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COVID-19 Resuming In Person Meetings

Covid-19 Resuming In-Person Activities

Requirements to Begin Limited In-person Activities

The safety protocol training below must be completed by volunteers in order to resume in-person 4-H meetings, programs, or activities. If a meeting can be held virtually, it should be. In-person meetings will only be permitted for activities that cannot be performed virtually.

Approval Required

All in-person 4-H meetings or programs involving the participation of 4-H volunteers, families and members requires prior approval from UCCE personnel (4-H program staff, 4-H Youth Development Advisor, and/or County Director).

Any unauthorized in-person activities will not be covered by the UC insurance and may not be included in 4-H record books. Corrective actions will be taken if 4-H volunteers or families host or participate in any unauthorized in-person 4-H activities.

Training Requirements (Adult Volunteers only)

Complete the following:

  1. Watch In-Person COVID-19 Mitigation Training Video ( SLIDE PDF )
  2. Read UC ANR Awareness of COVID-19 summary sheet
  3. Read UC ANR Mitigation Standards Summary for COVID-19, Stage 2
  4. Read COVID-19 Phase 2 Safety Protocol Checklist
  5. Submit Training Verification: https://ucanr.edu/survey/survey.cfm?surveynumber=32272 

In-Person Activity Requests

Complete a Safety Plan and submit when completing the in-person activity request form:https://ucanr.edu/survey/survey.cfm?surveynumber=30431

Please submit all in-person activity requests at least two week prior to the start of the activity.



Planning Strategies for In-person Meetings

  • Ask families if they are comfortable meeting in-person and consider offering alternatives for those unable to attend in-person. Can you live-stream the meeting for those who cannot attend in person?
  • Be mindful of providing the appropriate volunteer and adult coverage for 4-H meetings. Include adults in the number of participants.
  • Depending on the number of youth, you may not have enough space to include additional parents in the meeting. Let parents know that if they want to wait, they should remain in their vehicle or stay separated from the 4-H activity.
  • Enlist teen leaders in the planning process. They can help implement the plan when you are meeting in-person.
  • Complete all required local training and planning well in advance of the meeting date.
  • Consider having back-up volunteers in place: If a volunteer beings to have symptoms, they will not be able to attend. To avoid gaps in help, be sure to add a few more back-up volunteers to your roster for each activity to plan for absences.
  • Make sure to allow time during your meeting for proper hygiene.
    Choose ice breakers that do not require physical touch between participants during highly infectious seasons.
  • Consider a new greeting: Members might enjoy coming up with a silly new way to say hello that does not involve touching!
  • Relax attendance policies: If a child or close family member of a child is sick, they should be excused from participating. Right now, we need to be as flexible as possible with attendance and avoid the situation where someone feels they need to attend a meeting or event, even if they are sick or at risk of illness.

Strategies to reduce in-person meeting size to 8 members or less.

Strategies to Reduce
In-Person Activity Size

  • Divide project participants based on experience.
    • Hold monthly virtual meetings with all youth on a common topic.
    • Alternate meeting in-person with smaller groups based on experience that focuses on beginner, intermediate, or advanced activities in the project.
  • Divide group based on other factors.
    • Break group up into smaller groups. Each group meets for a set time in-person on a Saturday afternoon with time scheduled between to sanitize surfaces and materials and limit contact between groups.
  • Divide group into cohorts that meet together in separate 6-week sessions.
    • One cohort meets on the second Monday.
    • Second cohort meets on the fourth Tuesday.
  • Divide group based on need
    • Meet in-person with youth who have limited access to internet.
    • Connect with rest of youth virtually during the meeting.
  • Offer multiple sessions for popular projects.
    • Recruit multiple adult project leader pairs to take a session.

As a last resort, consider capping youth enrollment in projects, following 4-H policies about limiting participation.