County Login
this page last updated 8/19/10 7:30 pm
Blue text is often a link.--click to go to linked information.
4-HOnline Emails sent to Counties
4-H Agents Help in SharePoint Shared Docs (How Tos)
August 2010 Training Documents (50 pg) or Individual links
8/17/10 ES237 by County (Preliminary) .xls .xlsx
Annual Reports
for State & Counties (ES237 2006-2009)
2009 State Reports
2009 County Reports
1998-2005 reports on SharePoint
The 2010 4-H Enrollment Deadlines
| April 9th (4/9/10) | Individual Enrollment of all Members and Adult Volunteers (Club enrollment) |
| June 1st (6/1/10) | Group Enrollments and Group Volunteers (school-year group totals--School Enrichment, Afterschool (School Age Child Care), Short-Term Special Interest) |
| August 15th (8/15/10) | Final deadline for all data to be entered and verified as correct |
| August 23rd (8/23/10) | The Report year change-over to the new 4-H Reporting year is expected to be Mon. 8/23/2010. |
County Login
county4h@ifas.ufl.edu Florida 4-H Online Login for county
county password for Florida 4-H Online
program
(pick County, I have a profile should already be marked)
| UF Email Account Where a County Receives Messages from the 4-H Online Program | |
|
UF Exchange Outlook Web Access Email login screen |
Gatorlink username = |
if-svc-county4h login (no @ifas.ufl.edu here) |
Password = |
4-HC-- contact Nancy Johnson (352) 392-2941 x231 for exact password |
Email messages from this Florida 4-H Online program are sent to your county4h@ifas.ufl.edu email address to notify you of new enrollments, event registrations. The no-reply@t4honline.com address they come from is often blocked by spam filters or delivered to your Junk email folder.
If a message from no-reply@4honline.com is found in your Junk email folder, R-click message, pick" Add to Safe Senders" List
If a message from no-reply@4honline.comis blocked by Barracuda Spam Quarantine -login using your if-svc-county4h account and password, pick "Whitelist' for "no-reply@4honline.com" to have messages from "no-reply@4honline.com" delivered instead of being stopped by the spam filter.
Gatorlink username = |
if-svc-county4h login (no @ifas.ufl.edu here) |
Password = |
4-HC-- contact Nancy Johnson (352) 392-2941 x231 for exact password |
Internet Browsers & Settings
Use the free Mozilla Firefox 3 browser to login to the Florida 4-H Online Enrollment system, florida.4honline.com.
The free Mozilla Firefox browser is recommended for use with 4-H Online and works with Windows PCs, Macs, or Linux operating systems. The current version 3.6 is available at http://en-us.www.mozilla.com/en-US/firefox/upgrade.html
4/13/10 Microsoft fixed a problem - Internet Explorer 8, Quick Exports now opens a window and prompts your to Open in Excel or Save file.
| Browser Security Settings | |
Set your browser to "always Allow Popups" on https://florida.4honline.com site, click |
|
| Other Browser Security Settings: (Internet Explorer 7& 8 require this for popups to open correctly) 1. Add http://florida.4honline.com and https:florida.4honline.com to your Trusted Sites ( click for How To) 2. In Internet Explorer, go to Tools| Internet Options| Security tab, click on Trusted Sites icon, Set Security level for Trusted Sites to Medium-low The UF SharePoint site contains 4-H Online documentation for Counties, Gatorlink username & Password required for login. |
UF 4-H Agents SharePoint site for 4HOnline info, Member cards, Leader cards, & Forms
http://tinyurl.com/helpagt (below http://my.ifas.ufl.edu)
IFAS Offices and Service Units > 4-H Youth Development > 4-H Agents > Shared Documents > Florida 4HOnline
SharePoint requires you to login with
UFAD\gatorlink username and password.
New 4-H Year - click for information
Troubleshooting 4-H Online Problems
Click for Issues we are waiting for programmers to provide/resolve in an update
| Family | Club Leader | County |
|---|---|---|
| Family can't login | Can't login to Club | Browsers & Settings |
Edit Family to change email, adress, phone, Military base, or 4-H County of family (which county login sees family) |
Move Family to a different County - only current county login can Edit Family, new county may just need to add new club to a member, then Edit Family and change County back. |
|
| Fix Families: Find Duplicates -delete or move Youth, | County Options |
Family can't login
Not all Florida counties are allowing Families to login to 4-H Online. A county must set their Options to allow families to create and/or edit their family profiles. Things family can try before contacting the county 4-H office for help.
- Sometimes the Family email is being delayed, and the message with the temporary password doesn’t come through for 20 min or more. Be patient. However, if you are currently receiving other email messages, the email address entered for your family may be a different one or incorrect.
ex. One person had tried “I forgot my password” 5 times over a period of 30 mins and none came through, then all 5 messages did at once. Note: Only the last “temporary password” will actually work. - Copy the temporary password from the email message (highlight it carefully, click Ctrl+C), then Paste it into the login screen (Ctrl+V). The password is case-sensitive, and it is hard to tell if it is a lowercase L or the number 1.
- Make sure your "Caps Lock" is off.
- Don't include a space at the beginning or extra characters when you copy - Try “I forgot my password” again. It will usually send a different temporary password that will work.
(a bug-programmers were notified about 9/9/09: An error message "Password must contain at least one digit or non-alpha character" was displayed when the family used the temporary password that was emailed).
Besides the Family, only the County login or a Club Leader with Member Management rights (not all club leaders) can
- create and edit a Family profile (change email address, Reset Password for a family login),
-
and Add or Edit Adult or Youth members.
If someone else created the original 4-H Online family entry, the problem is usually
- that the family email account has changed
- or a different email address was provided and used to create the family login
- or no email address was entered (County login & Club leader w/Member Mangagement rights can leave email blank).
- or an incorrect email address was entered (a typographical error)
If the family can't get a message from the email account listed for them in 4-H Online, they can't use "I forgot my password" to receive a new temporary password. The county login or club leader with Member Management rights will have to "Edit Family" and enter a valid email adress for them, click on "Reset Password" to have a temporary password sent to an email address the family can open, and click "Continue" to save the changes.
Is the family email address in 4-H Online correct?
A. To verify what the Family is typing in, that isn't working for them, ask family to email you a PrintScreen of the failed login screen showing what they typed for the email address and the error message displayed.
- login again, with temporary password received, ("I have a profile" and Family selected)
- click on PrintScreen button while screen is showing what was typed for the Email and the error message displayed. (PrintScreen puts a copy in the Windows clipboard).
- Open a new email message, address to you, for the Subject type in their Family name and "login problem,.then paste the PrintScreen contents (Ctrl+V to Paste) into the message and Send.
Back to Troubleshooting 4-H Online Problems
B. At the Search screen, type in exact email address, clear & uncheck everything else, then click Search to see if it is found for a member or a family.
If a member or family is found with a matching email address, Login to the member, and verify that the email address searched on matches the family email address (displays in Gray area below "Edit Family").
C. If no record is found, type in the family last name, clear & uncheck everything else (Status boxes should all be blank, but Active gets marked automatically and must be unchecked again before clicking Search) then click Search.
Occasionally a youth has a different last name from the parent or guardian, which is fine. However, if the county created the family profile by hyphenating the parent last name and the youth last name, you may need to try *Lastname to find a youth on the Member/Volunteer search.
Preferred Name (nickname) is included in the keyword Search on the Member/Volunteer Search tab (fixed 10/5/09)..
Back to Troubleshooting 4-H Online Problems
D. If no entry is found, the County login must investigate.
Click Login on anyone to open the Manager Control Panel.
Change the View to "All Records" (click drop-down arrow, click "All Records")
In Find Family box, type the family last name . Look for more than one record to display with the same last name and the same mailing address, no address, or a different mailing address. If more than one is found, Investigate each version, in turn.
- click on the first instance of the Name
- Click on "Go To Record"
1. Note the family members listed for this instance of the family profile. Each person should list below the Family name heading near the bottom of the Manager Control Panel. A red star indicates the person is not Active in the current 4-H year.
2. Verify the family email address (displays in Gray area below "Edit Family").
Back to Troubleshooting 4-H Online Problems
Club Leader can't login
Back to Troubleshooting 4-H Online Problems
How to Fix Families
How to Fix Families – County login
You have a problem if more than one Family record is found with the same last name and either the same address, or no address. A family should only have one family record. You may have to move members to consolidate everyone and link them under a single family profile.
