Georgia 4-H Transportation Form – Frequently Asked Questions

Why do we need a Transportation Form?

Safety is our priority. The Transportation Form ensures that the Event Coordinator is aware of youth participants’ arrival and departure to and from an event. Having travel information prior to the start of an event allows the Event Coordinator to anticipate if there is cause for concern at check-in or check-out.

When do you need to use the Transportation Form?

This form should be completed by a parent or guardian when a child travels to and/or from a 4-H event by any method not organized by the County Extension Office. It serves as documentation that the parent or guardian acknowledges and agrees to these alternate travel arrangements.

Examples of Arrival/Departures not organized by County Extension Office:

-4-H’er will be driving him/herself.
-4-H’er will be riding with their parent or guardian.
-4-H’er will be riding with an adult who is not the parent or guardian.
-4-H’er will be riding with another 4-H’er.
-4-H’er will be traveling by public transit or rideshare
-Arriving at a later time
-Departing at an earlier time

Who should fill out the Transportation Form?

The expectation is that the form is always filled out by the parent or guardian.

Who is the owner of the Georgia 4-H Transportation Form?

Georgia 4-H Question Pro Account: ga4h@uga.edu

A copy of the Transportation Form can be copied over to a county office, specialist, PDC, agent, etc.

Who is responsible for sending the Transportation Form?

The Event Coordinator sends the link in the event letter.

The County Office is responsible for sharing the event’s Transportation Form link with their 4-H’ers. The County Office should review the copy of the Transportation Form emailed to them by the Georgia 4-H Question Pro account to be informed on the young person’s travel plans.

When is the Transportation Form sent?

The Transportation Form should be sent out in the event information letter. The Transportation Form should be a standard form shared just like the Medical Form, Medicine Form, etc.

How is the record retention managed for Transportation Forms?

Each event will have a unique Question Pro survey created to capture the Transportation Forms for the specific event it is associated.

All records will be retained by the Event Coordinator and County Office in accordance with Board of Regents policies on record retention. A copy of this required form for alternative travel should be retained for a period of three (3) years after the youngest youth in the program/activity reaches the age of eighteen (18).

Who needs to be able to see the Transportation Form information?

-Events Team Coordinator
-Coordinating Specialist are added as collaborators, if applicable (Ex.
-Ambassadors Summit, Ag Tech Training, Mission Make-It)
-PDC’s
-County Extension Office (uge.edu email)
-Parent/Guardian

Is there a paper copy of the Transportation Form?

It is highly encouraged to use the digital Transportation Form. However, there is a paper copy version. This paper copy follows the same required process:

1. Filled out and signed by a parent or guardian.

2. The County Office must submit a copy of the Transportation Form to the Event Coordinator prior to the 4-H’er departing for the event.

3. The paper copy of the Transportation Form will be retained by the Event Coordinator and County Office in accordance with Board of Regents policies on record retention. A copy of this required form for alternative travel should be retained for a period of three (3) years after the youngest youth in the program/activity reaches the age of eighteen (18).

Is there a Spanish version of the Transportation Form?

Yes

Additional Guidance for County 4-H Staff

 

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Georgia is proud to have active, successful, and nationally recognized youth development and educational programs in both FFA and 4-H. We recognize that there are distinct differences in the two organizations, and we believe that both make great contributions to the development and education of Georgia’s youth. Because a significant number of young people participate in both organizations, this Statement of Relations (SOR) is intended to guide the faculty, staff, leaders, and youth of the two organizations as they work with each other.

Value of Youth and Youth Involvement

This Statement of Relations is founded on the philosophy, mission, and values of the two organizations involved. All programs and opportunities are based on a commitment of positive youth development and education as described in the following mission statements:

Georgia 4-H is a program of Cooperative Extension and is a part of the University of Georgia. 4-H has as its core values: agriculture and the environment, family and consumer sciences, leadership, civic engagement, and communication. The mission of Georgia 4-H is: to assist youth in acquiring
knowledge, developing life skills and forming attitudes that will help them become self-directing, productive, and contributing citizens.

Georgia FFA is part of the Georgia Department of Education and is based on components of classroom education in agricultural topics; hands on supervised agricultural career experience; and career/ leadership development through the FFA. The mission of FFA is: to make a positive
difference in the lives of young people by developing their potential for premier leadership, personalgrowth and career success through agricultural education.

Cooperation and Planning

To foster and facilitate cooperation between 4-H and FFA in the performance of their functions, state and local 4-H and FFA leadership will meet from time to time (at least once annually) to discuss matters involving or requiring the cooperative effort of such organizations. They shall determine activity adjustments necessary to resolve specific problems and achieve the greatest
good; and are encouraged to cooperate in sharing resources and information to provide positive youth development and educational opportunities.

