Florida 4-H Online Enrollment System
Blue text is often a link.--click to go to linked information.
This page last updated 10/14//09 9:30 am
http://florida4h.org/4honline/ link to this webpage
http://florida.4honline.com to Login
County 4-H Office Phone List
County Extension Offices (website, map & directions)
Florida 4-H Online is an exciting new program that allows the 4-H family to create a family profile on-line using a secured web browser and enroll their youth members and adult volunteers in clubs and projects. Families can view their activities and awards, link members to groups, and even register for events. The club leader or county 4-H office staff review and approve member & leader applications and project enrollment. Some counties prefer to collect enrollment information on paper forms instead of having families use this program.
If you were enrolled in 4-H last year, and provided a family email address, your county has already created your family profile:
1. Open your internet browser and go to http://florida.4honline.com
2. pick "I forgot my password",
3. enter your family email address, and
4. click on "Send Password". A temporary password will be sent to your email account.
Contact your county 4-H office to learn more about the opportunities offered in your county and assistance with using 4-H Online.
Click on "Family Login" here or in the list at the left of your screen to go to specific instructions for Families.
Internet Browsers
The free Mozilla Firefox browser is recommended for use with 4-H Online and works with Windows PCs, Macs, or Linux orperating systems. The current version 3.5 is available at
http://en-us.www.mozilla.com/en-US/firefox/upgrade.html
If you use the Microsoft Windows Interenet Explorer browser for Windows PCs, the current version Interenet Explorer 8 is strongly recommened over earlier versions.
http://www.microsoft.com/windows/internet-explorer/default.aspx To see what version of Internet Explorer you have installed on your PC, Click on Help, then About. If the Help menus isn't seen, click on Tools drop-down, and click on Menu Bar to checkmark it and make it visible).
The earlier version Internet Explorer 6 would put text over some selection boxes, so you couldn't select a choice (ex. Project materials "None Needed" choice).
On some machines, Internet Explorer 7 doesn't show the "Add a Project" section of the Participation Projects tab screen to Families adding a new Youth member. They have no way to add a project, project materials,or year in project-- no "Add Project" button is displayed..
For best results, please update your browser to the most recent version and keep your Microsoft Windows operating system patches current. Microsoft issues security updates on the 2nd Tuesday of each month, and sometimes more often-- go to http://update.microsoft.com
New 2009-2010 4-H Year – enrollment started 8/24/09
As of August 24, 2009, the “Current” 4-H year became 2009-2010, and all existing adults and youth were changed to inactive status.
In Florida, the 4-H year runs from September 1 through August 31 of the next year (9/1 - 8/31).
To enroll in 4-H in Florida, youth must be from 5 to 18 years old as of 9/1, and must have not graduated from High School. Mentally-challanged persons 19 years or older may be enrolled as Youth, with a grade of "Special".
Re-enrollment
There is no re-enrollment form or report that prints the existing information for an individual youth, allowing them to verify their club and project enrollment for the new year.
The Family (if County has set Options to allow family logins) and the County login can login to an individual member and use their browser to print individual screen or tab information (Internet Explorer browser File /Print or printer icon prints the whole page, even what you have to scroll down to see).
Club leaders who have been given “Allow login” permission on their Club profile and the club password can run Custom Enrollment Reports, showing only their club members. Organized Club leaders given "Manage Members" permission can also manage enrollment for their club members--Enrolling them for the new year, editing information, adding or updating new projects.
For Existing Families to become Active status for the new report year, the Family logs in using their family email address and their 4-H Online password, then Edits each family member, reviewing and updating their information for the new report year. After Continuing through each screen, they will need to press the “Submit Enrollment” button.
The county login will need to come behind and login to each submitted enrollment ("Pending" status with red star on Manager Control Panel), go to Participation screen, Projects tab, click on Accept Member button, review person's information, then click Accept Member to accept them for the new report year (or type an explanatory email about the problem and click Reject. Reject removes Primary Club and Project selections from the person, sends an email to the family email address, and displays "Must Resubmit" as the Membership ID and "Pending" in the Status column of Family Member List for that person).