Accidental Duplicates
Accidental duplicates of may have been created if a family created a new profile using a different email account from the one originally used. “I forgot my password” sends the temporary password to the email address originally used to register in 4-H Online, which may no longer work.
- If county created a profile for the family last year, with a family email address, the family needs to know to pick “I forgot my password” and which email address to enter.
- If county created a profile for the family last year, with a blank or invalid email address, the county and club leader with “Member Management” rights can edit the family profile and change the old email address to a new email address.
- If the county or club leader with “Member Management” rights left the family email blank when creating the original family profile, family doesn’t get warned of a possible duplicate if they add the family again(?).
- If a club leader with “Member Management” rights creates a family, they need to add a family member and submit enrollment before the Family can sucessfuly login. (County may need to Confirm(approve)/accept member making Active Status?).
Family Reports
The County Login can run these reports.
A. Reports | Custom Enrollment Reports| Families with Members lists Families with members (by County) and Family Name.
Duplicate families that are empty (no Youth or Adults) are missed on this report.
B. Reports| Quick Reports drop-down and pic "Families with No Members" report to find Families with no members.
The new “Families Without Members” Quick Report shows Family records that have no Youth or Adult members associated. These are often duplicates, created when a new family record was created with a different email address, instead of just editing the email in the existing family record. Check in Manager Control Panel, View All Records to see Active Family records. Go to Reports | click the drop-down arrow on Quick Reports and select “Families Without Members” to run this report.
Add Youth/Adult
If no other family record is found, “Edit Family” to update, click Continue to save edits, then add the family Youth and/or Adults who should be enrolled in 4-H this report year.
There should only be one family record for a given family in the 4-H Online program, that has all family members attached to it, with the current family phone number, family email address and family mailing address.
Report entries with a “Family Status” of Active should be reviewed.
- Login to anyone from the Search screen to open the Manager Control Panel.
- Pick View All Records,
- Then type the last name into Search Family box, and click on the drop-down arrow.
Several Family records with the same last name and/or address may display, indicating probable extras for the same family.
Delete Active extras
Click the “Search Family” button to open a selected family
click “Edit Family”, then Delete Family record to remove an “extra” that has no members attached.
Find a Family
- Login to any record (on Search, scroll to right & click Login button
- Look at the Manager Control Panel (scroll to the left to see it all)
- View – drop down and pick “All Records” (only way to find Family record without attached an youth or Adult)
- Find Family – drop-down lists all Family records in alphabetical order. Start typing last name in the box to jump down the list, or click drop-down arrow & scroll down. Click on a last name to select it.
You have a problem if more than one Family record is found with the same last name and either the same address, or no address. A family should only have one family record. You may have to move members to consolidate everyone and link them under a single family profile entry.
- Once family is highlighted, click on “Go to Record” just below.
If there are no Family members listed in the Manager Control Panel when you are “Logged in as ‘lastname’”, that family record may be deleted. Click on “Edit Family”, then Delete to remove family.
Back to Troubleshooting 4-H Online Problems
Delete a Family
(only do this if it’s an empty family record or you intend to lose all enrollment and registration information on all the members linked to that family profile in 4-H Online).
- Find Family (see steps above)
- To open Family Profile record:
- Near the bottom of the Manager Control Panel, click on the bold Family name heading
- OR, in the blue bar at top of the screen, scroll right then click on “My Member List” opposite [Return to County Account]
- Click on “Edit Family” in the gray box
- Click on Delete Family button. If family members have been Active Status in other report years, click Archive Family button (can't Delete).
If you need to combine some records into a single family record, first identify the most complete family to move the other family members into. You can edit the family profile “Edit Family” to change a family last name, if needed ex. Combining Smith and Jones you can edit the last name to Smith-Jones.
Move Member to a Different Family
- Login to the family you want to move a person out of
- Login to the person you want to move (click their name in the Manager Contol Panel or click Login for them in the Family List)
- in the “Move Current Member to a Different Family” box, click the drop-down arrow and select the New Family to move person to
- Click checkbox to mark “Login to New”
- Click on Change Family button
Back to Troubleshooting 4-H Online Problems
Move Family to a Different County (Family Members Enrolled in 2 Counties, Dual Enrollment)
Only one county login can have view/edit access to the Family (and all their members) at a time. The county where the family is currently enrolled can change the family to a different county (or the Nancy Johnson in the State 4-H office can). There are two reasons a family record needs to be changed to a different county:
- A permanent change of 4-H enrollment county for all family members (original County to a new County).
- Dual county enrollment --family member(s) join clubs in two different counties.
The two county office staffs will need to cooperate to pass the family record back and forth, as needed, when the other county needs to add or update club, project, activities, or groups.
a) Both county agents and the club leaders must agree to Dual-county enrollment, usually by a letter.
b) The county with the majority of family members' 4-H enrollment should be the primary county for the family, unless the family specifies the other. The current county has the family included when email or letters are sent to the Family address, can view/edit all family members' records, and family members are counted/listed on that county's reports.
For example, when the member or siblings are still active in other clubs in their original county, the family profile should return to their original county . The new county just adds the members’ club and projects in the new county and then changes the family back to the original county.
Family’s current County Login can move any families who need to be moved by:
a) logging into the Family,
b) pick ”Edit Family”,
c) then pick the new County on the County drop-down list and
d) click Continue to save your changes.
After that, the Family will only show for the Family’s new current County. The original county won’t be able to see the family or members on Searches, or login to their records to view or change details.
If there is a mixture of family members participating in different counties, or a any family member participating in both counties; the 2 county login staff need to cooperate and send the family record back and forth as needed to add Clubs, Projects, Group(s), or Activities in their respective counties.
Under Additional Information, the questions about enrollment in a second county should also be updated for each person affected.
When family is controlled by the other county, you can't see family members on Search.
Dual-Enrolled members can be seen on their Club Directory report, viewed from the Club Login:
click Clubs icon, Login to the Club, click Reports icon, to see Standard Enrollment Reports. Club Directory
[To Modify: click "Copy", mark both Primary & Not Primary & Save, click "Report",edit Report name & Save]
Club Directory, Primary & Not Primary Run, click Page View to see results
Back to Troubleshooting 4-H Online Problems
Confirm/Accept Member
When a new Youth or Adult has clicked the "Submit Enrollment" button, the Club Leader can Confirm them as a member of their club, but the County login must Confirm(Approve), review their submission, and Accept them for this 4-H year, before they are Active Status.
Click for example of the review seen by county login after opening an Adult Volunteer record and clicking Confirm
Click for example of the review seen by county login after opening a Cloverbud (5-7 y/o) Youth record and clicking Confirm
Click for example of the review seen by county login after opening a Junior (8-10 y/o) Youth record and clicking Confirm
Click for example of the review seen by county login after opening an Intermediate (11-13 y/o) Youth record and clicking Confirm
Click for example of the review seen by county login after opening a Senior (14-18 y/o) Youth record and clicking Confirm
Click for example of the review seen by county login after opening a Youth Volunteer record and clicking Confirm
Find = Search
Add Family, Add Youth or Adult
How to Add a Family (county login)
Method 1 - from Search | Families
- Click on Search icon, then click on Families tab
Before adding a new Family, search on Family tab for an existing record. - Type last name into the Keyword box, then click on Search button
- If family not found, type the family email address then click Search button to be sure the family isn’t already in 4-H Online.
Ex type last name Cook in Keywords box and click Search button, 1 record was found, but not the family we need to enter. - Click “Add Family” button, “Create a new family” popup window displays.
Enter the Family Name, Family Email, and Family Phone number and click “Add Family” button (don’t mark “Confirm Add New Family” to have possible duplicates display.
Confirm Add New Family box – if marked before clicking “Add Family” button on the Create a new family screen, it skips the step that displays existing records with the same last name, similar email addresses, or phone numbers to help you recognize a possible duplicate family.
If no match is found once the similar records are displayed, the county login must
mark the “Confirm Add New Family” box,
then click Add Family button to actually add the Family.
At that point, the Family Information screen is displayed with the rest of the questions to complete.
Type in mailing address,
Indicate Correspondence preference (default is Mail, not email),
Are you in a Military 4-H club?, (mark only if participating in 4-H on Military base, then pick base)
Click Continue>> button to complete the Add (or click Delete Family, if it was a mistake).
