Chartering 4‑H Clubs & Volunteer Groups

A 4‑H Charter officially recognizes a group as part of Virginia 4‑H. Chartered groups meet state requirements and gain access to important privileges such as use of the 4‑H name and emblem, financial coverage, and the ability to fundraise.

What is a 4‑H Charter?

A 4‑H Charter certifies that a group:

• Is an official Virginia 4‑H entity

• Meets minimum state‑required standards

• Is authorized to use the 4‑H name and emblem

• Is included under Virginia Tech’s financial and insurance programs

• Can raise, allocate, and manage funds to support 4‑H programs

Which Groups Need a Charter?

Youth-Based 4‑H Groups

These groups must be chartered and renew annually:

• Community clubs

• Project clubs

• After‑school 4‑H clubs

• School‑based clubs

• Military 4‑H clubs

• Cloverbud groups (ages 5–8)

Temporary groups like camp counselors or judging teams do not need a charter unless they operate as a club.

Adult Volunteer-Based 4‑H Groups

These groups must also be chartered:

• 4‑H volunteer associations

• 4‑H leadership councils

• 4‑H All-Star organizations

• State IFYE Association

• 4‑H foundations

• 4‑H educational centers

• Collegiate 4‑H clubs

Any adult volunteer group using the 4‑H name or handling 4‑H funds must hold a charter.

4‑H Groups vs. 4‑H Programs

Programs such as school enrichment, special‑interest series, after‑school programs, and EFNEP/SCNEP do not need charters unless they include an official 4‑H club.

Minimum Requirements for a 4‑H Charter

For 4‑H Clubs (ages 9–19)

• At least five youth members

• Two trained adult volunteers (an agent may temporarily serve as one)

• All members enrolled in 4‑H Online with the required forms

• Youth officers are elected and trained

• Club adopts official constitution and bylaws

• Annual club program plan completed

For In‑School, Classroom-Based Clubs

• At least five members per classroom club

• One trained volunteer (teacher) or two trained volunteers if leader is not the teacher

• Enrollment through 4‑H Online

• Elected officers

• Shared constitution/bylaws for all clubs in the grade

• Annual program plan

For Cloverbud Groups (ages 5–8)

• At least five members

• Two trained adult volunteers

• Enrollment through 4‑H Online

• Annual program plan

For Adult Volunteer-Based 4‑H Groups

• At least five enrolled volunteers

• Elected, trained officers

• Enrollment through 4‑H Online for all officers

• Group purpose aligns with the Virginia 4‑H mission

• Adopted constitution and bylaws

Annual Charter Renewal Requirements

All Groups Must:

• Continue meeting minimum charter requirements

• Submit required renewal forms

• Complete a financial audit if handling funds

• Submit a property inventory report if the group owns property

Specific renewal forms vary by group type.

How to Get a 4‑H Charter

1. Complete the official 4‑H Charter Application:

• 4‑H Clubs & Cloverbuds: VCE 388‑069

• Adult Groups: VCE 388‑141

• Classroom Clubs: VCE 388‑145

2. Submit to the local Extension office for approval.

3. Approved applications are sent to the State 4‑H Office.

4. Once approved, the charter certificate is issued and presented to the group.

When to Apply

• Existing groups: Must have a charter to continue operating.

• New groups: Apply within the first 3 months of starting.

  • Groups receive a Provisional Charter until all requirements are met.

Maintaining or Losing a Charter

A charter remains valid through the 4‑H year (Oct 1–Sept 30).

A charter may be revoked if:

Minimum requirements are not maintained

• The group changes its name

• The group disbands

• Policies are not followed

Groups that lose a charter may reapply.

Need Help?

Contact isabellak@vt.edu for additional inquiries and information