/Youth Director Position Training
Training for Club Youth Leaders or Youth Directors must be completed prior to the second meeting of their Club Youth Leader or Youth Director project. Returning Club Youth Leaders or Youth Directors must complete a re-engagement training every second year, at minimum, for successful completion of these projects. Current training options can be found in the 4-H Leadership In Action Resource Guide.

Streams:
Senior Youth Leadership Projects have two (2) streams:
✓ Club Youth Leader Project
✓ Association Youth Director Project

1. Club Youth Leader
**paragraph above outlining Youth Leader advantages for club/club leaders should go here

The 4-H Club Youth Leader project offers senior youth participants (age 15-21) an opportunity to develop skills and abilities, through the practice of leadership with the guidance of a 4-H volunteer leader. Note: members must be part of an active club in order to complete a youth leader project. General Requirements: 4-H Club Youth Leaders will complete the project satisfactorily by: • Participating in at least 2/3 of their own club meeting time • Completing the project requirements to the satisfaction of the club leaders • Taking part in an Achievement Program. • Completing the Club Youth Leader Handbook; signed by leader(s) and submitted to local 4-H Association for final approval.

Specific Requirements:
• First time Club Youth Leaders must participate in a Youth Leader Orientation (please see Leadership In Action Resource Guide or the 4-H Ontario website for details), where they will have an opportunity to gain further knowledge and/or skills.
• Re-engagement for Club Youth Leaders is through online learning modules or through participation at Provincial Leadership Camp or Future Leaders in Action Camp or 4-H Association AGM learning opportunities. Re-engagement must be completed at minimum every two years. • Lead a number of activities at club meetings within a project club.
• As mentioned in the General Requirements – complete the 4-H Club Youth Leader Handbook.
• Take a leadership role in the club, association or region by completing one of the following:
o Take an active part in the planning of the Achievement Program and participate by chairing, leading activities, introducing or thanking speakers, etc.
o Visit a school and promote the 4-H program with a verbal presentation and/or exhibit.
o Plan and co-ordinate a local 4-H activity, i.e. new member meeting, judging competition, field trip, tour, car wash, interpretative walk.
o Volunteer as a presenter or group facilitator at Discovery Days
o Prepare an exhibit for the Achievement Program, a local fair or event. o A project approved by the club leader(s). o Local Associations may have additional guidelines.

Whether you lead a food, safety, livestock, crops, horticulture or sewing project or even sit on your local association, you can find enjoyment from working together with a Youth Leader. As a 4-H Ontario Volunteer, supervising a Youth Leader is an important way the 4-H program encourages leaders to build young leaders.

Club Youth Leaders are not considered a Volunteer in Good Standing. Club Youth Leaders are an addition to the minimum volunteer requirement in policies O-V-14 & B-BO-21.

2. Youth Directors for your Association Board
When looking for Youth Directors, keep these points in mind.
• For senior member (18-21 years of age). • Members looking for a leadership challenge.
• Familiarity with the 4-H program.
• Willingness to accept responsibility.
• Ability to get along with adults, peers and younger members.
• A sincere desire to be helpful to the club / association. • Ability to plan ahead and carry out activities.
• Have they already experienced being a Youth Director? If so should the chance go to another?
• Have they had other opportunities to develop these skills? If so should the chance go to another?

The 4-H Association Youth Director project offers senior youth participants (age 18-21) an opportunity to gain parliamentary procedure knowledge as well as develop skills and abilities for being a part of an effective board of directors through the practice of leadership, communication and organizational skills.

General Requirements:
4-H Association Youth Director will complete the project satisfactorily by:
• Taking an active leadership role in the Association (for examples, see the Youth Director Handbook) • Participating in at least 2/3 of the local 4-H Association board meetings • Completing the project requirements to the satisfaction of the local 4-H Association Board • Taking part in the local 4-H Association Annual General Meeting • Completing the Youth Director Handbook; signed by local association president and submitted to local 4-H Association for final approval.

Specific Requirements:
• First time Association Youth Directors must participate in a New Volunteer Orientation. For re-engagement, Association Youth Directors must attend and participate in a local Association Annual General Meeting, Volunteer E-symposium or Association requested learning opportunity. Reengagement must be completed, at minimum, every two years.
• Run a small youth forum at a club meeting to bring a youth perspective to an issue the local association is interested in receiving feedback on and report findings to local association at a board meeting.
• As mentioned in the General Requirements- complete the 4-H Youth Director Handbook.
• Take a leadership role in the association by completing an assigned activity or activities at the request / need of the local association board of directors. Examples include:
o Visit a school and promote the 4-H program with a verbal presentation and/or exhibit.
o Organization of judging night or Rally night o Assist in the organization of recognition / awards night.
o Working with a committee to organize local volunteer training
o Prepare an exhibit for the Achievement Program, a local fair or event.
o Organize a leadership development meeting for youth leaders and / or club executives.

Guidelines for 4-H Ontario Volunteers serving as mentors to Club Youth Leaders or Youth Directors
It is important that a “help-each-other” relationship be established from the start. A relationship of co-operation is the key to the degree of achievement a young person may reach. For high achievement, consider the following teamwork approaches:
• Sharing, rather than delegating responsibility. Let the individual have a share in the decision making rather than merely assigning them a task to carry out.
• Understand that both of you will have to give and take to get the job done.
• Make sure both parties clearly understand their responsibilities. Talk to the individual and find out how they would like to be involved. Together, determine the individual’s responsibilities.
• Provide the Individual with challenges and opportunities for growth without overburdening them.
• Give the Club Youth Leader/Director a chance to show their creativity, strengths and initiative, even if that means trying some new and different things with club members or association membership.
• Let the individual know that whenever they need guidance, support or just a friendly face that someone is available.
• Communicate clearly. Create an atmosphere in which opinions can be freely expressed.
• Share your resource materials with the individual(s), i.e. 4-H Volunteers Guide, the project guide for Leaders and Youth Leaders, constitutions, etc.
• Keep in mind that Club Youth Leaders/Directors are individuals. What works well for one may not work well for another. You will need to try to understand the individual(s) and what motivates them and be flexible with your working style.
• Provide positive feedback and evaluation comments.
• Club Youth Leaders/Directors need to see their strengths and places for improvement.
• Evaluation should not be a threatening experience. First, let the Club Youth Leader/Director evaluate his/her own performance, then, point out the areas where you felt their performance could be improved, as well as the strong areas.
• A formal evaluation should follow every presentation.
• Informal evaluation should be a continuous process. A word of encouragement or praise here and a word of caution there is the type of guidance most Youth Leaders/Directors want.