Ethics

The Georgia 4-H and FFA youth programs provide opportunities to develop life skills and enhance knowledge in an ethical manner. We value youth programs that promote: strengthening family, increasing the understanding and appreciation of agricultural and environmental sciences, embracing positive youth development, and engaging youth in programs that enhance science, math, and reading skills. Students are expected to participate and compete in a responsible and ethical manner.

Dual Membership

4-H and FFA each offer a broad curriculum of study and many opportunities for youth development. Therefore, simultaneous participation in both programs is acceptable and encouraged.

Eligibility

A student must meet all of the following eligibility requirements to compete in state contest and state affiliated livestock shows. If a student does not meet all requirements, that student will forfeit the right to compete in state events and state affiliated livestock shows for that program year. State affiliated livestock shows are shows that are organized by 4-H and FFA state staff. These shows are Georgia Junior Beef Futurity, Georgia National Fair and Georgia National Livestock shows (state shows). Changing programs (4-H and FFA) at shows not organized by state staff may impact the student’s eligibility at state affiliated shows.

– A student may not compete in the same event in both organizations in the same year (i.e. Livestock Evaluation, Land Evaluation, etc…). This affords opportunities to more students for learning experiences and recognition. Events that are covered by this rule will be specifically noted as “same” events in a defined and published list posted by the State FFA Advisor and State 4-H Leader on an annual basis.
– A student may win an event one year in one organization, and then compete in and win the same event in the other organization in a subsequent year.
– Students must be legitimate members of the organization that they represent at the time of competition. Local clubs and chapters should establish expectations and criteria outlining valid preparation by the students for contests and events.
– A student may only show the same specie of food livestock project (beef, swine, goat, sheep and dairy) in the same program (4-H or FFA) during a program year.
– Example: Breeding gilts, mkt barrows and mkt gilts must be shown in the same program (4-H or FFA) during a program year. These are same species.
– Example: A student may show a breeding heifer(beef) 4-H and show a market barrow(swine) FFA in a program year. These are different species.
– In an exceptional case, a student may request an organizational change during the program year by submitting a written request to the state 4-H and FFA directors. (For livestock show purposes only)
– A student may show recreational animals (horses, dogs, cats, exotic, etc.) in both organizations in the same year; as recreational animals are not presented and evaluated on the same market or production standards as food animal/livestock.
– Both organizations support academic achievement for all youth, and will therefore support local rules relative to participation based on academic eligibility.
– Leadership is a strong component of both organizations. Each organization is responsible for creating its own criteria for seeking and holding leadership positions (i.e. State Office)
– In non-showing, non-judging projects (i.e. public speaking, debate, fair exhibits, etc…) students are encouraged to develop different speeches or exhibits based on the format and scoring criteria of the respective organizations. It is understood that on occasion a student may use the same basic structure and content in multiple speech or exhibit opportunities.

Project Year

For the sake of this Statement of Relations and the activities, shows, and competitions that it regulates, a project “year” is defined as July 1-June 30. Participation in national events or contests resulting from winning a state event is considered an extension of the same year, and will not cause students to become ineligible for participation in the same event in the other organization during a subsequent year.

Public Relations

When conducting collaborative activities, both Georgia 4-H and FFA organizations should be represented through emblems and information on all signs, print material, and awards. Publicity should reflect the total contributions of both organizations.

FFA/4-H “Same” Activities Project Year July 1, 2025 – June 30, 2026

Please note that changes to this list will take place on July 1, 2026. See below for details.

As stated in the FFA/4-H Statement of Relations, a student is eligible to participate in both FFA and 4-H simultaneously. However, a student is not allowed to participate in activities considered “same” to both groups in the same “project year.” The Statement of Relations defines the “project year” as July 1 to June 30. The Statement says that annually the State FFA Advisor and State 4-H Leader will meet and announce the list of activities considered “same” for the coming year. The following activities have been announced as “same” by the State FFA Advisor and State 4-H Leader.
-Dairy Cattle Evaluation (judging)
-Forestry (judging or field day)
-Horse Evaluation (judging)
-Land Evaluation (judging)
-Livestock Evaluation (judging)
-Poultry Evaluation (judging)
-Wildlife Management (judging)
-Animal show events: Beef, Lamb, Swine, Goat and Dairy
– Georgia Junior Beef Futurity
– Georgia National Fair
– Georgia National Livestock Show (state shows)

FFA/4-H “Same” Activities Project Year July 1, 2026 – June 30, 2027

As stated in the FFA/4-H Statement of Relations, a student is eligible to participate in both FFA and 4-H simultaneously. However, a student is not allowed to participate in activities considered “same” to both groups in the same “project year.” The Statement of Relations defines the “project year” as July 1 to June 30. The Statement says that annually the State FFA Advisor and State 4-H Leader will meet and announce the list of activities considered “same” for the coming year. The following activities have been announced as “same” by the State FFA Advisor and State 4-H Leader.
– Dairy Cattle Evaluation (judging)
– Horse Evaluation (judging)
– Land Evaluation (judging)
– Livestock Evaluation (judging)
– Poultry Evaluation (judging)
– Animal show events: Beef, Lamb, Swine, Goat and Dairy
– Georgia Junior Beef Futurity
– Georgia National Fair
– Georgia National Livestock Show (state shows)

*CHANGES OF NOTE:
Forestry & Wildlife activities are removed from the list effective July 2026; they are no longer considered “same” to both groups.

