An Orientation Program for 4-H Club Volunteer Leaders

4-H Mission, Policies and Implementation This section is an introduction to the Volunteer Training segment. It was designed to be presented in a Jeopardy Game format with the presenter showing the slide and then having someone in the audience give the answer in the form of a question. Once the correct answer is given, then you as the presenter can give some additional background information pertaining to the slide. This segment is scheduled to last 20-25 minutes.

Helping you put knowledge to work. What is the Mission of University of Illinois Extension? Provide a brief overview of our mission and purpose for existing.

The 4-H Youth Development Program of University of Illinois Extension helps youth learn skills for living. What is the Mission of the Illinois 4-H Program? To provide youth with opportunities to learn skills for living. Elaborate further if you wish.

The period of time from September 1 through August 31. What is known as the 4-H Year? The 4-H year begins September 1 and runs through the following August. 4-H project work for the year is to be completed during this time period as well as the activities conducted during a given club year.

Any youth who participates in a program, which is planned, organized, delivered, and evaluated by the University of Illinois Extension. What is a 4-H youth participant? Illinois has two 4-H programs that youth can participate in. 4-H Cloverbuds is a program for youth who are 5 - 7 years of age as of September 1. 4-H is the program open to youth who are at least 8 and not 18 years of age as of September 1.

Any person, regardless of race, color, religion, gender, national origin, ancestry, marital status, familial status, sexual orientation, or disability may participate in 4-H programs. What is our anti-discrimination statement? All youth who meet age requirements are eligible to participate in our programs. University of Illinois Extension does not discriminate in enrollment or participation within our programs. 4-H leaders need to have a waiting list of potential members if they have reached what they feel is a maximum club enrollment that they can serve. They are encouraged to work with Unit Staff in finding other clubs or identifying potential leaders to meet the needs of these youth. Arrangements need to be made to accommodate, when possible the needs of youth with special needs to insure they have equal access and opportunities.

This 4-H program is open to youth who are five, six, or seven years of age on or before September 1 of the 4-H year. It is not intended to duplicate the 8-19 year old experience, nor to create a mini-4-H concept. What is the 4-H Cloverbud Program? The Cloverbud program is available to youth who are at least 5 years of age and have not reached their eighth birthday as of September 1. It is a program designed with specific educational objectives focused for this age range with separate curriculum. Leadership will be provided by Adult or Youth Leaders. Cloverbud groups may be a part of an existing club provided they have a separate program all together that they participate in. They may join in for special programs, speakers and recreation. It is not the intent of University of Illinois Extension to make this a mini 4-H concept.

Youth who are eight years of age and have not reached their nineteenth birthday on or before September 1 of the current 4-H year. What is a 4-H Member? As a 4-H member, they will participate in a supervised course of study to develop life skills. All 4-H members must be enrolled in a minimum of one project or approved course of study.

4-H Clubs, Special Interest Groups, Short-term programs, and Individuals What are known as delivery or access systems? Youth participants gain access to our programs through various methods. They may choose to participate in an organized club that meets after school or in their community. They might become involved with a group that focuses on a special interest such as conservation, horticulture, horse, model rocketry, etc. Youth may participate in a special program at school. Youth may choose to enroll as an independent member and have a planned supervised course of study that is monitored by an adult or mentor.

4-H members’ behavior is expected to demonstrate the character traits of trustworthiness, respect, responsibility, fairness, caring, and citizenship What is the 4-H Member Code of Conduct? All participants of the Illinois 4-H Youth Development program are responsible for their conduct to University of Illinois Extension personnel and/or volunteers. The mission of the Illinois 4-H Program is to help youth acquire skills for living. Participation in 4-H Activities and events is a privilege and participants are expected to show respect and cooperation to 4-H leaders and other participants. Extension staff and 4-H volunteers are encouraged to include 4-H members in developing and/or adopting club/group behavior guidelines. Behavior guidelines written to govern 4-H clubs/groups must be consistent with the Illinois 4-H Member Code of Conduct.

This document contains plans for financial activity within the club during the 4-H year. What is a 4-H Club Budget? Since 4-H Clubs are “in the public eye”, care should be taken each year to make sure the club is practicing sound fiscal management . One such aspect would be the development of club budget for operations. This document needs input from all members and should be discussed and voted upon by the entire club. Annually each club is to place on file with the local Extension Office a copy of their “Indication of Financial Activity Statement” which indicates if they are planning any fund raising activities for the club year. Review sample budget and Indication of Financial Activity Statement.