Date Passed, Amended or Reviewed:2006/ 2008/ 2016/ 2019/2022

O-M-12 – Deadline of Enrollment, Project Completion and Award Information
Previous policy Deadlines for Membership Information
(Updated: November 2022
It is prudent to enter youth participant enrollment information on an ongoing and timely basis as it is received up to the deadline. This facilitates timely distribution of the benefits of being involved in 4-H Ontario (this could include, participant ID’s, website IDs and passwords to access resource materials, inclusion in relevant mailings, etc.
Member Enrollment
The deadline for current year youth participant enrollments is November 15th of the current year. All project and club entries must be submitted by 15th October to be awarded recognitions for Awards by this date, anything beyond this will be recognized in the following year.
*** Once Awards reports are completed for the year, the Association must wait until Nov. 15th to start the next year’s programming

Project Entry and Completion Information:
Project enrollments must still be submitted to 4-H Ontario immediately following the second meeting.
All project completions must be received by 4-H Ontario by November 15th
Awards Information
There will be three awards reports issued to each association for verification, to ensure we capture all youth and volunteer recognition in a timely manner.
All 4-H Ontario awards reports will be pulled by October 17th and the awards will be distributed to local Associations by November 15th.
An Association may set an earlier cut-off date for new membership enrollments up to a maximum of 30 days prior to the date outlined above.
Following the deadline, any enrollments or new club activities will be held for the following 4-H year.

Date Passed, Amended or Reviewed:2006/2012/2016/2019/2022

(Updated: October 2022)
Date of Effect
To ensure the best experience for all participants at 4-H Ontario camps, conferences and competitions (referred to below as ‘programs’) the following policies will be in place.
Registration Prior to Event
Registration for all events is mandatory. Walk-in / day-of event registrations will not be accepted.
Registration Requirements
4-H Ontario must receive all required documentation, including registration forms, Participant Agreement Information and any other noted documentation, completed in full as well as the registration fee by the program’s registration deadline.
Travel reimbursement forms must be submitted by the program registration deadline. For full details see Policy O-M-14 Travel Reimbursement.
Processing of Registrations
Registrations will not be processed until all components are received and will be processed in the order they are received as events are filled on a first come, first serve basis. A registration form sent by the deadline date does not guarantee event registration.
Confirmation of Registration
Confirmation will be provided to registrants upon receipt of all registration components.
Cancellations and Refunds
Cancellation requests must be received in writing a minimum two weeks prior to the beginning of the 4-H activity, for a refund of the registration fee and, if applicable, any transportation fee, minus a $50.00 administration fee to be given. Cancellations requests received after two weeks prior to the beginning of the 4-H activity will not be eligible for any refund. Exception to the two week notice of cancellation may be given in the event of participant illness or a death in the immediate family; a physician’s note may be required to receive exception. If a registrant-specific item (i.e. t-shirt) has been ordered for a registrant who cancels, regardless of notice time, a refund for that item will not be given.
For programs that the registration fee is less than $50, there will be no refund.
Refunds will not be issued in instances where the registrant is removed from the 4-H activity at the choice/request of the registrant or the registrant’s parent/ guardian after the start of the 4-H activity or if the registrant is dismissed from the 4-H activity for breach of 4-H Ontario policies including the 4-H Ontario Code of Conduct and Health and Safety Policies.
Registrations received after a program reaches maximum capacity will be provided a full refund of all fees submitted.
4-H Ontario reserves the right to cancel programs at any time due to inadequate registration. In the event of a program cancellation, registrants will be provided a full refund of registration fees.
Program Cancellation
4-H Ontario reserves the right to cancel programs at any time due to inadequate registration or other extenuating circumstances. In the event of a program cancellation, registrants will be provide a full refund of registration fees.
Registration Substitutions
No registrant substitutions will be accepted.

Date Passed, Amended or Reviewed:2011/2016/2019/2022

4-H Ontario seeks to provide quality experiences for youth of all economic capacities and from all areas of the province. Therefore, 4-H Ontario offers reimbursement for travel costs incurred by youth participants in order to attend a provincial program. A 4-H provincial program is one that is initiated, administered, planned by and the responsibility of 4-H Ontario staff. The parameters around travel reimbursement are outlined below. In order to ensure fair, transparent and equitable access to provincial programs, 4-H Ontario offers two ways to reduce transportation as a barrier to participation in provincial programs: 1) 4-H chartered bussing options from central locations for select programs and 2) Travel reimbursement for youth participants.
• Reimbursement is available for rail, bus, airfare or mileage when a youth participant’s home is over 200 km, one way from chartered bussing locations or the location of the program.
o If a 4-H member’s location is within 200 km, one way, and 4-H chartered bussing options are available, travel to the closest 4-H bussing location or program location is not covered.
o If a 4-H member’s location is over 200 km, one way, and 4-H chartered bussing options are available, travel reimbursement applies to travel to the closest 4-H bussing location only.
o Mileage is calculated at the rate of $0.25/km paid to the driver only, both ways, to and from the program location.
• Meals, while travelling, are not covered. Taxi fares are not covered.
• Applications for reimbursement must be received by the program registration deadline in order for the request to be considered.
• Exceptions to the policy may be determined by 4-H Ontario staff to support youth participants from more remote areas of the province. Allocations to support travel subsidies for 4-H members are set annually in the Ontario 4-H Council budget.
Allocations:
Total Travel Costs Between Potentially Reimbursed up to:
$100 – $249 50%
$250 – $499 60%
$500 – $749 70%
$750 – $999 75%
Over $1000 80%

Application Process:
To request travel reimbursement support, the 4-H youth participants must complete the “4-H Ontario Travel Subsidy Form” and submit it to 4-H Ontario by the program’s registration deadline. The following details need to be provided:
• Travel distance required to attend the program
• Total estimated costs of travel at the time of registration submission
• Demonstrated efforts to ensure the most economical means of travel have been sought out
• How the experience will be shared with other youth participants in the area upon return
• Agreement that duplication of travel reimbursement is not being made from other sources
• Travel reimbursement approvals will be made on a first-come, first-serve basis by 4-H Ontario staff.
• 4-H youth participants will be informed of approval amounts in writing within two weeks of the program registration deadline.
Submission of Receipts/Documentation:
Within thirty (30) days of attending the program, receipts/documentation along with Form 6.40 “Travel Subsidy Expense Statement” must be submitted to 4-H Ontario to validate and process the reimbursement. If submissions are not received within thirty (30) days of the program completion, the request will not be honoured.