 

UGA Motor Vehicle Volunteer Training

The UGA Motor Vehicle Use Policy applies to all UGA faculty, staff, volunteers, and independent contractors who drive as a part of their role. Specifically, this policy applies to all UGA employees and volunteers who drive State of Georgia, federal, or any other personal or rented vehicle on University business regardless of frequency or location of driving. Volunteers can complete the required annual training through the following three steps.
(UGA employees who drive should complete this training through PEP.) 

Step One: View the Training Module

Volunteers who drive on behalf of Extension must complete the following annual training:

UGA Motor Vehicle Training Module

Step Two: Complete the Driver Acknowledgement Form

At the end of the module, submit a driver acknowledgment form. This electronic form is accessible through the last slide in the training module.

a. In the module, click the button, “Driver Acknowledgement Form.”

b. Enter your name and preferred email address.

c. In the “department” drop-down, please add your district, center, or state department.

Example: Northeast Extension should enter “CAES-Northeast District CES”; state 4-H volunteers should enter “CAES-State 4-H”; or others should enter identifying your district. 

Use these links to identify your district:
Northeast District Counties
Northwest District Counties
Southeast District Counties 
Southwest District Counties

d. In the “Major Unit” drop-down, please add “College of Agricultural and EnvironmentalSciences.”

e. Complete the remaining questions and click “submit.”

Step Three: Complete Primary Driver Requirements

If you typically drive on behalf of Extension three or more times per week, you are considered a primary driver and must also complete an annual MVR through the UGA Policy Department. Contact your County or District office for more information. If you do not typically drive on behalf of Extension three or more times per week, you can bypass this step.

Download the information above as a PDF for print

Additional Motor Vehicle Information for Volunteers

Download the information below as a PDF for print

Not Service Drive Time vs. Service Drive Time

Not Service Drive Time: Driving from your starting point (home, office, or other base location) to your service start location is not considered service time. This drive time is not directed by Extension personnel. Driver training with acknowledgement is not required unless you are further directed by Extension Personnel to go to an additional location.

Service Drive Time: Driving from your service location to any additional location that is directed by Extension personnel is considered service time. The return trip may also be service time is directed by Extension personnel.  Driver Training with Driver Acknowledgement Form is required for this driving. Note: Per the Motor Vehicle Use policy, an additional annual Motor Vehicle Report is required for volunteers who drive three or more times per week on behalf of Extension.

Scenarios for UGA Motor Vehicle Use for UGA Extension Volunteers

Scenario 1: Volunteer travels between home and project site to volunteer.
Service Start Location: Extension-approved Project Site or initial meeting location
Is driver training required? No
Is drive time considered service time? No
Rationale: No Extension direction. It is expected that individuals will commute from home, office, or other starting point to service destination on their own.

Scenario 2: Presentation materials and supplies need to be picked up at Extension office and taken to the project/service location.
Service Start Location: Extension office
Is driver training required? Yes
Is drive time considered service time? Yes
Rationale: Extension directed pick up of supplies necessary to complete the service

Scenario 3: Extension personnel ask you to pick up bottled water at Walmart prior to meeting at the demonstration garden or school.
Service Start Location: Home/starting point; return trip not directed
Is driver training required? Yes
Is drive time considered service time? Yes
Rationale: Extension personnel requested the volunteer to pick up the supplies.

Scenario 4: A Master Gardener or 4-H Volunteer calls friends and coordinates carpooling to a workshop they are attending for continuing education.
Service Start Location: Workshop location
Is driver training required? No
Is drive time considered service time? No
Rationale: Travel was not directed by Extension personnel.

Scenario 5-A: A Master Gardener may be asked by Extension personnel to transport 4-H youth or their luggage to 4-H camp.
Service Start Location: Location where youth/luggage are picked up
Is driver training required? No
Is drive time considered service time? No
Rationale: No Extension direction. It is expected that individuals will commute from home, office, or other starting point to service destination on their own.

Scenario 5-B: A Master Gardener may be asked by Extension personnel to transport 4-H youth or their luggage to 4-H camp.
Service Start Location: Camp location and back
Is driver training required? Yes
Is drive time considered service time? Yes
Rationale: Extension-directed activity

Scenario 6-A: A 4-H volunteer may be asked to meet at the Extension office to drive youth to a 4-H facility, such as Rock Eagle for an event.
Service Start Location: Extension office
Is driver training required? No
Is drive time considered service time? No
Rationale: No Extension direction. It is expected that individuals will commute from home, office, or other starting point to service destination on their own.