Bug? Clicking [Return to County] without clicking Continue, added the family with a blank address]
How to Add a Family (county login)
Method 2: from Manager Control Panel (county login only)
- Login to anyone to get to the Manager Control Panel
- On View click drop-down and pick All Records,
- Type the last name into the Find Family box and click “Go To Record” button
- If not listed, Type the last name into the Create New Family box and click “Create Family” button
At that point, the Family Information screen is displayed with the rest of the questions to complete.
- Type in mailing address,
- Indicate Correspondence preference (default is Mail, not email),
- Are you in a Military 4-H club?, (mark only if participating in 4-H on Military base, then pick base)
Find = Search
Activities
– add to individual’s Participation - Activity tab
-- On Search Member/Volunteer screen, checkmark (= "flag") several individuals, then click "Add Flagged to Activity"
Ex. Use Search screen Flag (checkmark) to Add Many records to a Group or to an Activity at once
Project-Related Activities, (must be enrolled in the Project, must be added from Participation Activity tab)
· County Events
· District Events
Not Project-Related Activities
· Exec Board Meetings
· 4-H Congress
· Jr Congress or District Congress
· 4-H Legislature
· LAW Leadership Adventure Weekend
· Community Service Project
· 4-H Information/PR booth at some community event
· Club officer roles:
Club Officer Roles
These are Activity codes for Club Officer roles.
They don’t tie back to the club the role is held in, which isn’t a problem unless the youth is in more than one club. They display State: Florida because they were added at the state level of the program to be available to all counties. Please use the State-added codes and do not create another one at the County level, duplicate codes will have to be deleted and their activites re-linked to the state code by year-end.
State:Florida Club Delegate to County Council (should also be marked as a Volunteer on their member profile)
State:Florida Club Historian - Gathers memorabilia into scrapbook, takes photos
State:Florida Club Parliamentarian - Knows & arbitrates parliamentary procedure, Robert's Rules of Order
State:Florida Club President
State:Florida Club Reporter - Provides 4-H stories to local paper, gathers news clippings, chair of publicity committee
State:Florida Club Secretary - Records meeting business & attendance, summarizes in meeting minutes
State:Florida Club Sergeant-at-Arms - Provides a thought for the day each meeting
State:Florida Club Treasurer - Keeps accurate record of money source & amt, and money paid out-amt, to whom, for what
State:Florida Club Vice President
County can Add own Activities
Renaming an Activity, does rename the activity name already linked to members.
Renaming a Club, doesn't rename the club name already linked to members????
Expectations: Individual Enrollment of all Members and Adult Volunteers
A big advantage of 4-H Online is that the state office can see your data and run reports without you having to mail or email anything.
Counties Switiching to Allow Families to Login and manage their own enrollment should refer to CountyMgmtToFamilyClubLdr.pdf on the SharePoint site
County Option settings as of 9/17/09.
Data Review
Status Definitions and Reports to List Persons in Different Status Categories
| Pending | Need County to login to member, go to Confirm (Participation) & Approve/Accept to make Active, or Delete Current Year. |
| Incomplete | Need Family or County to login to member, go to Participation tab, Click on Submit, (Youth must have a primary Club + Project) |
| Inactive | Not re-enrolled this year, if participating in 4-H, need Family or County to Login to member & Re-enroll |
| Not Participating | New or Re-enrolled, was Active this year, changed to Not Participating at Family Member List, counts on ES237 [still shows on screen, on reports] |
| Archived | only see in Family List ReActivate Member drop-down [not seen on screen or on list reports, but counts on ES237 if Active status this report year], - Doesn't count on ES237 if not Active status during this report year. Not shown as Inactive after report year oll-over? Use if quit or Moved away, don't print mailing label |
| Active | New or Re-enrolled this year, record Submitted, County Approved & Accepted, assigned a Membership ID, counts on ES237 |
| Reports that list Persons in Different Status Categories: | |
1 |
Reports| Custom Enrollment| Enrollments - Pending Adults, Youth, need Co Approval |
2 |
Reports| Custom Enrollment| Enrollments - Incomplete Adults, Youth (need club+proj), Submit + Co Approval |
3 |
Reports| Custom Enrollment| Enrollments - Inactive Adults, Youth (Re-enroll if participating this year) |
4 |
Reports| Custom Enrollment| Enrollments - Not Participating Adults, Youth (were Active this year, quit or moved) |
5 |
Reports| Custom Enrollment| Enrollments - Archived Adults, Youth |
6 |
Reports| Custom Enrollment| Enrollments - Active (Adults &Youth, alpha by Last Name) |
- Pending means "Submit Enrollment" has been clicked for the person, but the County hasn't done the Confirm (Approve Enrollment)/Accept Member step.
- Incomplete means the Youth is missing Club or Project (1 each required), or just needs to click "Submit Enrollment" on the Participation tab.
- Archived - If a youth has moved out of the county or quit participating in 4-H, after being active this year, you can mark their status as Archived on the Family Member List [Mozilla Firefox browser works, but Internet Explorer 6,7,or 8 doesn't 9/10/09].
Individual members of your Advisory Committee, 4-H Foundation, County Council, Home Schools, etc. should have their Group(s) added
-- several persons at once with “Add Flagged to Group”,
or on their individual Participation | Group tab, so rosters can be viewed.
The Report | Custom Enrollment “School Count- Active Youth (Addl Info), Current Year” will help you identify which school was typed in, typos and variation in abbreviating the school name will cause several separate entries for a given school. Home schools can be indicated generically or with a school name, and we need to flag these youth and add them to the State: Florida: _Home School group so we can view them from the state level.
4-H Club officers should have their officer role added as an Activity on their individual Participation | Activity tab.
Non-project related Activities can be added to several persons at once, with “Add Flagged to Activity”
County Events participants should have their project-related activity added on their individual Participation | Activity tab (4/12/10 bug - however only their first project alphabetically shows for some)
Once you get everyone Active, the reports become useful. Custom Enrollment has lots of shared reports, in alphabetical order.
“Error” ones will help you spot those missing Year in 4-H, or under age 5.
“County 4-H … Group Members” ones give rosters of your groups.
“Home School - Active Youth (Addl Info)” lists your Home School youth with whatever they typed in for their home school on Additional Info.
The Quick Reports drop-down “Families without Members” shows these families. If they were accidentally added duplicates, Delete them.
If they should have members this year, first check that you don’t already have another family record with the youth/adults attached before you add them.
How to Find a Family (& check for more than one entry for the same family)
http://florida4h.org/4honline/County%20Login/CountyLogin.shtml#search
- Login to any record (on Search, scroll to right & click Login button
- Look at the Manager Control Panel (scroll to the left to see it all)
- View – drop down and pick “All Records” (only way to find Family record without attached an youth or Adult)
- Find Family – drop-down lists all Family records in alphabetical order. Start typing last name in the box to jump down the list, or click drop-down arrow & scroll down. Click on a last name to select it.
You have a problem if more than one Family record is found with the same last name and either the same address, or no address. A family should only have one family record. You may have to move members to consolidate everyone and link them under a single family profile entry.
- Once family is highlighted, click on “Go to Record” just below.
If there are no Family members listed in the Manager Control Panel when you are “Logged in as ‘lastname’”, that family record may be deleted. Click on “Edit Family”, then Delete to remove family.
Standard Enrollment ES237 reports show the combined Group and Individual data that has been entered. Quick Exports ES237 reports for "Members" gives the values for just Individual data, " Group" gives the values just from the Group Enrollments, each of the 5 sections is separate, pick "Current Year" or "Previous Year" version. The column heading labels correspond to those on the Standard Enrollment ES237 reports, ex. Florida 2009 ES237 Annual Youth Enrollment Report
Please verify with your Club Leaders:
- That all youth and adults (club leaders) who should be there are showing in their club roster (primary + not primary club on reports to see all youth)
Club Roster - All Youth & Adults Active which lists their club leaders and members and "Page View" gives a count of Adults and Youth (no projects) - that all the projects the member has selected are showing for them.
Projects by Club -Active Youth
Club Organizational Leaders that have club login passwords for their clubs in 4-H Online can run the Shared Custom Enrollment Reports for their club, "Page View" gives counts.
ES237 Reports (Annual Youth Enrollment Reports, required by National 4-H)
The final deadline for getting your 2009 report year data into 4-H Online was 8/15/09.
The 2010 final deadline for getting your data into 4-H Online will be 8/15/2010.