Date Passed, Amended or Reviewed:2011/2013/2015/2016/2017/2019/2022

(Removed: September 15, 2020)
See Policy B-CE-12 – Code of Conduct

Date Passed, Amended or Reviewed:2014/2015/2017/ 2019/ 2020

(Reviewed: March 20, 2021)

4-H LEARNS (Learn, Educate, Access Resources, Network, Support) is an online community for 4-H volunteer leaders and professionals to share ideas and access 4-H resource materials produced from all corners of the world. This educational platform will empower the Global 4-H Network to connect, share resources and best practices and to grow a global 4-H movement of positive youth development.

4-H Ontario volunteers are required to obtain approval to use project resources from other provinces/countries posted to 4-H LEARNS. To have a project reviewed, volunteers must complete the following steps:
1. Complete Form #6.28 Locally Submitted Projects – Approval Checklist for Local Associations
2. Submit the completed form to the local association for review and approval.
3. The 4-H association will submit the approved form to 4-H Ontario Coordinator Programming & Resources for provincial approval.
4. 4-H Ontario Coordinator, Programming & Resources will alert both the local association and the volunteer(s) of the outcome and any further actions that may be required. This includes either a notification of approval or decline (i.e. if the project cannot be run in Ontario due to insurance coverage).
5. If approved, the 4-H Association Membership Coordinator enters project information in 4-H Ontario Database as a 4-H LEARNS Project once the project has begun.

Date Passed, Amended or Reviewed:2017/2021

(Established June 16, 2018)

Locally submitted projects can be created by 4-H volunteers wishing to run a 4-H Club on a topic not already offered by 4-H Ontario. 4-H Ontario volunteers are required to obtain approval from both their local 4-H Association as well as 4-H Ontario for a locally submitted project. To have a project reviewed, volunteers must complete the following steps:

1. Complete Form #6.29 Locally Submitted Projects – Proposed Project Outline Worksheet.
2. Submit the completed form to the local 4-H Association for review and approval.
3. If approved, the local 4-H Association must complete and sign Form #6.28 Locally Submitted Projects – Approval Checklist for Local Associations.
4. The 4-H Association will submit the approved forms 6.28 and 6.29 to the 4-H Ontario Coordinator Programming & Resources for provincial approval.
5. 4-H Ontario Coordinator, Programming & Resources will give notice, within two weeks via email message, to both the local Association and the volunteer(s) of the outcome and any further actions that may be required. This includes either a notification of approval or decline (i.e. if the project cannot be run in Ontario due to insurance coverage, safety concerns, content concerns, etc.). This notice will come in the form of an e-mail message. In addition, a hard copy of the notice will be mailed to the 4-H Association for their files.
6. If approved, the 4-H Association Membership Coordinator enters club information in the 4-H Ontario Database as a locally submitted project.

Note: When submitting Form #6.29, submission of a project manual is also encouraged, although it is not a requirement for approval of a locally submitted project.

Date Passed, Amended or Reviewed:2018

(Amended: July 2021)

Alcohol
Possession and /or use of alcohol is forbidden by participants (regardless of age of majority) at activities held for attendance by youth (whether they are 4-H member or not). Any disregard for this policy will result in disciplinary action.
Event organizers must ensure the following is adhered to:
• Prior to the activity, the alcohol and drug policy must be communicated to all participants. Alcohol will not be tolerated.
• If alcohol is found it will be confiscated, the police may be notified, and disciplinary action will be taken.
• A 4-H Incident Report will be completed and filed with 4-H Ontario using the online form via iSight

Drugs
Possession and/or use of illegal drugs or illegal inhalants is forbidden by participants at activities. Any disregard for this policy will result in disciplinary action.
Event organizers must ensure the following is adhered to:
• Prior to activity, the alcohol and drug policy must be communicated to all participants. Drugs will not be tolerated.
• Drugs found will be confiscated, the police may be notified, and disciplinary action will be taken.
• Recreational use of marijuana (akin to alcohol use) is prohibited by participants (regardless of age of majority) at activities held for attendance by youth. Any disregard for this policy will result in disciplinary action.
• A 4-H Incident Report A 4-H Incident Report will be completed and filed with 4-H Ontario using the online form via iSight.

Prescribed Medications
This policy is regarding all prescribed medications including medicinal marijuana.
• 4-H Participants, regardless of age, are required to identify any prescribed medications on the participant agreement form or via event registration forms.
• Participants must abide by rules outlined by event organizers and the facility regarding any designated smoking areas
• Sharing of prescribed medication will not be tolerated. In the instance of medicinal marijuana participants without a prescription will not be allowed in the designated area.
For youth participants, in addition to the above:
• Prescriptions must be sent to the event in a labelled, clear plastic bag containing original packaging and include instructions regarding administration
• Prescriptions will be held by the event organizer in secure location, as required, for the safety and wellbeing of all participants.
• As required, participants will work with the event organizer to ensure that prescribed medications are administered as outlined by the prescriber
• For 4-H Ontario staff-run youth events, please speak to the event organizer to discuss the prescribed medication process and how we can work together to provide the best experience possible for the participant

Date Passed, Amended or Reviewed:1994/ 2011/ 2012/ 2013/ 2014/ 2018,2021

O-M-14 Travel Reimbursement Policy 4-H Ontario seeks to provide quality experiences for youth of all economic capacities and from all areas of the province. Therefore, 4-H Ontario offers reimbursement for travel costs incurred by youth participants in order to attend a provincial program. A 4-H provincial program is one that is initiated, administered, planned by and the responsibility of 4-H Ontario staff. The parameters around travel reimbursement are outlined below. In order to ensure fair, transparent and equitable access to provincial programs, 4-H Ontario offers two ways to reduce transportation as a barrier to participation in provincial programs: 1) 4-H chartered bussing options from central locations for select programs and 2) Travel reimbursement for youth participants.
• Reimbursement is available for rail, bus, airfare or mileage when a youth participant’s home is over 200 km, one way from chartered bussing locations or the location of the program.
o If a 4-H member’s location is within 200 km, one way, and 4-H chartered bussing options are available, travel to the closest 4-H bussing location or program location is not covered.
o If a 4-H member’s location is over 200 km, one way, and 4-H chartered bussing options are available, travel reimbursement applies to travel to the closest 4-H bussing location only.
o Mileage is calculated at the rate of $0.25/km paid to the driver only, both ways, to and from the program location.
• Meals, while travelling, are not covered. Taxi fares are not covered.
• Applications for reimbursement must be received by the program registration deadline in order for the request to be considered.
• Exceptions to the policy may be determined by 4-H Ontario staff to support youth participants from more remote areas of the province. Allocations to support travel subsidies for 4-H members are set annually in the Ontario 4-H Council budget.
Allocations:
Total Travel Costs Between Potentially Reimbursed up to:
$100 – $249 50%
$250 – $499 60%
$500 – $749 70%
$750 – $999 75%
Over $1000 80%