Scenario 6-B: A 4-H volunteer may be asked to meet at the Extension office to drive youth to a 4-H facility, such as Rock Eagle for an event.
Service Start Location: 4-H facility
Is driver training required? Yes
Is drive time considered service time? Yes
Rationale: Travel was directed by Extension personnel.

Scenario 7: A 4-H volunteer may be asked to meet at the school for a 4-H program.
Service Start Location: School
Is driver training required? No
Is drive time considered service time? No
Rationale: Travel was not directed by Extension personnel.

Scenario 8-A: A 4-H volunteer is asked to drive youth to the airport and attend a national conference.
Service Start Location: Location where youth are met, and chaperoning/supervision of youth begins
Is driver training required? No
Is drive time considered service time? No
Rationale: No Extension direction. It is expected that individuals will commute from home, office, or other starting point to service destination on their own.

Scenario 8-B: A 4-H volunteer is asked to drive youth to the airport and attend a national conference.
Service Start Location: 1.Airport 2.National Conference
Is driver training required? Yes
Is drive time considered service time? Yes
Rationale: Travel was directed by Extension personnel. An Out-of-state travel
authorization is also needed.

UGA Motor Vehicle Use Policy

 

 

 

 

 

 

 

 

 

 

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UGA – CAES – CES VOLUNTEER POLICIES

For the purpose of screening, certification and reporting, volunteers are defined as those individuals who are not employed by the University of Georgia College of Agricultural and Environmental Sciences Cooperative Extension OR who are working outside the purview of their job responsibilities as UGA CAES CES employment. Volunteers are above 18 years old and serving as a volunteer.

Categories of Volunteers

Volunteer

All adult volunteers who as a part of a structured program organized, controlled and directed by a University of Georgia department for the purposes of carrying out the functions of the University, serve in roles that represent UGA to the public, interact with youth, or are involved in other functions must sign an Extension Volunteer Agreement, including the Adult Behavior Guidelines.

Supporting documentation:
1. Agreements are completed, signed and dated on the front, signed by a UGA faculty member, and initialed and dated on the back.

 Enter in 4‐H Enrollment as: Volunteer Agreement

Screened Volunteer

All adults working with property or money, having access to secure information, having access to keys and/or holding Driver privileges will be screened. Applications for screening are returned to the Extension office for
reference checks and submission to CAES Business Office, and include a Motor Vehicle Record check.

Supporting documentation:
1. Volunteer Agreement
2. Screening Application
3. Reference 1
4. Reference 2
5. CAES Human Resources approval (The Extension/4‐H hiring professional must complete the “Background Request Form” in order to request approval. The applicant will receive an email from Accurate Background Investigators providing instructions on accessing a secured portal to enter their information.)

Enter in 4‐H Enrollment as: Volunteer Agreement, Screening Application, Background Investigation Approval from Human Resources, Reference 1, Reference 2

– If approval contains Driver privileges, check Motor Vehicle Approval from Human Resources in 4‐H Enrollment. All volunteers who may operate a vehicle in the completion of his/her duties must complete and be approved under a Motor Vehicles records check. Duties could include driving adults, goods, or services as a part of their volunteer duties. A Class C license is required.

Screened Volunteer Working with Youth and Master Gardener Extension Volunteers

All adult volunteers supervising youth and MGEVs will complete the screening process and complete Georgia 4‐H Working with Youth & Managing Risk online training and pass the online test. Supervising youth is defined as an adult who directs a youth’s (other than their own personal child’s) behavior during an activity or event.

Supporting documentation:
1. Volunteer Agreement
2. Screening Application
3. Reference 1
4. Reference 2
5. CAES Human Resources approval (The Extension/4‐H hiring professional must complete the “Background Request Form” in order to request approval. The applicant will receive an email from Accurate Background Investigators providing instructions on accessing a secured portal to enter their information.)
6. Test results from online Risk Management Training, Georgia 4‐H Working with Youth & Managing Risk

Enter in 4‐H Enrollment as: Volunteer Agreement, Screening Application, Background Investigation Approval from Human Resources, Reference 1, Reference 2.

– The Risk Management Training ‐ Online Test checkmark will appear once successfully completed.
– If approval contains Driver privileges, check Motor Vehicle Approval from Human Resources in 4‐H Enrollment. All volunteers who may operate a vehicle in the completion of his/her duties must complete and be approved under a Motor Vehicles records check. Duties could include driving adults, goods, or services as a part of their volunteer duties. A Class C license is required.

Certified Trainings

Trainings are designed to work with specific programs. Training requirements vary based on certification.

