4-H Club Management System

Find resources for starting, renewing or maintaining a 4-H club. View the official 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 11/2021). 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 cub.

  •   Club Charter Renewal Checklist - Completed annually by Extension Educator and Club leadership. The renewal document must be completed and uploaded to 4HOnline no later than August 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 Families
• 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
• How to Start a 4-H Club

  Want to start a 4-H Club? The qualifications necessary to obtain a charter include:

  1. At least five youth members from two or more families.
  2. Certified volunteer(s) who care about working with members, teen leaders and parents.
  3. Maintain a necessary/appropriate youth adult ratio.
  4. A structure that gives members the shared responsibility for making decisions and operating the club.
  5. An organized, fun and educational program planned by members, volunteers and parents.
  6. Six or more club meetings during the year.
  7. Participation in learning experiences outside of the local group.
  8. Involvement in the community through service-learning.
  9. Personal evaluation and recognition of progress on individual and group/club goals.
  10. Effective blend of all five components of the 4-H Recognition Model.

   

  The process for creating a new club begins by submitting a Club Charter Application to your county OSU Extension office. A group requesting a charter must the agree upon the following:

   

  The use of the 4-H name and emblem is granted on the basis that membership in the 4-H group named above of the Oklahoma Cooperative Extension Service is open to all eligible persons regardless of race, color, national origin, gender, religion, age, or disability and is an Equal Opportunity Employer.
  
  

  The 4‑H club/group is the local learning group in which 4‑H members are involved.  Club activities are critical to 4‑H as they advocate both leadership and cooperation among club members. 

• 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).