Application Process:
To request travel reimbursement support, the 4-H youth participants must complete the “4-H Ontario Travel Subsidy Form” and submit it to 4-H Ontario by the program’s registration deadline. The following details need to be provided:
• Travel distance required to attend the program
• Total estimated costs of travel at the time of registration submission
• Demonstrated efforts to ensure the most economical means of travel have been sought out
• How the experience will be shared with other youth participants in the area upon return
• Agreement that duplication of travel reimbursement is not being made from other sources
• Travel reimbursement approvals will be made on a first-come, first-serve basis by 4-H Ontario staff.
• 4-H youth participants will be informed of approval amounts in writing within two weeks of the program registration deadline.
Submission of Receipts/Documentation:
Within thirty (30) days of attending the program, receipts/documentation along with Form 6.40 “Travel Subsidy Expense Statement” must be submitted to 4-H Ontario to validate and process the reimbursement. If submissions are not received within thirty (30) days of the program completion, the request will not be honoured.

Date Passed, Amended or Reviewed:1994/ 2016/ 2019/2022

O-HS-03 – Allergies
Allergies should be noted on the 4-H Youth Participant Registration form and the Volunteer Participation Form under the Participant Agreement Section. This ensures that notification of any allergies is documented and known to event coordinators/volunteers in advance.
It is the responsibility of any visitors or guests at a 4-H function (ie. meeting, competition, conference etc.) to advise event organizations of any allergies or sensitivities.
It is the policy of 4-H Ontario to provide a healthy environment that minimizes the risk of exposure to allergens such as: peanuts, latex, scents, etc.
4-H Ontario strongly encourages 4-H members and volunteers to reduce their risk exposure (Note: latex materials include balloons, medical gloves, clothing, etc.).

Date Passed, Amended or Reviewed:2008/ 2012/ 2016/ 2019/2022

The appropriate industry approved helmets will be worn by all participants engaged in project material where safety is of a concern or required by law. Recommendations include, but not limited to: cycling, mountain biking, etc.)
The appropriate industry approved helmets will be worn by all participants taking part in 4-H organized equine events while mounted. Events include but are not limited to competitions, shows, trail rides, club meeting activities and seminars/workshops.
4-H Ontario recommends the use of helmets and other safety equipment during handling of animals while the participants are working from the ground.

Date Passed, Amended or Reviewed:2013/ 2016/ 2019/2022

O-HS-05 – Accessibility for Persons with Disabilities:
4-H Ontario is committed to making our services, products and programs available to all people respecting their individual needs, dignity, independence and equal opportunity. This policy applies to all prospective or current employees of the company, as well as contractors and visitors, who possess a disability of any kind that restricts them in various ways.
4-H Ontario has taken actions to ensure that people with disabilities will be able to move about safely and easily and make full use of facilities in which youth and volunteer programming and events are held.
Disabilities that this policy refers to include but are not limited to:
• Conditions that require the use of wheelchair or other movement support device or mechanism
• Physical impairments that obstruct everyday activities (e.g. opening doors, walking up the stairs, reading signs etc.)
• Visual, hearing, speech or mental impediment
• Conditions that require assistance or constant medical care.
Other conditions are subject to company’s judgement and will be considered individually.
4-H Ontario allow assistive devices, service animals and support persons to be in our company’s premises for as long as their services are needed. In areas where animals are prohibited either by law or because of policy of the facility being used to host an event (e.g. in laboratories), we will have signage or other employees available to assist people with disabilities.
4-H Ontario encourage anyone who encounters any problems, malfunctions or deficiencies to report them to 4-H Ontario staff responsible for the program/event.
Customer Service Standard of AODA

4-H Ontario will provide customer service in a manner that removes barriers for people with disabilities according to the following key principles of the AODA:

1. Goods and services will be provided in a manner that respects the dignity and independence of persons with disabilities.
2. Service to people with disabilities will be integrated with others, unless an alternate way of providing the goods, service or facility is required by the person with the disability.
3. Persons with disabilities will be given equal opportunity to use and benefit from the goods, services, or facilities an organization or business has to offer.
4. We will communicate with people with disabilities in a way that takes the individual’s disability into account.

Date Passed, Amended or Reviewed:2012/ 2016/ 2018/2022

(Updated: May 14, 2021)
In order for 4-H participants to be eligible to participate in multi-county, regional, provincial and/or national 4-H livestock events they must enter their Project Animal Identification Form (PAIF) information into the 4-H Ontario site of AssistExpo. This information must be entered no later than June 1st of the current calendar year. Forms received after June 1st are late, and those members will not be eligible to participate in multi-county, regional, provincial or national 4-H livestock events.

The 4-H Association Livestock Contacts will verify the entries for the Association. Be sure to hit send confirmation when you have completed your PAIF online and keep a copy of this email for your records.

Only the animal that is properly identified as the 4-H project on the Project Animal Identification Form shall be eligible to enter multi-county, regional, provincial and/or national 4-H livestock events. 4-H participants are allowed to have only ONE animal per commodity eligible for multi-county, regional, provincial and/or national 4-H livestock events. 4-H participants are required to identify this ONE animal when they are entering their information into AssistExpo. If more than one animal of the same commodity is entered into AssistExpo and both are selected as the animal that is going to be shown at multi-county, regional, provincial and/or national 4-H livestock events neither animal will be eligible.

There shall be absolutely no substitution of animals designated on the Project Animal Identification Form for multi-county, regional, provincial and/or national 4-H livestock events.