This report provides a detailed accounting of the year’s financial transactions for a club. It is submitted to and filed in the Extension Unit Office. What is the 4-H Audit Statement? Each 4-H club/group which maintains a treasury or holds financial assets must complete and submit annually to the local extension office a statement of accounting, which consists of an audited Illinois 4-H Treasurer’s Record Book for the year being reviewed. Three persons, including a parent, leader, and member of the club/group must audit the statement of accounting. The auditors shall not be signatories on the bank account, nor shall they be related to those with signatory authority. The audit report will be copied and placed on file with the local extension office.

This club officer has responsibility for signing checks along with at least one adult from the club to whom he or she is not directly related. What is the Office of Club Treasurer? Clubs/groups which maintain club/group funds are required to select a treasurer from the membership, who will be a signatory on the club’s/group’s financial account. A minimum of two (2) elected or designated adults also will be signatories on the account. Two signatures are required for all checks, that of the treasurer and that of one adult. Each club/group which maintains funds must secure a Federal Employer Identification Number for the purpose of maintaining accounts with local financial institutions.

What is the 4-H Emblem? The 4-H Name and Emblem are held in trust by the Secretary of Agriculture of the United States Department of Agriculture for the educational and character-building purposes of the 4-H program. The 4-H Name and Emblem can be used only as authorized by the statute and according to the authorization of the Secretary or designated representative, who in Illinois is Jan Seitz, Assistant Dean and Director. Any use of the 4-H Name and Emblem is forbidden if it exploits 4-H programs, volunteer leaders, 4-H youth participants, or the United States Department of Agriculture. The 4-H Name and Emblem shall not be used or imply endorsement of commercial firms, products, or services. University of Illinois Extension employees, 4-H program participants and volunteer leaders are responsible for protecting and promoting the use of the 4-H Name and Emblem.

University of Illinois Extension in Champaign County 4-H Leader Orientation Introducing . . . . University of Illinois Extension in Champaign County Title slide for this section.

Champaign County Program Committees Unit Council Extension Board Marketing/Resource Program (i.e. ag/hort, youth development, home & family, community economic development) Special Committees (as needed) Each unit will have to adapt this slide to fit their individual needs. However, each unit is required to have a Unit Council. Will want to explain Unit Council role. It is to guide the Unit staff with programming, staffing, funding, etc. May want to involve the Unit Leader to explain.

Champaign County Program Committees (c’d.) Youth Development Expansion & Review (required) Project (home ec, livestock, general) Event & Activity (Fair, National 4-H Week, International Night, Cloverbud Fair, etc.) Volunteerism (selection, interview & training) Federation and/or Ambassadors 4-H Foundation Each unit will have to adapt this slide to fit their individual needs. May want to involve Community Worker in briefly describing various committees. Expansion and Review committee is federally mandated and helps determine how and where the 4-H program should expand its programs. E&R looks at all delivery modes, not just community clubs. Project committees help with planning and executing events and activities related to specific project areas. For example, horse committee. Event & Activity committees help with specific events and/or activities. For example, Fair Associations or Boards. Volunteerism committee helps with volunteerism in the unit. For example, they may help with recruitment, marketing, design of role descriptions, selection and screening of volunteers, or training. 4-H Federation and/or Ambassadors is similar to a 4-H club on the county level. Members are youth from the various clubs throughout the county. They may be involved with planning county events, fundraising, community service, and, of course, social activities. 4-H Foundation is the fundraising arm. They are a separate entity.

Champaign County Program Committees (c’d.) Agriculture/Horticulture/Natural Resources Home & Family Community Economic Development Each unit will have to adapt this slide to fit their individual needs. You will want to talk to other Unit staff for help in describing the various committees and their program priorities. As the titles indicate, they relate to the specific program named.

Champaign County Organizational Chart Each unit will have to adapt this slide to fit their individual needs. It should be noted, that while lines don’t exist under the Unit Leader to other staff under Youth Development and Horticulture, the Unit Leader does have administrative responsibility for these individuals (i.e. community worker, academic hourly). NOTE: The organizational chart in this slide was developed for DuPage County. Each county will have to adapt it to fit their needs.