In counties who do not have their families enroll/re-enroll themselves, the Family Enrollment Form and Florida Participation form may be used to collect information.
Family Enrollment Form (rev 3/10/09 Blank form, added Number of years as a member, including current year)
http://florida4h.org/4hOnline/forms/Enrollment%20Form%20Online%2003-10-09.pdf
Florida 4-H Participation Form for an existing member can be printed by the county login under Reports|Customized|Florida Participation, the current report year will be printed, unless Previous year is picked.. The questions are asked in the Additional Information enrollment screen and should be reviewed and updated by a parent or guardian. Date should be August 24, 2009 or later to be considered reviewed & updated by Parent/Guardian or Adult Volunteer for the new 2009-2010 4-H report year. A blank pdf version (not fillable online) is found at http://florida4h.org/4honline/Forms/Participation_Form_Aug_31,_2008_3p.pdf.
Florida 4-H Participaiton Form examples
Adult Volunteer enrolled for 2009-2010
Adult Volunteer picked "Previous Year" report
Family & Club leaders will be able to print the 4-H Participation Form in the future. The County can flag members and print 4-H Participation Form reports for flagged only under Reports|Customized. As of 9/14/09 Emergency contacts lists all Parent 1 phone numbers, the Family phone number if Parent2 is selected, or the first Additional Information write-in contact's Home Phone number. The Doctor's Office Phone number is labelled as Work Phone, on same line as Dr. name.
florida.4honline.com
Who can help?
4-H Families should first contact their Club Leader or County 4-H Office for assistance with the Florida 4-H Online Program.
County 4-H Office Phone List
County Extension Offices (website, map & directions)
In many counties, Club Leaders will be the primary contact for 4-H Families to get help with the Florida 4-H Online Program.
County 4-H Agents will arrange training sessions and provide assistance to Club Leaders.
Regional Specialized Agents will arrange training sessions in their District and provide support to County 4-H Agents and Staff.
County 4-H Agents and Staff may also contact:
Nancy D. Johnson
Florida 4-H Computer Support Specialist.
johnsonn@ufl.edu
voice (352) 392-2941 x231
fax (352) 846-0999
Training
FL 4-H Elluminate Meetings & Recordings
4-H Polycoms
The 2010 4-H Enrollment Deadlines
| October 31st (10/31/09) | 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 |
florida.4honline.com use Internet Explorer 8, Firefox 3 (or higher version) to login to the new Florida 4-H Online Enrollment system.
Florida 4-H Participation Form report is under Reports|Customized (create own flagged version)
Issues waiting for programmers to provide/resolve in an update:
- Print 4-H Participation Form (by Family and Club Leader for their Members) County can flag members and print for flagged only under Reports|Customized. 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.
-? fixed 10/5/09? the emails that the online enrollment sends after a member is approved are saying that the member is enrolled only in the club they were enrolled in last year.
- Club Leader Management of enrollment for their club members (Member Management) is now available.
The "Add Family" Search boxes combine for family name OR family email OR family phone number, for a very broad search.
"Add Family" Search results are not sorted by county, possible matches from all counties in Florida are listed.
Additional criteria do not narrow the search as if AND were used (family name AND family email AND family phone).
If interrupted during Add, before a member is added to their own club, the club leader with member management rights can't access the family profiile or the youth who is Incomplete.
- all 5 available as of 10/2/09 -ES237 reports for Individual data only, group data only - quick exports to excel "By county" spreadsheets from state login
-County login only sees their own data (now has a header- fixed 10/12/09)
b) Florida Projects = ES237 Activity counts report --Counts change slightly on re-running after an hour or 2--fixed 10/15/09.
-one click ES237 report to get all 5 printed at once, with the same filters selected.
-
10/9/09 Programmer proposed a State login filter, pick a county & see all reports for only that county.