The Report year change-over to the new 4-H Reporting year is expected to be Mon. 8/23/2010.
Only the ES237 totals for Combined (Individual & Group) Enrollment are available in 9 page ES237 layout, ES237 (Current) or ES237 (Previous) as of 1/21/10.
Quick Export to Excel reports are available for the Combined ES237 (All), only Individual (Member) Totals ES237 and only Group Totals ES237 versions, for Current or Previous Year, five ES237 sections separately. Go to Reports | Standard Enrollment Reports and click drop-down arrow under Quick Exports for choices.
Run and review the ES237 (Current) report for your county under : Reports| Enrollment (standard enrollment, listed alphabetically under E).
After the Report year change-over (~Mon. 8/23/2010), you will need to use (Previous) versions of reports to see the last report year, ES237 (Previous). Once the new report year change-over has occurred, no one will have Active Enrrollment Status. Most reports expect Active Enrollment Status and will be blank until Youth and Adults are Re-enrolled, updated, Submitted, and Confirmed by the county login,
The five ES237 sections can be printed as separate reports:
|
|
Equivalence in old ES237 from Blue Ribbon |
ES237 - Activity Count |
Incl. Duplications |
p. 6-10 Curriculum Enrollment (= FL Projects, not FL Activities) |
ES237 - Ethnicity Count |
Duplications eliminated |
p. 3 Line 11 Total Hispanic, Line 12 Total Not Hispanic |
ES237 - Participation Count |
Incl. Duplications |
p. 1 Top, lines 1-8 by Delivery Mode |
ES237 – Volunteer Count |
Duplications eliminated |
p. 4 Line 13 Total Adult, p. 5 Line 13 Total Youths, p. 6 #15 M. |
ES237 – Youth Count |
Duplications eliminated |
p. 1 Top, line 9. Gender, Bottom of p. 1 Grade/Residence |
Compare to 2008 ES237 by County, pick your County, Combined at http://florida4h.org/staff/Reporting/2008cnty_enroll.shtml
Enrollment Data (ES237 Reports) for past years can be found at http://florida4h.org/staff/enrollment.shtml
4-H Online ES237 report inaccuracies corrected
The ES237 Participation Count report group Delivery Mode totals (Special Interest/Short-Term, Overnight Camp, Day Camp, School Enrichment, and After-school = School-Aged Child Care) should just come from Group Enrollments. On 8/12/09, some Group Enrollments were not included accurately (low counts), because enrollments with a Start Date before 9/1/2008 or after 8/31/2009 was being excluded. The programmers changed the program back to include all existing Group Enrollments for Florida, for this year.
The Group Enrollment screen now displays the current report year and warns if a Start Date falls outside the displayed 4-H year date range when Continue is pressed. The year must be 4 digits in the Start Date ex. 8/1/2009, (8/1/09 triggered the warning, 8/1/2009 did not.for the 9/1/2008-8/31/2009 Report Year).
Clubs usually have officers, regular meetings throughout the school year, and do activities outside of club meetings.
Counties can Add, Rename or Delete a Club (new 6/3/10)
Excel worksheet to track Club information w/Charter Date
Add a Club, for each club:
1. List the exact club name the way you want it to display “ Xxxx Xxxx“ –this should match Club Charter request form
2. If initials or abbreviations are part of the club name, include what they stand for in the "Notes" field.
3. Include a Club description (ex. Horse club, EFNEP).
4. Indicate if it is a Community club, In‐school club, After‐school club, or Military club
5. Include the club Organizational leader’s name(s).
New clubs can be added temporarily using the Leader’s name ‐‐ “Last Name’s 4‐H Club”.
When the club has enough members, elected officers, and settled on their name,
a) submit the Club Charter Request Form to the state 4‐H Events office (see http://florida4h.org/clubs/files/Chartering_Requirements.pdf )
Error Checks
A. Find Clubs with no enrollments -- youth didn’t get entered? Or didn’t get club added on clubs tab?
1. Go to Reports|Club Totals and print it, p.2 lists each club with active Adults or Youth (skips empty clubs).
2. Go to Clubs icon list of clubs (can print using browser File|print or printer icon) and
3. compare against Club Totals report – a Club on Club icon screen list but not on the Club Totals report is empty.
4. Login to empty club to see 4-H Status of members, adult leader or youth must be Active to be counted—not Pending or Incomplete.
B. Find Incomplete or Pending Status Youth. Search button, mark Youth, Incomplete, and Pending, “Select a Club” and blanks for everything else, then click on Search button.
Review and make Active, if they should be counted.
- delete if duplicates of active Youth record
- complete missing info and do county approve/accept member step to make Active and be counted on ES237, if they should be.
- Incomplete or Pending Status, will become Incomplete status 8/23/10 start of New Year
C. Find Active Youth missing a primary club – all youth must have a primary club, a blank "Primary Club Title" on the Search , indicates a problem.
1. On the Search icon, Members/Volunteers tab:
a) mark Youth and Active Status,
b) pick “Select a Club”,
c) click on "Clear Dates"
d) blank checkboxes for everything else,
e) then click on Search button.
2. Long lists only display a single letter at a time. If you see letters listing just above the names, A, B, C, D.. look at the right end and click "ALL" to have one contiuous list of members to sort.
3. Click the "Primary Club Title" column heading to sort entire column. Any blanks should sort to the top and would indicate the person doesn't have a Primary Club marked on their Participation Clubs tab.. If none are found, click the "Primary Club Title" column heading again to sort the other direction.
If any blanks in " Primary Club Title" are found, note first name and Login, picking that person, go to Participation and look at their Clubs entry. Youht must have a club, and the first column Primary circle must be marked for a club. Mark Primary and Continue to save your change.
D. Find Family - Without members
1. Click on Reports icon, then
2. click the Quick Reports drop-down arrow (just below Reports icon)
and
3. click on "Family - Without Members" to run the report.
If listed, this is either a duplicate family record (with a different email address), or the youth and adult volunteer family members haven't been entered yet.
E. Find Extra Entries
- Find Duplicate Families
A. On Search icon, click on Families tab, scroll down scanning names in the alphabetical list for duplicates.
B. On Manager Control Panel, click View drop-down arrow and pick "All Records". Click "Find Family" drop-down arrow and scroll for duplicates, click lastname:address entry to select, then click "GoTo Record" to open Family.At bottom of the Manager Control Panel, review the list of Family members. A red star * indicates Pending or Incomplete, 4-H Age is the (number).
If no names are listed, no adult or youth have been added to this Family record, you can click Edit Family, then Delete Family.
If other records exist for the family, check ALL and confirm one has all adult and youth members with their complete enrollment record (all screens incl. health questions (date signed), club, project, activity, groups) before deleting any. Deleting a particular Family record deletes all linked family members, all of their information wil be gone.
-Find Active Youth and Active Adults with more than one record. Review both, make sure one record has complete information and delete the other.
On Search (Members/Volunteers tab), mark just Youth and Active (blank keyword, "Select a club",click to clear dates, empty boxes for gender & volunteer), then click to Search. Scroll down scanning names in the alphabetical list for duplicates.
Mark just Adult and Active, click Search. Scroll down scanning names in the alphabetical list for duplicates.
Group Enrollments must be done for Short Term/Special Interest programs, Overnight Camps, Day Camps, School Enrichment, and After-school programs that were not formal clubs where a youth received a minimum of 6 hours cumulative educational experience in the project area.
The ES237 - Participation Count will only show numbers in these Delivery Modes from Group Enrollment youth entries.
Don’t do a Group Enrollment for Activities of Enrolled Youth
(intent is to capture new enrollments outside of clubs)
– add Activities to individual’s Participation - Activity tab
Project-Related Activities, (must be enrolled in the Project)
· County Events
· District Events
Not Project-Related Activities
· Exec Board Meetings
· 4-H Congress
· Intermediate State or District Congress
· 4-H Legislature
· LAW Leadership Adventure Weekend
· Community Service Project
· 4-H Information/PR booth at some community event
4-H Online Email Sent To Counties
081910 email #2 can add & edit Group Enrollments again, 4-H Online Training handouts from RSAs (50 pg) or Individual links
081910 email #1 Group Enrollment bug -can't add new Group Enrollments or Edit current year entries. Start Re-enrolling M 8/23/10. Can add Group Enrollments for 2009-2010 trhgough 9/15/10. 8/17/10 ES237 by County (Preliminary) .xls .xlsx
081710 email Prelim. ES237 by Co shows missing Group Enrollment Data.