If there is a lost tag, 4-H participants can report this to 4-H Ontario via the Coordinator, Events using Form 6.39 Project Animal Tag Replacement Form. The Coordinator, Events will make the changes required and provide you with an updated confirmation form with the new tag informationIn the case of extenuating circumstances (i.e. a provincial State of Emergency), the June 1st deadline may be extended by 4-H Ontario for a period of up to 35 days.

Date Passed, Amended or Reviewed:1996/ 2000/ 2001/ 2012/ 2016 /2017/ 2020/ 2021

(Reviewed: July 31, 2019)

• 4-H dairy project animals must be born after March 1 of the preceding year.
• 4-H beef project animals must be born after January 1 of the preceding year.
• If age, weight or breed categories are required it is the responsibility of the event organizers to determine the categories and communicate them to the participants.

Date Passed, Amended or Reviewed:1989/ 1993/ 2001/ 2012/ 2016/ 2019

(Amended: September 15, 2020)
A 4-H participant may request to have a concern reviewed by the 4-H Ontario Livestock Appeal Committee regarding 4-H Ontario livestock policy O-L-01 4-H Project Animals. The 4-H Ontario Livestock Appeal Committee will only hear cases where a 4-H participant seeks an exception to provincial livestock policy O-L-01 in the instance of a catastrophic event with the animal registered as their Project Animal for the current 4-H year.

An individual wishing to have a case heard will contact the 4-H Ontario Livestock Appeal Committee through the 4-H Ontario office by written submission to the Coordinator, Events.

The written submission shall include the following information, submitted using Form 6.24 Livestock Appeal Request Form:
• all relevant details of the case, with supporting documentation/information where
• applicable
• the 4-H participant’s name, phone number and contact details
• names, phone numbers and contact details of others involved so they may be contacted at the discretion of the 4-H Ontario Livestock Appeal Committee.

The 4-H Ontario Livestock Appeal Committee will consist of four participants – three volunteers and the 4-H Ontario Senior Manager, Programming. The membership of the committee, and all discussions, are confidential.

The decision of the 4-H Ontario Livestock Appeal Committee will be rendered within three (3) weeks of receipt of the information. The decision of the 4-H Ontario Livestock Appeal Committee is final.

Date Passed, Amended or Reviewed:1996/ 2001/ 2012/ 2014/ 2017/ 2020

(Removed: September 15, 2019)

See Policy O-HS-04 – Helmet Use

Date Passed, Amended or Reviewed:2006/ 2012/ 2016/ 2019

(Updated: May 14, 2021)

In order for 4-H members to be eligible to participate in multi-county, regional, provincial and/or national 4-H livestock events, the member must be a member in good standing (see definition in 4-H Ontario Policy Manual Section 1.1 Definitions – Member In Good Standing) prior to June 1st with the local Association in which they are taking their livestock project.

Note: If the member is completing a livestock project in an association other than their identified “home association”, they must be considered a member in good standing in that association also.

In the case of extenuating circumstances (i.e. a provincial State of Emergency), the June 1st deadline may be extended by 4-H Ontario for a period of up to 35 days.

Date Passed, Amended or Reviewed:2010/ 2012/ 2016/ 2019/ 2021

(Reviewed: July 31, 2019)

Members may complete two clubs of the same commodity. If both clubs involve a project animal as a club requirement, the member must have two different animals. Only ONE of these animals is eligible to participate in multi-county, regional, provincial and /or national 4-H livestock events. The designation of this animal must be made on the Project Animal Identification Form by the June 1st deadline. The second animal is eligible only for show at the local Achievement day.

Date Passed, Amended or Reviewed:2010/ 2016/ 2019

(Reviewed: July 31, 2019)

• Stallions are not eligible as 4-H project animals.
• Intact bull calves are not eligible as 4-H project animals.
• Intact male llamas or alpacas are not eligible as 4-H project animals.
• Intact small ruminant animals are not eligible as 4-H project animals.

Date Passed, Amended or Reviewed:2000/ 2001/ 2010/ 2012/ 2014/ 2015/ 2019

(Amended: September 15, 2020)

4-H Ontario participants showing at any event must have the appropriate identification for the commodity being shown and it must be provided on the Project Animal Identification Form (PAIF) to receive PAIF approval.

Date Passed, Amended or Reviewed:2012/ 2014 / 2017/ 2020

(Amended: July 31, 2019)

4-H participants are encouraged to review all 4-H Ontario Animal Health and Safety resources and information, as well as the applicable regulations, traceability requirements and codes of practice.

It is 4-H Ontario’s expectation that 4-H stakeholders (including, but not limited to volunteers, members, animal owners, parents, etc.) are expected to adhere to, at minimum, the industry standards for the commodity of the project animal.

Date Passed, Amended or Reviewed:2011/ 2012/ 2016/ 2019

(Reviewed: September 15, 2020)

4-H Ontario does not run any livestock shows. There are many shows which are open to 4-H participants and the expectation is that 4-H participants must follow the rules and regulations as outlined by the shows in which they are participating IN ADDITION to 4-H Ontario policies.

Date Passed, Amended or Reviewed:2017/ 2020

(Updated: September 15, 2020)

An individual must have reached the age of majority before applying to be a Volunteer in Good Standing with 4-H Ontario.

The age of majority in Canada is the age at which a person is considered by law to be an adult.

Date Passed, Amended or Reviewed:1993/ 2007/2008/ 2010/ 2012/ 2014/ 2016/ 2019/ 2020

(Established: September 15, 2020)

• Adults and older youth in a position of trust within 4-H, must complete the 4-H Ontario screening and training requirements before being granted Volunteer in Good Standing Status and supervision/ working with youth. This ensures they are aware of their responsibilities as caring adults in youth-adult partnerships, and to deliver safe and effective experiences.
• 4-H Ontario is required to keep secure record of all screening and training requirements.
• Anyone leading, participating in, or attending a 4-H event must abide by the Code of Conduct for 4-H in Canada.

