last updated 8/9/04 1:50 pm
[top of main Blue Ribbon page]
| Clubs/Delivery Modes | Mixed Race List | Ethnic/Race conversion | Update Responsibilities |
| Training Videos/PowerPoints | Project/Activity Lists | FL codes for 2004 | NetMeeting |
The latest upgrade of the Youth Enrollment Program, version 2.4, has significant changes in the ES237, particularly in the Ethnic/Race categories and the Delivery Mode/Participation codes. A revised pdf file of the new 2004 ES237 report and definitions is available at https://4h.ifas.ufl.edu/4hbr/2004/CES-237-2004.pdf (revised 4/7/04).
The Florida Supplement in your manual includes the Florida 4-H Definitions and system of codes. The Florida Codes tab has the FL Master Code lists for Projects and Activities. The Florida Website, reporting area (/4hbr/) at https://4h.ifas.ufl.edu/4hbr/ contains detailed information on the use of the MarTech Blue Ribbon Youth Enrollment Program in Florida. Go to the reporting website for the latest information on the program.
A PC computer with a Pentium III (min. 450 MHz) processor or faster,
Windows 2000 or XP Professional operating system,
128 MB RAM (256 or more recommended),
500 MB available hard drive space on the C: drive and Server drive (if
applicable). More free space is needed for larger enrollment counties. Uninterruptible
Power Supply (UPS) which provides standby battery power in the event of a
blackout or brownout (more than a surge protector power strip) is strongly
recommended.
CD-R or CD-RW or fast network connection Install and Update files have
gotten huge (~74 MB) and must either be installed from a CD or downloaded over
the internet.
MarTech cannot guarantee that the new version of the program will run on slower
machines or the Windows 95, 98, or ME operating systems.
Manual & CD
One revised manual "contents" (with tabs) and an installation CD for version 2.4
was distributed to each county and each IFAS District Computer Support person at
the Jan 2004 trainings. The CD had a simple address label w/ v2.4.
Each county provided their own 2" 3 ring binder notebook, look for manual
with yellow cardstock slip-in cover and spine, and title page show v 2.4 Youth
Enrollment program. The county Access Codes--on the page with the "Save this Sheet"
banner (in the plastic sleeve) should have been transferred from the old manual
to the v2.4 one.
Keep the previous manual. You'll want a separate computer set up with only
v 2.3 if you wish complete access to past years' Data folders (Group Youth and
Group Volunteers are deleted if brought into v 2.4).
The Doc folder (.pdf) file lists the contents of the \Documentation folder on the CD, including a number of "tip sheets" that were not printed for your FL manual. Documentation folder (9.3 MB .zip) includes all but the Youth Enrollment manual and \Extra folder files (available elsewhere on this site).
The installation and FLmanual files are also available for download from the 4HBR website. Note that the printed Florida manual contents distributed at the Florida trainings 1/2004, included training handouts, example reports, printed copies of a few of the many MarTech \Documentation files and \Create and View (sql examples) available on the the CD, and much information found on this website. The new Report Builder manual (~110 pages) for creating Custom Reports was not provided in print.
Responsibilities in 2004 Update to 4-H Blue Ribbon Youth Enrollment v2.4
(.pdf)Print out v2.3 Reports before IT
installs v2.4 update
LOAN items to IT & get them back--you need them!
IT person needs:
1 Install CD, FL Master files disk,
manual, location of your Data files, current backup
2 FL website
| Florida Master Codes list as .pdf | .zip to download |
what to look for |
| FL Master Project codes list as .pdf (rev. 1/3/04) | Project code files v2.4 youth2c zip (rev. 1/3/04) | 355 codes (total on p. 7) MM new code WPE was WP-E |
| FL Master Activity codes list as .pdf (rev. 1/2/04) | Activity code files v2.4 youth2g zip (rev. 1/2/04) | 288 codes (total on p. 6) |
| suggested FL Awards codes list as .pdf (from Pinellas Co, Awards don't come forward to State, you can still use your old codes) | suggested Award code files youth2e zip | 467 codes (total on p. 9) |
| FL Literature code files youth2y zip (orig. from 1999 unchanged) | FL Literature code files youth2y zip |
Note: keep data files from past years (Data00, Data01, Data02, Data03) on a computer that still has version 2.3 of the Youth Enrollment program. Version 2.4 update converts data (Group Youth & Group Volunteers are lost). Don't put v2.3 & v2.4 on same computer-too easy to destroy v2.3 when update prompts and it should not be updated.
