Michigan State University Extension

4-H Youth Development

 

 

4-H Exploration Days

| EVENT OVERVIEW | WHAT'S NEW | CODE OF CONDUCT | RESPONSIBILITIES |
| SESSION INFORMATION | STAFF SECTION |

What's New About 4-H Exploration Days Code of Conduct Responsibilities Session Information Staff Section

Staff Section

Page contents: Quick links to forms and documents referred to this section:
Promotion

Ads & Flyer (Adobe Acrobat)

Scholarships

 

Submitting Registrations and Prepayment 4-H Exploration Days Prepayment Worksheet (MS Word)
Underage Children of Resource People Resource People Child Care Needs Form (MS Word)
Participants with Disabilities/Buddy System Buddy System for Participants with Disabilities Form (MS Word)
County Forms Due Mid-May

House Count Form (MS Word)
County Conference Assistants Form (MS Word)
Headquarters Staffing Assistance Form (MS Word)
County Swim Time Request Form (MS Word)

Housing Assignments
Housing Sheets
County Delegation List

Housing/Meal Cards

Male and Female Housing Sheets (MS Excel)
(To save this file to your computer, right click on the link and select "Save target as" from the fly-out menu. Indicate where on your computer to save the file. Open the file then click on far left tab at bottom of Excel spreadsheet for more directions.)

Pre-Event County Orientation Meeting

2009 MSU Map in 8.5" x 11" or 11" x 17" sizes (Adobe PDF format)

2009 4-H Exploration Days Activity Guide Inside Pages (side by side "Reader Spreads") (Adobe PDF format)

2009 4-H Exploration Days Activity Guide Inside Pages ("Printer Spreads" for making a booklet) (Adobe PDF format)

2009 4-H Exploration Days Activity Guide Cover (Adobe PDF format, large file)

Identification Portfolios Personal Data Sheet (MS Word)
Whereabouts Forms

Participants' Whereabouts Schedule (MS Word)
(This form is provided by CCA's at the event, not completed and submitted ahead of time.)

CCA/Chaperone/Staff Whereabouts Schedule (MS Word)
(This form is provided by CCA's at the event, not completed and submitted ahead of time.)

Permission Forms Needed  
Check-In 

 

4-H Information Centers

 

General Headquarters

 

At the Event County Meeting

 

Youth/Chaperone Huddles

 

Bed Check

 

Guidelines for Handling Behavior Problems

 

Health Care & Emergencies

Special Activities Insurance Coverage Indicator Form (MS Word)

Check-Out

 

After the Event

 

Contact Information

 

Promotion

A camera-ready promotional flier and ads are sent to counties in December. Fliers can be distributed at meetings and ads inserted into newsletters. You can also download the promotional flier and ads in Adobe Acrobat (PDF) file format (ExpoDays-09-Ads.pdf)

All counties have a copy of the Exploration Days DVD produced in 2008. It contains a promotional segment (for use January through early May) and an orientation segment (for use in June.)

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Scholarships

Volunteer Resource People Scholarships

Volunteer session instructors, session helpers and county conference assistants (CCAs) attend free. MSU Extension staff serving as instructors or CCA's also attend free. County staff attending as session helpers receive an $80 scholarship..

Financial Hardship and New Audience Recruitment Partial Scholarships

Whenever possible, counties are urged to secure local scholarships to support participant attendance. A limited number of $40 scholarships are available through the State 4-H office for full-time youth participants.

Counties may request the scholarships to:

  • Encourage and support participation of financially limited youths who would otherwise not attend.
  • Encourage and support new audience participation at the event.

Application Requirements

Counties request scholarships by letter or email to the Exploration Days coordinator near the end of January each year. (There is no form to complete.) The following information should be included:

  • The number of partial scholarships requested.
  • The situation or rationale for the request (i.e., evidence of financial need, new audience recruitment, the impact of participation upon the individual.
  • The impact this support will have on the individuals.

Selection Process

Scholarship allocations will be made based on:
  • Rational given in the request letter.
  • The number of scholarships allocated and used by the county in the past 3 years.
  • County attendance level in the past 3 years.
  • The availability of scholarship funds.
  • Notification of scholarship awards will be sent to counties in late February. Counties will receive a letter indicating the number of scholarships being granted and a form to complete.

