Any incremental updates will list on this webpage with the most recent found on the top row Incremental updates must be applied "in-order" (oldest to newest) to work correctly

In Florida, Updates, Full install, and Custom Report (rbitem.zip) files are often posted on the website as zip files (compressed) and require Winzip (free trial), Windows XP (built-in zip/unzip), or a similar utility to uncompress the zip file contents before the setup.exe program can be run (Unzip/Zip info) Winzip80 install files are on the CD in the Extras folder (under Documentation folder) Winzip (Classic, not Wizard) is preferred to Windows XP built-in zip/unzip utility.

The current minimum required version in Florida is version 2.5, dated July 11, 2005 or later.

The Manual contents have not changed since the printed ones were distributed at the 4-H Blue Ribbon Youth Enrollment Trainings held around the state in January 2004 The July 11, 2005 upgrade file, rbitem.zip, and Florida Master code files are also available on this website or from your IFAS District Computer Support Specialist.

Warning- the update to version 2.4 changed your data in important ways. It isn't wise to keep version 2.3 of the program (and old data files) installed on the same computer. To access past-years data from FY2000-2003, keep version 2.3 installed on a machine that will not be used for new Blue Ribbon Youth Enrollment You will want the Data00, Data01, Data02, and Data03 datasets, set up with BRWYouth.exe Multi-youth access on that computer

An update of the Youth Enrollment program software may require a hardware upgrade. Before upgrading or installing it, make sure your computer can run it!

Operating Systems -must install the program and do "Finish Setup" steps on each client computer.

Windows XP Professional, Windows 2000 Professional, Windows NT workstation

To successfully install Blue Ribbon Youth Enrollment (and Adobe Acrobat), you will need "install" privileges, which may require an Administrator account and password, (often different from your usual logon account and password) The BDE Administrator is a component of the Word Perfect Suite and if it is already installed on the system, you should be able to install Blue Ribbon Youth Enrollment on you usual account.

Error messages may be different on the different Windows operating systems. Click on "More" to try to find the name of the file that is missing or that has the problem and write down the entire message to help identify the problem.

Windows XP Specific tips

XP Peer-to-Peer networking setup
program installation, setup
XP theme needs to be Windows Classic, or Member/Leader screen displays only partial buttons--right and bottom sides of window are chopped off.

Windows 95/98/ME are no longer supported starting with version 2.4, November, 2003 MarTech can't guarantee that this program will run on older Windows operating systems, or on slower computers No special privileges are required to install the program and this first release (Nov. 2003) appears to run on the several Windows 98 machines that were tested.

A 2 video set of the Jan. 15, 2004 training is available for loan through your IFAS District Computer Support person or Nancy Johnson The original 3 video set covering the basics of Data entry is still recommended for those new to the Blue Ribbon Youth Enrollment program The v2.4 update training assumes a basic knowledge of the program and covers Additional Queries and how to change Club, Project, and Activity codes for multiple individuals at once.

Version History Florida stayed with the Dec 14, 2000 v 2.1 update during most of 2000-2001, but moved to Jun 4, 2001 v 2.1 for FY2001 year-end reports The FY2002 year-end reports required the Oct 25, 2001 or later v 2.2 update The FY2003 year-end reports required v2.3 The Nov 13, 2002 v 2.3 install and update files were posted on 2/18/03, the July 28, 2003 update was posted in August The October 15, 2003 update to v 2.3 was used by the State 4-H Office to generate final FY2003 county reports It corrected the Volunteer Training Log totals on the ES237, which were incorrect for counties who had more than one training entered for the same date.

The Nov, 2003 v 2.4 CD, FL Master Project and Activity codes diskette, and REVISED Manual contents were distributed in Florida at the 4-H Blue Ribbon Trainings conducted by Nancy Johnson in January 2004 in each IFAS Administrative District.
Nov 7, 2003 Update to v2.4 (applied to version 2.3 dated Nov. 13, 2002)

All computers accessing shared data files in your county must be running the same version of Youth Enrollment and using the same mapped Drive letter for the Data location in the BDE Administrator Close out of the Youth Enrollment program on all networked computers before installing on a new machine or applying any update (make sure it is not just minimized).

Winzip Actions|CheckOut will open the zip file in a temporary folder and allow you to double-click setup.exe and install the update Winzip "Extract" creates a folder containing a setup.exe file which you must double-click to begin the actual update When asked if you want to overwrite existing files, pick "Yes to All".

