2025
4-H at the
New York State Fair

4-H Career Explorations Chaperones are critical to the success of the conference! Your role throughout the whole Conference is to model and help everyone live up to the 4-H Code of Conduct in order to ensure that everyone has a safe and positive experience. 

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Preparing to Chaperone

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In addition to Cornell Cooperative Extension's Volunteer Involvement Policy & Procedures, staff and volunteer chaperones for NYS 4-H Events are supporting and upholding Children and Youth Safety at Cornell policy and procedures, including related Risk Management and Volunteer Program policies. 

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Adults who chaperone at 4-H Career Explorations need to have completed the Preparing to Chaperone at NYS 4-H Events training and clearance process within the last year. Please review updated information on this page specific for this year's event and participate in event orientation activities.

Preparing to Chaperone at NYS 4-H Events Process

​​CCE staff and volunteer chaperones (adults who are not a Cornell University employee) 

• Register for 4-H Career Explorations

• Look for an email (via the email address you share during registration):

  • For Children and Youth Safety at Cornell to initiate a Criminal Background check and sex offender search. 

  • To complete Sexual Abuse Awareness Training.

• Understand policy and reporting requirements, including Standards of Behavior for Working with Youth and Reporting Abuse at Cornell. 

• Read Campus Security Authorities training material on the Clery Act-reportable crimes and understand reporting responsibilities to Cornell Police (information will be emailed to each chaperone).
   

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Cornell University employee chaperones 

• Register for 4-H Career Explorations

• Look for an email (via the email address you share during registration) to

  • Submit your Cornell University HR background check completion date to Children and Youth Safety at Cornell . 

  • Complete Sexual Abuse Awareness Training.

• Understand policy and reporting requirements, including Standards of Behavior for Working with Youth and Reporting Abuse at Cornell. 

• Read Campus Security Authorities training material on the Clery Act-reportable crimes and understand reporting responsibilities to Cornell Police (information will be emailed to each chaperone).

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During the Event

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Safety and Responding to Incidents

In every situation, safety is a primary concern. Please review the Expectations section for overall preparation. Lab and activity safety information will also be shared by campus partners within your program. The Nurse will be available throughout Career Explorations. FAs and UU Group Leaders will have small first aid kits. An incident and crisis response plan, including phone numbers for main contacts, will be shared during Chaperone Orientation. Please help everyone remain calm and follow the event communication tree.

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SafeR Spaces

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We will use a variety of strategies to work in partnership with youth and adults to create a welcoming environment for all. If you are having challenges in this area during the event or have suggestions for improvement to share, please contact event staff.

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Dormitories

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• Check all rooms upon arrival and departure; report any new damages.

• Make sure youth know where their chaperones’ rooms are.

• Dorm floors are not unisex – all genders may enter all floors.

• Youth should only go in their own rooms, not other people’s. They can hang out with friends and others in common areas.

• Bathrooms will not be designated for a particular gender. A county may choose to do that if participants would be more comfortable.

• Youth should not be in the dorm during the evening activity period until the scheduled evening dorm opening. Youth may go back to the dorms starting at 9 pm BUT must be accompanied by their chaperone between 9 – 10 pm.

• Chaperones can organize a time for youth to access the dorms during county meeting time, following or preceding dinner or before evening activities.

• Chaperone swipe cards give you access to enter the dorm buildings; youth only have room keys. Doors will lock automatically when shut, so everyone should keep their room keys with them – even to nighttime bathroom runs. The lock out number is on the Communication Tree.

• Check out is the morning of the last day from 6:30 - 8 AM in RPCC 106. BE SURE ALL KEYS ARE TURNED IN. Counties will be charged for any keys not returned.

• Plan to load luggage into vehicles or bring them to the luggage storage room (room 106 on 1st floor RPCC) during check out.

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Meals

• Your name tags will get you into Morrison Dining hall. Do not lose them. Once you enter the dining hall, there is no re-entry – make sure your group knows this!

• Have youth scope out all the different options in the dining hall before they make decisions on what to take. It is easy to take more than they can eat. Please emphasize that they shouldn’t waste food. They can go back for seconds, but the dining hall is not a food challenge!

• On Thursday, everyone will go to Physical Sciences Clark & Baker Atrium for lunch. 

• Special dietary needs – at lunch on Thursday, please ask. We will have special foods for those with dietary restrictions. At the dining hall, ask any Manager for help with special needs and they will prepare special meals as needed. There is a gluten-free toaster and other supplies.

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Program Activities

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• T-shirts are handed out at registration. Shirts can be worn for county picture. We'd like to invite everyone to wear their Career Ex shirts to Opening Ceremony for the whole group photo.

• Meet your Focus or University U group at the designated signs outside near the dorms.

  • Your Focus Assistants and UU Group Leaders will be there to meet you.

  • Most people should plan to get to program signs by 8:30 AM, but pay attention to your program itinerary as starting times vary. Please be on time to leave with your group.

  • There will be people in that area to help in case anyone is late and misses their group.

  • While most everyone will be walking to their programs, there will also be a shuttle service for people 
    who have transportation needs.

• If you take photos of the event, please share them with the Planning Team. We’ll use collected photos for the Closing Ceremony Video. Please also take a picture of your group that we can include in the Closing Video. 

• Please bring your group to Opening Ceremony.

• Focus Assistants and University U Group Leaders will bring everyone to Closing Ceremony immediately following the end of programs on Thursday. We hope everyone will attend this important part of the program for the youth.

  • Please return name tag holders at Closing Ceremony.

• Evaluation data is very important to us and to campus partners. Please look for the post-event online survey that will be sent to you and your group after the conference.

• Call the Event Coordinator if there is a problem (refer to communication tree).

• If a youth or adult needs to leave campus, notify the Event Coordinator.

• Career Explorations is a full event – please take time to take care of yourself and help your group do the same! Hydrate, rest, and be kind to others, it’s contagious!