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					                     4-H Horsemanship School Adult Packet 2012

TO:            Horsemanship School Adult Leader(s)

FROM:          County Extension Office

RE:            Florida 4-H Horsemanship School

Congratulations on your decision to make a difference in the lives of our 4H youth. The
responsibility of serving as a Leader at Horsemanship School is a challenging and important one.
You join the staff in working to assure the health, safety, well-being, and pleasurable experience
of our youth in attendance.

A job description detailing your duties is included in the following material. You will be
responsible for assisting the participants from your county and other youth attending. In order to
make the most efficient use of the available space participants may be housed in mixed county
groups. Adult leaders will be assigned to a cabin and will assist and supervise the youth in their
cabin. Your county's youth should be instructed to accept correction and guidance from any of
the volunteers and school staff regarding sleeping quarters, activities, and work details to which
they are assigned.

It is important that we have an orientation meeting with our county delegation to be held prior to
our week at Horsemanship School. This orientation will include: a summary of the week's
activity; review of school information sent to each youth emphasizing arrival and departure
times, care of horse, health of horse and necessary documentation; what items to bring; and the
expected level of conduct for each participant. You will be notified as to the date and location of
this meeting.

Please remember that your Registration fee of $230.00 should be made payable to your County
Extension Office and must be submitted by May 21.

When you arrive at the school you must have a Florida 4-H Participation Form.

Thank you for your support!

Enclosed:      Adult Leader Job Description
               Tentative Schedule
               Horsemanship School Information and Policies
               Participant Information
               Adult Registration Form (Return)
                      ADULT LEADER JOB DESCRIPTION

Adult leaders should be:
   Interested in youth
   Morally sound
   Established community citizen
   Willing to accept responsibility
   Capable of adjusting to varying camp conditions

Responsible to:        4-H Extension Agent designated as “Responsible Agent” for
                       Horsemanship School and/or Camp Director

1. Attend county orientation meeting with Agent and 4-H'ers prior to school. Be prepared to
    cover items needed at school, expected level of conduct, program, etc.
2.   Assist school staff with registering participants as needed.
3.   Meet with Responsible Agent, School Director, and all other agents and leaders on Sunday
     afternoon for school organization.
4.   Supervise and attend all phases of the program with participants, being sure they arrive on
5.   Supervise participants in living quarters as assigned and see that respectable sleeping
     quarters are maintained.
6.   Supervise school work details - check schedules daily.
7.   Serve on Review Committee when disciplinary action is required for a member from your
     county or a youth for whom you are responsible.
8.   Supervise county group while in the barn area to insure safety of members and horses.
9.   Consult with School Director if it is necessary to leave the grounds and indicate where you
     are going and how long you expect to be gone, so that you can be located in case of an
10. Advise parents of the scheduled check-in and check-out times.
11. Before leaving the campgrounds, check cabin and barn area closely for personal articles
    being left behind and that all members from your county have departed.
12. Do not leave the campgrounds until all members from your county and youth for whom you
    are responsible have departed for home.
13. Report all problems to School Director and/or Responsible Agent.
14. Vehicles are helpful at Welaka as the barn area is a good walk. Stress to members that
    transportation is a privilege not to be abused. Members may not drive on camp grounds.
15. Must refrain from the use of alcoholic beverages during the encampment period.
                       Welaka Horsemanship School
                              Tentative Schedule
                       (Revisions announced daily to the discretion of the staff)
Sunday     12:00pm          Instructors and Staff Meeting
           2:00-4:00        Registration: Check-in, Coggins, Cabin and Barn Assignments
           5:00             Supper: Introductions & Orientation
           6:30             Tack-up & Instruction
           7:00             Adult Orientation: School Director, Responsible Agent, and All Adults
           8:30             Cool Horses; Barn Meeting-Morning feed procedure and expectation
           9:30             Evening Recreation &Snack
           10:00            Start Showers
           10:15            Staff Meeting
           10:30            In Cabins
           11:00            Lights out
Monday-    6:15am           Feed crew meets on steps of dining hall
Thursday   6:50             Servers to breakfast
           6:50             Flag Raising
           7:00             Breakfast
           8:00             Tack-up & Instruction
           11:00            Cool horse, clean stall, hay & water horses
           11:45            Servers to lunch
           12:00pm          Lunch
           12:45            Rest in Cabins
           1:30             Lecture
           3:00             Afternoon Recreation
           4:50             Servers to supper
           4:50             Flag lowering ceremony
           5:00             Supper
           6:00             Tack-up and Instruction
           8:30             Cool horses & Prepare morning feed
           9:00             Evening Recreation & Snack
           9:45             Showers
           10:30            In Cabins
           11:00            Lights Out
 Friday    6:15am           Feed crew meets on steps of dining hall
           6:50             Servers to breakfast
           7:00             Breakfast
           8:00             Tack-up and finale event
           11:00            Pack up and clean stalls
           12:00            Lunch and awards program
           12:30            Pack up and Clean Cabins, Check out
           2:00             All Campers Gone

  Clean Cabins: pack up, luggage to sidewalk, sweep and mop floors, clean bathrooms, empty
   trash, clean grounds around cabins, close windows
  School director checks cabins and issues a check out slip to be signed by barn manager when
   stalls are cleaned. Load luggage before going to barn.
  Clean stalls, empty trash, pack trailers, honeywagon, have slip signed.
  Check out with school director.