Types of Staff in Champaign County Administrative Associate Dean & Director, Extension & Outreach Assistant Dean & Director, 4-H Regional Director Associate Regional Director Academic Professional Unit Leader Unit Educator Unit Assistant Extension Educator Extension Specialists State 4-H Staff Each unit will have to adapt this slide to fit their individual needs. The Associate Dean and Director of Extension and Outreach is Dr. Dennis Campion. He is the director of the statewide Extension program in Illinois. The Assistant Dean and Director, 4-H is Dr. Janice Seitz. She is the statewide director of 4-H in Illinois. When discussing the Regional Director and Associate Regional Directors, you will want to give their names and a brief explanation of their role within the region. When discussing unit staff, you will want to give their names and provide a brief description of their role in the unit. You may also wish to provide names and a brief role description for regional extension educators, extension specialists and State 4-H staff.

Types of Staff in Champaign County (c’d.) Civil Service Secretarial Community Worker Program Coordinator Temporary Academic Hourly 900 Hour Summer Each unit will have to adapt this slide to fit their individual needs. When discussing unit staff, you will want to give their names and provide a brief description of their role in the unit.

4-H Delivery Modes Utilized in Champaign County Club Community School Special Interest School Enrichment After School Each unit will have to adapt this slide to fit their individual needs.

4-H Delivery Modes Utilized in Champaign County (c’d.) Short-Term Camp Individual Membership Cloverbud Groups Each unit will have to adapt this slide to fit their individual needs.

Types of Volunteers Utilized in Champaign County Club Organizational, Project, Activity, Junior Mentor Leaders Cloverbud Groups Organizational, Project Each unit will have to adapt this slide to fit their individual needs. When naming volunteer roles, be sure to provide a brief description or example. Club volunteer roles include the organizational leader who is responsible for the overall leadership of the club; project leaders serve as resources for individual projects youth in the club may be involved with; activity leaders assume leadership for a specific activity or event; and junior leaders are youth who help in various ways within the community club. Cloverbud group volunteer roles include organizational leader who is responsible for the overall leadership of the group. When a Cloverbud group is within a 4-H Club, its leader is designated as a project leader for Cloverbuds in the club leadership structure.

Types of Volunteers Utilized in Champaign County (c’d.) Special Interest School Teachers, Agency, After School Staff Short Term Project Workshop Leaders, Ag Expo Administrative Volunteers Committees, Superintendents, Judges Each unit will have to adapt this slide to fit their individual needs. When naming volunteer roles, be sure to provide a brief description or example. Special Interest volunteers help youth learn about a single subject the group is organized to explore. They meet with youth six or more times. Teachers are a good example of this type of volunteer as well as after school program staff. Short Term volunteers are involved for a brief time or a one time activity or event. An example would be volunteers who teach or lead project workshops on the county level. Administrative volunteers serve in a variety of capacities. They are involved with unit level committees such as Unit Council, Clothing, Horse, Dog, etc. They are also fair superintendents and judges. They help administer or execute a program.

4-H Glossary Famous for acronyms like IFYE. Bad about not explaining them. Please don’t be embarrassed to ask us to explain. As time progresses, you can help us think of new ones! Each unit will have to adapt this slide to fit their individual needs. A glossary handout of various terms is provided.

Champaign County 4-H Policies Unique to our county Cannot supercede State 4-H Policies Developed by: Approved on: Again, each unit will have to adapt this slide to fit their individual needs. Units may or may not have county policies. Be sure to consider any “unwritten” policies that may exist. If county policies exist, a written copy should be provided to the participants. If county policies do not exist, this slide may be taken out.

Clubs, Meetings, Projects, Life Skills, Experiential Learning During this part of our discussion we’ll talk briefly about how club, meetings, projects, activities, life skills and experiential learning fit into the 4-H experience. Don’t forget that these handouts will provide you with an outline to follow along as well as provide you with a quick review at a later date. (This statement belongs on the first slide of the the orientation materials.)