How to set up the "BDE Administrator"

The "BDE Administrator" points the program to the Blue Ribbon Youth Enrollment Data. The path set by the BDE Administrator on one computer affects only that machine and should not interfere with access to Youth Enrollment data directories on any other machine, even if they share the files over a network. You can get to it by clicking on Start|Programs|Youth Enrollment and then picking BDE Administrator Go there and note the path to the BDE Administrator file displayed in the title bar at the top of the window, which you can then use to create a new icon for BDE Administrator on your Windows Desktop.

A. How to Create an Icon on your Desktop to access BDE Administrator

1. Right click on the Start button and pick Explore to open Windows Explorer.
2. Go to the location of your BDE Administrator files and click to select it The default location is C:\Program Files\.Common Files\Borland Shared\BDE\BDEADMIN.EXE Some computers with Corel Office Suite may have a different location for the BDE Administrator files, which is fine.
3. Right click on the BDEADMIN.EXE file, pick Create Shortcut, and a "Shortcut to BDEADMIN.EXE" entry will be added to the bottom of the file list.
4. Left click once to select "Shortcut to BDEADMIN.EXE", and pick Edit|Copy.
5. On the left Explorer window pane, use the slider to move to the very top and click on the Desktop to open that folder, then Edit|Paste.
6. If you shrink the Explorer window by clicking on the - in the upper right corner, you will see a new icon on the Desktop that looks like a gear, with the label "Shortcut to BDEADMIN.EXE".
7. Right click on the label portion, pick Rename, type in BDE to 4H Data, and press Enter.
8. Click on your new BDE to 4H Data icon to open it, then click on the Databases tab, click the + to list entries, and then click on Youth Enrollment to open it.
9. The PATH should point to your Data directory.

B. BDE Administrator Configuration settings

1. Click on Help|About, if not 5.01 or higher, must upgrade BDEADMIN --see www.borland.com website under Delphi.
2. Click on Configuration tab
3. Click on + in front of Drivers
4. Click on + in front of Native
5. Click on Paradox
6. set Net Dir to C:\Program Files\Youth Enrollment\Locks if data is on local computer's drive C:, or to the network path Locks folder ex H:\Youth\Locks where the Data is located in H:\Youth\Data
7. Change Level 7 to 5
8. Click on DBase
9. Change Level 7 to 5
10. Click on System (same level as Drivers, click - in front of Drivers to see easier)
11. Click on INIT Set Local Share = True if Client-Server Networking or stand-alone PC.
    Set Local Share = True if Peer-to-Peer Networking (Windows 2000 or XP robust enough for Data Entry from any machine, if Win95/98, or ME, do data entry only on host PC)
12. Click on Object|Exit| Save changes? click Yes

BDE Administrator - Install or Upgrade Problems/Solutions

1. Windows 2000 Professional, Windows NT workstation BDE Administrator (a required component) requires "install" privileges, usually only found on an "Administrator" account and password, which is often different from your usual logon account and password.

2 BDE Administrator icon not automatically put on desktop.

Start|Find|Files or Folders and search for BDEADMIN.EXE The default location is C:\Program Files\Common Files\Borland Shared\BDE\BDEADMIN.EXE Right-click on BDEADMIN.EXE and pick Create Shortcut Say yes when it asks if you want to create the shortcut on the Desktop.

If you do not find BDEADMIN.EXE, you will need to install it. Look for bde511en.exe (11.6 MB) in the Extras folder on the CD or download it from here Once installed, see Appendix D, page 4, "Setup the BDE" in your manual for setup information The BDE Administrator contains the path to your data files that is utilized by the WinYouth icon when you open the program Set the BDE Administrator to point to a different location when files are located somewhere on the network or in a different-named directory than the default location on the local computer's hard drive, C:\Program Files\Youth Enrollment\Data.

3. dbSetupr.Ini, Check if WinYouth was added to the BDE Administrator Databases

After you do the install and click on the WinYouth icon to open the program an error message comes up It says, File does not exist, "dbSetupr.Ini, cannot continue Windows 2000 gives a BDE error message It means that WinYouth must be added to the BDE Administrator program, with a path that points to your Data directory.