081110 email 4honline Server is back up, Enter Data by 8/15/10
070710 email Co Add/Edit Clubs now (charter date, EIN), Deadline 8/15/10, Clubs w/Charters missing from 4honline.
061710 email How to Print Florida 4-H participation forms, new Reports layout, new Help from programmers (just Reports so far)
- How to Print Florida 4-H participation forms
- new 4honline Help site -by the 4honline programmers
042110 email The 4/9/10 Deadline for Individual Youth & Volunteer Enrollment has passed. ES237 by Co reports for Individual Youth -
| ES237 - Participation by County as of 4/21/10 | ES237 - Youth by County as of 4/21/10 |
041910 email Participation forms Family & Club Ldr can print, bug-Co prints all, ex. Add Flagged to Activity
----- from 4/19/10 Weekly Update: Online Enrollment improvements in the works. -----
Online has hired a research & development person who will work with us to develop impact studies using online enrollment data we now have and develop additional measurement tools using the enrollment system. County fairs using ShoWorks for managing their fair entries and results will be one source of research data. Online, in partnership with ShoWorks, is developing an export program that will allow you to export fair data into Online Enrollment. Online’s research person will also write grants to fund your research efforts. This will be an option we will have to cover the costs to Online Enrollment for this new tool. We will be covering this, plus a training update in late summer. Your RSA will be scheduling this with you.”
-- Bill Heltemes and Nancy Johnson
031710 email Quick Reports/Exports blocked by Popup Blockers/ new Families Without Members report
| BrowserConfig.pdf | FamiliesWithNoMembers.pdf ex Training Co data only |
031210 email 4/9/10 Deadline for Individual Youth & Volunteer Enrollment. Excel reports for Status of Adult Volunteers and for Youth as of 3/4/10, which list the Custom Enrollment Reports for Status Categories counties can run in 4HOnline.
| Youth Status |
012010 email Label Options, ES237 (Previous) one-click report, Group Enrollment quick exports
(For Quick Exports to work, you must Set browser to allow pop-ups for https://florida.4honline.com site )
121009 email Reports- Volunteer Ethnicity/Race Counts, Group Youth
090909 email #3 Club Leader can Manage Enrollment
2 page "Allow Login" Club Leader example: Youth summary data
24 page "Member Management" Club Leader example: Add new Family, Add a Youth, Confirm Youth in Club
090909 email #2 Clubs in 4-H Online
090909_email #1 Participation Form as Currently Printing (click blue text to open pdfs)
1. Current Year ‐Sam Goslin, an Adult Volunteer enrolled and active in 2009‐2010 report year, shows the report year as
2009‐2010. Ex. 082709_GoslinSam_AdultVol_ParticipationForm_printed.pdf2. Current Year (& Previous Year due to bug)– Bill Goslin, a Youth Ex. 090909_GoslinBill_YthParticipationForm_PatParent1_SamParent2_PrevCurr_sameDate090909.pdf
3. Previous year‐ Patricia Goslin, an Adult Volunteer who had not yet re‐enrolled for 2009‐2010.
082409_email How to print Reports for Previous Year (click to open pdf)
081809_email Year End Information #2
081309_email pdf Group Enrollment Fix,
Start Date Validation, and County Options
Switching 4‐H Online Enrollment from County to Club Leader and/Family
Please refer to CountyMgmtToFamilyClubLdr.doc, found on the 4-H Agents SharePoint site, also sent to counties
with this 8/7/09 email.
080609 email pdf Errors 4-H Age less than 5, miss Additional Info w/4-H Participation Q Ex. Search on 4-HAge -1
061709_email pdf Day Camp Group Enrollment as Group Totals
Example: Sewing Day Camp
060809 email pdf Group Enrollment Invalid Date bug - heads up
05/29/09 email pdf 5/29/09 4-H Online Program Updated, Florida 4-H Participation Form is under Reports|Customized (As of 5/29, on regular florida.4honline.com site. Only County login now, Family will be able to print in future). As of 9/9/09 Emergency contact still only lists all Parent 1 phone numbers, the Family phone number if Parent2 is selected, or the first Additional Info write-in contact Home Phone number. The Dr. Office Phone number is labelled as Work Phone, on same line as Dr. name.
05/20/09 email pdf 5/20/09 Training Cancelled/Group Enrollment 6/1/09 deadline for school-year groups (Delivery Mode =School Enrichment, Afterschool (School Age Child Care) or Short Term Special Interest).
04/13/09 email Florida 4-H Participation Form is under Reports|Customized (on regular florida.4honline.com site. 9/9/09 Still only available to County login now, Family and Club Leaders will be able to print for their members in the future). As of 9/9/09 Emergency contact still only lists all Parent 1 phone numbers, the Family phone number if Parent2 is selected, or the first Additional Info write-in contact Home Phone number. The Dr. Office Phone number is labelled as Work Phone, on same line as Dr. name.
1. create County version of the Participation Form report that selects Flagged members only. Flagged means they have a checkmark in Flag box at start of their row on Search screen.
04/09/09 email 4-H Online Club Reports - County Totals & Supporting Detail Reports
Club Reports by Delivery Mode (Club names, Rosters of Club Members & zz_Independent 4-H Members) ClubDMReports.doc
04/02/09 email County Enrollments in 4-H Online as of 4/1/09
Summary of Club Totals by County 040109_4hClubbyCo_Incl_zzIndependents_Dupls_PendingInc_lgl.xls
03/26/09 email Do Affirmative Action report from current 4-H Online data, Edit Club Profile: Mixed Community & Integration example Club_EditProfile
03/25/09 email 4-H Online 3/31/09 deadline expectations, Recorded Training resend of info in 03/23/09 4-H Weekly Update
03/25/09 email Affirmative Action--Club Ethnicity/Race reports, Search in Page View for Count
example ClubEthnicityRace by Delivery Mode
example ClubEthnicityRace_MailingAddress
03/18/09 Groups in 4-H Online (.doc used in Elluminate/Polycom 4-H Online Training)
03/03/09 email 4-H Online Individual data due 3/31/09, Wed. 3/18 Training - Group Enrollment
4hClubbyCo_030309.xls Club Enrollment Totals by County - Individual Youth, Adult Volunteers in Primary Club only, No duplicates.
030309_AllCo_ClubTotals.pdf Clubs by County with Totals - Individual Youth, Adult Volunteers in Primary Club only, No duplicates.
12/10/08 Custom Reports allow you to create a report yourself and to export it to Excel then to a Text file/Envelope Manager.
See example Get1perFamilyAddressLabels.pdf (.doc)
1. Grid View (easiest) select column headings and data only by dragging mouse, then copy and paste into a blank Excel sheet. This works well for smaller numbers of records that you can drag/scroll through.
2. Grid View Ctrl+A, Ctrl+C to select and copy all rows requires extra cleanup in Excel:
- a) Remove Unwanted header rows: Drag over top row numbers to select the rows above the field names ~17 rows, then R-click and pick “ Delete”to remove them.
- b) Remove icon "pictures" L-click, then R-click and pick Delete on each of the icon “pictures”, leaving just one row of heading titles with the data as one family per row.
- c) Remove Copyright info row Click on Row number to select all column headings just above actual data, then press Ctrl-Down Arrow to go all the way to the bottom of the entered data and select bottom row with the Copyright info and Delete it.
- d) Select All (Ctrl+A) and Unmerge Cells (introduces empty columns S-V, J-P, and C-G which must be deleted)
(Excel 2007) Home|Merge & Center drop-down pick “Unmerge cells”.
(Excel 2003) Format|Cells|Alignment uncheck “Merge cells”
- e) Delete empty columns [S-V, J-P, and C-G]. Ctrl + End then Ctrl+ Up Arrow to jump to right-most column with data. Delete the empty columns and those of the Family email and phone if not wanted.
3. Pick Page View| Diskette icon to Save as text (.txt), then open in Excel for filtering/sorting, and deleting unwanted header/footer rows. After unwanted rows removed, File Save (.txt) for Envelope Manager to use the data.
"Copy" a Report so you can modify the copy and save your version off a report. by changing fields, projects, Standard Filters, or Custom Filters).
Once you have made a copy pick "Run" to run that report again. As long as you have made an initial copy, you can Run a report, modify it, and save your changes..