4-H Agent/Staff is responsible for:
1 Print out v2.3 Reports for Mixed Race,
Projects, & Activities before IT updates
computer
2 Finish Setups (File|County Info, Utility|Preferences) on all computers with
v2.4 of Blue Ribbon before Adding new
information.
3 editing Hispanic Ethnicity/Race on
Individuals (Member/Leader screen)
4 editing Club file -new Delivery Modes, may want to revise Club ranges (Club
screen), may want to edit Club number to fit into new "range" of club
codes having same meaning (for printing reports)
(see Changecodes.doc for help)
5 in Member/Query change primary Club codes on Members/Leaders if Club # changed
in Clubs file
6 in Files|Additional Queries|Member Project Query, change Project codes on M/L
to new FL master codes
7 in Member/Query (M/Q) Add new FL Master Activity codes to selected members who
need them changed.
8 in Files|Additional Queries|Member Activity Query, index by Activity code,
then filter for old Activity code, Select|Select All and delete the old Activity
code (after you added the new one in M/Q).
In version 2.3, before your update to version 2.4:
1) Make a Backup of your data files
2) Print out Mixed Race lists
3) Run the MixedRace SQL if you have any Mixed Race individuals.
4) Print out Project and Activity Statistical reports to see which codes are in
use and may need to be changed on your Member/Leader records.
5) Print out ES237|ES237 Statistical Report|Complete Combined in v 2.3
The 2004 ES237 requires us to first ask everyone if they are Hispanic or Not Hispanic (ethnicity), then also mark as many races as apply: White, Black, American Indian/Alaskan Native, Asian , or Native Hawaiian/Other Pacific Islander.
§Self-identification
is preferred
§(there
are no objective standards)
§(there
are no wrong answers)
§White
§Black
or African American
§American
Indian or Alaska Native
§Asian
§Native
Hawaiian or other Pacific Islander
(on
Group forms/screens)
§4
most common 2-race categories
§Balance:
All other combinations of Race, for consistent sum to State Blue Ribbon
Program, enter single Balance # in the first column (White).
§In group settings, use your best guess
§for Hispanic ethnicity, Default is American Indian race = a
person having origins in any of the original peoples of North, Central, or
South America, and who maintains tribal affiliation or community attachment.
(incl. Mexican, South American Indian)
Caribbean Islander may
be Hispanic, and Black and White (heritage from Spain or France) and American
Indian (native island Indian heritage).
Hispanic or Latino: A person of Mexican, Puerto Rican, Cuban, Central or South American, or other Spanish culture or
origin, regardless of race.Not Hispanic or Latino: All others.
White: A person having origins in any of the original peoples of Europe, North Africa, or the Middle East.
Black or African American: A person having origins in any of the black racial groups of Africa.
American Indian or Alaskan Native: A person having origins in any of the original peoples of North, Central, and South America, and who maintains tribal affiliation or community attachment.
Asian: A person having origins in any of the original peoples of the Far East, Southeast Asia, of the Indian Subcontinent,
including, for example, Cambodia, China, India, Japan, Korea, Malaysia, Pakistan, the Philippine Islands, Thailand, and Vietnam.Native Hawaiian or Other Pacific Islander: A person having origins in any of the original peoples of Hawaii, Guam, Samoa, Micronesia, the Northern Marianas, or other Pacific islands
Individual enrollments on the Member/Leader screen
The version 2.4 update will convert existing v 2.3 entries to the new Ethnic
and Race codes as follows:
| v 2.3 | v2.4 |
| Hispanic | Hispanic, White |
| all other Race codes | Non Hispanic |
| Asian/Pacific Islander | Non Hispanic, Asian |
| Mixed - print Mixed Race Lists v2.3 Mixed race individuals must be updated but lose their identity upon conversion unless the Mixed23 SQL is run on your v 2.3 data. | Non Hispanic, White |
| if you run the Mixed23 SQL in v 2.3 | Non Hispanic, Black&White |
Mixed Race Lists (can use either the built-in Report or the Custom report)
1) Member/Leader List (built-in report)
Report|Member/Leader List| pick M,C,G,P,A,R,O (all Members, Leaders, and Others), pick Ethnic Code, pick N,R,T,A,I (all Status codes). See Example Report in manual (on gold paper).