Paperwork requirements include:
1. Volunteer Agreement
2. Screening Application
3. Reference 1
4. Reference 2
5. CAES Human Resources approval (The Extension/4‐H hiring professional must complete the “Background Request Form” in order to request approval. The applicant will receive an email from Accurate Background Investigators providing instructions on accessing a secured portal to enter their information.)
6. Test Results from online Risk Management Training, Georgia 4‐H Working with Youth & Managing Risk
7. Certified Training Certificate(s)

Enter in 4‐H Enrollment as: Volunteer Agreement, Screening Application, Background Investigation Approval from Human Resources, Reference 1, Reference 2.

– The Risk Management Training ‐ Online Test checkmark will appear once successfully completed.
– If approval contains Driver privileges, check Motor Vehicle Approval from Human Resources in 4‐H Enrollment. All volunteers who may operate a vehicle in the completion of his/her duties must complete and be approved under a Motor Vehicles records check. Duties could include driving adults, goods, or services as a part of their volunteer duties. A Class C license is required.
– Certification will be verified by the trainer.

Information for Documentation

All documentation should be filed in a secure location within the county Extension office with any sensitive information removed. Effective February 2018, the Background Request Form is used to request a Human Resources Approval; this form should be emailed to the CAES Business Office (caesohr@uga.edu) for processing. A file should be maintained at all offices where the volunteering occurs and recorded in the proper database. Master Gardener Extension Volunteers (MGEV) will be recorded in the MGEV recording system for MGEV activities. Volunteers who serve in MGEV  programs and other Extension programs will be recorded in both MGEV and 4-H Enrollment. A complete file should be available upon request on any volunteer.

Uploading Documentation Paperwork

All volunteers that are entered in 4‐H Enrollment should have their current paperwork uploaded.

Steps for uploading:
1. Login to 4‐H Enrollment.
2. Select ‘Volunteer’ under the heading ‘Volunteer and Staff Management’ from the left hand menu. This will show a list of all names that are associated with ‘Volunteer’ for the current 4‐H year.
3. For each volunteer:
a. Click the Folder Icon to the right of his/her name.
b. Check the box next to each of the documents you have on file for this person.
c. Click the ‘Save Changes’ button.
d. At the bottom of the page, upload the appropriate file (or files) you have for this person. All documents can be in one pdf file as a ‘packet’ with appropriate boxes checked. Only add checkmarks for the files that are being uploaded to this record.

Reminders for County Extension offices

– Volunteer agreements must be signed by a UGA Faculty member. This faculty member does not have to be present for the event or when the volunteer signs, but must have a knowledge of the activities of the event.
– An outside agency conducts a criminal background check as well as the sex offender registry, national database search, terrorism check, and a motor vehicle records check. The MVR is checked with the Background Request Form if the “Motor Vehicle” box is checked on the form (beside the applicant’s
name) so there is no need for a separate MVR request.
– References listed on the Screening Application should be contacted. If two references do not recommend the volunteer to work with youth, the Extension member will send a letter explaining that the volunteer has not been approved. Document how the reference was checked on the office section of the recommendation. Reference requests need to be mailed or emailed from the Extension office or contacted by phone by the Extension staff.
– References should not be immediate family members or reside at the applicant’s home address. In addition, Extension faculty/staff members in the local office should not serve as a reference.
– Background Request Form must include an Extension contact’s name and email address. The contact on the form will receive an email accepting or denying the volunteer. Print this email for the volunteer’s file. Denied volunteers will receive correspondence from CAES HR if their application is denied. Accepted volunteers will only receive notification from the Extension contact.
– Volunteers must maintain contact with the Extension office every 120 days in order to maintain “screened” status. If there is a lapse in service, the office will need to resubmit the BI Request form to start a new investigation.
– It is critical for volunteers to be correctly identified and coded in the database. Each year active volunteers need to be moved to the new year on the Volunteer Roster of 4‐H Enrollment. Electronic and hard copy documentation are to be maintained on each volunteer.
– The Consent for Background Investigation (used from October 2016‐ January 2018) should never be uploaded into 4‐H Enrollment and should instead be shredded. For screening applications prior to October 2016, cut off secured information before uploading and storing.
– Please note that the Motor Vehicle Report (MVR) is obtained with the Background Request Form (if the “Motor Vehicle” box was selected beside the applicant’s name) and no longer requires a separate form. (However, volunteers prior to 2012 may have a separate MVR form on file that should be kept.)
– It is recommended to screen all volunteers to the highest level volunteer category.
– All documentation should be filed in one secure location within the Extension office and should be kept in permanent storage.

9/27/2019

 

 

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The University of Georgia requires volunteers, including Master Gardener Extension Volunteers (MGEV) and Georgia 4-H Volunteers working with youth, to perform voluntary service at least once every 120 days to maintain active (screened) status. This service can be achieved in several ways, in-person and virtually.

This list is not meant to be comprehensive but serves as a guide of appropriate activities and examples. Interactions can be via in-person, telephone call, video conference, two-way email discussion, etc.