Activities and Group fields can be added on Custom Enrollmnet Reports.
---------------
12/03/08 email 4-H Online program update - All custom enrollment reports now offer Family labels (one per family) and Labels (all matching records) and should be formatted correctly.
Family Login Information for Counties to share created
-Click on "Search" icon for Dashboard
11/21/08 email 4-H Online program was updated to version 4 - new look,
- now opens at Dashboard Member/Volunteer search (ex. screens pdf)
Dashboard Search Tips
- If you leave the Keyword field blank, All will display (Filters for Youth/Adult, Status, Volunteer apply, if marked).
- The * (asterisk) is a wildcard for any number of letters. If you start a name with a letter and add a *, you will get results for only those names that start with the letters you indicated (may be a lastname or a firstname).
- Just click Login on anyone to open the Manager Control Panel, then Find the Family or Member you want.
Internet Explorer 6 has a few display problems ex. on the Project tab, the first project materials choice "None Needed" is hidden behind the Years in Project box and can't be selected. Use Internet Explorer 7 or FireFox 3 for your browser.
10/22/08 email New url to SharePoint sites http://my.ifas.ufl.edu
for 4HOnline info, Member/Leader cards, & Forms
http://tinyurl.com/helpagt
IFAS Offices and Service Units > 4-H Youth Development > 4-H Agents > Shared Documents > Florida 4HOnline
SharePoint requires you to login with
UFAD\gatorlink username and password.
SharePoint setup info:
http://florida4h.org/staff/SharePt/SharePoint.shtml or 4hSharePoint.pdf
- Participation Form Rev. 8/31/08 -Tetanus Shot Date question added to Participation Form.
9/20/08 "Fill-in" forms now Reader Enabled, can be filled-in and saved using free Adobe Reader 9.
9/8/08 email 4-H Online Dashboard feature Q&A Florida 4-H Online Update
4-H Online Year-End Information
#2 email 081809 (click to open pdf)
4-H Online Year-End Information #1 8/7/09
#1 email 080709 ( (blue text = link, click to open link)
Alphabetical List of Projects Available showing Age Category 8/1709
Alphabetical List of Projects Available -- Details 8/1709
Switching 4‐H Online Enrollment from County to Club Leader and/Family
Please refer to CountyMgmtToFamilyClubLdr.doc, found on the 4-H Agents SharePoint site, also sent to counties with this 8/7/09 email.
Groups in 4-H Online
Some groups are used to provide information about members who serve 4‐H on committees, boards, councils or the 4‐H foundation. Other groups have group enrollment records which enroll new youth and reflect other modes of delivering the 4‐H program in camps, day camps, school enrichment, after‐school programs, or short term/special interest programs. Under the Group icon, the report method setting determines if a group has individual information (Individual) or Group Enrollment (Group report method) or None.
Please use the State-added groups and do not create another one at the County level for the same purpose. State-created groups allow the membership to be viewed across all counties, by the state login. County level groups that are duplicates of state groups will have to have their members added to the state-created equivalent county group, by year-end, and the duplicate county group deleted.
Use Flag to Add Many Youth to a Group or Actiity (Not Project Related) & Then Get Custom Enrollment Report, Mailing Labels, or Email LIsts.
Groups & Group Reports (click for summary)
Group Reports
1. Lists or Members (with Counts) of Individuals linked to a Group- (committees lists or membership counts) are under
Reports| Enrollment| Group Enrolled or Group Totals
Custom lists are under
Reports|Custom Enrollment| "County 4-H...." group name or Group....
Group Enrollment reports are found under Reports| Custom Manager| Group....
(bug 4/13/10 Custom Manager reports are not seen by County login--the programmers are to find a solution as they revamp the entire Reports section of 4-H Online (high priority)
Group Enrollment
Group Enrollments must be done for Short Term/Special Interest programs, Overnight Camps, Day Camps, School Enrichment, and After-school [SACC = School-Age Child Care] programs that were not formal clubs where a youth received a minimum of 6 hours cumulative educational experience in the project area.
The ES237 - Participation Count will only show numbers in these Delivery Modes from Group Enrollment youth entries.You add a Group Enrollment and enter total males and total female youth, duplicate males & females (already in a 4-H club or a previous Group enrollment), then break out only new youth by grade, residence and race/ethnicity (New = non-duplicates = total youth - duplicate youth, new youth are being enrolled in 4-H through this record).
Don’t do a Group Enrollment for Activities of Enrolled Youth
Activities
– add to individual’s Participation - Activity tab
-- On Search Member/Volunteer screen, checkmark (= "flag") several individuals, then click "Add Flagged to Activity"
Project-Related Activities, (must be enrolled in the Project, must be added from Participation Activity tab)
· County Events
· District Events
Not Project-Related Activities
· Exec Board Meetings
· 4-H Congress
· Jr Congress or District Congress
· 4-H Legislature
· LAW Leadership Adventure Weekend
· Community Service Project
· 4-H Information/PR booth at some community event
State-created Groups List - groups already available. Scroll to bottom of the groups list to see groups the state has added, do not add another group that duplicates a state group.
4-H Camps Schedule Summer 2010.
4-H Camps Schedule Summer 2009
Program-specific Group Enrollment examples:
EFNEP –add EFNEP group, then add Group Enrollment for each Delivery Mode EFNEP used. From EFNEP ERS county total report, get percentage of each Delivery Mode , apply percentage to Age groups & Residence. Translate age to equivalent grade: Age-5 = Grade.
OMK , Operation Military Kids –add Group Enrollments for each overnight camp session w/dates/location/hrs/project pick State:Camp: Operation Military Kids group). Add Group Enrollment for each OMK Day Camp (example Science project, 4days 6hrs/day = 24 hours)
| Examples | |
|---|---|
| Day Camp -Sewing | State:Camp:County Camp |
| County Overnight Camp - Environmental Sciences- OUTDOOR EDUCATION | State:Camp: pick camp ex. Camp Ocala |
| OMK Camps - Environmental Sciences- OUTDOOR EDUCATION | State:Camp:Operation Military Kids |
| EFNEP- FOOD & NUTRITION | Add Group Group:EFNEP |
| School Enrichment -4-H in the Classroom PUBLIC SPEAKING (ex. Tropicana Public speaking, 4-H in the Classroom - PIZZA GARDEN | Add Groups School:school name |
Clubs
Counties can Add, Rename or Delete a Club (new 6/3/10)
Excel worksheet to track Club information w/Charter Date
Add a Club, for each club:
1. List the exact club name the way you want it to display “ Xxxx Xxxx“ –this should match Club Charter request form
2. If initials or abbreviations are part of the club name, include what they stand for
3. Include a Club description (ex. Horse club, EFNEP).
4. Indicate if it is a Community club, In‐school club, After‐school club, or Military club
5. Include the club Organizational leader’s name(s).
New clubs can be added temporarily using the Leader’s name ‐‐ “Last Name’s 4‐H Club”.
When the club has enough members, elected officers, and settled on their name,
a) submit the Club Charter Request Form to the state 4‐H Events office (see http://florida4h.org/clubs/files/Chartering_Requirements.pdf )
b) email Nancy Johnson at johnsonn@ufl.edu with the new name.
Affirmative Action
Affirmative Action Information is found on the http://ded.ifas.ufl.edu website. The form known as the "All Reasonable Efforts" report is linked there as "4-H and HCE Certification".
- 4-H and HCE Certification (pdf of the version used for 2009)
- Affirmative Action support reports in 4-H Online
The following definitions apply for these guidelines:
(a) Geographic Areas: The term "geographic areas" refers to those areas from which members of the County Extension Advisory Committees are drawn or selected. (Specifically, those are the areas from
which members of the County Extension Family and Consumer Sciences Committee and County
Extension 4‐H Advisory Committee are selected.) These geographic areas are usually quite large and
they may also be sometimes known as Affirmative Action Planning Districts. Usually (though not
always) these geographic Planning Districts coincide with County Commissioner districts.
(b) Local Neighborhood and Community Boundaries: This is a term used in the Affirmative Action Plan
to delineate those areas that have been (or may be in the future) identified by the County Extension
faculty and Extension Advisory Committees as forming natural or logical community or neighborhood
areas. For the purposes of this rule they will be called "Community Areas". These boundaries may be
based upon criteria such as recognized neighborhoods, city blocks, housing complexes, apartment
complexes, natural boundaries (i.e., rivers, highways, railroads or major streets), election precincts or
in some cases school districts. The only real tests to be applied to the development of these
boundaries is that race, color or national origin may not be used as a determining factor! They must be
logical boundaries and no "gerrymandering" can be involved.