What is a 4-H Club? Five or more youth Elected officers Planned programs/activities Six or more meetings Illinois 4-H policy defines a 4-H club as a group of five or more young people, from eight to 19 years of age, who participate in a sustained, Extension sponsored educational program for at least six sessions. The club has a planned program, officers, and each member is enrolled in at least one project. The 4-H club members may explore subjects as a group or work separately to develop their individual talents and interests. Club members participate in activities, such as giving short speeches (called talks) or demonstrations, judging (evaluation) events, club tours, and county, regional and state activities and events. Typically, 4-H clubs continue from year to year. A club usually contains a wide age range of boys and girls who belong. The club may be based within a school or community.

What is 4-H Club Meeting? 4-H club meetings are commonly held once a month. A 4-H club meeting generally includes: Group Decisions which usually is a Business Meeting, Committee Reports, and Discussions and Planning. Program or Activity. Project talks and demonstrations; guests speakers and presentations; tours, community service, and project work could be included. Group Building is a time for the 4-H members to practice social skills through recreation, refreshments, evaluations, and celebrations. Note the suggested time frames listed on this model. These suggestions are based on the needs of youth and the attention common to youth this age. Clubs may also have additional project learning meetings and/or events to carry out specific activities (more extensive community service, club trip and exchanges, etc.)

What is a 4-H Project? Major way 4-H’ers "learn by doing“ A series of experiential learning activities Planned by member & leader or helper Involves: setting goals learning new skills (subject matter and life skills) evaluating progress Done in a challenging and fun format Specific subject-matter chosen by a 4-H member The major way that 4-H’ers "learn by doing" is through their 4-H projects. A 4-H project is a series of experiential learning activities planned by the member and a leader or helper. I’ll explain experiential learning a little later. The projects involve setting goals, learning new skills (subject matter skills and life skills), and evaluating progress, all in a challenging and fun format. A 4-H project is a series of experiential learning activities and possibly for several specific end products. Many times a 4-H member selects projects that reflect their areas of interest. You may want to check out: The Illinois Clover (the publication that lists all 4-H projects and resources to support those projects. Helping 4-H Members Select Projects; Helping You Help Youth series, L90501h. (You may want to provide the new leader with these two publications if you have not already done so.) You may also want to direct volunteers to the “Helping Youth Choose a Project” on the Extension urban website, easily found by clicking on it’s link from the State 4-H Website at www.4-h..uiuc.edu.

What is 4-H Activity? Group experiences that reinforce, but may not address specific projects. Examples include: Community service Club trip Group study Judging Contest Fundraising A 4-H activity on the other hand, is more likely to be a single event (e.g., club tour), may not focus on a specific project area (club community service effort) or may have a single focus within a project (judging team).

Experiential Learning Cycle “Learning by doing” is one of the most important principles of working with the 4-H program. Sometimes called, experiential learning, learning by doing has been shown to be a more effective way of helping youth learn than many of the other ways to learn. Learning by doing happens when youth participate in a learning activity, look back to reflect on that activity, and draw conclusions or observations from the experience and related the experience to other or future experiences in their lives. (Provide copy of the Experiential Learning Cycle or point out it can be found in all the new 4-H project activity guides.)

What are Life Skills? Competency: Decision-making Communication Coping Positive self concept, consistent with values Contributory Leadership Community Service While 4-H members are participating in projects and activities that provide knowledge and skills about a specific subject matter, they also gain life skills. Life skills are skills we all use throughout our lifetime. They are sometimes categorized into 3 types: competency, coping, and contributory skills. Following are a few examples of where or how those skills are learned in a 4-H club setting. Competency means developing skills and knowledge Strengthening and using decision making skills is gained when members participate in the livestock judging and practice their decision-making skills. Communicating with and relating to other people. (Talks and demonstrations are two of the most common ways of practicing communication.) Coping refers to responding to life situations Youth develop a positive self-concept as they gain confidence from the skills and knowledge they acquire and as they learn to gracefully accept both winning and losing a competition. 4-H members may establish priorities that are consistent with his/her values when they set goals for the 4-H year. A contributory skill may mean sharing with others. Members develop leadership skills by chairing a committee or holding an office. They practice responding to the needs of others through personal and the club’s community service efforts. Let’s try a quick activity that may help you understand how projects, experiential learning and life skills fit together. (Facilitate “dog body-language” activity, page 28 of Wiggles ’n’ Wags, Dog 1 Project Activity Guide.)