Receiving Scholarship Credit

  • A scholarship form, which lists each recipient must be completed and returned to the State 4-H office a week after the event registration deadline. Scholarships are for full-time youth only.
  • Scholarships are not transferable if a scholarship recipient is unable to attend.
  • Scholarship awards will be credited on the county billing following the event. The scholarship amount will be deducted from each recipient’s charge.

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Submitting Registrations and Prepayment

Counties register their participants using a web based registration program. The registration web site address is http://web2.canr.msu.edu/explorationdays/login.cfm . An email confirmation will be sent back to the county for every registration received.

Counties should submit a lump sum prepayment deposit to the State 4-H office the week after the registration deadline. Download the 4-H Exploration Days Prepayment Worksheet (MS Word format) to use to calculate the amount of your prepayment.

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Underage Children of Resource People

A "family friendly" policy exists to accommodate out-of-town resource people who need to bring children under age 11 to 4-H Exploration Days. A limited number of children too young to attend Exploration Days as participants will be allowed to accompany a parent or guardian serving as a resource person on a first-come, first-served request basis. Resource people include instructors, helpers, field staff, CCAs and chaperones. Parents are required to find their own child care in the East Lansing area or bring a child care provider. The Exploration Day Coordinator can help identify child care options if needed. Because of their 24 hour on-call responsibilities, CCAs and chaperones wishing to use this option must bring a child care provider.

Costs for underaged children and providers are less than the event participant fee and must be covered by the parent or guardian. Meals and lodging package costs are $50 for ages zero to 5, $85 for ages 6 to 10. The meals and lodging package cost for providers are $85. Providers must be at least 16 years old.

Children under age 11 and their child care providers will not attend sessions or participate in other event activities. Resource people who express interest in bringing a young child with them will be sent a small list of MSU/Lansing area activities (not related to Exploration Days) which they may consider for their young children and child care providers.

Download the 4-H Exploration Days Resource People Child Care Needs form (MS Word format) to indicate interest in this option. Resource people, their children aged 11 and under, and their child care providers (if applicable) are housed with their county delegations.

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Buddy System for Participants with Disabilities

Counties are encouraged to be inclusive in their 4-H Exploration Days participant recruitment. A buddy system is utilized for youth who have mobility, hearing, sight or learning disabilities. Some participants with learning disabilities may be able to function on their own without a buddy. This is a decision each county must make based on the situation.

Implementing the Buddy System for Participants with Disabilities:

  • Recruit an able-bodied 4-H teen or adult to accompany the disabled participant to the event, attend the same session and serve as his or her roommate. Buddies should be of the same sex and have similar interests. The disabled participant and buddy are together during the entire conference (meals, sessions, free time activities, etc.).
  • Discuss with parents of disabled participants the event and any special needs the teen might have for accommodations or meals. Any special needs should be indicated on the Buddy System for Participants with Disabilities form.
  • Download and complete the 4-H Exploration Days Buddy System for Participants with Disabilities form (MS Word format) and indicate disability type and special needs as specifically as possible. Mobility disabilities must be explained so that housing assignments can be based on hall accessibility needs.

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County Forms Due Mid-May

The following 4-H Exploration Days forms are available for download in MS Word format:

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Housing Assignments

Three main steps are involved in the process of making housing reservations and assignments:

  1. Each county completes a county delegation house count form and returns it to the State 4-H office. All house count forms must be received at the State 4-H office before any housing assignments can be made. Please do not be late submitting your completed form!
    Counties sharing CCAs must request multi-county housing in the space provided on the form.

  2. When all forms are received, the State 4-H staff assigns each county a block of space within a residence hall (based on the house count totals) and sends counties their assignment information (complete with floor plans) by early June.

    Based on the totals indicated on the county house count forms, the State 4-H staff assigns each county two blocks of space (one for males, one for females) within a residence hall. Males and females are housed on different wings of each hall. Since there are generally more female than male participants, however, some females are housed on the top floors of male housing wings.

  3. Each county makes individual room assignments. Allowing youth to sign up in pairs or quads for roommates can be done at the county orientation meeting held after June 12, or can be handled by whatever process works best in each county.

    County 4-H staff can then make specific room assignments to each member of the delegation. Instructions for making room assignments are given below.