To fix this, you need to do the following:
1. Go to Start/Programs/WinYouth/BDE Admin
2. Click on the Databases tab.
3. Click on the PLUS sign in front of Databases in the left window.
4. Choose the Object menu, New...
5. Click OK for the Standard option.
6. Rename the object "WinYouth" (in the left pane)
7. In the RIGHT pane, click in the box to the right of Path. Click on the "..." button. Locate your Data folder.
8. Make sure that the Default Driver box says Paradox.
9. Choose Object|Apply.
10. Exit BDE Admin. Save changes if prompted.
11. Probably would be good to restart your computer before starting your BR program. You may also be prompted for your access codes the first time you run BR.

You can trigger the "Update" button to appear the next time you open Youth Enrollment by going to File|Utilities, double-click on Youth2i.db, delete the entry in Version field (near bottom) and click OK Running Update a second time may fix glitches that sometimes happen when files aren't correctly updated

4 Invalid file name EDBEngine Error 9987 Don't use more than 8 letter characters in a folder name on a server
Example g:\4h\blue ribbon data\data triggered error message
but when changed to g:\4h\brd\data it was fine

5. BDE Administrator problems under Novell Network 4.83 can be resolved by installing the Novell Service Pack 1.

The original Iowa manuals and the Training Videos were made for the Feb 23, 2000 version The Spring 2001 Iowa manuals include changes and features added since November, 2000 The November 2003 v2.4 CD includes the Iowa manuals revised for version 2.3 (not 2.4)

Operating System and Hardware Requirements to Run Youth Enrollment after the v2.5 May 2005 Update for FY2005

Windows 2000 Professional or Windows XP Professional are recommended and will give the best performance, NT should also work, though Microsoft is phasing out support of it MarTech could not guarantee that slower machines with Microsoft Windows 95/98/ME would be able to run the update to version 2.5. Windows NT/2000/XP need "Install" privileges of an Administrator--account and password would typically be different from your everyday logon account and password.

The minimums assume that Youth Enrollment is the only program open on your system and that you don't have a large individual enrollment (Member/Leader screen entries) Don't expect to be able to access email, the internet, MS Word, Excel, or Envelope Manager simultaneously on a computer with only the minimum specs.

A minimum of 500 MB free Hard Disk space (after installation) is needed to run the program The free disk space is required on drive C (local hard drive), and also on the Server if the program is networked This space is used for creation of temp files when reports are written A lock-up while previewing a report suggests there was not enough free hard disk space available

A UPS (Uninterruptible Power Supply) with a minimum of 5 minute protection costs ~$100 and needs the battery replaced every 2-3 years at ~$40 The number one cause of data loss/corruption is some kind of power event, often low voltage (brown out), which can be prevented by having a UPS on all machines used for Blue Ribbon data entry as well as on the network server Having a UPS on all Youth Enrollment client machines can prevent problems on the network server machine in a Client-Server network setup.

An 8 pages per minute inkjet or laser printer is recommended If printing special forms on cardstock, get one capable of printing 90 lb. paper with a bypass tray A printer with enough memory to allow user to continue working while it prints is preferred Almost any printer that supports Microsoft Windows products will work, if it is loaded with the manufacturer's current print drivers These drivers are available free from the individual manufacturer's websites Some suggestions: HP laser 2000 or 4000 series or HP inkjet 900 series.

First Installation and Updates

First Installation -You can install the MarTech Blue Ribbon Youth Enrollment Program on a computer for the first time (ex. new hard drive) using the Full050905.exe (73.7 MB) file from this web page If updates have been released, you usually only need the most recent update. There are no updates beyond May 09, 2005 as of June 13, 2005 Additional information for Network Installation is provided below.

Updates - If you have entered data in an earlier version, it is wise to backup your data files to diskette before applying any update In Youth Enrollment, go to Help|About to see the version and date currently on the computer Determine what update(s) you need to install and install needed update(s), in order.

Florida counties should be updating from ver. 2.4 to May 9, 2005 once any needed computer hardware upgrades have been done If you have not yet started the new 4-H Reporting Year, do the Process Year-End Files step after updating the version of the program.

After running the May 9 2005 update, when you first open Youth Enrollment an Update Data button will display if the program detects that the data files you are using have not been updated to the current version Check the data path displayed at the bottom of the screen and verify that you are accessing the data files in the correct location All other users of the program who share data files over the network must be completely closed out of Youth Enrollment before proceeding (not just minimized to task bar).