(c) Club: This is the term used for 4‐H clubs and/or family and community education clubs. Each club that serves a multi‐racial Community Area (not to be confused with the County Geographic Areas) shall be integrated in proportion to the population mix in the Community Area served by the club.
Edit each Club Profile in 4-H Online
At Clubs list in 4‐H Online, cilck on Edit for a club, then review and update settings (ex. Club_EditProfile.pdf)
| Mixed Community | Yes = checkmark in box, No = empty box |
| Integrated Club | Yes = checkmark in box, No = empty box |
| Click on Save at bottom of screen to save your edits. |
Mixed Community – “Is this club in a racially mixed community” should be marked (=Yes or True) if the Community Area that the club serves, contains members of more than one Race or a mixture of Hispanic and Not Hispanic Ethnicity (=multi‐racial). Leave it Blank if census population data of the defined Community Area is all one Ethnicity and Race.
Integrated‐ “Is this club integrated?” should be marked (=Yes or True) if the current youth club membership (Active enrollment status, regardless of whether club is their Primary club or not) has members of more than one Race or a mixture of Hispanic and Not Hispanic Ethnicity (=multi‐racial). Leave it Blank if current club membership is all one Ethnicity and Race.
Currently there is no report that lists Mixed Community. The Club
New clubs were added with Mixed Community marked and Integrated not marked, and must be corrected. We have asked the programmers to add these club fields and to create a summary report like Blue Ribbon’s Club Statistical Report for Race/Ethnicity, but that will not be available for a while.
Affirmative Action plans rely on information about the integration of clubs in communities. We compare integrated clubs with the demographics of their respective community. The number of non‐integrated clubs in integrated communities may be due to a box that is not being checked on the club profile page in the 4‐H Online software. It is our position that all clubs who are not in compliance, MUST complete all three actions contained in All Reasonable Efforts, to achieve compliance with the Florida Affirmative Action Plan. County faculty must be more careful in drawing club boundary lines and in completing information about each club, as a part of 4‐H Online data entry. We have a commitment to fulfill our Affirmative Action guidelines, as well as a priority on serving diverse youth.
Reports
Annual Reports for State & Counties (ES237 2006-2009) 2009 reports
1999-2005 reportss on SharePoint - use gatorlink username & password (@ufl.edu)
| How to Print report for a Specific Year | Florida 4-H Participation Forms | |
| Quick Reports ex. Club Leaders Allowed Login | Quick Exports: ES237 (All, Members only , or Groups only), |
|
| Custom Reports - How to Search for Count | Custom Reports -Run or Memorize to Modify | Custom Reports - Report tab options for Correspondence - labels or email export |
Reports icon opens to Enrollment : Starndard reports in a new Layout (changed 5/20/10)
How to Print Reports for a Specific Year
Click the 4-H Year drop-down arrow above the report titles, and select "Previous 4-H Year", or 2008-2009 if you don't want the "Current 4-H Year" default.
Right-click on a report name, then left click on Run to run it. The "Page View" version of the report opens in a separate popup window.
Memorize if you want to save a new copy, that you can modify. The report name now prompts as blank instead of with the original name with (copy) at the end. The new report goes into your "Memorized" reports section. if you Share a report to a lower level login (County can Share to Club leaders with login rights), the Club leader will find it in their "Shared" reports section.
- pick the appropriate Role (Adult Youth) box(es), Status boxes (Active, Inactive, Incomplete, Pending)
- Scroll down to the bottom of screen (END key) & click Save button
- Click on “Report” (blue menu bar, below large icons),better describe what report filters (if needed)
- Scroll down to the bottom of screen (END key) & click Save button
- Click on “Page View” (blue menu bar, below large icons)
- Once saved, you can Run the report you modified, you only "Memorize" when you want to save changes as a new report.
”Quick Exports" box on several screens (top right), allows you to Open or Save a report in Excel
(Quick Exports require that pop-up windows be allowed for https://florida.4honline.com site. Internet Explorer 7 & 8 require *.4honline be added to your Tools| Internet Options Security| Trusted Sites| Sites list and that the Trusted Sites Security level be Medium-Low)
Reports button -"Quick Exports" has Group Enrollment Lists and variations of the ES237 Reports (Groups, Member, or All; for Previous Year or Current Year)
Reports| click drop-down arrow in “Quick Exports” box above list of reports
Pick a Quick Export report from the drop-down list, then Open in Excel,
a) convert numbers stored as text to numbers (or you won’t get any Sums),
b) right justify numbers,
c) Filter, then Count, Sum, or Subtotal for desired results.
d) Excel will display a count or sum of the highlighted cells in the status bar at the bottom (R‐click on the status bar and pick).
”Quick Exports” report for Group_Enrollment_-
_Previous_Year
“AV:” column entries indicate Adult Volunteers.
“YV:” column entries indicate Youth Volunteers.
"M: column indicates Youth (M is for Member, not Male).
The column labeled M: Gender: Male is not Total youth Males in the group, the male duplicates (M:
Gender: Male Duplicates) have been subtracted from it.
Total Youth Males in a group = M: Gender: Male + M: Gender: Male Duplicates (columns R + S)
Total Youth Females in a group = M: Gender: Female + M: Gender: Female Duplicates (columns T
+ U)
Total Youth in a group = M: Gender: Count (column V)
How to Convert Numbers Stored as Text to Numbers (so Excel can calculate sums)
Excel 2003
Quick Reports - allow you to send an email with report as an attachment or link
Club Leaders- Allowed Login (incl. Member Management)
To run a report of Club Leaders granted Access to their Clubs (use their Family login, then a club password to login to their club). Go to Reports|Standard Enrollment , click the Quick Reports drop-down arrow (at top right below Reports icon) and select “Club Leaders – Allowed Login” report. Allow pop-ups to view results, quick report opens in a separate Browser window, just close when done to return to the Reports screen.
Email icon on the report (looks like an envelope) opens your email program and a blank message with a link to the pdf report, or send a copy of the pdf report as an attachment. Be sure to add a subject and a description of the information being linked or attached, to avoid recipient deleting without viewing your message or their spam filter preventing delivery to them.
Send copy adds the attachment, but doesn’t give you a chance to rename it something meaningful.
2009 ES237-Activity Counts (All - FL Projects by County)
Quick Exports
Pick Quick Export, then Open in Excel, Save As – clicking through folders didn’t insert them into the path to the file – results in an error until a valid path is entered (remove the “ at start and end of report name”). Manually type in path up to filename.
Club Leader given “Allow Member Management” and logged into own club with the club password sees members who have requested membership to Confirm in the club first (by default):
Affirmative Action
Affirmative Action reports are based on your Club enrollment.
Active Youth count
Youth enrolled in 4-H clubs must be active for the current report year to be counted on current year reports. B"efore determining the Club Integration status from a Club Ethnicity and Gender Statistics" report on the current year data, verify with your club leaders that:
a) all expected enrollments have been Submitted by the families (Pending 4-H status) [if on paper forms, a Club Leader with Member Management rights or the County office staff must enter/update in 4-H Online].
b) Confirmed by the club leader (= show on Club Members list =Confirmed Club status) [a Club Leader with either Allow Login or Member Management rights can Confirm a youth as a member of their club in 4-H Online].
A club member has Pending 4-H status until the County staff also Confirms(Approves)/Accepts the member.
c) be sure all Pending enrollments have been Confirmed(Approved)/Accepted by the county in 4-H Online. Don't accept duplicate enrollments youth-- see Fix Families.
Florida 4-H Participation Forms (click for How to Print)
Florida 4-H Participation Form for can be printed by the county login for all enrolled youth and/or adults, or for just those individuals you have "flagged."
On the Search icon screen, Members/Volunteers tab, a blank box in first column on a person's row = not flagged.
Flagged = a checkmark in first column box on a person's row.
Example: Use Flags to get Participation Forms for just a few people.
1.On the Search icon screen, Member/Leader tab, first click "Reset Flag" button to clear any existing flags,
2. then click box for each person you want to include.