    Using the floor plans, county staff should assign CCAs and chaperones throughout the delegation area. It is the county's responsibility to provide adequate floor coverage and spacing of CCAs and chaperones throughout the assigned area to promote positive interaction with participants.
    • Rooms with phones should be designated for CCAs and/or 4-H staff. Rooms with phones will be marked on your county floor plans. Only one or two rooms per floor will have a working telephone. (Quantity will vary per dorm.)
    • If a block of space has been assigned for a multi-county housing delegation, the counties involved must work together to determine which specific rooms each individual delegation should be assigned to within the multi-county housing assignment.
    • Counties with a designated hall security room on an assigned floor should inform all county chaperones. Security staff are residence hall personnel assigned to their rooms for the entire summer and may be either male or female.
    • Counties are responsible for assigning the session helpers and instructors that are part of their delegation to specific rooms and for notifying them of their assignments.

Housing Sheets

After counties have made specific room assignments to all members of the delegation, the individual female and male housing sheets and housing/meal cards can be prepared. These sheets and cards are then sent with the CCAs to the CCA orientation meeting on Tuesday before the event. Housing assignment changes will not be allowed during the event.

County Delegation List

At the same time the housing assignment floor plans are sent to the counties from the State 4-H office, counties will be sent an alphabetical listing of their entire delegation sorted by males and females.  This list should be used to verify registration of all participants.  Counties may wish to use it as a master list when typing housing/meal cards and housing sheets.

Housing/Meal Cards

A housing/meal card must be completed for each person needing overnight lodging and meals. Each year a quantity of these cards are distributed at the 4-H Spring Conference in late April or early May.  Counties not represented at the conference receive theirs in the mail along with their housing floor plans in late May.  Step-by-step instructions for completing the cards are given below:

  1. As of 2008, counties only receive blue ink cards to use for both males and females (not blue for males and red for females as in past years due to a dwindling supply of red ink cards).  The cards still must be separated by male and female participants!  If you need additional cards contact the State 4-H office.
  2. Wait until you receive your Exploration Days delegation summary and housing floor plans to begin completing your cards.  On each participant’s card, type the following information:
    • name (last name first)
    • name of county
    • dorm name  (Designate east, west, north or south for the assigned wing of each residence hall.)
    • room number assignment
    • check status (CCA’s can be listed as leaders or agents (educators) if either of these apply.  Otherwise, check other.
      Do not make any marks on meal notations at the bottom of the card. - even though the card says to check the first and last meal.
  3. Separate cards according to male and female status and put both groups in alphabetical order.  Do not mix male and female cards together.
  4. If you have extra cards remaining after you’ve accommodated the entire county delegation, keep them to use for the next year.
  5. County conference assistants will bring the cards (along with the housing sheets) to the CCA orientation meeting on Tuesday afternoon prior to the conference.
  6. During check-in, participants are given the pink and cardboard copies of their housing/meal cards. Participants exchange the pink slip for a room key and use the cardboard copy for their meal ticket during the entire event.  The white and yellow copies of the card are retained by the State 4-H office.

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Pre-Event County Orientation Meeting

Suggested Agenda for County Orientation Meeting: Early June, 1½ Hours

Time Agenda:
10 minutes Pick a get acquainted activity. (e.g., People Bingo or Interview Someone)
10 minutes Why go to Exploration Days? Give overview of exciting things in store like the Wharton Center entertainment (see Activity Guide); discuss importance of attending sessions, recreation time and county meetings.

50 minutes

 

View orientation segment of the 4-H Exploration Days DVD and discuss rules and expectations. Introduce county conference assistants (CCAs) and chaperones; review their roles and responsibilities during the event. Job descriptions for each role can be printed from the 4-H Exploration Days website:
http://web1.msue.msu.edu/cyf/youth/expodays.html

Review the role of head conference assistants (HCAs). Provide "things to know and expectations" handout to participants.

Note: If your group is large (more than 25 people), you should only show the DVD to the whole group at once if you can have one DVD player cabled to two (or more) TV monitors or if you can use a projection unit. A good rule of thumb is to have only 1 person per inch of monitor size, that is, for a 27-inch monitor you should have only 27 viewers. You may also split the group up as outlined below.

25 minutes

Group 1:

Group 2:
  • Conduct stereotype activity* to help participants prepare for meeting people from across the state.
  • Show orientation DVD and follow up by reviewing key rules/expectations.

25 minutes

Group 1:

Group 2:
  • Show orientation DVD and follow up by reviewing key rules/expectations.
  • Conduct stereotype activity* to help participants prepare for meeting people from across the state.

