MAINE

4-H Youth Development Program

Policies, Procedures and Guidelines

Last Revised

February 20, 2007

TABLE OF CONTENTS

Introduction

Audience - The Maine 4-H Policies, Procedures and Guidelines Manual is an electronic compilation of information relevant to the Maine 4-H program.  It is intended primarily for three audiences:

• 4-H members

• 4-H volunteers

• 4-H Youth Development staff

Format - The manual is most useful from a computer, as it is internally and externally "linked".  However the manual may also be printed and used as a "hard copy" resource.  In such a hard copy format the main loss will be the access to the external links.  And since the manual will be continually updated, there is a danger that printed copies may not be current.  The date of the latest edition of the manual is printed on the cover, and each Policy, Procedure or Guideline is dated at the bottom.  Please keep any printed copies current.  We advise rarely printing out the whole manual, but rather printing only specific pieces as needed.  Staff will be informed any time an update is made.  Staff are asked to keep 4-H members and volunteers advised of changes.

Updates - The manual is updated at least annually by Maine 4-H staff.  It is accessible at http://www.umext.maine.edu/4h/manual/default.htm.

Procedure for amending the Manual

• Any 4-H staff, volunteer, or youth may propose amendments to the Policies and Procedures manual

• The proposed amendment should be presented to the Policy Team for inclusion on the next Green Team meeting.  4-H volunteers and youth may give proposals to county staff, to be passed on to the Policy Team

• The proposed amendment will be presented at the Green Team meeting by the person who proposed the changed or by a designated Green Team member

• The Green Team will serve as a point of final approval and accountability on all 4-H Youth Development policies and procedures.  However, the Green Team will send any proposed amendment that changes staff practices to the whole PLT for input and vote.

• The Policy Team insures that approved amendments are integrated into the web-based manual.  All approved amendments include a date of revision and staff will be notified when revisions are made.

• Staff will keep the 4-H community informed of changes.

Policies, Procedures and Guidelines - The manual makes a distinction between "policies" , "procedures" and "guidelines" by putting them in separate sections.  For the purposes of this manual:

• Policies are firm practices that must be followed by Maine 4-H members, volunteers and staff.

• Procedures are descriptions of how policies and guidelines are implemented.

• Guidelines are helpful suggestions of behavior.  Discretion is left to the audiences as to whether or how they follow guidelines.