1. Click on the Update Data button to begin, then OK.
2. Click on Update to continue A progress bar displays When finished updating, it will display "You May Now Exit".
3. Click on the Exit button to return to the main Youth Enrollment screen.

Updating Networked Computers. All computers accessing your Blue Ribbon data through a network must be using the same date version. You will need to successfully apply any needed Updates separately on each of these computers Close the Youth Enrollment program on all networked computers before installing on a new machine or applying any update.

To Install, you will need:

1. The Full071105.exe (75.1 MB) full install from the CD or downloaded from here.
• click desktop icon to open Youth Enrollment, type in access codes, check Help|About version 2.5 with y237r.dll July 11, 2005.
2. The MarTech Access Codes Sheet (Save this sheet! page in plastic in the Blue Ribbon Youth Enrollment manual) It has your unit's User Name, User Code, Access Code and Network Access Code This information is stored in the WinYouth.ini file located in the \Youth Enrollment folder (not in the Data folder, not part of routine backups) The rest of the WinYouth.ini file changed drastically with the update to v2.4, but the unique Access codes for your county remain the same.

3. Florida Master Codes FL state version of Project, Activity, Award, & Lit codes in FY06 Activities updated 10/20/05 (35FOC C-Forestry Day Camp, 35PDC C-Pers.Dev./Manners Day camp are new) and Projects updated 10/21/05 (GC General Club project dropped)
   

BEFORE YOU COPY FL Master Project and Activity code files, print reports of Projects and Activities in use. Starting in FY04, counties must use only FL master codes for Projects and Activities. If you added any project or activity codes, you will need to convert them to codes in the FL Master Project file before submitting your final data, the state 4-H office will only see the FL master codes in your reports.

To determine if you have added County codes:
In the program, go to Report|Print Data Files and view and/or print Project, Activity, Award, and Literature files Compare county codes to the state codes (total is given on the last page).

To list Codes actually in use in your M/L Project and Activity Data:

1) print a Project Statistical Report - Gender to show your existing Project codes and their meaning:

Report|Statistical Reports|Member/Leader Projects, pick M, C, pick Gender, and Print See Example Report in manual (on white paper)

2) print an Activity Statistical Report - Gender to show your existing Activity codes and their meaning

Report|Statistical Reports|Member/Leader Activities, pick M, C, pick Gender, and Print.

These files can be downloaded from here as their respective .zip files to a Temp location and unzipped there to your Data folder.

Florida Master Codes Files

FL06codes.zip (unzip contents into Data folder to replace Activity & Project codes, and Custom Report files) Activities102005.pdf Projects102105.pdf added some Day Camp codes (Forestry, Gardening, Personal Development/Manners, Wildlife). The GC General Club project was removed, it was not linked to a Curriculum.

The newest Custom report is MCnoAProject which lists each active member who only has Inactive Projects (one line for each Inactive Project) MCnoProject lists active members who have no project at all Use both reports to identify the members who need to have a project added or marked Active once you have completed the re-enrollment process.

Award and Literature codes were not updated for FY06

Youth2c.db	Project Codes database (pdf)	10/21/05	FY2006 no County-added Projects, use correct State code. ProjectCodes102105.zip
Youth2c.px	Project Codes index	10/21/05
Youth2c.xg0	Project Codes index	10/21/05
Youth2c.yg0	Project Codes index	10/21/05
Youth2e.db	Award Codes database (pdf)	6/11/03	Codes are up to County, use ex. files or use own awards2_4.zip
Youth2e.px	Award Codes index	6/11/03
Youth2g.db	Activity Codes database (pdf)	10/20/05	FY2006 no County-added Activities, use correct State code. ActivityCodes102005.zip
Youth2g.px	Activity Codes index	10/20/05
Youth2y.db	Project Literature database (pdf)	10/02/01	not updated since '99, can use your county version, if you have made edits literature.zip
Youth2y.px	Project Literature index	10/02/01
Youth2y.xg0	Literature .xg0 index	10/02/01
Youth2y.yg0	Literature .yg0 index	10/02/01

The Florida Master Codes must be copied into your data file (the default location would be in C:\Program Files\Youth Enrollment\Data) The FLmaster.zip file is linked here, you can copy it to your a Temporary location and then use pkunzip.exe or WinZip.exe to expand the files.