The Job of a Volunteer Leader is to: Help youth develop skills Teach members how to think, not what to think Recognize & encourage members We’ve talked a little about projects, but 4-H is primarily a people program. Projects are tools for teaching youngsters by stimulating their interest. A 4-H leader’s most important tasks are to: Help youth develop skills from their experiences in club groups, leadership activities, and projects. Youth remember better if they actually experience something and have an opportunity for hands-on learning. 4-H encourages skills that will be useful to the youngster now and in the future. 4-H helps each member develop good habits, experiment with new and challenging ideas, and practice problem-solving skills. Teach 4-H member how to think, not what to think. 4-H helps develop creativity and critical thinking in young people by giving them a chance to make decisions on their own. They’ll learn by making choices. Recognize and encourage 4-H members for the positive things they do so they feel noticed and important. The most significant recognition that can be given to members is praise, attention, or compliments, letting them know they are important and what they have done is worthwhile. For some, 4-H may be the only place they get this support.

You Don’t Have to Do the Job Alone Adult and Junior Leaders Parents Experienced 4-H Members Community Members Mentor Leaders Extension Staff Being a 4-H Leader can be a pretty big job. But you don’t have to and should not try to do it alone. Adult and Junior Leaders will work as a team in the club. Will explore the different roles in a few minutes. Parents of the 4-H members should be encouraged/expected to help with club learning activities and other tasks. 4-H members with several years experience learn leadership skills by doing and provide a great service to the club when they practice these leadership skills. Work to locate and involve community members that have expertise is the various project areas. Members gain greatly from their experience and skills. You, may be paired with a mentor 4-H leader that will serve to help answer you questions and give tips for making your experience as a 4-H club leader successful. Make sure you make use of their expertise. It’s important that you contact your mentor fairly regularly. And don’t forget that staff here in the Extension office are also here to help you. (May want to supply with L90501g Others Can Help; Helping Youth Help Youth series.)

Volunteer Leadership Roles in 4-H Clubs We have discussed the important concepts that are the essence of 4-H. 4-H leaders are the ones that help make these approaches work for 4-H members. Now we will explore the volunteer roles needed in your 4-H club. (At this point if your group is large enough, divide it into three parts. One part will brainstorm the different responsibilities of project leaders. A second group will explore the responsibilities of activity leaders. The third group will brainstorm the responsibilities of organizational leaders. Each group should make a list of responsibilities on newsprint or a sheet of paper and be prepared to report on their lists to the group. Use the next three slides which define each leader role to help participants understand what these main roles are about. If you are working with a group too small to subdivide into three parts, ask the participants to make lists with you of responsibilities for all three roles.)

4-H Project Leader Helps members enrolled in a specific project gain knowledge, skills and attitudes for that project. 4-H works best if each member has a project leader to help with each of his or her projects. This volunteer role works with members of the club enrolled in a specific project to help them gain new knowledge, skills and attitudes related to that project. To the subgroup assigned project leader: Your assignment is to think of the tasks a project leader would do to help members be successful with the project.

Helps members learn through involvement in one or more 4-H activities. 4-H Activity Leader Helps members learn through involvement in one or more 4-H activities. Members learn leadership competencies, coping and caring life skills by carrying out group activities -- whether community service, learning about a subject or planning a club social event. The activity leader guides this learning by helping a committee or the whole club plan and carry out an activity or activities. To the subgroup: Your assignment is to list the things an activity leader would do to foster this learning among club members.

4-H Organizational Leader Provides leadership to the club organization, structure and operation. Serves as primary contact for the club. The organizational leader is the glue that holds the 4-H club, the 4-H members, and the other leaders together. These leaders provide primary guidance for the officers and the club meetings. They are a communication link between club members and between the club and the county/unit 4-H program. To the subgroup: List the things you think an organizational leader needs to do to provide a positive learning experience for the members and families in a 4-H club. (When the groups have completed brainstorming, have them report to all the participants. After the project leader group reports, compare their list with the following two slides.)

4-H Project Leader Responsibilities Facilitates learning in the project -- Introducing the project to all members and parents. Helping members set goals and plan. Conducting project meetings and workshops. Assisting individuals in planning and completing projects. (Explain any responsibilities that the subgroup failed to list and why it’s important.) Refer to Helping You Help Youth: 4-H Projects and Activities for Project Leader Role Description. (Project Leader Responsibilities continued on next slide.)

