Inyo-Mono 4-H Policy Guide

In order to ensure a safe, positive environment for our youth and families, a number of policies govern the 4-H Youth Development Program. 

At the top level, state policies which come from the University of California, guide the program. Locally we have implemented some policies unique to our situation. Some events are not part of the 4-H program, but since youth participate we aim to align with their regulations.

Not every 4-H or University of California policy is listed, but the ones that you will likely encounter are discussed here.

Program Year

The 4-H program year begins July 1 through June 30^th. Members need to enroll annually. We usually hold sign up events at the beginning of the school year: August or September.

This time period is currently sufficient for members to be active during the local livestock show, normally held in June. In the event the show is moved later in the summer, members are still eligible to show before our enrollment process begins. 

Projects that take place in the summer after the livestock show are still open to members even if they are after July 1 before school begins. If record books have not been judged at that point, they should be recorded as part of the current year.

State Policies

The statewide program hosts a fairly comprehensive policy guide. Most of what it contains is fairly detailed and related to larger issues such as club structure and delivery modes. It is available at this website.

Of more interest to our families is the Code of Conduct. Members agree to these as part of the enrollment process. There are 3 versions. These also apply at affiliated events such as fairs and shows.

4-H Code of Conduct

These documents are hosted on a UC Davis Box.com account for download.

• Member Code of Conduct
• Volunteer Code of Conduct
• Families/Participant Code of Conduct

You know what good behavior looks like. If you are nice, use appropriate language, and treat others with respect, then you will be on the right track.

Fundraising

Fundraising by clubs is permissible; however, a few principles apply. 

1. There must be a reason to raise funds. Simply accumulating money is not appropriate.
2. Before beginning a fundraiser, please fill out a Request Form.
3. Serving food to the public requires food permits from the appropriate county government and are discouraged.
4. Volunteer leaders are not allowed to enter into contracts either for services or to use a facility. Contact the 4-H Office before signing anything. See this page for more information about contracts and forms.

4-H Clover Use

There are very specific rules to the use of the 4-H Emblem, often called the Clover. These are discussed in great detail here.

Some common mistakes in use are:

• Putting the 4-H emblem behind other text or graphics; it should always be in front
• Warping or changing the emblem in any way is not allowed
• Use of the 4-H emblem for commercial purposes or to show endorsement is not allowed without permission

Generally, if you want to do something creative with a 4-H theme, the best way to do that is to use a generic 4-leaf clover that does not have Hs on the leaflets. Ask the office if you have questions about using the 4-H name or emblem.

At the time of writing, the national 4-H website’s page on emblem usage is empty.

Uniforms

There is no uniform required to participate in California 4-H; however, California does have an Official Uniform. Local livestock shows generally require this in order to show as a 4-Her. (Check premium book for the show.) 

Members are encouraged, but not required, to wear their uniforms at 4-H activities and parades.

When uniforms are not worn, the standard 4-H Dress Guidelines apply at 4-H sponsored activities.

The California 4-H Uniform

The California 4-H uniform is made up of the following garments:

1. Official green uniform 4-H hat branded with the University of California, Agriculture and Natural Resources (UC ANR) and the 4-H clover logo mark. A 4-H hat is NOT required for membership or for participation in any 4-H activity, event, or occasion. All hats are now green in color.
2. A plain white shirt with a collar. Any length of sleeve, including sleeveless is acceptable.
3. A choice of bottoms, appropriate to the event or activity, as specified in the California 4-H Dress Guidelines.
4. A traditional 4-H tie or scarf worn with the collared white shirt. The tie and scarf are both worn under the collar. Any member can wear either the scarf or the tie--whatever the member is most comfortable wearing. (This is optional, but is worn locally as part of the 4-H uniform at our show.)

Branded 4-H Uniform items are available at the 4-H office in Bishop. We sometimes have free used items and shirts available that members have donated back to the program. Contact the office for more information.

Hat recognition placement guidelines are available here. 

Alternate Casual Uniform

For casual events, members may wear their club or county 4-H branded shirt without the uniform hat. 