If your master code files were copied from a CD, the files are Read-only on your hard drive and won't work until you fix them using Windows Explorer.

To Remove Read-only attribute from files:

1. Right click on Start button and pick Explore
2. go to your Data folder (directory) If on a single computer, look at C:\Program Files\Youth Enrollment\Data.
3. double-click on the Data folder to open it, then click on the background of the right pane to select it.
4. hold down CTRL while typing A (Ctrl-A) to select all the files,
5. Right click on the background of the right pane, and pick Properties,
6. Uncheck the mark in the Read-Only box,
7. Click on the Apply button, then click OK

After the Florida Master Project Codes files have been copied, open the Youth Enrollment Program.

1. click on Utility Menu at the top
2. then click on File Utilities
3. click on Select Menu at the top
4. pick Select All (files will be highlighted)
5. click on File
6. click on Recreate Indexes and wait while each index is checked and recreated if necessary A list of the indexes which were recreated is displayed.
7. close Utilities window by clicking the x in the upper right corner of the window or pressing ALT+F4
8. To test if it worked, click on Projects
9. click on Find
10. type CD32 in the Project Locator box and Enter

To verify that the Florida master codes have been copied to the correct location and the index files were recreated successfully, Go to File|Project Codes|Find and type in CD32 If the Child Development Unit 2 project is found, you have successfully copied the 10/21/05 FL master Project code files..

Go to File|Activity Codes|Find and type in 35HL2 If C-Health/Fitness Day Camp is found, you have successfully copied the 10/20/05 FL master Activity code files.

You may now add local Award code items to your database.

Network Installation

The Youth Enrollment program data files can be located on a network server (Client-server) or located on one person's local hard drive but shared over the network (Peer-to-Peer) so that more than one user may access the data files at the same time (4 max.).

The computer used for Youth Enrollment data entry should not be a network server.

Peer-to-Peer networking on Windows 95/98/ME is not robust enough to allow data entry on more than one machine, but may be okay if all data entry is done on the machine that holds the data MarTech recommends Client-Server networking (meaning the data files reside on a network file server) when data entry needs to be done on more than one client machine However, the Peer-to-Peer networking in Windows 2000 and XP is robust enough to permit Data entry on more than one machine simultaneously On Windows XP Peer-to-Peer, the data path shouldn't be longer than 60 characters Peer-to-Peer networking between 95/98/ME and Windows 2000 or Windows XP doesn't work well.

Each computer accessing the data files over a network still needs the program files installed on a local hard drive with the final Program Defaults and Preferences setup for that user--see Finish Setup.

v25Network_Permissions_Locks

MarTech Network Support Policy

The Network Installation section found in Appendix D of the manual is obsolete for version 2.5.

Don't use more than 8 letter characters in a folder name on a server, it caused an EDBEngine Error 9987 Invalid file name.
Example g:\4h\blue ribbon data\data triggered error message
but when changed to g:\4h\youth\data it was fine

For a network installation, you pick Custom Install, specify a shared network location, and then go to BDE Administrator and set the paths correctly there NOTE: map the server machine as the same drive letter for all machines accessing Youth Enrollment data that is stored on the server.

Any new files installed by Updates to the program are placed in the default directory of the local hard drive (usually C:\Program Files\Youth Enrollment\Data) You may need to copy files to your network Data location after installing an update on the local machine.

For assistance with installation on a network, either as Client-server or Peer-to-Peer, contact the IFAS Help Desk or your IFAS District Computer Support Person

---

Set Program Defaults to Complete the Installation and Update Process

Preferences

The Youth Enrollment program allows you to set defaults that will display on new records To speed data entry, these should be the most commonly occurring values for a particular field As individual records are entered, the displayed default value can be replaced with the correct value, if it is different Most of the field settings can be left blank, which may be better if there is no predominant value for a given field.

• Open the Blue Ribbon Youth Enrollment Program.