  Participants should not arrive at the school before 2:00 to check in. All
            participants must be picked up by 2:00 on Friday.
The dormitory provides a location for several important components of the total learning
experience. Adults in charge can utilize the time participants spend in the dormitory to address
the individual's interpersonal or social needs as well as provide participants with time for rest and
relaxation. Participants can also develop important new friendships when involved in this group
living part of the program.

Participants need adequate time for rest and relaxation so that active participation in the planned
program can be maintained through the week. Dormitory policies are formulated to remind all
participants to respect the needs of others and to also respect the facilities. Adults in charge can
use the dormitory time to remind participants of this citizenship ideal: "act with intelligent
concern for self and others."

The dormitory also provides a location where all registered participants can be accounted for on a
daily basis. Adults in charge should remind participants that while they may make responsible
decisions about their personal safety and welfare during the week, that we cannot guarantee that
the facility or surrounding community is safe at all times. Curfew and evening check-in,
therefore, are provided daily to be sure that everyone is accounted for and safe.

 All participants and adults will be housed in designated dormitories.
 All youth and adults must be in the dormitory at or before the announced curfew time.
 Emergency and other special exceptions preventing youth or adults from observing curfew
  must be cleared with the School Director before curfew.
 Participants will maintain their personal belongings in orderly fashion.
 Participants will not handle or discharge fire extinguisher except for its intended use.
 Participants will maintain quiet hours from curfew until dawn.
 Participants will vacate the dormitory each morning to participate in scheduled programs. If
  participants are ill and remain in the dormitory, the adult in charge will notify the
  Responsible Agent or School Director.
 It is asked that food not be kept in dormitories for pest control of the cabins. Also
  outside food should not be needed at school.

1. The "adult in charge" will survey the participants to confirm the presence of each registered
2. The "adult in charge" will report status of participants to the School Director. Information
   about maintenance and other needs can also be reported at this time.
3. Adults will communicate status of dorm check-in and other needs to the Camp Director
   within 30 minutes of curfew.
4. The School Director and/or Responsible Agent will provide leadership for necessary follow-
   up procedures for anyone for whom there is no account
All dormitory doors will be secured or supervised at the announced curfew.

Incoming telephone calls for adult and youth participants may be received by the Welaka
Forestry Office during normal work hours on week days. The camp director will check daily for
messages and will coordinate delivery of emergency messages only. The phone number for
emergency contact is: (386)467-2388

Mobile phone service is extremely limited at this location. Members bringing cell phones to
camp will be allowed to use them only during specified times and for emergencies. Cell phones
should remain in cabins during all instruction times.

The cafeteria will provide all scheduled meals. Meal hours are listed in the program. Special
needs must be communicated at the time of registration.

A safe speed will be maintained at all times (10 mph). Youth Participants may not drive cars for
the duration of the school, on or off the camp grounds.

The transportation to barn area is a privilege:
1. Do not ride on vehicle fenders, hood or in car trunk.
2. A pick-up's tail gate must be closed when vehicle is moving.
3. Keep all body parts inside vehicle and rear ends must be flat against the bed of truck.

Riding Skills:   Approximately 5 hours per day are spent on horseback with riders grouped
                 according to ability. Riders must be able to groom, tack and mount their horse
                 on their own.

Horse Health: General health care practices, including hoof, wound care and parasite control.

Showmanship: Proper showmanship techniques and horse handling are stressed.

Tack Care and Selection: Information regarding choosing proper tack as well as proper
                         cleaning and storage will be provided.

Fitting and Grooming: Proper grooming before and after riding will be stressed.

Safety: Safety for horse and rider are continually stressed. Helmets must be worn at all times in
        the barn area. Youth must never leave the area without informing instructor or adult in
4-H Horsemanship School is 5 days of concentrated courses in horses and in beginning and
intermediate Western and English Horsemanship. Advanced horsemanship instruction is
available to participants who demonstrate superior horsemanship ability. Riders are grouped with
others of similar ability and assigned an instructor to teach according to their interest and
abilities. An intense effort has been made to select competent instructors for Horsemanship

AGE OF PARTICIPANT - 4-H Horsemanship School is open to any person between the ages of
11 - 18 years old as of Sept.1 of the current 4-H program year, enrolled in 4-H through the
County Extension 4-H Office. Members must be able to manage and care for horse and tack
without assistance. Participants are expected to clean their stalls and care for their horse.

