4-H Club Management System

Find resources for starting, renewing or maintaining a 4-H club. View the Club Management Guide for county educators regarding Oklahoma's Club Management System.

• Charter - Starting a 4-H Club
  View the Charter Club Application  for New Club/Club Name Change (Updated 9/2022). DO NOT hand write form. It must be typed in the fillable form provided. Be sure page 1 and 2 are completed/typed before printing and getting signatures. Form must be submitted by email/electronically.

   

  CMS Appendix 3 -

  • Charter Club Application
  • Sample Letters
  • Financial Understanding  (Updated 11/2021)  
  • Civil Rights Card - This form has been incorporated into the Club Leader Agreement and is part of every volunteers enrollment process as of August 2021. 
  • Use of 4-H Name and Emblem
  • Charters - The Key To Official Recognition USDA
  • 4-H Charter Fact Sheet USDA
  • Club By-laws
  • PVA By-laws
• Renewing Club Charter
  View the forms below that need to be submitted to renew a 4-H club charter.

  •   Club Charter Renewal Checklist - Completed annually by Extension Educator and Club leadership. The renewal document must be completed and uploaded to ZSuite no later than July 31 each year.
  • Club Charter Renewal Certificate
  • Annual Club Self-Evaluation - Form can be completed by the club if the county does not have some other form of "end of year" evaluation in place for club self-assessment.
• 4-H On Trac
  View the forms below for 4-H On Trac.
  

  • Oklahoma 4-H On Trac PowerPoint
  • Oklahoma 4-H On Trac Lesson Guide
  • Monthly Planning Guide
  • County Planning Guide
• Club Finances
  View the forms below regarding club finances.
  

  • Treasurers Guide
  • 4-H Tax Options
  • 4-H Club Financial Understanding
• Club Leader - Fall Orientation Meetings
  View resources below for club leaders.
  

  • Tools of the Trade - PowerPoint and teaching outline for County Educator conducting "back to school" or "beginning of the year" meeting for club leaders.
  • Welcome to the Family - Orientation for new families and parents - PPT and teaching outline for use by county educator, club leader or volunteer.
  • Brochure for New Parents
• Club Resources
  View guides and forms below about holding an officer position in a 4-H club.
  

  • 4-H Club President Planning Guide
  • 4-H Secretary's Record Book
  • 4-H Leadership Guide
  • Club Financial Guide and Treasurer's Records
  • Club Scrapbook/Electronic Scrapbook Guidelines
• Club Management Forms
  View club forms below about risk management and safety for youth.
  

  • Activity and Event Intent
  • Incident and Accident Report
  • County 4-H Crisis Management Plan
  • Working with Minors
• Maintaining a 4-H Club

  Steps required to maintain the charter of a 4-H Club:

  1. Submit annual set of Monthly 4-H Meeting Planning Guides to your county Extension office. Keep OSU Extension informed of changes and additions.
  2. Actively recruit and meet regularly with volunteers and youth from a variety of racial, ethnic, religious, and socioeconomic groups in your community.
  3. Complete an end of year report of club activities and submit to your county Extension office.
  4. Annual review of financial accounting/funds from the county office/school activity fund/foundation approved by the club’s leadership team.
  5. Complete a regular enrollment process for 4-H members and volunteers.  Based on youth enrollment a healthy and/or adequate youth-adult ratio is maintained.
  6. Have a team of local parent(s)/volunteer(s) attend Parent-Volunteer Continuing Education opportunities for personal development, as well as to take the information back for use in the club.
  7. Club represented at all county Parent-Volunteer Association meetings by parent(s)/volunteer(s).