Volunteer Service Examples	4-H Volunteer Examples	MGEV Examples
Planning or debriefing meeting between staff and volunteer with two-way exchanges	• 4-H project club charter planning meeting • 4-H event planning meeting with faculty/staff • 4-H quarterly office update	• Project leader meeting with a coordinator • Youth horticulture team meeting to plan next year’s JMG schedule • Plant sale planning meeting
Program or project activity participation	• 4-H club meeting (virtual or face-to-face) • 4-H event • 4-H contest judging • Media projects, such as news articles, website/blog posts, or social media posts for the public	• Diagnostic services (virtual or inperson) • Speaker’s Bureau presentation, such as an online lunch-n-learn or event at a demonstration garden • Media projects, such as news articles, website/blog posts, or social media posts for the public
Training participation with a two-way exchange for the purpose of service (i.e., in-person with interactive activities or virtual with a quiz or practice activities)	• Risk Management Training (RMT) and/or Project Achievement judges’ training • Getting Started Orientation • Coaches’ certifications or refreshers • Camp orientation	• Risk Management Training (RMT) • Advanced Training, offered via distance or in-person • Thoughtful Thursday webinars • Continuing education sessions

Note: Simple receipt of email (such as an email list-serv/verification system) is not considered voluntary service, lacks two-way exchanges, and is not enough for compliance.

These service engagements should be documented in an online volunteer system, such as MGLOG or 4-H Enrollment, for future reference and for minor’s protection records, if applicable. Sources for documentation might include:
• Obtaining name and contact information on a sign-in sheet at the office.
• Recording attendance at programs, project activities, or continuing education sessions.
• Asking volunteers to complete a quiz after participating in a training and keep quiz results (paper or online results are sufficient).
• Referencing participation notes of planning/debriefing meetings with date, time, attendance, and method of meeting (i.e. phone, video-conferencing, in-person, etc.).
• Verifying training attendance by asking participants in a video conference to add their name to the chatbox and save the chat transcript.

6/2020, updated 12/19/2023, kgh, sd

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Young adults who are no longer eligible for 4-H activities, but may not have reached 21 years of age, often are seeking opportunities to serve in volunteer roles with 4-H. These young people bring youthful enthusiasm, can relate more directly with younger 4-H’ers, and are seen as mentors and role models. While this partnership can be a winning combination for 4-H staff and program participants, questions arise concerning critical thinking and decision-making skills and the appropriateness of having youth who recently served side-by-side as co-participants now serving as chaperones and disciplinarians of youth.

The following best practices are provided to assist Extension staff in determining roles and responsibilities for young adults under age 21 serving in Georgia 4-H activities, programs, or events.

Best Practices

• Volunteers should be at least 3 years older than the oldest eligible 4-H participant in the activity, program, or event. For example, if the young adult volunteers are serving as chaperones at Fall Forum, they should be at least 21 years of age.
• Staff should recognize that all young people are not equal in experience and maturity and should use their professional judgement in assigning responsibilities to young adult volunteers.
• Staff should determine the specific role of the volunteer in making a decision about their eligibility to serve. For example, a judging team coach that prepares content and information for practice may be just a year older than the 4-H’ers if there is another individual (over 21 years of age) serving as disciplinarian and/or chaperone for the event.
• In cases where the volunteer is not 3 years older than the participants, the young adult volunteer should not be responsible for:
o Serving as the sole chaperone
o Serving in the role of head coach
o Transporting youth
o Working in any situation where the individual might be alone with 4-H’ers
o Disciplining youth
o Assessing safety and appropriateness of an activity, program, or event
o Working primarily on their own
• Volunteers under the age of 21 should not count toward the required ratio of adults to youth in an activity, program, or event (e.g., 1:5 ratio for shotgun team).
• Staff are encouraged to seek input from their 4-H Program Development Coordinator and/or the State 4-H Specialist coordinating the event in determining if someone is old enough to serve as chaperone, leader, mentor, or coach.
• In some cases, the young adults may be employees of the University of Georgia and, by virtue of their employment, are assigned to work an event. The 3-years age difference recommendation applies to employees as well.
• Young adult volunteers under age 18 and still enrolled in Georgia 4-H are considered to be “Teen Leaders” and must follow the protocols established by the Georgia 4-H Teen Leader Program. The Georgia 4-H Teen Leader Program also recommends that teen leaders be at least 3 years older than the oldest eligible participant at the activity, program, or event.

While this document is not all-inclusive, these best practices are designed to help ensure that those volunteering with 4-H are given skills and knowledge, experience appropriate roles, are prepared to handle the tasks assigned with limited and no supervision, and are able to provide for the safety of youth in the program.

4/15/2012; Rev. 7/22/2019; 4/14/2023

The University of Georgia Extension establishes the following code of conduct for adults. These general behavioral expectations apply to any adult, including faculty, staff, and volunteers working or volunteering in a capacity that includes children under the age of eighteen and/or youth program participants.