Date Passed, Amended or Reviewed:2020

(Removed: September 15, 2020)
See Policy B-CE-12 – Code of Conduct

Date Passed, Amended or Reviewed:2006/ 2008/ 2012/ 2014/ 2015/2016/ 2017/ 2019/ 2020

(Removed: September 15, 2020)
See Policy B-BO-24 – Misconduct Reporting and Appeals

Date Passed, Amended or Reviewed:2006/ 2008/ 2012/ 2014/ 2016 /2018/ 2020

(Removed: September 15, 2020)
See Policy B-BO-24 – Misconduct Reporting and Appeals

Date Passed, Amended or Reviewed:2014/ 2016/ 2018/ 2020

(Removed: September 15, 2020)
See Policy B-BO-24 – Misconduct Reporting and Appeals

Date Passed, Amended or Reviewed:2014/ 2016/ 2019/ 2020

(Updated: September 15, 2020)

4-H Ontario adheres to procedures recommended by the RCMP in regard to Police Record Checks for not for profit youth development organizations

New volunteers: are required to complete a Vulnerable Sector Police Check as part of the 4-H Ontario Volunteer Screening and Engagement process. Acceptance of Vulnerable Sector Check: A submitted Vulnerable Sector Check will be reviewed and retained by 4-H Ontario and must:
• Bear an authorized signature and stamp of the local police service jurisdiction,
• Be forwarded to 4-H Ontario Attention: 4-H Ontario Screening Officer and be received by 4-H Ontario within 30 days of the police services agency date stamp.

Acceptance of Vulnerable Checks completed for Outside Organizations 4-H Ontario will accept Vulnerable Sector Police Checks (VSC) previously completed for another volunteer agency provided that the VSC is less than 180 days old when received by 4-H Ontario based upon the Police Agency date stamp of completion

Current 4-H volunteers: are required to complete a Police Name/Record Check only through an accredited third party online service provider every three years (36 months) from the date of their previously filed Police Record Check).

Volunteers who are involved in other organizations and require a police check can ask to align their police check expiries to complete police checks for multiple organizations.

4-H Ontario will accept police checks completed through accredited third party police check service provider. Results of Vulnerable Sector Check and Police Record Checks will not be shared unless judicially requested and bound by law.

Zero Tolerance 4-H Ontario maintains a zero tolerance against individuals/volunteers who have charges or convictions relating to abuse, violence, sexual offences, crimes against children, weapons and selling of controlled drugs and substances. Individuals and volunteers found to have these charges/convictions will not be accepted as 4-H volunteers as these are considered Category 1 Volunteer Concerns.

Criminal Charges Individuals/volunteers with charges relating to alcohol offences, drugs and substance offences of a serious or repeated nature, or theft within a ten (10) year period of the conviction date will not be accepted as 4-H Ontario volunteers. Other criminal convictions that lead 4-H Ontario to believe that the safety of 4-H members will be jeopardized will result in the non-acceptance or dismissal of an individual. Charges of this nature are considered Category 1 Volunteer Concerns.

Volunteers with other criminal charges or convictions not mentioned above will have their 4- H volunteer status reviewed on a case by case basis by the Senior Manager, Volunteer & Community Engagement prior to acceptance or denial as a 4-H volunteer.

Where a 4-H Ontario volunteer is currently charged with an offense his/her volunteer responsibility will be suspended and on hold. They can be considered for reinstatement once all legal proceedings are finalized. Additional information pertaining to Police Checks and volunteer screening can be found in the Volunteer Screening and Training Process manual provided to the Volunteer Screening Contacts within local Associations.

Date Passed, Amended or Reviewed:1993/ 2007/ 2008/ 2010/ 2012/ 2014/ 2016 / 2017/ 2019/ 2020

(Amended: September 15, 2020)

Where a volunteer has been absent from volunteer activity for a period of five (5) years, the volunteer must complete the entire 4-H Ontario Volunteer Screening and Engagement Process (including Vulnerable Sector check and New Volunteer Orientation. Once complete, the volunteer’s status will be updated to ‘active’.

Date Passed, Amended or Reviewed:1993/ 2008/ 2010/ 2012/ 2014/ 2016/ 2018/ 2020

(Amended: September 15, 2020)

Volunteers who relocate:

Within Ontario: 4-H volunteers need to provide their new address and contact information to the Coordinator, Volunteer Support for the Region and to the local 4-H Association they wish to volunteer with. The Local 4-H Association Screening Committee must complete an interview with the volunteer prior to having the volunteer engage in 4-H volunteer activities.

Within Canada: 4-H volunteers who relocate from other provinces are required to submit a volunteer application to 4-H Ontario and complete the 4-H Ontario Volunteer Screening Process (including Vulnerable Sector Check and New Volunteer Orientation prior to engaging in 4-H volunteer activities in Ontario.

Date Passed, Amended or Reviewed:1993/ 2007/ 2008/ 2010/ 2014/ 2016/ 2019/ 2020

(Removed: September 15, 2020)
See Policy B-CE-10 – Youth Safety Policy

Date Passed, Amended or Reviewed:1994/ 2007/ 2008/ 2010/ 2012/ 2016/ 2019/ 2020

(Amended: September 15, 2020)

New Volunteers: All volunteer candidates ae required to attend and participate in a 4-H Ontario Staff lead New Volunteer Orientation Session as part of the 4-H Ontario Volunteer Screening and Engagement process.

Current Volunteers: At minimum, all 4-H Ontario volunteers must attend and complete a Staff led re-engagement learning opportunity every two (2) years.

This must be completed within +/- three (3) months of the last recorded engagement date entered in the provincial database to retain their Volunteer in Good Standing status.

Date Passed, Amended or Reviewed:2014/ 2016/ 2018/ 2020

(Updated: September 15, 2020)

4-H volunteers cannot be a youth participant and chaperone at the same event.

Under no circumstances will delegates or delegates and chaperones be forced to share a bed.

4-H Volunteers who take on the role of chaperone must comply with 4-H Canada Youth Safety Policies Youth Supervision Policy and all 4-H Ontario Policies, of particular interest:
• B-BO-12 Duty of Care
• B-B0-22 Duty to Report
• B-CE-12 Code of Conduct
• O-HS-01 Alcohol and Drugs
• O-HS-05 Accessibility for Persons with Disabilities: Customer Service Policy

Date Approved, Amended/ Reviewed: 2008/ 2010/ 2011/ 2015/ 2016/ 2019/ 2020

 (Amended: January 23, 2021)

All volunteers of 4-H Ontario will respect the privacy of the organization’s youth participants, other volunteers, donors, sponsors and stakeholders. Volunteers will undertake appropriate measures and safeguards to protect specific information that is held for the purpose of the program. Personal information will be collected on behalf of the Board, Council, Foundation and program only for the following purposes:
• To establish and maintain a responsible relationship and provide ongoing service and support.
• To conduct appropriate screening procedures for those volunteers who may find themselves in a position of trust with the membership of the organization
• To maintain, manage and develop programs and operations, through solicited feedback and support.
• The 4-H Ontario Privacy Officer and Screening Officer will use the Personal Information Protection and Electronic Documents Act (January 2004) as the guidelines for handling personal information.