Group Youth & Group Volunteer Enrollments
**Do not enter Group Youth and Group Volunteer records until the v2.4 software
version is installed--they will not convert to the new file format.
New forms for Group Youth Enrollment and for
Group Volunteer Enrollment capture Hispanic/Not Hispanic
Ethnicity, plus Race distribution.
* indicates a change
1. Clubs to be identified as Organized Clubs:
a) 4-H Community Clubs
b) 4-H In-School Clubs*
c) 4-H After-School Care Clubs*
d) Military 4-H Clubs*
2. Special Interest/Short-Term programs (not including Day Camps*)
3. a) 4-H Overnight Camping programs
b) 4-H Day camping programs*
4. 4-H School Enrichment programs
5. 4-H Individual Study/Mentoring/Family Learning programs
6. 4-H School-age Child Care Education Programs (not including organized
club*)
7. 4-H Instructional TV/Video programs
Once you have updated to version 2.4, you will need to review your existing organized Clubs and assign them to In-School Club, After-School Club, or Military Club, if those new Delivery Modes apply.
List existing Project Codes, Activity Codes used in v 2.3
There are several new Curriculum Classification areas to be included. We will be changing to a revised set of FL master Project codes and Activity codes which may alter the meaning of or eliminate County-added codes.
1) print a Project Statistical Report - Gender to show your existing Project codes and their meaning in v2.3:
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 in v2.3:
Report|Statistical Reports|Member/Leader Activities, pick M, C, pick Gender, and Print.
In version 2.3 run this SQL to identify the mixed members so you can distribute them into a mixture of black/white instead of just white - nonHispanics.
Go to Help|Troubleshooting|SQL
Edit|copy text from here and paste in Youth Enrollment window:
Update Youth2a
Set Fill4 = "B"
Where Ethnic = "X"
Order by Status
Go to File|Execute.
-------------------------------------------------------
Install Version 2.4 and make sure you update data files.
Then run this SQL-- go to Help|Troubleshooting|SQL
Edit|copy text from here and paste in Youth Enrollment window:
Update Youth2a
Set Black = "True"
Where Fill4 = "B"
Go to File|Execute.
NetMeeting is a neat tool for
remote computer support that 4-H, the IFAS HelpDesk, the IFAS District
Computer Support people, and Nancy Johnson can use to help you evaluate and fix problems on your
computer over the internet. You don't have a microphone (or speakers) to
use NetMeeting to let an IT person work on your computer from a remote
location.
NetMeeting delivers a complete Internet conferencing solution for all Windows
users with multi-point data conferencing, text chat, whiteboard, and file
transfer, as well as point-to-point audio and video. You need speakers to hear
audio, and a microphone to send audio--actually headphones with a microphone is
best. If you have Windows XP or 2000, it's part of the
Windows operating system, just follow the instructions in NetMeeting to IFAS.
Everyone should be able to use
NetMeeting, call someone else, and let them see watch what you are doing as you
check settings on your computer, or do things that cause error messages in Blue
Ribbon Youth Enrollment. Those who are behind a firewall (many County
IT controlled networks) probably won't be able to do Remote Desktop Sharing with
an IFAS IT Support Person or Nancy Johnson. Remote Desktop Sharing means
you give someone else control of your computer remotely and they run it from
their keyboard and mouse (you can only watch).
Windows XP NetMeeting is hidden until you go to Start|Run
type in conf, and do the setup for it.
Windows 2000 Click Start|Programs|Accessories|Communications,
and then click NetMeeting.