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Adults are expected to:

• Work cooperatively with youth, families, University of Georgia faculty, staff, volunteers, community members and others in a courteous, respectful manner demonstrating behaviors appropriate for a positive role model.

• Represent the University of Georgia College of Agricultural and Environmental Sciences’ Cooperative Extension programs with pride and dignity, behave appropriately, exhibit good sportsmanship, and demonstrate reasonable conflict management skills.

• Respect, adhere, and enforce the 4-H Code of Conduct as well as other rules, policies and guidelines established by UGA Extension and event coordinators including state laws and regulations.

• Respect the privacy of all individuals in situations such as toileting, showering and changing clothes. When it is necessary to supervise minors, at least two leaders should be present and only to the extent that the health and/or safety requires.

• Do not touch minors in a manner that a reasonable person could interpret as inappropriate. Always avoid touching areas that are normally covered by swimsuits. When hugging is appropriate, hug from the side over the shoulders, not from the front.

• Recognize that physical punishment is not an appropriate form of discipline and will not be allowed. Physical punishment includes physical actions that may not be expected of an individual during the program and are assigned to a young person as a consequence for misbehavior.

• Recognize that verbal abuse, physical abuse, or committing criminal acts may be grounds for termination. Abusive behavior towards youth or other adults, including failure to provide adequate health and safety measures, inadequate care or supervision, emotional mistreatment of members, or verbal or physical abuse will not be tolerated.

• Under Georgia law, report any mistreatment of youth to the proper authorities. All staff are considered mandatory reporters for purposes of the Policy and must report incidents involving sexual or physical abuse or neglect of a minor immediately to the Program/Activity Administrator, the UGA Police Department, AND the Georgia Department of Family and Children Services (DFCS).

• Comply with equal opportunity and anti-discrimination laws and policies. The University prohibits harassment of or discrimination and offers its educational programs, assistance, and materials to all people without regard to age, color, disability, genetic information, national origin, race, religion, sex, or veteran status, and is an Equal Opportunity Institution.

• Treat animals humanely and encourage youth and adults to provide appropriate and ethical care.

• Strive for a minimum of two adults at any activity involving youth. Adults, in most cases, should not be left alone with a single child unless the adult is the parent/guardian of that child.

• To be housed in overnight settings in separate sleeping areas from children when possible. When this is not possible, parent/guardians should be furnished with a letter explaining the situation and informing the parent/guardian that his/her child will be housed with an adult in the same room.

• Substance Use Prohibited – Do not use, possess or be under the influence of alcohol, illegal drugs, or any prescription medication that impairs your ability to perform your duties during the Program/Activity.

• Do not condone others’ use of alcohol or illegal drugs during the Program/Activity.

• Smoking and tobacco use is prohibited at all Extension 4-H events.

• Operate machinery, vehicles, and other equipment in a safe and responsible manner.

• Accept responsibility to promote, conduct, and support 4-H to develop an effective local, county, district and state program.

• Recognize the following behaviors are inappropriate and will not be tolerated in the presence of youth during Extension youth activities or events:

– consumption of alcohol, illegal drugs, and controlled substances
– promotion of religious or political preferences
– theft, pilfering, or fraud
– use of tobacco products and e-cigarettes
– sexual advances or activities involving youth
– willful damaging of property
– permitting passengers to ride in motor vehicles without seatbelts
– permitting youth or adults to ride in the back of trucks
– behaviors that are illegal under law

Updated 8/1/2025

A successful Georgia 4-H program must promote life skills development and be presented in a safe, intellectually competent way while instilling 4-H values through instruction and mentorship. Adult leaders, paid or unpaid, prepare youth to be Beyond Ready by focusing on high-quality youth development programs that promote sparks, belonging, relationships, and engagement. Our intent is to provide a program that empowers youth to be ready for work and life. By building work and life skills, we help them develop essential tools and attitudes for a lifetime, including leadership, problem solving, critical thinking, and technological skills. We prepare youth who are Beyond Ready to navigate the ever-changing world by fostering persistence, flexibility, adaptability, and creativity—skills highly sought after by employers in today’s work world.

Georgia 4-H Code of Ethics for Adults Working with Youth

As an adult leader working with 4-H youth:

I will respect the participants, other leaders, and property associated with the 4-H program.

I will set a good example as a mentor and role model for 4-H youth and other leaders.

I will provide ethical and supportive assistance to youth as they prepare and complete their projects, promoting 4-H’er independence to complete their own work. The 4-H’er will do their own work on projects including, but not limited to: portfolios, speeches, competitive events, and show animals. Any materials shared with the youth is for reference and resource purposes only.

I will prepare youth to properly cite source materials when appropriate, avoid plagiarism, uphold academic integrity, and conduct original work.

I will teach 4-H’ers to make their own decisions.