- Groups with Report Method=None are being counted in the ES237 Activities Count report, if a group enrollment with youth totals is entered.??9/9
- Groups with Report Method = Individual might have Group Enrollments with no Project, Youth, Vols, or Vol Training.
Group Enrollments with "Not a Youth Group" Type Youth aren't being counted on the ES237 (Participation, Youth, Ethnicity, or Activity- Count) but if entry has Volunteer counts we probably meant to count it --a difference between Blue Ribbon separate Youth and Vol data and inclusive 4-H Online records... Group Enrollments with no Youth or "new" Volunteers might still contain Volunteer Training info for both Adults and Youth.
fixed 10/5/09- Group Enrollment Date range for "Current Year" incorrectly refers to calendar year, not 4-H report year 9/1-8/31.
- Flag "Select All" choice for currently-displayed (filtered and Searched) records. This will let you just un-check a few records, instead of checking the majority of records one-by-one.
changed 10/5/09, Military Questions completely removed from Family login adding Family Profile & "Edit Family", but still seen by County and Club Leader with Member Management rights-
Help message on Family Profile screen - Don't pick Military club unless in 4-H on base. If accidently pick Military Installation and get added to wrong county, after Continue to next screen should be able to come back via "Edit Family " and pick a different county.
Custom Enrollment Reports -
(Run, Page View, go to page 2 to see any results)
- fixed 10/5/09- Reports with Custom filters can only compare against exact values in existing county data, you can't type in a specific value or date (parameter) to be used. Copy a (Shared) report before you can pick Custom Filter values that occur in your county, Save, and see relevant results (Page View, page 2).
- fixed 10/5/09- Reports with Custom filters for 4-H Age treat it as alpha instead of a number. 1, 10, 11, 12, 13...19 are included for 4-H Age Less than <5.
- fixed 10/5/09- Reports with Custom filters for a Date do not treat it as a date, gives incorrect results for < less than a date or > a date (looks at month but ignores year).
- - Grouping Counts include multiples,and repeats a line for each version, if person in more than one club, or project, or activity and that field on the report. 10/15/09 partial fix - pick "Project: Club Title" to limit to Projects only in a given club (instead of just "Club Title")..
- fixed 10/12/09
- Grouping Page Break works!
- 10/21/09 still can't get a calculated Age as of a given Date. Work-around is to use Birthdate as of a given Date, adjusting the date for the ages desired see Manatee County age as of 6/1/2010.
Internet Explorer 8 browser problem -
Reports| Quick Exports of ES237 to Excel (by county if State Login)
Internet Explorer 6,7 browser problems (ok in Internet Explorer 8 and FireFox 3)
If a family moves away, members can be set Inactive on their Family Member List, so that they aren't included when printing mailing labels
10/12/09 different bug IE7,8 & Firefox: changing Status on 2nd record changes first back to it's opposite.
Internet Explorer 6 display problem on the Participation screen| Project tab, the first project materials choice "None Needed" is hidden behind the Years in Project box and can't be easily selected.
Back to Troubleshooting 4-H Online Problems
4-H Online Training
May-August 2009 trainings were cancelled.
4-H OnLine Training (3rd Wed. each month) Topic = to be determined
11:00am -12:00pm Polycom http://video.ufl.edu, click Event Listing, get the Conference ID -TBA until 1-2 days before conference.