Local Policies

In addition to the state’s assemblage of policy materials, the Inyo and Mono 4-H Program has its own policies. Most local policies are related to livestock projects.

Make-Up Activities

Members should make every effort to show up at every scheduled project meeting or activity. Contact your leader in advance if you know you will be missing a project meeting.

At the sole discretion of the project leader(s), a make-up activity can be assigned to replace hours missed by a member. This activity should be educational in nature, ideally covering the material or activity when the member was absent, and should be equal in duration.

If a leader agrees to provide a make-up activity, only one (1) can be made up if the family does not contact the leader prior to the scheduled meeting or event. 

With prior notice, a leader can decide to approve any number of alternative activities. The intent here being that members who may have special needs can still participate, if arrangements are made in advance.

Members who receive make-up activities are still expected to be prepared for events such as the livestock show.

Livestock

Eligibility to Show Animals

Eligibility for 4-H members to show livestock is a combination of rules set by California Department of Food and Agriculture, The 18^th District Agricultural Association (Tri-County Fair Board), and the 4-H program. The state policy is summarized in the 4-H Steps to Success. (Summary; FAQ) 

Generally, the rules from 4-H’s perspective require sufficient attendance based on hours, not a percentage of meetings. There is a minimum requirement for all members to receive at least 6 hours; however, a project leader can require more. There is no club attendance requirement, but important news and information may be shared at the club meetings that a member is still responsible to know.

Local Programs can set additional requirements if they are related to the project and its members' development. We require all regular members to participate in the Livestock Field Day. (Primary members are invited, but do not have to attend.) The Livestock Field Day is an integral part of building core competencies in animal husbandry. It always occurs just before livestock entries are due for the JLA. Please plan on attending. A lot of volunteer time goes in to preparing for the event. The make-up assignment for the field day should be the exception rather than the rule. It is our intention, to the extent possible, that any fair-required trainings needed to show livestock such as YQCA will be done at this event as well.

To be eligible to show in the 4-H Division of the Livestock Show and participate in the Junior Livestock Auction, the following criteria must be met:

1. Member must be enrolled in 4-H and in good standing.
2. A written project record needs to completed. The 4-H Record Book is the usually format for this. Either Star Rank or Achievement types are acceptable. Recordkeeping is an essential skill in Agriculture and documents a youth’s interaction, care, and ownership of the animal.
3. Regular Members must attend the Livestock Field Day or complete the make-up assignment, usually a test and a community service assignment related to livestock to ensure parity in time commitment between those members who miss the livestock field day and those who attend.
4. If a project plan is presented at the beginning of a project by a leader, members are expected to complete, at a minimum, those activities and the hours described to be eligible. When no project plan is presented, a minimum of 6 hours in attendance of project meetings and events is required to be eligible.
5. Make up activities are at the discretion of the Project Leader, and should be time based. See the section on Make-Up Activities, above.

Other regulations regarding showing animals are at the discretion of the Fair Board and JLA Committee, not the 4-H department.

4-H Farm

The 4-H farm is a facility located at the Tri-County Fairgrounds provided as a way to provide access to livestock projects to members who may not have the space to rear livestock at home. Use of the farm is a privilege. 

All members using the farm need to complete a contract annually. The contract covers details such as cleaning, housing, water, and storage.  Do not move animals into different pens without approval of the 4-H office. Members should remove everything constructed at the end of the season so that pens are ready for the next year. The current year’s contract is typically distributed at a mandatory farm orientation meeting in March.

There is no guarantee on specific pen assignments from year to year. Space is available on a first-come, first-serve basis. On some years it may be necessary to share a pen. Sign ups for pens at the farm will be announced in winter. We can usually accommodate everyone who needs a pen, but if space is limited returning renters will have preference.

As livestock can get sick from humans and other livestock visited elsewhere, guests who are not direct guardians or family involved with the project should not come on-site. Under unusual circumstances when this may occur, please wear booties, wash and sanitize hands, and limit contact with animals. 

Everyone should wash hands before and after visiting the farm.

The farm normally opens near April 1 and closes June 30. If you need to arrange for housing at the fairgrounds before that time, contact the fair office. They are usually able to accommodate March animals elsewhere on site.

