4-H General Policies

Updated on Feb 3, 2026

Volunteer Policy

  1. All 4-H volunteers (including Advisory Council and Fair Board members) must initially apply to be a volunteer and complete a background check. Volunteers must be at least 19 years old to apply to be a 4-H volunteer. The background check consists of a CORI check and SORI check, requested by the University of Massachusetts Amherst. New volunteers must participate in the virtual UMass Extension 4-H Youth Development New Volunteer orientation. Once a new volunteer has completed this process they are considered a UMass Extension 4-H Youth Development enrolled volunteer.
  2. All enrolled 4-H volunteers must annually complete a code of conduct, update emergency contact information, and agree to CORI checks every three years annual SORI checks.
  3. All adults 18+ residing in the home where 4-H club meetings are held, must complete a background check.
  4. A 4-H volunteer must be at least 21 years old to be a club leader. Volunteers aged 19 and 20 are permitted to be assistant club leaders working directly with a 4-H club leader.
  5. 4-H Volunteers must structure programs to avoid scenarios where they are alone with an individual 4-H member. If no assistant club leader or enrolled 4-H volunteer is present at a club meeting to assist the club leader, parents must stay at the 4-H club meeting. There must be a minimum of 1 adult volunteer to 10 youth. There must be 1 adult to every 5 cloverbuds (5-7).
  6. 4-H volunteers must be 23 years old to chaperone an overnight event and attend an orientation and volunteer training prior to the event. Overnight chaperones, when a 4-H staff member is not present are responsible for maintaining youth emergency contact and health information.
  7. During overnight events, adult chaperones are not permitted to stay in the same room or share private bathrooms (ex: hotel room bathroom) with 4-H members. This includes overnight camping or tenting. An exception may be made for immediate family members, or when the facility has a large dormitory type sleeping area, such as the Moses Dormitory at Eastern States Exposition. Any questions regarding this policy should be directed to the 4-H Educator managing the overnight event.
  8. Overnight events with male and female 4-H members in attendance, must have male and female enrolled 4-H volunteer overnight chaperones present.
  9. It is not recommended that 4-H volunteers transport youth in their cars. In situations where this occurs, it is required that the enrolled 4-H volunteer has a valid driver’s license, automobile insurance, and adhere to all state laws related to driving and riding in a vehicle. It is recommended that the driver carry a minimum of $300,000 in liability coverage.
  10. In the event of an incident (verbal fight, physical fight, bullying etc.) or accident the 4-H volunteer who witnessed the incident must file an incident report and email or mail it to their local 4-H Educator.
  11. 4-H club leaders and volunteers must consult their local 4-H Educator regarding any potential disciplinary actions regarding 4-H members. 4-H volunteers are not permitted to exclude 4-H members from any activity or program, unless there has been explicit consult, communication, and written permission from a 4-H Educator. This policy does not apply to activities, programs, and events that require qualifying exams or participation opportunities.
  12. Former Massachusetts 4-H employees may volunteer at the discretion of the State 4-H Program Director and they are required to follow the standard volunteer application process. Former employees are expected to serve a 6-month post-employment moratorium before applying to become a volunteer.
  13. The State 4-H Program Director may dismiss a volunteer for violation of the Volunteer Code of Conduct or any Massachusetts 4-H or National 4-H volunteer policies. Such a dismissal will only be made following an investigation by the 4-H Director. The final decision cannot be appealed.

Youth Policy

  1. All youth register to be a 4-H member using paper enrollment forms or through the 4-H Online enrollment system. There is a fee to belong to Massachusetts 4-H. All youth must either pay the fee or request that the fee is waived. Youth must register to be a 4-H member annually.
  2. Any 4-H member receiving SNAP benefits will not be required to pay for 4-H membership, statewide 4-H Programs, and National 4-H Trip fees.
  3. All 4-H members are required to complete the Massachusetts 4-H Code of Conduct. 4-H members who break the code of conduct may be required to take a hiatus from 4-H, disqualified from programs and events, or expelled from the program. All disciplinary actions involving a 4-H member are reviewed and determined by the local 4-H Educator and the Statewide 4-H leadership team.
  4. Re-enrolling 4-H members must be re-enrolled by June 15th of the calendar year to be eligible to exhibit in all Massachusetts 4-H fairs, including Eastern States Exposition.
  5. All 4-H members are eligible to enroll in one or more 4-H clubs in Massachusetts. MA 4-H members are also eligible to enroll in 4-H clubs in other states. All 4-H members enrolled in multiple clubs, in different counties and regions, must designate one county or region, as the primary enrollment location. All major awards will be applied for and presented through the primary county or region.
  6. Massachusetts 4-H club members must designate the 4-H club that they will work on specific projects with. 4-H club members are not permitted to exhibit the same project in multiple clubs (including clubs in a different state).

