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4-H Review Board Procedures

Purposes

The 4-H Review Board exists for two primary purposes:

1. To determine whether a violation has occurred

2. If there is a violation, what disciplinary action should be taken

Rights of the Youth

In serving these two purposes, Extension faculty must assure that the rights of the young person are observed.  These rights include:

1.  Being informed of the alleged violation

2.  Having an opportunity to present his or her recollection of the events

3.  Having an opportunity to ask questions of any witnesses 

Setting Up & Convening the Review Board

In accordance with the 4-H Code of Conduct, the Review Board will consist of at least the event coordinator, two Extension employees, two adult volunteers, and two youth 4-H participants.  The County Review Board should be appointed at the beginning of each 4-H program by the lead 4-H Agent, and the Events Review Board should be appointed at the beginning of any out-of-county event by the Extension Event Coordinator.

A Review Board may be convened by the Extension Event Coordinator, by an Extension faculty member, or at the request of the involved youth.

Orienting & Conducting the Review Board

The Extension Event Coordinator or Extension faculty member will act as the Review Board Coordinator and

• Inform the Review Board and those in question of the purposes of the Review Board
• Inform everyone participating in the process to treat the matter as confidential
• Advise the Review Board and the youth of the violation (or suspected violation)
• Ensure that persons not essential to the proceedings are excluded
• Allow witnesses to be present only during their own testimony
• Appoint one of the Extension employee committee members as a recorder to document the proceedings and the discussion of the Board following the proceedings
• Provide opportunity for each person to present his/her recollection of the events
• Permit the Board members and the youth to ask questions and call for additional information.

Reaching a Determination

When all parties have had an opportunity to present and the Board has no further questions, the proceedings shall be closed.  The Review Board Coordinator will instruct the youth that he or she will be notified of the findings of the Board and of any disciplinary action.  

The Board will deliberate and determine by vote whether the youth(s) are in violation of the 4-H Code of Conduct and what appropriate disciplinary action is warranted, in keeping with the guidelines of the 4-H Code of Conduct.  The Review Board Coordinator may participate in these deliberations but may not vote other than to break a tie.

Once a determination is made, the Review Board Coordinator will prepare a written summary of the findings and the disciplinary decision using the recorder's documentation of the proceedings and subsequent Board discussion. This report, along with the written record, will be submitted to the Assistant Director of 4-H Youth Development, who will have up to five days to affirm or reverse the Board’s decision. 

After review by the Assistant Director of 4-H Youth Development, the Review Board Coordinator will notify the youth and parent(s), in writing, of the findings, results, and appeal procedures.

Appeal Procedures

If the youth wishes to appeal the decision of the Assistant Director-4-H Youth Development, he or she must appeal, in writing, to the Associate Vice-President for Agriculture – Extension whose decision will be final. The written appeal must be filed within thirty days following notification of the disciplinary action.  The Associate Vice-President for Agriculture - Extension will issue a final decision within 10 days of receiving the appeal.