Current fees for the farm are: $75 for first year which includes 1 animal. Additional animals are $40 each. In subsequent years the fee is $40 per animal. The fees cover site maintenance, and are subject to change as needed.

A parent or volunteer will be designated to be in charge of 4-H farm operations. If there is an problem (leaks, breaks, vandalism, etc.) please contact that person promptly. If they are unavailable, contact the 4-H office or your project leader.

If the 18^th District Agricultural Association requires additional paperwork for use of the farm, members must complete that before occupying a pen. 

Requirement to Show Animals at a Livestock Show

Most of our livestock projects are Market Projects. This means an animal is reared for sale and slaughter. Breeds selected are chosen for their performance as carcasses. In our program, most Market animals are sold after our Junior Livestock Show and Auction in June, though members can show elsewhere if desired.

There is no requirement for 4-H members to show and sell their animals as a condition for participation. If you do not intend to show or sell your animal, or decide on an alternative destination, please discuss this with your leader as soon as this is known. They can help you adjust your animal's rations or adjust its care if this is known earlier rather than later. 

A better alternative for members that do not wish to sell an animal through the livestock auction is to participate in a Breeding Animal project or another type of animal that is not normally sold. Discuss this with the project leader or the 4-H office.

Minimum Age and Other Considerations

Primary members (Mini-Members) are not eligible for participation in livestock auctions with market animals as 4-H members as this activity is not deemed age appropriate by UC. There are many animal projects they can participate in, however. See our project list. These projects are mostly skill-based. Several still have competitions at the livestock show.

Although regular members are eligible to participate in market livestock projects, a leader has full discretion to set a higher minimum age if they believe that will reduce risk and improve the educational experience. 

Beef and dairy cattle are large animals. There is significant risk of injury to participants and spectators if an animal is uncontrolled. This project is most appropriate for older members, experienced with livestock. Cattle projects cannot be a member’s first livestock project without prior permission of the leader and the 4-H staff.

Junior Livestock Auction Checks

The Inyo-Mono 4-H Program does not write the checks for members who sell through the local auction nor do we run the livestock auction.

When the auction committee and fairgrounds receive sufficient payment from buyers, they will print the checks. We do not know how long this will take. Expect several weeks. We do not control this.

Check Pick Up

 After 4-Hers’ checks are delivered to us from the fairgrounds, we will announce it on Facebook and e-mail. Checks will be available here at the office. 

Checks will be released to members after all requirements for pick up are met. These requirements are stringent because a few people in the past have not completed their requirements. This puts at risk the future support of our buyers. We have a record of all the steps, and they do not all need to completed on the same day. We encourage members to complete thank you cards as soon as possible after the auction.

The office will have a list of contacts for buyers and add-ons if you need this information. We also have example thank you language if you do not know what to say. 

To pick up checks:

1. Bring personalized thank you letters in stamped, addressed envelopes for your buyer(s) and all add-ons. We will mail them for you.
2. Bring your record book with the appropriate financial sections completed in the project report based on auction amounts. Show this to the office staff.
3. Be ready to sign our form acknowledging receipt. Know what club the member is in.
4. Pick up days are Tuesday, Wednesday, and Thursday.
5. Please pick up checks within 30 days of check release. If this is not possible, make arrangements before that time with the office so that we can ensure payment is not stopped.
6. We reserve the right to return unclaimed checks to the fairgrounds after 45 days. 

In some rare circumstances, leaders may be distributing checks on behalf of the office. These rules apply with them as well.

Social Media

The state social media policy is available here. 

Locally we have some additional guidelines.

• Even though the 4-H enrollment process gives explicit legal authority in most cases to use pictures of enrolled youth, it’s best practice to ask for parents’ permission before posting pictures of kids where they may be identifiable.
• Don’t include every bit of information about 4-H events at public places. Leave one thing out so that we have more predictability in who may be showing up.
  • Good Example: “The Sierra Crest Swim Party is next week at the Bishop City Park’s pool. Contact your leader to sign up if you haven’t yet!”
  • Bad Example: “You’re invited to the Sierra Crest Swim Party and Potluck, 11:00 AM on June 1 at the Bishop City Pool.”
• Include a 4-H staff member as an administrator.
• We prefer you use closed groups on Facebook.
• Don’t post last names for any youth. Mary S. is fine. Mary is better. Example: “Mary is showing her expertly sheared lamb, Fuzzy-Wuzzy, at a project meeting.” In general, the less you post, the better.
• Even if the 4-H enrollment form authorizes photo use, we recommend contacting a youth's parents before posting anything on social media.