4-H Project Leader Responsibilities (c’d.) Supports other activities to enhance project learning -- Involving older members as junior leaders. Encouraging parents to support projects at home. Assisting members with presentations, contests and exhibits of their projects. Helping members complete planning forms and reporting accomplishments. Keeping members informed of other opportunities. Recognizing achievement in projects. (Call upon the activity leader subgroup to present responsibilities for that role.)

4-H Activity Leader Responsibilities Help members -- Set goals for the activity. Explore alternatives and options. Develop a plan. Report plans and gain support of other members. Organize tasks needed to carry out the plan. Secure resources (human, materials, funds, transportation, etc.) Identify and assign responsibilities. Activity Leader works with members through each step of planning and carrying out a club activity. Refer to Role Description in Helping You Help Youth: Projects and Activities. (Activity Leader Responsibilities continued on next slide.)

4-H Activity Leader Responsibilities (c’d.) Publicize the activity and inform potential participants. Identify and manage risks. Recruit other volunteers and plan for supervision. Coordinate all aspects of the activity. Evaluate the activity. Celebrate successful completion of the activity. Encourage/facilitate participation in related activities at unit level and beyond. (Ask the organizational leader subgroup to report.)

4-H Organizational Leader Responsibilities Guides the organization of the club by: Organizing recruitment and enrollment of members Scheduling regular meetings Helping club members and families set club goals Facilitating program planning Assisting with evaluating individual and group accomplishments The Organizational Leaders’ responsibilities cover a wide range of activities. More than one person may share these roles, but they all need attention for a club to operate effectively. Some relate to helping the members organize themselves as a group. Some of these activities include: (read from slide). Hand out Helping You Help Youth: 4-H Volunteer Leaders and check the roles against the role description for Organizational Leader. (Organizational Leader Responsibilities continued on next slide.)

4-H Organizational Leader Responsibilities (c’d.) Supports group and individual learning by: Guiding individual members in project selection Securing and distributing learning resources Conducting group activities and events Providing training and guidance for officers, committees and junior leaders Other responsibilities facilitate project learning. They also focus on helping members gain the skills to lead other members and participate in meetings and other group activities. (Organizational Leader Responsibilities continued on next slide.)

4-H Organizational Leader Responsibilities (c’d.) Coordinates recruitment and work of other volunteers: Informing of leadership needs Completing screening and enrollment procedures Helping volunteers understand and carry out roles Monitoring activity, encouraging and guiding other volunteers Helping volunteers evaluate progress Recognizing volunteer achievements As we determined when we discussed project and activity leaders, a club benefits greatly by involving a variety of adults to share their skills and experiences and serve as role models for members. Organizational leaders help identify leadership needs of the club, locate people to fill those needs and then coordinate the other volunteers in the club. (Organizational Leader Responsibilities continued on next slide.)

4-H Organizational Leader Responsibilities (c’d.) Maintains communication with members, unit, region and state program by: Establishing information dissemination processes in the club Maintaining regular contact with Extension staff Attending leader training and information meetings Providing club enrollments and other information Another important area of responsibility is communications coordination for the club. This includes: (see list).

Older 4-H members who lead other members. Junior or Teen Leaders Older 4-H members who lead other members. Junior leaders may have responsibilities as project, activity or organizational leaders depending on their interests and the needs of the club. Junior leadership should be encouraged among 4-H’ers who have reached the teen years. However, the decision to take on leadership responsibilities should be made by the member. A club may utilize as many junior leaders as it has available. Some clubs have been successful in recruiting juniors who have not been members previously or from neighboring clubs with several teen members.

Filling Leadership Needs 1. Identify Club Needs 2. Describe Club Roles 3. Recruit and Interview Prospects 4. Screen and Place Volunteers 5. Orient and Develop Leaders’ Skills 6. Provide Support 7. Evaluate Club Staffing for New Year Refer to Helping You Help Youth: 4-H Volunteer Leaders.