To meet program requirements
At all times Volunteers will keep personal information accurate and up-to-date for the purposes identified above. Questions and concerns regarding the collection and/ or use of personal information will be directed to the 4-H Ontario’s Privacy Officer.
Youth participants, volunteers, donors, sponsors and stakeholders do have choices and can refuse or withdraw consent for 4-H Ontario to keep and use information.

Withdrawal of Consent for Collection / Use of Information
Youth Participants, volunteers, donors, sponsors and stakeholders may request that their name be removed from our various lists at any time. Requests may be in writing, by phone, fax or email and should be directed to the organization’s Privacy Officer. Youth participants, volunteers, donors, sponsors and stakeholders can also refuse to provide personal information to 4-H Ontario. In all cases this may limit 4-H Ontario’s ability to provide appropriate service and support to these individuals.

Date Approved, Amended/ Reviewed: 2016/2021

(Revised April 29, 2022)

Volunteer in Good Standing Definition: Volunteers with up-to-date screening (police checks), re-engagement learning opportunity and Child Protection Training (initially through Commit to Kids and refresher through 4-H Canada) and who agree to adhere to the Code of Conduct included in the Volunteer participant Form shall receive ‘Volunteer in Good Standing’ status.

A volunteer must be a ‘Volunteer in Good Standing” in order to be:
• Eligible to be a volunteer or club volunteer
• Eligible to chaperone 4-H activities (provincial and national)
• Eligible for recognition by outside organizations who opt to use the ‘Volunteer in Good Standing’ status as selection criteria.
• Eligible for their club and themselves to receive recognition and awards.

Date Passed, Amended or Reviewed:2016/ 2017/ 2019/2022

According to the repayment of travel expense procedures, the Ontario 4-H Council covers the travel costs of the voting delegate or the designate proxy delegate from each 4-H Association to attend the Conference and Annual Meeting (CAM).

An Association Representative activity is one that is initiated, administered, planned by and remains the responsibility of the Ontario 4-H Council for the purpose of conducting business of 4-H Ontario, including the Ontario 4-H Council and the Ontario 4-H Foundation. In order to make it possible for local 4-H Associations to have representation at these Director/ Association Representative activities on an equal basis, the Ontario 4-H Council offers to assist with travel expenses.

In all cases, it is expected that the most economical means of transportation will be taken (i.e., coach rate versus 1st class or business class).

Association Representative Travel Reimbursement
4-H Associations may send additional participants to the Conference and Annual General Meeting (CAM) provided space is available. The Ontario 4-H Council office will maintain a list of names in order of receipt of a completed application and payment and will notify people on a first-come-first-served basis, as space is or becomes available. Payment of the cost of registration must be made in advance of the conference by all delegates.

Travel expenses will only be reimbursed for Association Representatives or their designated alternate.

A mileage allowance at the rate of $0.45/km, on a two-way basis. This allowance will be paid to the driver only.

The first $50 of travel expenses related to participation in 4-H opportunities will be at the expense of the participant.

Receipts are required for rail, bus, airfare (boarding passes) and overnight accommodation. In all cases, it is expected that the most economical means of transportation will be taken (i.e., coach rate versus 1stclass or business class, carpool where possible). Where alternative modes of travel exist, expense reimbursement will be based on the most economical means of transportation (i.e. in the case of mileage allowance vs airfare – reimbursement will be paid based on the least cost option regardless of the mode of travel selected).

Meals, while travelling, are not covered. Taxi fares are not covered.

Refunds will be governed by standard Council policy.

Association Representatives eligible to claim travel expenses must submit these expenses on the expense statement to the 4-H Ontario office within thirty (30) days of the expenditure.

Director and/or Trustee Travel Reimbursement
A Director/ Trustee activity is one that is initiated, administered, planned by and remain the responsibility of the Ontario 4-H Council and/or Ontario 4-H Foundation for the purposes of conducting business of 4-H Ontario, including the Ontario 4-H Council and the Ontario 4-H Foundation. In order to make it possible for local 4-H Associations to have representation at these Director/ Trustee activities on an equal basis, the Ontario 4-H Council and/or Ontario 4-H Foundation offers to pay the following travel expenses related to these activities:

• Return rail, bus or airfare from your home to the activity in the most economical method.
• Directors/ Trustees are encouraged to book at least one month in advance in order to obtain reduced rates. Participants who book less than one month prior to an event and pay the higher fare (greater than 1 month booking or seat sale fare) will be expected to pay the difference.
• A mileage allowance at the rate of $0.45/km, on a two-way basis. This allowance will be paid to the driver only.
• Overnight accommodations may be reimbursed if travelling beyond 300 kms. to an activity. Participants travelling overnight on a train can have the cost of a berth paid.

Receipts are required for rail, bus, airfare (boarding passes) and overnight accommodation. In all cases, it is expected that the most economical means of transportation will be taken (i.e., coach rate versus 1stclass or business class, carpool where possible). Where alternative modes of travel exist, expense reimbursement will be based on the most economical means of transportation (i.e. in the case of mileage allowance vs airfare – reimbursement will be paid based on the least cost option regardless of the mode of travel selected).
Meals, while travelling, are not covered. Taxi fares are not covered.
In all cases, it is expected that the most economical means of transportation will be taken (i.e., coach rate versus 1st class or business class).

Date Passed, Amended or Reviewed:1998/ 2003 /2008/ 2014/ 2020/2023

(Procedures of Adherence under development)
(Amended: February 15, 2014)

All non 4-H organizations who wish to have an event sanctioned as a 4-H Ontario Event are required to enter into a Memorandum of Understanding (MOU) with the Ontario 4-H Council (Council). The non 4-H organization is required to enter into a “Letter of Agreement” verifying that the event complies with 4-H program guidelines and will meet the procedures outlined.

Staff, on behalf of Council, will enter into the MOU on behalf of 4-H Ontario. Council reserves the right to revoke the MOU if guidelines and procedures are not adhered to, as outlined below:

The 4-H name shall not be connected with any event that fails to meet the guidelines in the MOU that outlines 4-H Ontario’s requirements for the event.

Definitions

Ontario 4-H Event: any events with a regional or provincial focus, open to 4-H members, and organized and administered by a 3rd party.
Provided all 4-H name, logo and trademark usage requirements are met, a MOU / Letter of Agreement has been negotiated, and all 4-H Ontario policies are adhered to, these events may use the 4-H name.

