Only 4-H events which have approval from the local 4-H Educator, a State 4-H Specialist, or the UMass Extension 4-H Program Director will be considered official UMass Extension 4-H Youth Development events. Only official 4-H events will be covered by UMass Extension 4-H Youth Development American Income Life Insurance Policy.
4-H Educators, State 4-H Specialist, and the UMass Extension 4-H Program Director have the right to cancel any event or program if it is deemed unsafe or found to be in violation of any UMass Extension 4-H Youth Development, UMass Amherst, Commonwealth of Massachusetts, or Federal policies.
All 4-H events must be held in ADA accessible locations and have single sex bathrooms or single stall bathrooms available.
In the event of an emergency first contact 911, then alert the 4-H Staff person, or lead 4-H chaperone on site of the emergency. The 4-H staff person or lead 4-H chaperone will contact emergency contacts for any individuals involved in an emergency scenario. File an incident report. The lead 4-H chaperone will communicate with 4-H staff and 4-H staff will communicate with the UMass 4-H Program Director on any emergency situations.
An incident report needs to be filed for any injury, complaint, or concern that occurs at the event. This applies to animal injuries or concerns about animal welfare.
All 4-H events must have an emergency weather protocol that allows all participants to stay safe during a weather-related emergency. 4-H staff and 4-H chaperones should be made aware of the hosting location’s emergency weather plan and protocol, prior to the start date of the event.
Outdoor events should be moved indoors if possible, and/or postponed or cancelled if lightning and high winds are present. 4-H Educators and the 4-H Director will have the final say in cancelling an event due to a weather related emergency.
4-H members and volunteers are held to the 4-H Code of Conduct and will conduct themselves in a respectful and professional manner as consistent with the code of conduct. Concerns about 4-H member and volunteer behavior should be taken directly to the 4-H Staff person present at the event. If a 4-H staff person is not present at the event, a call should be made to the local 4-H Educator. 4-H volunteers are not permitted to dismiss 4-H members or 4-H volunteers from an event, without the prior authorization from a 4-H Staff member.
All 4-H members and volunteer personal and health information is confidential. Designated 4-H Chaperones are the only 4-H volunteers with access to 4-H member health information for overnight events.
Chaperones must be enrolled volunteers prior to the event (including having current CORI on file) and be at least 21 years of age (minimum age 23 for overnight, national and out of state events). Chaperones must adhere to the Volunteer Code of Conduct. All overnight chaperones will participate in an orientation with a 4-H Staff member prior to the event.
If a 4-H member needs assistance, they may get help from another 4-H youth. The helper does not have to be from the same club. If there is an immediate safety concern, it is appropriate for adults to step in until the danger passes. Parents or leaders who think a 4-H member needs non-emergency adult assistance are encouraged to contact their Regional 4-H Educator prior to the event.
Any accommodation requests must be submitted to the local 4-H Educator at least 6 weeks prior to an event for any ASL and translation services. All other accommodation requests must be received 2 weeks prior to an event. The UMass Extension 4-H Youth Development Program works with the UMass Amherst Equal Opportunity and Access office to make all reasonable accommodations.