Volunteers & 4-H Partner to Provide Wholesome and Safe Programs As a 4-H volunteer leader, you have a role with Extension employees to assume that 4-H programs are positive influence and safe for youth. Distribute “A Valuable Partnership: Volunteers and the 4-H Youth Program” L90540

Extension Expects Volunteers to: Know and Carry Out Mission Provide Information about Interests Follow Behavior Guidelines Maintain Two-way Communication Participate in Orientation Work as a Team (Read the list but stop when you reach “Behavior Guidelines” and review each of the 8 items. Give examples and answer questions. Ask participants to sign the tear off copies and return it to you to be placed in their volunteer personnel files. They should sign and date the other copy for their own files. You can sign for Extension representative or another staff member may do so.)

Volunteers Expect from Extension: Meaningful and Clearly Defined Roles Orientation, Training Support and Direction Inclusion in Decision-Making Teamwork Performance Feedback Recognition and Appreciation (Review the list. At the end you may say: You are entitled to remind us of these commitments if we are slipping in meeting them.)

Selection Procedures -- 4-H Volunteers Extension Volunteer Application 3 References Interview Check of DCFS’ CANTS Database Check Registered Sex Offenders List Verify Auto License and Insurance for Authorized Drivers* Check Criminal Convictions** As part of our Youth Protection policies, University of Illinois takes the following steps to help assure that the people who work directly with kids have been screened. (Review list) Mention that organizational leaders in clubs will be assisting in gathering volunteer applications in their clubs. *For those authorized to drive as part of their roles. **Required in pilot counties in 2001-02. Omit this if you are not training in a pilot county. You may want to mention that Extension is making plans to make this check statewide.

Guidelines for Youth Interaction Avoid being alone with one youth. Do not share a sleeping room with a youth. Avoid socializing with 4-H youth outside 4-H and family settings. Do not use physical discipline. Be alert to evidence of potential abuse or neglect and report it. Encourage parent participation in 4-H activities.

Liability Protection for 4-H Volunteers The University of Illinois provides liability insurance for 4-H volunteers. It provides coverage as described in the handout. (Distribute “ 4-H Risk Management & Insurance” pp. VIII-1 and 2 , Unit Management Handbook.) Please note that this is secondary coverage, which means that homeowners and other liability coverage you have would pay out first.

Risk Management Helps Avoid Liability Liability is the being responsible for harm to others -- whether from purposeful action or negligence. University of Illinois Extension conducts training for 4-H volunteers in risk management for 4-H meetings and activities. There are a variety of ways you can reduce, avoid or share risks. Please attend one of their trainings or ask us to help you work on plans. We do recommend Special Activities insurance (available at $1 per member/year covering most 4-H activities with this low premium. (Handout copies of insurance brochure if clubs pay for this insurance in the county or distribute information on coverage and claims if county provides a policy.)

Becoming Familiar with the Office Office Tour Maps, phone number, address Staff Introductions Unit/Office Policies Additional Facilities Emergency Contacts 1. Office Tour - Show the volunteer the layout of the office (offices, restrooms, meeting room, vending machines, etc.) 2. Maps, Phone number, address -- Provide the volunteer maps of how to get to the Extension office and other important locations used Extension/4-H functions. 3. Staff Introductions - Introduce all staff members to volunteer with a brief explanation of duties. Be sure to introduce the support staff that the volunteer will most likely talk to when calling or visiting the office. (If meeting after hours, indicate staff members names when giving the tour. If meeting elsewhere from the office, use pictures of office and staff to help volunteer know faces and names.) 4. Unit/Office Policies - Explain policy/procedure to borrow equipment, copying, using office supplies, telephone use, parking, scheduling meeting room or other facilities, etc.) 5. Additional Facilities - Visit or describe additional facilities relevant to volunteer’s role (fairgrounds, community building, park, etc.) 6. Emergency Contacts - Who/how should the volunteer make contact in case of emergency? When should this contact be made?

Assessing Needs and Training Programs The 4-H motto is “To Make the Best, Better.” The adult and teen volunteers who work with the 4-H program also need to continually make the best, better. Making the best, better may mean periodically reviewing every aspect of the 4-H program and making improvements when needed. It may also mean that each of us, both paid and volunteer staff alike, take a look at our strengths and limitations and try to make improvements. One of those ways we improve, is by becoming involved with training. The next section will help us begin to identify your training needs and develop a plan for addressing those needs.