Canadian 4-H Event: any 4-H event held in Ontario with a national focus must have a MOU with the Canadian 4-H Council. An MOU with the Ontario 4-H Council is not required.

Guidelines for an Ontario 4-H Event:
The event is open to all bonafide 4-H members enrolled in a 4-H project(s) and the event may be made available to all county, district and regions at the discretion of the non 4-H organization event coordinator.
The event will be organized and administered by the non 4-H organization.
4-H Ontario policies and procedures will be shared with the non 4-H organization to share information and build awareness.

Specifically:

• Health & Safety Policies (O-HS-01 Drugs & Alcohol Policy, O-HS-05 – Accessibility for Persons with Disabilities)
• Participant Agreement Form #6.8 (Code of Conduct)
• The event may use the 4-H name, logo and trademark in the event title, promotional material, etc., and must follow the logo usage requirements.
• The event must provide a certificate of insurance and shall name the Ontario 4-H Council and Ontario 4-H Foundation to the Commercial General Liability Insurance policy as an additional insured. The named insured should carry a limit no less than $2,000,000 per occurrence. In the event Commercial General Liability Insurance is cancelled, a minimum of 15 days’ notice must be provided to 4-H Ontario.
• The event organizers must ensure that the provincial 4-H member / project enrollment requirements are met by respective applicants.
• The event organizers will be required to complete a Letter of Agreement and detailed description of event and forward it to the 4-H Ontario office. A final short report is to be completed following the event.

Procedures
• The event organizers will be required to verify with each 4-H association that the 4-H applicant(s) and 4-H projects (livestock, crops, etc.,) are a bonafide 4-H member and / or bonfide 4-H project(s).
• The event organizers will ensure the 4-H name; logo and trademark are used correctly.
• The event organizers will attach the Certificate of Insurance to the Letter of Agreement naming, as an additional insured, the Ontario 4-H Council
Direct request for more information on the Memorandum of Understanding are to be forwarded to: Senior Manager, Programming email: programming@4-hontario.ca

Date Passed, Amended or Reviewed:2000/ 2008/ 2012/ 2014

(Reviewed: October 17, 2020)

The names of 4-H participants will not be released to any 3rd party without written permission of the participant

Staff will be responsible for management of mailing lists of 4-H participants and alumni. 3rd party mailings can potentially be arranged with Staff if there is a direct benefit to 4-H participants.

Mailing List Process
Mailing lists, including email addresses, will not be released to companies wishing to develop contacts re promotional sales.

4-H Ontario prints and affixes mailing labels to pre-packaged information mailings provided by related organizations and businesses and then distributes them to 4-H members and volunteers on the partner’s behalf.

If a company or organization requests a mailing be directly mailed or included in a 4-H newsletter, the company will be required to provide sufficient copies of their advertisement and/or cover the cost of mailing or advertisement space. The company will complete an agreement regarding the financial return to Council and any other parties.

Date Passed, Amended or Reviewed:1990/ 2008/ 2012 / 2016 / 2020

(Reviewed: January 23, 2021)
The Ontario 4-H Council and Ontario 4-H Foundation will accept donations in kind in accordance with Canada Revenue Agency Policies.

Date Passed, Amended or Reviewed:1995/ 2008/ 2012 / 2016 / 2021

(Reviewed: January 23, 2021)

When the Ontario 4-H Council informs 4-H clubs and 4-H Associations of the availability of fundraising ideas no endorsement of products is suggested.

Date Passed, Amended or Reviewed:1990/ 2008 / 2016 / 2021

The Ontario 4-H Council and the Ontario 4-H Foundation may accept advertising proposals (including co-marketing, fundraising initiatives, discount programs) from companies and /or organization that align with the goals and values of the 4-H Ontario program. A Memorandum of Understanding must be completed, including the financial return to 4-H and any other parties.

Decisions regarding which advertising proposals to accept will be based on the goals and values of the 4-H Ontario program.

If any company or organization requests information be directly mailed or included with a standing 4-H mailing (once approved), the advertiser will be required to provide sufficient copies of their advertisement and cover any mailing costs attributable to their mailing.

Date Passed, Amended or Reviewed:1997/ 2000/ 2008/ 2012 / 2016

(Amended: October 17, 2020)

4-H Ontario will purchase 3rd Party Liability, Directors & Officers and Travel Accident Insurance, for all 4-H Ontario participants.

Incident Reporting Process
If you are involved in any 4-H incident, a detailed report must be submitted using 4-H Canada Incident Form found on the 4-H Ontario Website and must be filed immediately with 4-H Ontario Office Administrator via email: office@4-hontario.ca.

The report should include a description of the incident (include date, times, etc.), names of people involved or in attendance and an assessment of damages.

The report should be filed whether or not there is any indication that a liability claim -may be made.

A participant in the 4-H Ontario program shall not discuss liability, assume any responsibility with either a 3rd party or a 3rd party’s representative, or sign any documents, unless authorized in writing by a solicitor representing 4-H Ontario interests.

Date Passed, Amended or Reviewed:2000/ 2008/ 2012/ 2014/ 2019 / 2020

(Reviewed: January 23, 2021)

Gifts Requiring Board Approval
The following gifts must be reviewed and approved by a Board of Directors:
• gifts of personal property;
• gifts of property whose value is not readily ascertainable, such as private corporation shares;
• gifts of real estate;
• gifts of residuary interests, and
• request to return a gift.

Before acceptance, relevant information about the gift shall be ascertained, including a copy of any appraisal secured by the donor. 4-H Ontario reserves the right to obtain its own appraisal for gifts.
Gifts Not Accepted
4-H Ontario reserves the right to decline a gift based upon the following factors, and any other factors determined by one of its Board of Directors from time to time:
• congruity with 4-H Ontario’s Ends Statement;
• possible controversy into which 4-H Ontario may be drawn;
• conditions or limitations that a donor seeks to impose;
• cost of 4-H Ontario ownership for administration and management;
• compliance with laws; and
• other risks to 4-H Ontario.
Should the Ontario 4-H Council and Ontario 4-H Foundation cease to exist or become incapable of administering a fund to fulfill a donor’s purpose, both boards shall employ their best possible efforts to ensure continued application of the moneys to the purpose originally contemplated by the donor.

Date Passed, Amended or Reviewed:2017 / 2021