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Policies and Procedures

Section links for this page:
Safety for Members
Risk Management
Leader Certification
Managing Resources


4-H members, parents, and leaders are responsible for understanding and following these policies.


       A 4-H member may only be enrolled in a 4-H Shooting Sports project if it is led by a 4-H Certified Shooting Sports volunteer. There is NO Exception to this policy for a parent working with his or her own child. Only a certified 4-H Shooting Sports leader may lead any member in a Shooting Sports project.


       4-H Leader Certification is required for volunteers in the Shooting Sports discipline projects: Archery, Air Rifle (BB/Pellet), Small bore Rifle, Pellet Pistol, Shotgun, Muzzleloading, and Hunting & Outdoor Skills. No other certification or qualifications are accepted as a substitute.


Safety Pre-Requisite for Members

To participate in any 4-H Shooting Sports discipline, a 4-H member must have successfully completed the 740 Shooting Sports Safety course. The Missouri Hunter Education class no longer meets the requirement for SS Safety.


Project 740- Shooting Sports Safety consists of a minimum of 6 hours of firearms, archery, shooting safety. Certified discipline instructors cooperate to teach/conduct the Shooting Sports Safety project. Curriculum for the 740 SS Safety class is in a draft form. County 4-H instructors should contact the State Coordinator for a copy.



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Recommended Risk Management Procedures

Missouri 4-H Shooting Sports County Programs


1. State 4-H volunteer leader application and screening procedures and policies are followed.

All 4-H Shooting Sports volunteers are to complete the Missouri 4-H Volunteer application and screening process each year. Volunteers must be approved as a Missouri 4-H Volunteer before serving as a shooting sports instructor. The mandatory Volunteer Orientation class is required but may be completed at the certification workshop.


2. Waiver of Liability/Parental Permission Form (PDF)

All 4-H members enrolled in the Shooting Sports projects are to have parent or guardian read and sign the Shooting Sports Waiver before beginning project meetings. The certified instructor or county coordinator must ascertain that all members have the forms signed before participation. Forms are to be turned into the Youth Specialist or YEA and kept in a permanent file in the Extension Center.


3. Health and Parent Consent Form (PDF)

All 4-H Shooting Sports members/parents are to complete and sign the standardized University of Missouri 4-H Youth Development Health Statement/Parent Consent Form prior to participation in 4-H Shooting Sports. In the Activity blank, write 4-H Shooting Sports program. In the Date blank write 1999-00 4-H Year. A photo copy of the form should be given to the 4-H Youth Specialist or YEA and kept on file in the Extension Center. The original is to be kept on hand at all shooting sports= events/activities/meetings by the certified project leader. The leader and all assistants should study the health statements and familiarize themselves with any special medical needs or problems of the 4-H members. Discuss with the parents procedures that should be followed in the case of an incident.


4. Accident Insurance

State policy requires each county 4-H program to have special accident insurance coverage on all 4-H members, including Shooting Sports members. All shooting sports leaders should know the policy number and procedures required. A copy of the policy should be kept with the certified leader and the original kept in the Extension Center.


5. Emergency Plan

An emergency plan of faction should be written and followed for each training site and/or activity. This plan should consider:

       Potential risks analyzed and procedures planned



       Minor incidents/first aid-who treats or determines procedure (first aid kit)


       Access to emergency medical treatment (telephone on site, phone numbers to call, transportation, etc.)



       Three-deep leadership (at least two adults on hand) both know the plan and procedures


       Emergency Plan/Natural Catastrophe procedure (fire, tornado, lightening, etc.)




6. Incident Report (PDF)

A 4-H Event/Activity Incident Report should be completed for any incident. Incidents include but are not limited to: illness, injuries, lost/stolen valuables, accidents, property damage, safety or other rule violations. Other issues of concern may also merit an Incident Report. All incidents should be reported to the County Coordinator and Extension Youth Staff person immediately. The written report should be kept on file at the Extension Center. Extension staff should take appropriate action and advise the State 4-H Office and the University of Missouri Department of Risk & Insurance Management as deemed fitting.


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Leader Certification


Instructor Certification Policies

All Shooting Sports volunteers must conform to the established policy and procedures for application and acceptance established for any volunteer leader by the Missouri 4-H Youth Development Program. These policies and procedures are found in detail in the Missouri 4-H Handbook. Briefly this procedure includes


       Submit Application complete Missouri 4-H Volunteer Application form (PDF) and submit to extension staff person in home county

       Application Reviewed by extension staff and county Volunteer Personnel Committee

       Criminal background check and Child Abuse and Neglect Screening (CANS) will be performed.


Volunteer application approved, disapproved, or approved with modifications


Missouri 4-H recognizes three levels of leadership in the 4-H Shooting Sports Program.