I will promote good sportsmanship, honesty, integrity, responsibility, and fairness.

I will put the physical, mental, and emotional safety of youth under my supervision at the forefront of my decisions.

I will respect the dignity of each participant in the 4-H program regardless of an individual’s age, color, disability, genetic information, national origin, race, religion, sex, or veteran status.

As an adult leader, I will strive to express care, challenge growth, provide support, share power, and expand opportunities for youth.

Adapted from the 1999 Georgia 4-H Code of Ethics,
National 4-H Shooting Sports Code of Ethics, UGA Policy on Assurance of Non-Discrimination and 4-H Beyond Ready Initiative. April 2026 Version. Internal location: Shared Files -> Staff Only -> Policies

The Georgia 4-H Dress Guidance is designed to foster a positive learning environment and ensure clothing is appropriate for the designated activity.

General Guidelines

General Appearance: Clothing should be neat, clean, and free of holes including jeans and pants.
Coverage: Clothing must provide full coverage of the torso, midriff, and backside at all times. Both tops and bottoms must be worn to ensure that bare skin is not exposed in these areas and that all undergarments are completely concealed.
Length & Movement: Shorts, skirts, skorts, and dresses must be at least mid-thigh length. These garments must provide consistent, full coverage through all ranges of motion, including standing, sitting, and bending
Footwear: Shoes must be worn at all times.
At 4-H Camp: Shoes with backstraps are required.
Headwear: Hats and headwear are permitted when appropriate for the specific activity or venue.

Prohibited Items:

• Clothing advertising alcohol/tobacco or anything violating the 4-H Code of Conduct.
• Pajamas outside of sleeping areas.
• Tube tops or backless tops
• Spaghetti straps, halter tops, or strapless
• Formal Exception: Spaghetti straps and strapless dresses are only permitted during formal banquet events.

Dress Categories

Casual

• T-shirts, shirts without collars or sleeves
• Shorts, skirts, skorts
• Jeans/pants
• Tennis shoes or sandals

Example of Casual Dress:

Business Casual

• Bottoms: Slacks, pants, capris, skirts, or clean/pressed denim.
• Tops: Polos or shirts with collars and sleeves.
• Footwear: Flats, low-heeled shoes, boots, or appropriate tennis shoes.
• Not Allowed: Shorts, T-shirts, flip-flops, or baseball caps.

Example of Business Casual Dress:

Professional

• Attire: Suit Jackets, dress pants, skirts, dresses, and collared/dress shirts or blouses. Ties are optional.
• Footwear: Dress shoes or appropriate sandals.
• Not Allowed: Denim, tennis shoes, flip-flops, or hats.

Examples of Professional Dress:

Formal

• Attire: Suits with ties; formal dresses or gowns.
• Dresses: Strapless, halter, or spaghetti straps are acceptable for formal/banquet attire only. Dresses may not be backless, low-cut, or have exposed midriffs or high slits.
• Footwear: Dress shoes or appropriate sandals.

Example of Formal Dress:

Event Administration

• Event-Specific Rules: Many major events (Summer Camp, State Council, State Congress) have specific dress codes; participants should review those unique guidelines prior to the event.
• Final Authority: Event leaders have the final decision in determining if apparel is appropriate.
• Modifications: Leaders may require individuals to modify their clothing selection if these guidelines are not met.

Quick Tips for Success

• Check the Event: Major events like State Congress or Summer Camp often have their own specific lists. Check your registration packet!
• When in Doubt: Bring a “backup” outfit. If a leader asks you to modify your clothing, you’ll be ready.
• Formal Exception: Spaghetti straps and strapless dresses are only permitted during formal banquet events.

Follow the steps that apply to each type of injury or incident.

Work-Related Injury

Impacted group: Employees of UGA while in the course of employment

Step One: Complete an Online Injury Report

Step Two: Continue with Worker’s Compensation Process, according to directions

Step Three: If professional medical attention is required, also complete a CAES Incident Report*

Non-work Related Injury

Impacted group: Non-employees, i.e., students, visitors, volunteers, 4-H’ers, etc. OR UGA employees outside the course of employment

Step One: Complete an Online Injury Report

Step Two: If professional medical attention is required, also complete a CAES Incident Report*

Incidents (other than injuries)

Impacted group: Employees, volunteers, visitors, guests, 4-H’ers, etc.

Step One: Complete a CAES Incident Report* according to Policy 5.01

*Send CAES Incident Reports via email to: caesext@uga.edu, mtoews@uga.edu, DED, PDC, CEC, and other appropriate supervisor(s)

*When reporting within 4-H, please send via email to: caesext@uga.edu, mtoews@uga.edu, state4hleader@uga.edu, melmel@uga.edu, DED, PDC, CEC, and other appropriate supervisor(s)

Created for use within Georgia 4-H by Risk Management Team (updated April 1, 2025)