If you have Windows 95, 98, ME, or NT 4.0, go to the Netmeeting Home page http://www.microsoft.com/windows/NetMeeting click on "Download" and then download and install the needed software. As of 7/15/04, the current version is
|
File Name: |
NM30.EXE |
|
Download Size: |
1624 KB |
|
Date Published: |
4/13/2004 |
|
Version: |
3.01 |
1. Under Tools|Options-General-mark "logon to a directory server when NetMeeting starts" and
2. type in ils.ifas.ufl.edu instead of the "Microsoft Internet Directory" that is prompted in the Directory box. Check show the NetMeeting icon on the taskbar.
3. Click on the Security tab,
and mark both boxes:
"I prefer to receive secure incoming calls..." and
"I prefer to make secure outgoing calls", then click OK.
The IFAS HelpDesk staff (352) 392-4636 suncom 622-4636 and/or your County IT should be able to help you get NetMeeting working. Please don't call Nancy Johnson with technical questions about NetMeeting.
This is extremely useful for fixing problems, but is often restricted to IT dept. directly responsible for the computer, because of security risks. If your network server is maintained by IFAS, you can probably do Remote Desktop Sharing with IFAS support staff. If you dial-up through a standard modem/phone line connection, you probably can do it, but it might be too slow to be useable. I understand that DSL phone line connections routinely block this ability. Each county will have to investigate whether it is permitted.
When you are ready to give control of your computer to an IT support person, open NetMeeting and
1. go to Tools|Remote Desktop
Sharing| and mark "Enable Remote Desktop Sharing on this
computer".
2. Click on Call|Directory and click on the person you are calling.
3. Receiving person hears a ring chime, and sees a message that someone is calling. Click on "Accept the call" to establish a connection.
4. Then the person handing over control clicks on the lower left Sharing icon (hand passing window),
5. then double-clicks on Desktop in the list,
6. then clicks the Allow Control button,
7. then marks "Automatically accept requests for control"
8. then Close button. At this point NetMeeting closes and your mouse and keyboard no longer control the desktop. The person who is controlling the desktop remotely will be using their mouse and keyboard and you will see the screen changing.
After the session is finished, go to
Tools|Remote Desktop
Sharing| and uncheck "Enable Remote Desktop Sharing on this
computer".
used when a Conference number has been issued for a Univ. of Florida Gainesville campus/IFAS videoconference.
This is the same conference number as Polycom videoconferencing units connect to.
You need speakers to hear audio, and a microphone to send audio--actually headphones with a microphone is best
Questions?
Nancy Johnson ph (352) 392-2941
x231 suncom 622-2941 x231
Univ. of Florida fax (352)
846-0999
4-H Youth Development
PO Box 110225
Gainesville, FL 32611-0225
web https://4h.ifas.ufl.edu/4hbr
reporting 4HRept@mail.ifas.ufl.edu
to Nancy only
Blue Ribbon list 4hbr-L@lists.ifas.ufl.edu
to all on list
literature 4HLit@mail.ifas.ufl.edu
You should always contact Nancy Johnson in the State 4-H Office before calling MarTech. Nancy can answer questions about how Florida uses the program (states devise their own codes and implemetation rules). MarTech can help with technical questions about setting it up on a network, and evaluating whether a problem is a bug in the program, corrupt data that Datafix repair program can't handle, or a local computer hardware problem.
MarTech's phone number is (715) 845-2784
MarTech email for support is staff@martechsys.com
One-day training for 4-H support staff and agents is being offered by Nancy Johnson of the State 4-H Office during the first 2 weeks of January 2004 at various Extension offices around the state. Sessions run 9am-4pm local time, with an on-site lunch (everyone pays a share). Gainesville UF session will be videotaped and runs 10am-4:30pm, with lunch on your own at the Reitz Union food court.
Nancy will bring 15-25 laptops with Windows 2000, pre-loaded with the program. New users should view the Intro training videotapes before this session.
