Lead Chaperones

Michigan State University Extension 4-H Youth Program

Lead Chaperone

Role Description for 4-H Exploration Days

Purpose:

To assist headquarters staff with providing information, direction and encouragement to participants, volunteers, parents and staff during 4-H Exploration Days. One or two volunteers will be designated as Lead Chaperone(s). They will work in cooperation to serve as the point people for the overall county delegation.

Time Required:

Arrives on site before the first youth in the delegation are expected to arrive, no later than 8 am (if delegation isn’t come all together) and remains on site until the last youth has been picked up. Lead Chaperones may arrive on Tuesday evening to have lodging and breakfast on Wednesday with no additional costs.
Successfully complete all required training prior to event including the 4-H Chaperone Module in Volunteer Central
Participate in Country Orientation Requirements
County may have additional time requirements based on delegation needs.

Qualifications:

May be Extension Educator or County 4-H Program Coordinator with approval from Supervisor.
If a volunteer, must complete the MSU Extension Volunteer Selection Process, be accepted as a volunteer, enrolled in 4-HOnline, and in the Active Gold Volunteer Central activity status.
Must be at least 21 years of age.
A willingness to become familiar with and work within the philosophy and guidelines of the MSU Extension 4-H Youth Development Program as well as the outcomes and goals of the 4-H Exploration Days event.
The ability to organize information and make thoughtful and equitable decisions.
A sincere interest in working with youth, other volunteers and professional staff in an educational setting.

Responsibilities:

Serve as a communication link between conference General Headquarters (State 4-H staff) and all members of the county delegation working through the assigned residence hall’s Residence Hall Point of Contact person.
Serve as the go-to person for all chaperones within the county group and share information and provide assistance accordingly.
Assist participants with check-in.
Assist the Residence Hall Point of Contact person with staffing the Information Center in the lobby of the dorms during high traffic times. Each Lead Chaperone will sign up for a time slot.
Be readily accessible to the county delegation in case an emergency arises.
Work cooperatively with chaperones of the county delegation to ensure participant needs are met
Posting a notice on their room door when not on their assigned floor. Informing their delegation where they can be easily found and sending notice to the delegation through any other means that the county is using for communication (example: text messages, Remind, GroupMe).
Conduct five youth and chaperone huddles throughout the event to your specific chaperone group up to eight youth. These mandatory meetings will give you a chance to touch base with youth after sessions, before and after evening activities, before bedtime, and just before check-out and departure.
Check the Exploration Days message system for notices that are important to their delegation.
Assist participants with health care or emergency services if necessary.
Complete the nightly room checks for all participants, taking feedback from the other chaperones to complete. Inform the Residence Hall Contact Person operating the 4-H Information Center in your assigned hall as soon as all participants are accounted for.
Assist participants in reflecting on what they see, do and hear. Help participants plan how they can share what they’ve learned with others in their club or county.
Assist participants with check-out (key return, meal cards, linens, etc.).
Serve as the main resource for answering participants’ questions.
Ensure youth participants are finding sessions, meals, and large group activities at the event. During free time or during any non-session times, provide supervision and encouragement to participants.
Collect evaluations (as appropriate) and provide them to your 4-H Headquarters Center before departure.
Work with county staff member for any behavior needs in the county delegation.
Organize and facilitate the following meetings during the event, working with the county staff person as necessary:

County orientation
Any specific check-in times between participants and chaperones and touch base with chaperones to ensure all participants are checking in
Any specific evening check-in before room checks.

Follow all event safety protocol as outlined in training and orientation.
Please note- Lead Chaperones may take sessions and lead sessions. If the chaperone would be unavailable in case of emergency, they need to work with their county staff person to identify another staff person or substitute Lead Chaperone to be “on-call” for matters that may arise.

Benefits:

Event cost will be reduced to $130
Experience the satisfaction of contributing to the positive growth of youth
Grow personal leadership and communication skills
Gain respect and gratitude of members, volunteers, parents, and the community
Receive recognition for your contributions

Boundaries and Parameters:

Agree to stay on site (grounds of Michigan State University) at all times while participating in 4-H Exploration Days; unless responsibilities of position are taking them off site.

Agree to abide by the code of conduct while participating in 4-H Exploration Days.
Understand that the first priority is to complete tasks associated with the role of Lead Chaperone, therefore, full attendance at sessions may not be possible. If the chaperone would be unavailable in case of emergency, they need to work with their county staff person to identify another staff person or Lead Chaperone to be “on-call” for matters that may arise.

Michigan 4-H Staff agree to:

Provide training opportunities that will help the volunteer fulfill his/her responsibilities as a 4-H Lead Chaperone
Have professionals available to listen to volunteers' ideas to help improve the 4-H program
The 4-H Exploration Days Leadership Team will recognize volunteers at the event level. Local counties may choose additional methods of recognition and acknowledgment, as well.