* This activity will be sent to counties with Exploration Days letter #5. Other activities which also prepare participants for meeting and appreciating new people may also be used.

20 minutes
  • Pick roommates; pay fees; handle transportation arrangements.


Things to Know for 4-H Exploration Days

  1. Each county has a male and female county conference assistant (CCA). Your CCAs serve as a head chaperone and are there to provide assistance, help solve problems, etc.
  2. Each youth will be assigned to a specific chaperone to whom they are accountable. Whereabouts schedules will be posted on each chaperone’s door for youths and chaperones to complete throughout the conference.
  3. Emergency 24-hour headquarters number is (517) 353-2922. Headquarters is in the West Akers Lounge.
  4. Check-in time is Wednesday, 8 to 11 a.m. on your assigned wing of the residence hall (east, west, north or south).
  5. At check-in you'll receive a room key, linen packet and meal card. You'll need your meal card each time you enter the cafeteria. Don't forget it!
  6. Wear your name badge in a visible place at all times (except while you're sleeping and swimming, of course!) Your name badge admits you to activities and identifies you as a 4-H Exploration Days participant.
  7. Keep your key attached to your name badge lanyard, pinned onto your clothing or in a secure place. If you lose your key you will be charged $75 for the replacement key and lock.
  8. You are responsible for being on time at your session and other activities.
  9. You must attend the sessions for which you pre-registered. Session absences will be reported to your county.
  10. County meetings and youth/chaperone huddles will be held during the event. Watch for a posted announcement on your housing floor giving times and locations.
  11. Curfew: By 11 p.m. you must be on your assigned residence hall floor for your brief youth/chaperone county huddle. By 11:15 p.m. you must be in your assigned room. Your CCA and chaperones will do a bed check each night.
  12. Lock your room whenever you leave it and at night when sleeping.
  13. There is a lost and found at each residence hall Information Center. Following the event, lost and found items will be tagged by residence hall and room number and returned to the appropriate county. Call the county MSU Extension office after the event if you leave something behind.
  14. Check-out time is Friday before 1:30 p.m. on your assigned housing floor. Be sure you have arranged for your pick up and transportation home. 
15. Please Bring: Please Don't Bring:
  • Casual clothing (shorts, T-shirts, jeans, jacket)
  • Walking shoes
  • Watch
  • Alarm clock
  • Fan (if you want one)
  • Sports water bottle (with your name on it!)
  • Wash cloth (if you want one)
  • Soap, personal toiletries, etc.
  • Swimsuit and cover up
  • Hangers (if you want them)
  • Spending money for souvenirs and/or snacks (Some leisure activities have small fees)
  • Umbrella (in case of rain)
  • Safety pin (to pin your room key to your clothes)
  • Valuables (such as CD player and expensive jewelry)
  • Towels, sheets, pillows and blankets are provided

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Identification Portfolios

Counties will create identification portfolios for their delegation. A Personal Data Sheet (downloadable in MS Word format) with a photo will be created for each youth and adult participant. These sheets will help county conference assistants (CCAs) and chaperones put names and faces together, put all pertinent information in one place and assist with identification and tracking if someone is missing. CCAs or county staff will be the keepers of the County Identification Portfolios.

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Whereabouts Schedules

Youth and their assigned adult chaperones need to keep each other informed of where they'll be, when and with whom. All chaperones will post two schedules on their residence hall room doors. One will show the chaperone's schedule. The other will be for youth to sign in and out of the recreational activities they attend without a chaperone. The Participants' Whereabouts Schedule form and the CCA/chaperone/Staff Whereabouts Schedule form are available for downloading in MS word format. Youth will also check in and out of free-time events using the "Youth Personal Schedule" that will be part of their name tag identification. Youth will share that schedule with their assigned chaperone.