• County Information File

  Click on File, then click on County Information

  • Address, City, State, and Zip

  • Office Name -extra descriptive field, optional

  • 4-H Age Calculation Date = 4H Year Start Date = 09/01/2006 for Florida FY2007

  • District code is your IFAS Administrative District (use 1, 2, 3, 4, or 5, not a Roman numeral)

  • Account number - leave blank

  • Tax exempt number - leave blank

  Click on File, if School Codes doesn't show at the bottom of the list, you must add the menu item
  video- Add School Codes entry to File Menu

  To Add School Codes entry to File Menu,
  1 click on the drop-down arrow at the far right end of the menu bar (File Report Special ES237...)
  2. pick Add or Remove Buttons,
  3. pick Customize (Main Menu is highlighted)
  4. then click the Commands tab at the top
  5. click on File in the left pane
  6. then on the Right window pane, slide to the bottom. You'll see the School Codes entry.
  7. click and hold down the left mouse button on the School Codes entry, drag it up to File (on main Menu), keep holding while the menu list expands, then drag down to the bottom of the list until the horizontal line is below Certification Codes, then release (drag & drop it).
  8. click somewhere off of the Customize window to close it.
  
  Add or Edit Schools displayed in Member/Leader screen drop-down.
  video-Add/Edit School Codes in M/L Drop-down List

Preferences

Click on Prefs icon (open book) or Utility|Preferences

1. Default Member Entry tab
• Sort Order by Name is recommended
• Delivery Mode 4-H Community Clubs, or most common Club in your county
• County Code number = zero + county plan of work code (must be 3 digits, ex. Alachua Co is 060)
• Club Code - leave blank
• City, State, Zip - most common or may leave blank, zip-code lookup fills in City & FL
• Member Code
• x Automatic Entry should be marked.
• assign an initial starting Member ID number If more than one computer is running Blue Ribbon Youth Enrollment, they should have different ranges of member IDs that won't overlap See Florida's Supplemental Programming Guide for suggestions.
• User-Defined check box -for Florida type in "Military Family"- It is to be checked if an immediate family member is either on Active duty or in the Military Reserves (any service).
• Residence - most common
• Ethnic - most common
• Race -most common
• Status - New
• Activity/Award Year - 2007 (FL 4-H year 9/1/06-8/31/07)
• Category - Members
• Grade - most common or none (each member will need a grade entry)
• School - most common or may leave blank
• Gender - pick M or F

2. Integration Status tab

1. Integrated Club or Group - x if most of your clubs and groups are integrated When you mark Integrated, Racially Mixed Community will automatically be marked, as well This is how National 4-H meant it to work.
2. Racially Mixed Community - x if your community has more than one race/ethnic group Ethnicity now defined as Hispanic or Not Hispanic.
3. Don't set Integrated =marked (True) and Racially Mixed Community= unmarked (False) =>logical ERROR, youth and unit will not be counted on ES237, #13
3. Default Project Settings tab
   1. Default Year in Project (Ex. 1, 2, 3...), enter 1
   2. Mark Need Literature (press spacebar or L click mouse)
   3. Mark Active
   Do not mark Youth Leader, most youth are not project leaders.
   Do not mark Completed--As members turn in their project books, you would mark the particular project as completed for that member

4. Default Parent Entry
   1. Mark Automatic Entry, can start at 1
   2. Sort Order, click drop-down arrow and pick Name
5. Email Defaults
   If you have Microsoft Outlook email, check the box Others will need assistance from their network provider for settings See Appendix G "Email within Youth Enrollment" in your manual.
6. Master Defaults points to a temp folder (created with full install & update?)
   c:\Program Files\Youth Enrollment\Temp
7. Add the Member Query Button to your Button Bar
   To display the Member Query button, click on the drop-down arrow at the far right end of the button bar, pick Add or Remove Buttons, then click the box in front of Member Query.
   If Member Query isn't in that list
   1. pick Customize,
   2. then Button Group,
   3. then click the Commands tab at the top
   4. click on File and you'll see the Member Query button on the right side
   5. click and hold down the left mouse button on the Member Query button, drag it up to the Button Bar and release (drag & drop it).
   6. click somewhere off of the Customize window to close it.
8. Add "Members with Invalid Club Links" report to the Report|Special Reports| menu
   Go to Report|Special Reports and check if Members with Invalid Club Links shows there.
   If not, click on the drop-down arrow at the far right end of the menu bar (File Report Special ES237...)
   1. pick Add or Remove Buttons,
   2. pick Customize (Main Menu is highlighted)
   3. then click the Commands tab at the top
   4. click on Report and then on the Right window pane, slide to the bottom. You'll see the Special Reports and then an entry for Members with Invalid Club Links
   5. click and hold down the left mouse button on the Members with Invalid Club Links entry, drag it up to the Report Menu, then over the Special Reports entry to its sub-menu, and release it just below the Invalid Primary Club Code Report (drag & drop it).
   6. click somewhere off of the Customize window to close it.
   