Interpreting Volunteer Inventories What skills can you share with others? What are your most urgent training needs? What are the most urgent training needs of the whole group? In the envelop with the invitation to this Orientation you received a Volunteer 4-H Leader Skill Inventory. I hope you have taken time to complete that inventory and brought that with you tonight. (Have a couple blank Inventories on hand, in case someone fails to bring theirs.) Let’s take a look at the results to find the commonalities and differences among our new volunteers. (Have newsprint and marker up in 2 places around the room. Newsprint heading: Skills; First topic you’d like training.) If you have any topics for which you have some expertise in, please write that on the newsprint with that heading. Likewise, list the topic you would like to receive training in first. (Review the lists. Take note of the skills. If there are several who listed the same skill, think about having them work together on future programs, activities, workshops, etc. Note the commonalities of the training needs. You’ll probably want to list all the topics, then go back and put hash marks beside those requested more than once. If commonalities are not evident, ask for suggestions as to the topics that should be addressed first. Hand out and provide instructions to complete the Volunteer Training Plan. Ideally, both you and the volunteer will have a copy of the completed volunteer training plan.)

Training/In-Service Opportunities 4-H Volunteer Leader meetings Neighboring county’s Volunteer Leader meetings Multi-county/Regional Forums State Volunteer Forum North Central Volunteer Forum Training can come in the form of fact sheets, correspondence courses, teleconferences, or Internet based training. Most of us think of the county 4-H leader meeting. And that is one of the options for training that you have. But besides attending your own county’s training you might also attend another county/unit. Many units encourage others from a neighboring unit’s to attend. There are also regional 4-H Volunteer Forums, a state volunteer forum (every other year), and a North Central Volunteer forum. The North Central Regional Volunteer Forum includes leaders from 9 states and several provinces in Canada.

Other Training Resources Mentor Leaders Publications/audio-visual Illinois 4-H Clover Illinois Leader Newsletter National Source Book Project leader guides Helping Youth Help Youth series Leader Handbook 4-H Web pages As mentioned earlier, learning new information or a skill can happen in many different arenas. Be sure and ask about the following resources, all available to a 4-H leader. New leaders are many times paired with a mentor leader. It’s important that new leaders talk with their mentor about training needs, resources and opportunities. Your unit office will have a catalog of videos that may be helpful The Illinois 4-H Clover lists not only all the 4-H projects, but additional help for 4-H volunteer leaders. The Source Book lists materials available from National 4-H Council. Almost every 4-H project includes a project guide for the volunteer leader. In most cases, you’ll automatically receive a project guide for the leader. These include group activities and background information about the project. Helping You Help Youth is a printed series, of which you’re receiving several today. Many units supply each new leader with a handbook. The Illinois web site and it’s links provide a wealth of information and many forms, etc. that can be down loaded.

Volunteer Requirements Attend orientation programs Abide by Illinois 4-H policies Work to provide youth with quality learning experiences Orientation to your job as a 4-H Leader is important to your success. Today you are fulfilling the orientation requirement. You are also expected to abide by Illinois 4-H policies. We have reviewed several earlier today. And of course, you are to work with others to provide quality learning experiences for your club’s members.

Expectation: Take Advantage of Training Training to help you develop specific skills Training to help you effectively use specific materials help members use specific project guides conduct specific programs Information/coordination meetings about county events, etc. As 4-H volunteer leader you are also expected to continue to become informed about upcoming programs for our youth as well as continue to update your skills as a leader.

Making Your Needs Known Important to keep Extension staff informed about training needs. Write, phone, e-mail, and FAX Contact Kathy Mullins, 333.7672 Contact your mentor We want to provide materials and training that are relevant and valuable to you. Feel free to contact me by phone, FAX, e-mail or even a letter and let me know of topics you’d like addressed or issues you’re dealing with.

This 4-H Orientation Lesson Plan was developed by The Volunteer Training Subcommittee of Youth Development Education Team ************************************************* Mary Kay Munson, Extension Specialist, 4-H/Youth, Chair Bill Million, Extension Specialist, 4-H Youth Development Deanna Roby, Extension Unit Educator, Youth Development Melinda States, Extension Educator, Youth Development Judy Taylor, Extension Educator, Youth Development September, 2001