How to Complete a Project Plan
Contact Information: Input all contact information for project leaders and youth leaders (optional) who are supporting your project. At least two (2) project leader names must be provided to meet the required two-deep supervision policy.
Enrollment Dates: Establishing an enrollment deadline is optional but may be applicable due to livestock ownership and/or fair restrictions. Project leaders with applicable projects should familiarize themselves with the CDFA State Rules for California Fairs and review their local fair website for any additional rules or restrictions. Find California Fair Information on the CA 4-H Resource Center.
Who is this project open to? Select the option that best describes who is eligible to participate in your project. Club Members Only: The project is open only to members enrolled in the community club offering/hosting the project. Cross-Club Members: The project is open to members enrolled in any community club in the county. Countywide: The project is offered as a specialized, countywide opportunity and is not limited to community club enrollment. Examples include short-term or special-interest (SPIN) programs.
Purpose: Share the project purpose and what participants will gain. It does not need to be elaborate.
“Build animal husbandry skills for (animal species/project)."
“Teach safe practices for handling shotguns/BB guns/archery equipment.”
“Help youth discover their creative side through watercolor/crochet/paint.”
“Help youth build healthy eating habits through baking/cooking/gardening.”
Meeting Specifics: Provide as many details as possible, to the best of your ability. If you do not yet know the exact date, put the expected month followed by “TBD” (e.g., January, TBD). Include all anticipated meetings for the project so members and their families can plan accordingly. A complete meeting schedule also helps you establish a make-up policy for members who miss a meeting.
Missed Meetings: If a member misses a meeting, have opportunities for them to make-up missed assignments or activities.
"Watch a dog training video and share what was learned, either in writing or verbally."
"Record a 15-minute dog training session and submit it to the project leader for review.”
"Two meetings can be missed without a make-up."
Project Completion Requirements: Project Leaders may set minimum requirements for successful project completion, including requirements to be met for eligibility to exhibit their 4-H Project at the fair.
Examples of requirements that do align with 4-H Policy:
"Complete 8-hours of project instruction"
"Participate in the County Goat Clinic on [insert date]."
"Complete the Annual Project Report (APR) for this project and submit to Project Leader for review, approval, and signature."
Examples of requirements that do not align with 4-H Policy:
"Attend 100% of project meetings. No make-up opportunities will be offered."
"Attend 80% of club meetings." (Club Meetings are not mandatory.)
"Submit $20 to the project leader for supplies." (All finances must be submitted through the Club Bank Account/Club Treasurer.)
"All supplies must be purchased from [a specific vendor/brand]."
Parent/Guardian Expectations: List the Project Leader's expectations for Parents/Guardians.
"Parent/Guardians must stay at project meetings for primary members ages 5-8."
"No siblings can be present due to space and safety limitations."
"Provide supplies as requested."
Belonging: Share how you will ensure members and families feel welcome.
“Members and families will be greeted by name at each meeting. Name tags will be provided as members and adults get to know one another. Each meeting will include a relationship-building activity, such as a name game or icebreaker, with all members and adults invited and encouraged to participate."
Group Norms: Non-negotiable rules for the group outlining how we will treat each other and our surroundings.
"We are kind and respectful to everyone in our project."
"Listen while others are talking or giving instructions."
"Everyone is engaged and tries their best."
"If you don't understand something yet, ask your Youth Leader or Project Leader for help."
"It's okay to make mistakes and try again."
"Treat supplies, equipment, animals/nature, surroundings/property with respect at all times."
"Stay with the group and do not leave the designated project area."
Health and Safety: Describe any hazards youth might encounter, including how access to hazards will be limited and what steps will be taken to reduce risk and liability.
"The pool and trampoline are off-limits."
"A safety orientation will be provided before members may use archery bows and arrows."
"Youth and families may only enter the living room, kitchen, and bathroom, if necessary. All other areas of the home are outside the designated meeting space and are off-limits during the meeting. Please review these boundaries with your child(ren) before attending."
Establish Safety:
Physical Safety: Protecting youth from potential injuries and physical harm.
"Walk at all times. Keep hands to ourselves at all times. Follow all instructions for use of supplies and equipment."
Emotional Safety: Youth feel welcomed, supported, and safe.
"Everyone is welcome here. We use positive language to support each other even when people make mistakes. Sharing and asking questions is encouraged."
Cultural Safety: Support youth to the best of your abilities to participate fully and be respectful of other cultural norms.
"Everyone is respected and welcome. We are open minded to everyone's cultural norms, and everyone is welcome to share how things are done in their family. No put downs about anyone's background."
Prohibited Activities – Ensure expectations and safety practices are clearly communicated with members and their families.
"Do not wander off the paths in hikes."
"Youth are not allowed in the horse barn or stalls without Project Leader supervision."
"Dogs may not be let off-leash at any time during project meetings."