1. Certified Instructor

a.     21 years of age or older.

b.    Successfully completed the 4-H Shooting Sports Leader Certification Workshop conducted by the Missouri Shooting Sports Training Team.

c.     No convictions for game and fish law violations within the past two years.


2. Assistant Instructor

a.     18 years of age or older.

b.    Work with youth only under the direct supervision of a certified instructor.


3. Junior Leader

a.     Older 4-H youth, with 4-H Shooting Sports experience.

b.    Approved by Certified Instructor.

c.     May assist adult volunteers in a variety of ways.

d.    May not work with youth without the certified instructor present



Instructor Renewal Policy

       To keep certification valid, an instructor must teach or assist in teaching the shooting sports discipline course at least every two years.

       Once certification lapses, (not teaching for two years) an instructor must repeat a State Leader's Certification Workshop.

       Renewal will be required of all instructors when a program change requires an update or is deemed necessary by the state coordinator.




4-H Certification, achieved only by successful participation in a 4-H leader workshop is an absolute requirement for an instructor in the shooting disciplines. No other certifications or qualifications are accepted as a substitute. Just because you are an expert marksman does not mean you know how to work with kids. And just because you are firearms instructor certified by another person does not mean you know about 4-H philosophy and procedure. Each 4-H leader workshop includes youth development principles and concepts, risk management practices, and program management in addition to shooting discipline training.


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Policies for Managing 4-H Resources

PDF Version


Each 4-H Shooting Sports group with financial responsibilities should visit with their local University Extension 4-H staff person for advice and guidance prior to establishing financial accounts, policies, and procedures.


Regardless of the funding source, 4-H funds belong to the public Extension employees and 4-H volunteers should take their fiduciary responsibilities seriously. Funds raised in the name of 4-H must be used only for 4-H purposes and activities.


  County 4-H Shooting Sports groups (committees) are encouraged to channel funds through the County 4-H Council as separate designated funds account. If the county chooses to establish a special interest Shooting Sports Club, that club may establish their own treasury following the recommended guideline.

  Any 4-H group, which has annual receipts of over $50, should establish a checking account at a public financial institution.


  The checking/savings account should be set up so that checks and withdrawals require two signatures.

  Whenever the treasurer is under 21 years of age, the co-signer must be an adult.

  Parent and child from the same family should not be co-signers.

  The 4-H group should have an Employee Identification Number (EIN). Apply for an EIN with form SS-4, which can be obtained from your bank or the IRS.

  Treasurers of any 4-H group are required to use the Missouri 4-H Club Treasurer Record Book (Y672), available through county University Extension 4-H staff. (For groups with large annual budgets, the treasurer may substitute a commercially prepared financial record book or computerized financial record keeping system.)

  An accurate and detailed record of all receipts and expenditures must be kept. Refer to details in Y672.


a.     Whenever the group receives cash or checks, the treasurer must write receipts for all money received and provide this to the customer or donor.

b.    Receipt should include amount, what the funds were for, and the date.

c.     Deposit all funds at least monthly. Large deposits should be made within 3 days.

d.    Use and keep a copy of the Deposit Slip. Record all checks and cash, include source, name, and check number.

e.     Pay bills only with a check, never with cash.

f.     Always have a written bill, invoice, or statement before writing a check.


  Treasurer should provide a written detail financial report at each meeting; club treasurers at club meetings, and county shooting sports groups (clubs or committees) at each 4-H Council meeting.

  An annual audit of finances is required. The auditing committee, which may be made of volunteers, examines and verifies accounts, receipts, expenses, and procedures.

  All fund-raisers should be approved in advance by the 4-H staff person and/or the county 4-H Council.

  Equipment and supplies donated in the name of 4-H are to be used only for 4-H purposes and do not become the possession of an individual.

  Receipts of donated supplies or equipment should be written and given to the donor.

  Donations of funds, supplies, or equipment should be reported to the 4-H staff person and the county 4-H Council.

  The club leader or group advisor (Shooting Sports County Coordinator) should keep an accurate and up to date inventory list of donated equipment. A copy of the inventory should be provided to the 4-H staff person annually and when new equipment is added.

  The inventory should be as detailed as possible and include: donor, date of donation, brand name, model name/number, and serial/ identification number if available.

  Should a 4-H club or group disband or cease to function, any funds, donated equipment, and supplies become the property of the county 4-H Council (or Extension Council). It is inappropriate and illegal to transfer funds or equipment to individual members or leaders.

  Contributions to approved 4-H groups are usually tax deductible for the donors. Check with the University Extension 4-H staff person for details and documentation. Individual donors should always consult with their own tax preparer.


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Contact Information


Last Revised 17-Nov-06


University of Missouri Extension

4-H Center for Youth Development

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