---

Start-Up Tips

• Clubs must be added to master Club file before Youth or Volunteer Leaders can be associated with them.
• School Codes must be added to master school code file before they will appear in Member/Leader drop-down list.
• Use FL master Project and Activity codes, no adds or edits Award codes can be added to the master files, you must add a code before you can assign it to a member.
• Add Activity codes (start with numbers) to individual 4-H members via Member Query|Add Activity.
• Use the TAB key to move forward through fields, SHIFT+TAB to back-up.
• Members with a status of New or Returning are "current" and should be included in reports, listings, and mailing labels.
• New, Returning, and Terminated Members will be included on the ES-237 reports.
• Terminated status means someone was enrolled but quit or moved away during the report year.
• Inactive status means they have not participated during this report year Everyone is set Inactive by "Process Year-End Files".
• "Other" member/leader category is used for special mailing list groups You still need a primary Club code Those who aren't members or leaders can all be in the same "Unassociated" club, identified as "Not a youth group unit" The club code should be unique for each mailing list group. You must specifically select "Other" to include them on printed lists or mailing labels.
• Group Enrollment is found under the ES237 menu - Group Youth Enrollment, Group Volunteers, and Volunteer Training log.
• a single Group Youth Enrollment entry with a Project code is to be entered for Short-term Special Interest, Day Camp, Overnight Camp, School Enrichment, or TV/Video programs where the same group of youth receive a cumulative 6 hours of educational experience by an Extension Agent, PA, or 4-H or Extension volunteer criterion School teachers count as 4-H volunteers when teaching 4-H curriculum.
• Do not use Group Youth Enrollment for any Club projects (no Club or Independent Study GroupType).
• FL Group Youth Enrollments only use Project codes (start with letters)
• Do not use Group Youth Enrollment for Activities or Other
• "Print Ethnic Statistics" option on many Reports and Mailing Labels provides race by sex breakdown of a group.
• Project must be marked Active to be counted on ES237 for this year
• Projects are identified by Year in the Project (first year =1, second year =2...) Only enter a project code once in a member's record. Example: SW Swine 3 (third year) would be correct
• Activities, and Awards are identified by calendar year (current Activity Year and Award Year= 2005), and stay with a Member's record into future years.
• Member Query filters let you select or change data for groups of members/leaders at once Field values for member Category and Status = first letter only, ex. N = New, R= Returning....

Florida Codes/Use - Tips

Individual Enrollment - Member/Leader

Club codes are all 3 digit numbers 001-999 in Blue Ribbon program.

Everyone must have a primary club The middle segment of the Member ID number is the primary club If it is blank or for the wrong club, you can fix it in Member Query or on the Clubs tab of the Member/Leader screen

In Member Query, click while holding the Ctrl key down to select several who need the same primary club code, pick Action|Change Primary Club and use the drop-down arrow to select the correct Club code from the list (be very careful if you type it in).

In Member/Leader, click on the Clubs tab, click Add Club, pick correct club from drop-down box, then click on "Add as Primary Club" If the member or leader is not affiliated with the original club at all, you can highlight it and click on "Remove Club" to take it off the record.

The Master Club file must have a record for each club, for units and youth to total correctly on the ES-237 report Group Enrollment Youth Groups and Group Volunteer entries now have a pick list for Club which means their club/unit codes must be in entered in the master club file (as Not a Youth Group type) before they can be selected To print your Master Club file, go to Report|Print Data Files|Club Code File/Num (or Alpha).

Before deleting a club code from the master file, remove the club code from any members or leaders that were in it (change active ones to a different Primary club).

To Remove all members and leaders from a Club,
in Member Query, you can filter for the ClubID and Select All,
1) add the new ClubID,
2) delete the old ClubID
3) Ctrl-click to unselect any who shouldn't have the new club as primary
4) Action|Change Primary Club and use the drop-down arrow to select the correct Club code from the list.

When Adding Projects on the Member/Leader Projects tab- if youth is active in more than one club, the program automatically fills in the Primary Club code, you must edit it to the correct club code, if different.