Attendance

Because 4-H is a volunteer organization, leaders are donating their time to support youth development. Even if a project may only be 6 hours, there are many hours behind the scenes planning and receiving required training every year for every leader.

• Please be respectful of their efforts by planning on attending projects and club meetings.
• We encourage families to sign up for all projects that they might be interested in during enrollment.
• Before a project begins, you (the parents/guardians) will be contacted, usually by email, to confirm participation. Please reply promptly. When space is limited, first-come, first-serve will get into the project.
• If you sign up, please make every effort to attend all sessions. If you cannot, notify the project leader in advance. This help plan space and material needs. It is unfair to leaders to host a meeting with most members absent.
• If you have to drop a project, please tell the leader as soon as possible.
• Be on time and pick up youth promptly at the end of the meeting.
• Record book awards that require attendance, club or otherwise, are based on a percentage. It is only eligibility for events that is based on a minimum hours requirement.

Project completion is participation in a minimum required number of hours, not percentage attendance. If no Project Plan is presented when the project begins, then the minimum requirement is 6 hours of instruction. When there is a Project Plan shared, project completion is based on attending the number of hours shared on that document. Leaders are encouraged to offer make-up opportunities, but are given sole discretion in deciding whether to provide those. 

To be clear: record book awards can require a percentage attendance. 

In Inyo and Mono counties, we encourage members to sign up in fall for any and all projects they are interested in, even if they are unsure about their upcoming availability. When the project meetings are announced, please RSVP to the leader so they can plan.

Annual Project Plan

4-H is a research and science-based program. To ensure age-appropriate core competencies are taught, leaders should share their project plans annually with the 4-H staff before beginning project meetings. No formal document is required, but a written plan is preferred.

Leaders should share a project schedule and requirements before or at the first project meeting with members.

 At a minimum, a project must have at least 6 hours of instruction and leader-led activities. More than 6 hours is acceptable when needed, and is common in our program. If a leader wishes to require more than 6 hours for project eligibility or completion, that should be documented and shared with families in the initial materials passed out. This is similar to a syllabus for a course where expectations are laid out clearly.

The recommended form to share this information is the Annual Project Plan Template. (Sample filled out.) This form is not required. Leaders may use their own as long as the information needed is shared. The office can help you with this document, if desired.

Fees

Membership fees for 2025-2026 Program Year are:

• Members: $70
• Volunteers: $24

Check with your club for scholarships and/or fee waivers if you cannot afford membership fees. 

Some projects have an additional expense to participate. In most cases, the family buys what is needed themselves (animals, cake mix, fabric, etc.). For some projects, there is a materials fee paid to the leader directly to reimburse them for the materials. This arrangement is appropriate when the supplies are specialized, hard to acquire, or are more economical when bought in bulk.

Lost Pins, Patches, and Stripes

Pins awarded by a club: These may be available from your club leader. You may need to pay for a replacement. 

Pins awarded at the county level: In the case of an I.O.U. we will provide the appropriate pin when it is received. If a pin is lost, we may be able to provide a replacement for a small fee. A lost pin may no longer be available.

Year stripes and patches: We recommend sewing these and other patches on. This works better than glue. In most cases, we can provide a replacement if it is lost.

December Club Meetings

Every December the clubs in the Bishop area host an annual fun day. All 4-Hers in our program are invited.

A club can elect to use the Fun Day as their December meeting in lieu of their regularly scheduled meeting. This is at club’s discretion. It is also permissible to allow participation with the 4-H group walking at the Bishop Christmas Parade to count as the December meeting if the family cannot attend Fun Day. 

Ideally, a club will make this decision through a vote at the October or December club meeting.