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Permission Forms Needed by the State 4-H Office

County 4-H staff should submit the completed permission forms for their entire delegation, in alphabetical order, to the State 4-H Office registration secretary by May 15. (These forms should be turned in by participants at the same times as their registration form.) Each form includes the following sections – each with its own signature line:

  • Section 1 – Parent/Guardian Consent (required for all participants under 18 years old)
  • Section 2 – Medical Treatment Authorization
  • Section 3 – Code of Conduct (required for all youth & adults)
  • Section 4 – Media Release (requested for all youth & adults, but not required)
  • Section 5 – 4-H Overnight Housing Permission (required for all youth participants)

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Check-In

Tuesday Early Arrivals

All Tuesday early arrival check-in will be done in West Akers Hall outside General Headquarters. The check-in schedule for Tuesday early arrivals is:

1-2:30 p.m. and 4:15-5 p.m. CCAs Only
5-9 p.m. All other early arrivals

Wednesday Arrivals

Conference participants are to report to the lobby or main lounge of their assigned residence hall from 8 to 11 a.m. Wednesday. Participants check-in on the side of the dorm to which they are assigned.

Check-In Procedures

During check-in, participants will receive:

  • Housing/meal card
  • Room key
  • Name badge and activity guide
  • Linen packets (2 sheets, pillowcase and 2 towels) and blankets. (Note: Some resident halls put linen packets in each room before participants arrive.)

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4-H Information Centers

A 4-H Information Center will be staffed within each residence hall from 7 a.m. to midnight. Each 4-H Information Center is operated by a male and female team of head conference assistants with the help of all county conference assistants within the residence hall. 4-H Information Center locations and telephone numbers are listed in the Activity Guide.

The functions of the 4-H Information Centers are:

  • Housing questions/problems.
  • Provide location directions.
  • Relay messages via a county message baggie system. Plastic baggies are labeled with the names of each county assigned to the respective residence hall. As messages are received, they are written down and inserted into the county's baggie. CCAs & field staff should frequently check for messages. The see-through baggies makes it easy to tell when someone from a county has a message. (If a message is urgent, effort is made to track down the participant immediately.)
  • Provide basic first-aid supplies.
  • Collect and disperse lost and found items.
  • Replace lost name badges, meal cards, or Activity Guides.
  • Create a "user friendly" atmosphere for participants.
  • Distribute pencils and paper to participants upon request.
  • Assist with questions.

At times the Information Centers are extremely busy; at other times there may be little to do for the Head CAs and CCAs staffing the centers. The activity level of the Information Centers depends greatly on the number of questions and problems that arise.

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General Headquarters

A 24-hour event General Headquarters will be operated by State and county 4-H staff in the West Akers Hall lounge. The telephone number is (517) 353-2922.

The functions of General Headquarters are:

  • Relay messages from Headquarters to the 4-H Information Centers.
  • Early arrival registration.
  • Session information/problems.
  • Distribution of session supplies, audiovisual materials and signs.
  • Distribution of complimentary meal tickets for instructors not receiving honoraria and volunteer award interview selection committee members.
  • Disciplinary action for severe behavior problems.
  • Transportation to and/or from the hospital if it's unavailable through a participant's county.
  • Lost and found items (not hall-specific.)
  • Assist with any and all questions.

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At the Event County Meeting

Each county should hold a county delegation meeting after arrival and before sessions start on Wednesday. All participants, chaperones and county staff are expected to be present. Meetings should be chaired by CCAs with assistance from the county staff.

A list of suggested meeting locations will be sent to counties in late May and will be distributed to CCAs at the CCA orientation meeting. This list is prepared to assure that all delegations will have indoor meeting space available in case of inclement weather. If the weather is good (and hopefully it will be!) the CCA and county staff may choose to have the delegation meet outside.

It will be the responsibility of the CCAs to post notices on the delegation's housing floor to inform participants of the meeting time and location. CCAs will be provided with paper, markers and tape at the CCA orientation on Tuesday.

Suggested County Meeting Agenda – Wednesday, 11-11:30 a.m. or anytime after check-in but before sessions

  • Review Activity Guide, (especially map), session locations, shuttle bus route and field trip loading site.
  • Point out the general event itinerary on page 1 of the Activity Guide.
  • Promote the special entertainment or activities on Wednesday evening.
  • Review the other recreational activities (details are given at the front and back of the Activity Guide).
  • Discuss participant/staff expectations and regulations.
  • Review health care procedures (listed in the beginning of the Activity Guide.)
  • Be sure each participant was issued a key at check-in. (If not, follow up with hall reception desk to obtain the key.)
  • Remind about extra charges for lost keys or missing linens. (Replacement fees are given in the general information section at the front of the Activity Guide.)
  • Answer questions.