The Projects by Club Code report can list a range of Project Codes by Club with subtotals for project and club Report|Statistical Report|Member/Leader Projects, pick Members (& Cloverbuds), enter Project Code start and end (use same code for just one project), and pick Club Code (bottom of Sort Order list).

Group Enrollment -

1. Update Individual entries on Member/Leader screen

When some of your group participants are already enrolled as individuals on the Member/Leader screen, you have add the activity code to their individual record and the group's Club/unit code on their Club tab.

2. On the first Group record, any Individual-entry youth should be counted as Duplicates,

3. On a second or third group record for the same group (on a different project), ALL would be counted as duplicates, whether individual-entry or only group entry.

EFNEP - Expanded Food and Nutrition Education Program

All EFNEP youth can be entered in one record as totals under ES237|Group Youth Enrollment. EFNEP volunteers can be entered as totals under ES237|Group Volunteers Take the totals from EFNEP's ERS reporting program and enter them into Blue Ribbon, using the EFNEP project code, FNE.

First, add an EFNEP project code (FNE) in your master Project file Under File|Project Codes, pick Add and fill in the following:

Blue Ribbon Project Code	FNE
Project Description	Foods & Nutrition - EFNEP
ES-237 Project Code	ECA
Program Source	1862 Land Grant University

Check your typing, Save this project code, and Exit.

Use EFNEP's ERS program to print a Youth Group List report and a Youth Group Summary report From the Youth Group List, get the total number of EFNEP Youth Groups = Units on your Blue Ribbon ES237|Group Youth Enrollment On the Youth Group Summary, convert Age to Grade by subtracting 5 (Age 5 = Kindergarten, Age 6 = 1st grade, Age 7 = 2nd grade...).

FNP - Family Nutrition Program

FNP youth enrollment records (FL FNF project code) were coded with the federal curriculum code EC in FY02-02, ECA in FY00-FY01 and should be ECF in FY2004. In Florida, we only include FNP youth who were directly taught by 4-H staff or volunteers, using 4-H curricula.

You can use Blue Ribbon for FNP in a separate data directory, if you want to keep it completely separate from your regular 4-H data.

Under File|Project Codes

Blue Ribbon Project Code	FNF
Project Description	Foods & Nutrition - FNP
ES-237 Project Code	ECF
Program Source	1862 Land Grant University

Check your typing, Save this project code, and Exit.

---

Updates of Youth Enrollment Program

• Changes in v2.5 (pdf)

• Changes in v2.4 (MS Word doc) FL CD/disk/new manual contents distributed at Jan 2004 Trainings around state.

• Changes in v 2.3 compares Nov 13, 2002 v 2.3 to Oct 25, 2002 (or later) v2.2 (MS Word doc)

• Changes in Nov 14, 2000 v2.1 compared to Feb 23, 2000 v2.0 in html (same as MS Word .doc) REVISED Manual contents.

• Changes in Feb 23, 2000 v2.0 compared to Nov 15, 1999 v2.0, in html format (same as MS Word .doc).

Follow the instructions in Generic How to Update the Blue Ribbon Youth Enrollment Program html format.

FY 2005 Florida data is to be submitted using version 2.5 of the Youth Enrollment Program, dated May 9, 2005 or later.

FY 2004 Florida data was to be submitted using version 2.4 of the Youth Enrollment Program, dated May 4, 2004 or later.

FY 2003 Florida data was to be submitted using version 2.3 of the Youth Enrollment Program, dated November 13, 2002 or later.

FY 2002 Florida data was to be submitted using version 2.2 of the Youth Enrollment Program, dated Oct 25, 2001 or later.

FY 2001 Florida data was to be submitted using the June 4, 2001 update of the Youth Enrollment Program.

FY 2000 Florida units updated to the Feb 23, 2000 version of the Youth Enrollment Program before processing the final ES237 report and sending the data disk to Gainesville 9/15/00 The 2nd Florida Blue Ribbon Update CD was shipped to counties August 30, 2000 with the Feb 23, 2000 update and additional files.

---

Get/Give Help via email

• How to Subscribe and Send Email to our 4HBR Listserv html format

Forms

Forms and guides for the new 2007 reporting year which runs 9/1/06-8/31/07.

Youth
Individual Youth enrollment form
4H Member Individual Project Guide
Club