Club Policy

  1. All 4-H clubs must have an Articles of Organization, Authorization of Subordination, original EIN application, and a USDA charter on file at the State 4-H Office. 4-H volunteers interested in starting a 4-H club, complete the necessary paperwork to become a 4-H club with their local 4-H Educator. All 4-H clubs can have their official status revoked by the UMass Extension 4-H Program Director for failure to comply with 4-H Program, State, and Federal policies.
  2. Each club must submit a club report and financial report, including bank statements, to renew enrollment each program year. This paperwork is submitted by the 4-H club leaders to the local 4-H Educator. All 4-H club leaders will be notified annually by email to submit their club and financial reports. 4-H club leaders will be notified annually by email of the IRS pub. 577 regarding tax exempt status.
  3. A 4-H club must have 5 members from three families to be an official 4-H club.
  4. 4-H clubs are permitted to have club bank accounts. There should be two adult volunteers (Club Leader and Treasurer) listed on each account.
  5. 4-H clubs cannot offer single sex (male or female) programs only. Clubs must be open to male and female participants. Clubs are permitted to organize membership based on 4-H age: cloverbuds, junior, and senior members.
  6. 4-H clubs cannot own animals, land, structures, or vehicles. 4-H volunteers may own animals, land, structures, or vehicles as private individuals that are of use for a 4-H club; they are the tax responsibility of the individual 4-H volunteer.

Program Policy

  1. The University of Massachusetts Amherst and the UMass Extension 4-H Program prohibits discrimination on the basis of race, color, religion, creed, sex, age, marital status, national origin, mental or physical disability, political belief or affiliation, veteran status, sexual orientation, gender identity and expression, genetic information, and any other class of individuals protected from discrimination under state or federal law in any aspect of the access to admission, or treatment of students in its programs and activities, or in employment and application for employment.
  2. All sponsored 4-H events, excluding club meetings hosted in private residences, must be held at ADA accessible locations. All locations must have single-sex bathrooms or single occupant restrooms.
  3. Any request for accommodation or alterations for a youth to participate in a 4-H program must be received by the 4-H educator hosting the program, 1 month prior to the program. Any request for translation or ASL services must be received 6 weeks prior to the start of the program.
  4. 4-H Participation fees are non-refundable. If a club disbands during the program year and an alternative club is not found, the member remains enrolled for the program year as an independent member.
  5. If a club divides itself, creating more than one recognized and enrolled club, the funds from the original club will be evenly disbursed based on membership (from the original club) in each club. If members from the disbanded club join an existing club, no monies from the disbanded club will be distributed to the existing club.
  6. Funds raised in the name of 4-H must be used for 4-H purposes. 4-H clubs and advisories must report and register all fundraisers with the local 4-H Educator.
  7. Any item postmarked by the deadline date is accepted.
  8. Alcohol is prohibited at 4-H sponsored events that include any youth under the age of 18.
  9. Information about animals for sale/donation from the general public or breeders cannot be shared in any form, except when the information is provided by the UMass Extension 4-H Youth Development Animal Science Specialist.
  10. 4-H Livestock verification and lease forms (beef, dairy cattle, sheep, goats, swine, llama, alpaca, dog, and small animal) must be filed with the 4-H office. All dates are announced by the UMass Extension 4-H State 4-H Animal Science Specialist.
  11. 4-H member and volunteer contact information (address, email address, phone number, social media handles) cannot be shared with others unless there is explicit written permission from parents, guardians, or individual volunteers. 4-H club leaders are the exception to this policy and receive member information, including pertinent emergency contact and health information, when a member enrolls in a 4-H club.
  12. 4-H Exchange clubs must comply with specific rules and procedures to host another 4-H group or visit a 4-H group out of state. When a MA 4-H club is hosting, all hosting sites must have home visits by the local 4-H Educator. All adults household members must comply with a background check. All out of state hosts must also have a background check completed prior to the MA 4-H group arrival. A complete packet with all rules is available at the State 4-H Office.
  13. Shooting sports is not offered as a 4-H project in Massachusetts.
  14. Health forms are required for participants at all 4-H events when a parent or guardian is not present.
  15. Any complaint, concern, or issue to be addressed must be put in writing and submitted to the local educator, the 4-H Director, or submitted via the Massachusetts 4-H Website.

All volunteers, members, and parents are expected to adhere to UMass Extension 4-H Youth Development policies.  Please see the UMass Extension 4-H Youth Development website for more information: https://www.umass.edu/agriculture-food-environment/mass4h

National 4-H Policies and guidelines can be found at: https://www.nifa.usda.gov/4-h