The January 2004 Blue Ribbon Youth Enrollment Training conducted by Nancy Johnson is now available as a set of 2 videotapes that can be borrowed. Tape sets were first distributed at the Gainesville 4-H Administration Conference on 3/31/04 to counties with new support staff or staff who weren't able to attend the original training sessions. Please contact Nancy Johnson if you have an immediate need for these videos. Eventually, the tapes will be available through your IFAS District Computer Support person and the IFAS District Directors office.
Videotapetime.pdf is a list of the contents of each videotape with times-allows you to skip to a particular section of interest if your VCR can display elapsed time. These videos are meant to be viewed where you can also be looking at the Blue Ribbon Youth Enrollment computer screens. Unfortunately, the videotape screens are very fuzzy and you will want to follow the cursor movements and read the text on your own computer monitor. The PowerPoint slides
Reports & Queries Ways to get
Answers
Report Lists with Ethnic Statistics
(totals ok, no bug)
Report menu built-in reports
Report Builder custom reports
Query and Export to Ascii or dBase ->Word, Excel
File|Create and View Query (SQL)
File|Member/Query (Filter)
Print Ethnic Statistics for Reports, Mailing Labels
Utility|File Utilities|Utilities| Recalculate Age
Questions? email Nancy Johnson at 4hrept@mail.ifas.ufl.edu
Expected Attendance - County list by IFAS Administrative District (pdf xls 1/2/03)
Training Locations and Dates
(click link for pdf of counties and persons expected at each session)
Week 1
Broward on Mon. Jan 5th, (South, V)
Collier on Tues. Jan 6th (South or South Central)
DeSoto on Wed. Jan 7th (South Central, IV)
Lake on Thursday Jan 8th (Central, III)
Week 2
Okaloosa on Mon Jan 12th (NorthWest, I) 9am-4pm
Leon on Tues. Jan 13th (NorthWest, I) 9am-4pm (instead of
Jackson Tues or Leon Wed)
Gainesville-on the University of Florida campus, Thursday Jan. 15th (NorthEast, II) in Room G001 McCarty Hall
D, 10am-4:30pm. Session will be videotaped.
The room is being used by a class until 9:45 am, we don't have the option to start earlier.
Parking will be a problem. Orange area parking passes will be mailed to participants in advance, but you'll have to
really hunt for any nearby space at that time of the morning. An Orange
area pass is good in Commuter and All Decal lots too. Map
of UF Parking areas.
The Park & Ride Lot # 2 off Hull Rd, west of 34th St. may have spaces. It is behind the DoubleTree hotel and the new construction for the Orthopedic center and requires a UF parking pass. The campus shuttle bus would cost $1.00 (free if you show a Gator One ID card) and runs every 15 minutes from 7:00 am - 5:30 pm and every 30 minutes from 5:30 pm - 7:30 pm, Monday - Friday. This bus will drop you off on Newell Dr. right across the street from McCarty Hall D.
The new parking garage at the Reitz Union charges a daily fee of $5.00. It's at Museum Road and Reitz Union Drive, "under" the new addition (pay stations located at the stair towers and elevators in the garage). Our group is too small to reserve spaces, and availability at 9:30-10:00am is not known, but you could get lucky.
Your best bet may be parking near the Butler Plaza Publix (WalMart) bus stop (off Archer Rd ~SW corner of SW 35 Blvd & WindMeadows Blvd. and paying $1.00 to ride the bus in (free if you show a Gator One ID card). Bus #1 comes every 15 min. and will drop you off at just before the intersection of Museum Rd. and Newell Dr (underground building on R). You'll have to cross the street and walk a block North up Newell Dr. to McCarty Hall (D wing is closest to Newell Dr.).
Room G001 is located at the (Newell Dr.) East end of the McCarty D and has a back entrance from the McCarty parking area, with a handicap sign. To get to the usual entrance, you walk up the ramp or steps along the East end of the bldg, turn left into the McCarty D entrance, and then go down a half-flight of steps to the Ground floor. G001 will be down some more steps on your left. From the Reitz Union (vending machine/service drive) end of McCarty D, the entrance is on the Ground level. Just head to the far end of the building and down the steps to G001.
We will break an hour for lunch, the Reitz Union food court is close by and offers many choices--Wendy's, Subway, Italian, Gourmet coffee...