2:00pm - 3:00pm Elluminate '4-H Connect' Meeting = http://tinyurl.com/3z7c8g password = 4-H (hyphen, uppercase H)
3/18/09 4-H OnLine Training using Elluminate Topic = Group Enrollment
Training videoconferences recorded on Elluminate can be viewed with your web browser (Internet Explorer):
http://tinyurl.com/4honlineGroups
2/18/09 4-H OnLine Training using Elluminate Topic = Reports: Standard Enrollment & Custom Enrollment
http://tinyurl.com/4honlineReports0209 (Password = 4-H, no Polycom session recording due to technical problems)
1/21/09 4-H OnLine Training using Elluminate Topic = General Introduction to 4-H Online Summary email Chat
http://tinyurl.com/4honlineIntro0109 (Password = 4-H, no Polycom session was held due to technical problems)
Elluminate Meeting connections for 4-H use
'4-H Connect' Meeting = http://tinyurl.com/3z7c8g
password = 4-H (hyphen, uppercase H)
USED For 4-H OnlineTrainings, password to view recordings
'4-H Training' Meeting = http://tinyurl.com/4htraining
USED for General 4-H Trainings (not 4-H Online reporting), no password
'4-H Online Dev' Meeting = http://tinyurl.com/3gekbw password = JY (uppercase)
Elluminate Recordings since 1/1/2009 http://tinyurl.com/UF2009 pick View|Layouts|Whiteboard only
UF Elluminate Site http://elm.elluminate.com/UniversityOfFlorida/
1. choose Meetings or Recordings,
2. click on Name heading and 4-H will sort to the top of the list,
3. click on the Meeting or Recording you want to open,
4. allow file to download to open it.
UF Video Conferences via Polycom (using a Bridge)
- Go to http://video.ufl.edu then, at left, click on “Event Listing” for upcoming UF Videoconference listing, sorted by date and time..
- Get the conference ID for your polycom conference from the column “Conf ID” ex. 7832000, 7832010, 7832020…TBA shows until a day or 2 before a scheduled conference, when UF Video & Collaboation Services (VCS) schedules it on their equipment.
As of 1/09, the conference ID number is different from the number given on the reservation confirmation. Everyone will need to check the UF Video site the day or 2 before the polycom conference for the actual Conf ID needed to join the conference and participate. Check your email, phone messages, website, or SharePoint site for a Conference ID and PIN (PIN is a password, which is often blank).
Ad Hoc (on-demand) conferences won't be listed, you have to know the conference ID and PIN (if any) to join them.
To join a UF Video Conference (Codian Bridge) with a:
Polycom machine Dial 128.227.156.83, use remote keys to pick Far camera or "##" + the last 4 digits of the 7 digit Conference ID.
OR
1. Click on Directory button,
2. scroll down to pick the UF VCS bridge from the Directory list,
3. click on Dial button,
4. use Down arrow to select scheduled conference (available in list 15 min. before actual meeting start time),
5. click Right arrow to connect
PVX software on a PC (participate using Polycom microphone + camera, or a headset with a microphone + webcam for PVX on a PC--can be seen and heard by others..
Dial 128.227.156.83, use remote keys to pick Far camera or "##" + the last 4 digits of the 7 digit Conference ID
Telephone (can listen in & talk, bridge required)
- Dial (352) 273-4999 (on-campus UF Gainesville Dial 3-4999 or 9-273-4999)
- You will hear an audio message. Dial the Conference ID or extension number.
IP Phone Dial the Conference ID or extension number.
To watch a recorded session (24hrs after it ends) of a UF Video Conference (Codian Bridge) on your PC browser (no microphone, just chat), go to http://128.227.156.84:7734/ enter your sign-in name, Conference ID 783xxxx, PIN if required, and pick the choice for Windows Media Player
Florida switched to 4-H Online for Enrollment effective 9/1/08, Events Registration will start with state events after September. 1, 2009.
FL Volunteer Forms are found at: http://florida4h.org/volunteers/risk_management/volunteer_resource_packet.shtml
Club Charter Request Form (renewal) http://florida4h.org/clubs/files/Charter_Request_Form.pdf
New Club Charter Application http://florida4h.org/clubs/files/New_club_charter_app.pdf
Top
4-H Online "Final" Data for 2008-2009 Report Year was due in by 8/15/09. |
11/20/07 added Group Volunteer Enrollment Form and GroupVolunteer Screen (pdfs)
Some Training will be provided via Elluminate (web-based videoconferencing software).