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Youth/Chaperone Huddles

In addition to the total county meeting held Wednesday morning there will be five youth/chaperone huddles held throughout the event by each chaperone and his or her assigned youth. Youth/chaperone huddles will provide a chance for chaperones and youth to touch bases after sessions, before and after evening activities, before bedtime and just before check out/departure. Youth/chaperone huddles will be held at 4:45 - 5:00 p.m. and 11 - 11:15 p.m. on both Wednesday and Thursday and again at 11:15 - 11:30 a.m. on Friday. Counties may wish to hold a county wide meeting as part of their Thursday afternoon huddle time. Counties may also choose to adjust the times slightly to best fit their needs, and all huddles should end by 11:15 p.m. each night.

Recommended Agenda

  • Youth share how they spent their free time.
  • Process the experiences.
  • Discuss how these experiences can be shared or taught at the local level.
  • Review upcoming activities.
  • Answer questions.
  • Review check-out and departure procedures (Thursday evening only).
  • At last huddle, if your county is part of the stratified sample - review/collect participant evaluation form.

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Bed Checks

  • All county participants are to be (1) in their assigned rooms by 11:15 p.m., and (2) quiet by midnight. Chaperones that have participants who wish to go to bed before 11:15 p.m. may hold their huddle meeting before 11 p.m.
  • CCAs and county chaperones are responsible for bed checking their participants using the pink and blue housing sheets. CCAs and county chaperones must account for all county participants each night after curfew, making certain the individuals assigned to each room are in their own rooms and quiet. Participants may not trade rooms once keys have been issued. If an emergency which warrants a room change does occur, the change must be approved by the CCA, and the HCAs must be notified.
  • Participants who are missing must be located before contacting the hall Information Center with an "all accounted for." If assistance is needed in locating participants not on the floor at curfew, the CCA should contact their county staff person or the HCAs at their 4-H Information Center.
  • When all participants in the county or multi-county delegation are accounted for, the CCA must notify their 4-H Information Center. This should be done as soon as possible after the 11:15 p.m. curfew.
  • CCAs should remain on duty on their floor, along with chaperones, until the entire floor is quiet.
  • When all participants in the hall are accounted for, the Information Center relays this information to General Headquarters and the 4-H Information Center closes for the night.
  • In the morning, participants should not leave their assigned floor any earlier than 6:45 a.m.

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Guidelines for Handling Behavior Problems

If behavior problems occur during the event, the following steps should be taken:

  1. If the behavior problem is "minor", CCA and/or county staff should provide warning and if necessary, provide the discipline they feel is appropriate.
  2. If a problem can not be solved as described above, the advice of the HCAs should be sought. If further counsel is necessary, General Headquarters should be contacted.
  3. The State 4-H staff at General Headquarters recommends that participants be sent home for the following reasons:
    - Theft or vandalism
    - Drugs, alcohol, sex or violence
    - Violation of curfew policy
  4. If it is decided that a participant should be sent home, the parents or guardian will be called and asked to pick up their child as soon as possible. The 4-H member should make the call in the presence of the field staff member and/or CCA. If the 4-H'er is unable to call home, the field staff member should make the call.

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Health Care & Emergencies

  1. Medical treatment authorization forms are kept on file in the 4-H Exploration Days Nurse's Station during the conference. The Nurse's Station is staffed from 10:30 a.m. Wednesday to 1 p.m. Friday of the event. The service is available to participants at no charge. Participants who become ill or injured should notify their county staff, then report to the event nurse.
  2. If further health care is needed, the nurse will refer the participant to a Lansing area hospital. (The hospital may vary each year depending on where the nurses are from.) If this occurs, a parent should be contacted first if possible, by the child and the CCA or county staff person. A General Headquarters phone can be used for this purpose.