Record Books

All new members joining Inyo-Mono 4-H should be using the new Achievement Program Record Book. Existing members using the old Star Rank program may continue to use those. Ask your Club Leader which book you should use, as some clubs exclusively use the new program.

There is no requirement to keep a record book to be a member of 4-H. Completion of a project, however, requires a written project report. This is usually completed by using a 4-H Record Book, but in terms of completing a project, an appropriate project report form is sufficient.

Many 4-H awards and achievements are tied to completing a 4-H Record Book. This book serves as a lifelong record of a member’s time in 4-H. Primary members have a special record book available and should use that if they wish to complete a record book, however, primary members are not eligible for competitive awards based on record book completion. 

There is no online record book currently available in our local program.

The official 4-H record book cover is available at the 4-H Office. It is not required. A white or green binder with the member’s name and club written on the front is sufficient. 

The official Record Book cover is a historic part of the 4-H experience, and likely less expensive than purchasing a binder locally or online.

Finances, Contracts, and Agreements

Clubs are expected to follow all UC ANR Financial Guidelines. The complete policy is listed in Chapter 9 and the related documents at this site.

Checks: We require two (2) signatures on every check written a club’s or council’s account, even if the bank does not require this. No exceptions. Do not write checks to CASH or to yourself. If you need starting cash for an event or activity to make change, contact 4-H staff and we will instruct you on how to accomplish this.

Contracts / Agreements: Club and project leaders are not authorized to enter into contracts of behalf of the club or University. This includes facility rentals, even if no money changes hands. Contact the office staff to arrange for appropriate review and signatures. Don’t sign anything! We work quickly to get the paperwork back to you quickly. Do note, UC Regents have very specific language required on agreements that is certainly different than the form you have been given. We will be crossing out portions and replacing with our own language. This is generally not a problem except for using Mono County Community Buildings. Please allow extra time for those to be signed.

Fairgrounds Buildings: 4-H has an annual use agreement for use of the Tri-County Fairgrounds. To set up a meeting on their property, contact the 4-H Office. No signature is needed. A leader will probably need to pick up the keys before the fair office closes. 

Insurance: 4-H has liability insurance through UC. If a contract or agreement requires this, we will provide that and handle those details for you. Please allow us additional time to obtain certificates if there is a requirement for an Additional Insured to be listed. 

Cash: It’s best to avoid cash if possible, but sometimes it’s unavoidable. If you will be handling cash, always provide a receipt. Don’t put it in your wallet to deal with it later. UC has detailed cash handling procedures, and forms to go with it. The Treasurer’s Handbook has these forms. Contact the 4-H Office if you need help

Other issues: If you are unsure of a financial policy or whether something requires a signature or permission from the office, please contact us first. It’s usually easier to manage the situation before a mistake is made, rather than after.

Expectations for 4-H Family Members

In the California 4-H Youth Development Program, we place a strong emphasis on positive youth-adult partnerships. All 4-H volunteers complete background checks and training to support the safety and growth of our members. However, many of the interactions that youth experience in 4-H occur not only with screened volunteers, but with family members—their own and those of other 4-H members. That makes families a vital part of the 4-H environment.

Our shared goal is to provide a safe, welcoming environment where all young people can grow into confident, capable, and caring adults. Families are essential partners in that work.

We believe in developing Blue-Ribbon Children, not just Blue-Ribbon Projects. A young person’s experience in 4-H is shaped not only by project work, but by the example set by the adults around them. Children are observant. They notice how adults and their peers handle conflict, whether they show respect to others, and how they respond to success or disappointment.

Because of this, we ask all families to support the 4-H program by modeling the kind of behavior we hope to instill in our members:

Ways to Support 4-H

4-H is a volunteer-supported organization, but we understand that not everyone can commit to being an appointed 4-H leader. There are still many ways you can help the local 4-H program.

• Volunteer to bring snacks or host a club activity
• Come to project or club meetings and help with set up, clean up, or sharing your skills
• Communicate your family plans with leaders
• Be a speaker at a club or project meetings
• Thank 4-H leaders for their work
• Invite friends and family to join 4-H or to become a leader

Updated for 25/26 program year.