HEALTH OF ANIMALS - All horses should be properly immunized, preferably under the
supervision of a veterinarian, before coming to school. Vaccinations should include influenza
(flu-vac), tetanus, West Nile Virus, Eastern & Western Encephalitis (EEE, WEE, WNV), and
Rhinopneumontis (Rhino-immune). It is recommended that all animals be vaccinated 30 days
prior to school. Do not vaccinate a few days before school because the injections will not
provide immediate immunity. Temperature should be taken prior to leaving home. Do not bring a
sick horse to camp. Proof of a Negative EIA test within the past 12 months must be shown.
Horses should be dewormed and accustomed to dry feed for 30 days prior to arrival at school.
Horses should have their feet trimmed and/or shod 1 to 2 weeks prior to arrival at school. If done
earlier than 2 weeks the horses' feet may be too long by the time of arrival at school. If done later
than 1 week prior, the horses’ feet may get tender. In either case use of the horse may be limited.


HORSE ACTIVITIES - Horses must be kept in their stalls and all riding will be under the
direction of instructors. Riding without supervision will not be permitted. Supervised trail rides
away from the arenas may be taken during the week. Members must use geldings and mares. No
stallions permitted.

TACK - All tack should be safe, in good condition, and properly fitted to your horse. To allow
time to dry, bring two saddle pads per horse.

INSURANCE - Members will be partially covered by American Income Life's accident and
hospitalization policy during the six day period. Members should carry their own insurance on
horses and tack.

HORSE PREPARATION - Horses should be conditioned to work five (5) to six (6) hours per
day. Horses that are not physically prepared for the strenuous exercise usually have a larger
number of digestive disturbances and leg problems. Therefore, you and your horse should
come prepared to WORK and PLAY.

Participants will be provided bagged shavings for bedding. This is included in the $340.00
registration fee. Participants should provide their own method for transporting stall clean
out from stall to honey wagon.
CHECK IN PROCEDURE - Sunday 2:00 pm - 4:00 pm
  1. All participants stop at the registration table upon arrival at school.
  2. Submit Florida 4-H Participation Form. Statement of Risk and Registration Form should
     have already been received in the State Animal Science Extension Office. Participants
     will not be accepted without these forms.
  3. Submit certificate of negative Coggins Test and horse health form. Horses may not be
     unloaded before checked. No staff will on duty before 2:00 pm.
  4. Obtain room and stall assignments and pick up name tag and T-shirt.
  5. Have horses checked in front of cafeteria.
  6. Proceed to barn area.
  7. Trailers may be left in designated areas.
  8. Return to housing area and settle in.

CHECK OUT PROCEDURE - Friday 1:00-3:00 pm
  1. Clean and pack all personal belongings and place outside cabin.
  2. Sweep and mop floors, scrub sinks and toilets.
  3. Have cabin inspected by school staff.
  4. Proceed to barn area, clean stalls and pack tack.
  5. When parents arrive, have stall inspected, and load horse.
  6. Collect Participation Form on your way out of main gate.

HOUSING ARRANGEMENTS – Cabin assignments will be made by the camp director who
will consider number of campers from each county, chaperones and beds in each cabin. 4-H'ers
may be housed in mixed county groups. Cabin assignments should be accepted without
requesting changes.

Participants must be prepared to cooperate with the adult leader assigned to their cabin and assist
with cabin duties and activities. Failure to do so could result in participant being sent home.
Agents will be notified. Parents will be responsible for transportation of participant and horse in
the case of expulsion from the program.

Assignment of Detail: Details are assigned by mixed groups (groups will be determined by the
camp director). A leader will be assigned to each group and chores will be rotated daily. Duties
begin in the evening and end after lunch the following day.

EXAMPLE of Detail Assignments Groups 1-5

                    Sunday           Monday          Tuesday         Wednesday        Thursday
 Grounds/trash            1                5               4               3               2
                          2                1               5               4               3
 Meal Servers
                          3                2               1               5               4
                          4                3               2               1               5
 Clean up
                          5                4               3               2               1
                            WELAKA HORSEMANSHIP SCHOOL
                              ADULT REGISTRATION FORM

       Rank your choice      June 10-15 ____          June 17-22 ____     I can come either week ____

Name                                                        Email
Address                                                     County
City                                            Zip                      Phone
Names of youth for which I am responsible:                  How many years have you attended Welaka?

       (If you do not know the names of all of the youth you will be supervising, please make sure that your
       agent completes this portion of your registration)

As the adult responsible for the above named youth, I realize that it is my responsibility to make
sure that they are engaging in all scheduled activities. If youth from my county are involved in a
disciplinary incident, I agree to serve on the review board for the incident. I understand that
helping to maintain a safe environment is also my responsibility, and I will work with the School
Director and Responsible Agent to ensure that all participants are safe at all times.


       Signed: ____________________________________ Date: _______________________

       Note: You must bring a signed Florida 4-H Participation Form with you to turn in at check-in.

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