3. Once all you want to include have been marked, click the Reports icon
4. click Shared to go to Enrollment: Shared scroll down to "Custom" folder,
5. then R-click Run the version you want:
FL Participation Form, Active Status, Flagged only
FL Participation Form, Any Status, Flagged only
The questions are asked in the Additional Information enrollment screen and should be reviewed and updated by a parent or guardian at the time of enrollment, or if change in health condition has occurred.
A blank pdf version (can’t fill-in online) is found at http://florida4h.org/4honline/Forms/Participation_Form_Aug_31,_2008_3p.pdf
Affirmative Action support reports in 4-H Online
Go to Reports| Standard Enrollment Reports| and Run the “Club Ethnicity and Gender Statistics” report. It provides the Ethnicity & Race categories and percentages for each club, which you can evaluate to determine if the club is Integrated, but it lacks the Mixed Community field.
Club member lists are found in the Custom Enrollment Reports named "Club Ethnicity/Race -...."
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Once you have all youth members club members Approved and Accepted by the County login on 4-H Online, they are Active and will be included in the Club Ethnicity/Race reports. We don’t have a summary report for club totals like the Club Stat Report in Blue Ribbon yet, so you have to look at a longer report and search for Count.
To get Club totals for Ethnicity/Race,
1. go to Reports|Custom Enrollment Reports|
The new “Club Ethnicity/Race…” reports include Totals by Ethnicity/Race category within each club, for all Active Youth club members (primary club & not primary club), but excludes zz_Independent 4-H Members (who are not really club members).
The alphabetical sort of Ethnicity/Race categories is messy. Categories are Not Hispanic unless the name starts with Hispanic:
Enrollment:Ethnicity/Race Combined Summary alphabetical order:
[not Hispanic unless the name starts with Hispanic:]
American Indian
Asian
Balance of Combinations
Black
Hispanic: American Indian
Hispanic: Asian
Hispanic: Balance of Combinations
Hispanic: Black
Hispanic: Native Hawaiian/Pacific Islander
Hispanic: White
Native Hawaiian/Pacific Islander
White
2. Run one of the “Club Ethnicity/Race…” reports
The first version that has both Family email and Individual email is the shortest. (see ex. 032509_ClubRaceEthnicity_TrainingCo.pdf)
The second one that sorts by Delivery Mode is the longest (see example 032509_ClubRaceEthnicitybyDM_TrainingCo.pdf).
It is optional--it demonstrates Club:Delivery Mode grouping variable, which sorts in Club:Delivery Mode alphabetical order:
Organized 4-H After-School Club
Organized 4-H Community Club
Organized 4-H In-school Club
Organized Military 4-H Club
The third one that includes Family Mailing address can be printed out for your Affirmative Action file.
It provides a list by club of your Members with Ethnicity/Race, Gender, and mailing address (see example 032509_ClubEthnicityRace_AA_mailaddrTrainingCo.pdf)
Custom Reports-
“Report” tab has Label Options and Correspondence Options (after you run a custom report, “Report” is the first tab on the blue bar)
Your tab options have changed
Family Labels now Family “Correspondence”
Member Labels now Member “Correspondence”
Quick Export for Email List
A popup window prompts Open with Excel or Save File (browser must always allow popups from this site to see it)
Email address in first column, Contact in 2nd column “The Smith Family”
All Blank email records list at the top, click in the email address column, then Ctrl + down arrow to jump to first record with an email address.
Highlight just the email addresses,
Copy and paste them into your email program New Message BCC field to send email without revealing everyone’s email to others.
Quick Report for Postal Code List
Lists Zip Code and the count of records with that zip code for the particular report (helpful for mass mailing)
How to Search for Counts
- Run a Custom report
- Look on the Custom Filters, Grouping & Sorting screen. At least oneGrouping field must have the “Count Records” box marked to get any Counts.
- Look at Page View, starting on page 2 you will see the results of the report.
Count will appear at the right side with the corresponding member totals for all Grouping fields that had the “Count Records” box marked on the Custom Filters, Grouping & Sorting screen.
To Search within a Page View report for Count: values,
Click on the binocular Search icon 
Type in Count (Uppercase C, no colon : at the end),
Mark “Match whole word only”
Then click Find Next button.
Down just searches to the end of the report from where your cursor is located.
Up searches to the start of the report from where your cursor is located.
Fair
As of 4/20/2010, Florida has not started to utilize 4-H Online for Event Registration at the county level.
2009-2010 Fairs in Florida (pdf)
Current List of Fairs in Florida
http://www.florida-agriculture.com/consumers/fairs.htm
ShoWorks Fair Management Software
A number of Fairs in Florida are using ShoWorks fair software and 4-H Online is working to make it easy to exchange data between the two software programs.
Currently, ShoWorks can import exhibitors (members) and clubs from 4HOnline directly into ShoWorks as an xml file. The ShoWorks license holder should contact ShoWorks for the unpublished patch to allow the 4-H Online exported xml file to be imported into ShoWorks. Once the xml file has been imported into ShoWorks, Club members, and Club leaders (with Member Management rights or just Allow Login rights or ?) will be able to login to ShoWorks and do their Fair registration.
At this time, fair entries originate on the ShoWorks side - in either ShoWorks desktop or the ShoWorks online version. The club leader or exhibitor can login to ShoWorks and create the entries. The next step of the integration--available in fall of 2011-- will be allowing ShoWorks to directly download the projects from the 4HOnline side into ShoWorks entries for the fair.
If you have any questions, please feel free to visit the main ShoWorks website at http://fairsoftware.com/?4h or call at (888) 332-2419.
041910_Email from Michael Hnatt on ShoWorks
In 4-H Online, there is a recently-added “ShoWorks Export” under the
Reports | Quick Exports (scroll to bottom choice), which exports an xml file.
4/20/10 Excerpts from the current version of the Showorks xml file,being exported from 4-H Online:
PROFILE (Example of Member Data [obscured])
214 ExhibitorID="39000"
215 ExhibitorPassword="131361"
216 FirstName="David"
217 LastName="Cletzer"
218 FullName="David Cletzer"
219 Address="333 Mile Run Dr"
220 City="Vero Beach"
221 State="FL"
222 ZipCode="32960"
223 County="Indian River" />
....Club Data....
<CLUB
1841 ClubID="2440"
1842 Club="Horse Masters"
1843 ClubPassword="XXXXXXXX"
1844 ClubLeader=""
1845 ClubAddress=""
1846 ClubAddress2=""
1847 ClubCity=""
1848 ClubState=""
1849 ClubZipCode="" />
<CLUB
1931 ClubID="3979"
1932 Club="zz_Independent 4-H Members Club"
1933 ClubPassword="XXXXXXXX"
1934 ClubLeader=""
1935 ClubAddress=""
1936 ClubAddress2=""
1937 ClubCity=""
1938 ClubState="FL"
1939 ClubZipCode=""
<PROJECTS> ....Project data..not currently used by ShoWorks.
1952 ProjectID="15"
1953 Project="Animal- HORSE" />
1954 <PROJECT
1955 ProjectID="32"
1956 Project="Animal- SWINE" />
1957 <PROJECT
<PROFILECLUBRELATION
2494 ExhibitorID="39810"
2495 ClubID="3979" />
An Animal ID section is expected to be added to 4-H Online in the future, and will potentially export to ShoWorks. This would contain descriptive information about the animal, such as name, Date of Birth, and other data tracked for an animal project or certificaiton for a fair entry.
Event Registration
Example Youth Participant 9 pgs Angela Chambers
Example Youth Counselor 11 pgs Paul Chambers
Example Adult Chaperone 9 pgs Pat Goslin
Search - Event Registrationsshows the youth and adults registered for a given Event, when they started a registration and their Status in the Event Registration process:
Incomplete = not submittied
Pending = submitted, not confirmed yet (Confirm can be at State, County, or District level, depending on how Event Registration was set up)
Confirmed =
Approved = Registration has been Accepted.
ReSubmit = Sent back to Member, now resubmitted with corrected information, ~Pending again. [Place is held open until ____?]
Event Registration Invoice - Payment
Print a copy of the each person's Event Registration Invoice that is included on your county check and send the Invoices with your county check payable to the State 4-H Foundation
By September, we expect the county login to be able to just print a list of the Event Registrations covered by their county check.
Texas Manuals -see Registration pages County State Family
Ex. County Confirm Registrations
Ex. State Confirm Registrations bug - Additional Items are not displayed, needed to evaluate Counselor, Chapeone