    Transportation should be provided by an adult from the county of the participant needing transportation if at all possible. If the county can not provide its own hospital transportation, the CCA or field staff should contact General Headquarters for 24 hour emergency transportation. An adult from the county of the participant needing hospital care should accompany the participant even if Headquarters provides the transportation. The cost of hospital treatment will be billed to the participant or parents/guardian of participant. Ambulance service is available but the cost will also be billed to the participant's insurance or family.
  3. The medical treatment authorization form must accompany any participant needing care from the hospital. The nurse will pull the participant's health form from the file and give it to the adult accompanying the participant. This form needs to be returned to the nurse after the hospital visit. Counties may also wish to make copies of their delegation’s authorization forms and keep them in their County Identification Portfolio along with the Personal Data Sheets.
  4. Anyone needing life or death ambulance transportation will be taken directly to Sparrow Hospital because it is closest to MSU. If the situation does not permit time to see the event nurse, phone 911 for an ambulance; then notify the county staff or CCA and General Headquarters at 3-2922. The health form must be pulled from the Nurse's Station and taken to the hospital.
  5. Insurance Protection - MSU does not carry special accident insurance for participants at 4-H Exploration Days. Counties are urged to provide special coverage for participants during the event. Counties should download and complete the Special Activities Insurance Coverage Indicator Form (MS Word format) and submit it as a cover sheet to their delegation's Medical Treatment Authorization forms they forward to the State 4-H office.

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Check-Out

Check-out time on housing floors is Friday from 6:15 to 8 a.m. and 11 a.m. to 1 p.m. at the time designated for your county. Counties wanting their delegates to check-out earlier can do so at the hall reception desk beginning at 6:30 a.m. CCAs review the process at their meeting with hall managers on Tuesday from 5 to 5:30 p.m. All conference participants must be checked out of the residence halls by 2 p.m., when the outside doors are locked.

Residence halls will use their hall's copies of the county pink and blue housing sheets to check off each person's name as they turn in their key and linens. If a participant is missing a key or linens, he or she must sign to verify their understanding that he or she will be billed. When check-out is through, hall staff will use these sheets to do their lost key and linen billing to 4-H. The State 4-H office will in turn bill the counties. (Any participant who does not follow these check-out procedures may be billed for all linens and key if the billing records do not show these items as being returned.)

1. Participants should do the following when leaving their rooms:

  • Check drawers, closets, under bed, in shower for personal belongings.
  • Close all windows, leave blinds open.
  • Remove sheets and pillowcase from bed and towels from bathroom. Sort and place linen in the appropriate pile in the elevator lobby of your assigned floor. Leave pillow, mattress pad and folded blanket on the bed.
  • Fold blanket and leave on bed.
  • Drop garbage bags in compactor on hall floor.
  • Lock door when leaving room.

2. Turn in evaluation to CCA (if applicable.)

3. Return room key to your residence hall service desk. A $75 fee will be assessed on the county billing to participants with lost keys.

Thursday Check-Out for Awards Only Delegates

Awards Assembly delegates who do not register for the last part of Exploration Days must check out at the reception desk of their assigned hall wing between 9 to 10 p.m. on Thursday and immediately depart from campus. CCAs will receive a list of these participants upon arrival to the event.

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After the Event

Billing

Counties will be billed for remaining Exploration Days fees approximately 2 weeks after the event. A billing statement which itemizes each participant's expenses will accompany the invoice.

Lost and Found

Counties should notify the State 4-H office if they are informed of lost items. After the event, the residence hall staff will notify the State 4-H staff of items left behind by participants. Items which can be identified to an owner will be returned to the participant's county. Remaining items will be inventoried and a composite list will be sent to counties or by email approximately 2 weeks after the event.

Lost and found items not claimed within 1 month after the event will be given to the Salvation Army.

Evaluation

Approximately 30 counties will be selected to complete general event evaluation forms as part of a stratified sample. CCAs should collect completed evaluations from participants and turn them in to the HCAs. HCAs will turn in all evaluations collected in their residence halls to Headquarters.

Event evaluation results will be compiled and distributed to county staff 1-2 months after the event.

Local Carryback

Counties are urged to provide encouragement and support to local clubs to utilize and share the skills and knowledge gained at 4-H Exploration Days.

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Contact Information

For more information on 4-H Exploration Days, contact:

Pat Talbot, Project Event Coordinator
Children, Youth, Families and Communities/4-H
Michigan State University
160 Agriculture Hall
East Lansing, MI  48824-1039
USA

Phone: 517-432-7616
Fax: 517-355-6748
Email: talbotp@msu.edu

Judy A. Ratkos, Program Leader
Children, Youth, Families and Communities/4-H
Michigan State University
160 Agriculture Hall
East Lansing, MI  48824-1039
USA

Phone: 517-432-7613
Fax: 517-355-6748
Email: ratkos@msu.edu

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Copyright © 1999 - 2009 Michigan State University
Last Updated: June 1, 2009
Last Reviewed: January 1, 2009