last updated 7/25/06 6:45 pm  correction - FY06 4-H Age Calculation date is 9/1/05

added MCnoAproject custom report
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Members Leaders Clubs Others
County ID Group Youth Group Vols  

How to Error Check Blue Ribbon Data, What to Look For

ES237|Test Member/Leader - reports to run:

 1. Utility|Member Charts|
 a) Members by Category members & leaders  No S-Special in FL
 b) Members by Status only members, cloverbuds New+Return+Terminate on ES237
 c) Members by Race/Ethnic only members, cloverbuds
 2. Report|Special Reports|Invalid Primary Club Code Report
 a) for MC /NRT missing a primary club  ES237 p.1, if Total Youth line 9 is less than 10. Total by Grade and 11. Total by  Residence.  If discrepancy not found here, run MCCluberr 
 b) for GPAR /NRT missing a primary club
 3. Report|Special Reports|Members with Invalid Club Links Report bad club links Add report to menu
 5. Utility|Run Custom Report Writer|
 a) ClubDMID Delivery Modes separate DM 12 is after DM 1, No Primary club of DM=12 "Not a Youth Group" type allowed for Member or Cloverbud with Status=New, Return or Terminate.  
 b) ClubByID All Club file entries by ID
 c) MCCluberr primary club missing from M/L club tab. ES237 p.1, if Total Youth line 9 is less than 10. Total by Grade and 11. Total by  Residence, the primary club may be missed on M/L Club tab.   If discrepancy not found, primary club may be DM=12 "Not a Youth Group" type - check File|Member Query, index by Club, w/filter Category= m or c, Status= n or r or t
 c) MCnoProject missing a project, all Members, Cloverbuds should have at least 1 active project  
 d) MCnoAProject no active project, all Members, Cloverbuds should have at least 1 active project  
 6. Report|Statistical Report|
Member/Leader Statistical| 
a) pick MC, Gender/Race, NRT members p. 3 #12,#15 ES237
b) pick GPAR, Gender/ Race, NRT leaders p. 4  #12,#15 ES237
 7. Report|Statistical Report|
Member Project/Activity/Club Statistical|
 a) for Member/Leader Primary Club, 
pick MC, Gender, NRT, range 000 to 999		 shows Primary Club enrollment for Members & Cloverbuds. 

If ES237 Test M/L  #9 Total is lower than p. 3, 13.2 #13 TOTAL YOUTH.

OR if ES237 p.1, Total Youth line 9 is less than 10. Total by Grade and 11. Total by  Residence, the primary club

 Compare to ClubDMID.   No Member or Cloverbud with New, Return or Terminate Status can have a "Not a Youth Group" club as primary.  If a DM=12 club is listed, use File|Member Query, index by Club, filter Category m or c, Status n or r or t, ClubID= 3 digit club number to locate members with the problem.  

Ex 1 Club was inactive last year, was marked "Not a Youth Group" but has members again.  In Clubs file, must change back to Community Club DM=1.

Ex.2 actually a Leader, but marked as Member category on Member/Leader screen (a Leader, [category=G,P,A, or R] can have DM=12 as a Primary club). 
 b) for Member/Leader Club,
pick MC, Race/Ethnic, NRT, range 000 to 999		 Clubs-verify against ClubDMID and ClubByID, update Mixed Community & Integrated--check for Integration DM1-4, If < 4 members, verify club is current. ?Youth Total matches ES237 Test M/L  #8 (includes duplicates)

 

 1. If more than one race column on the same row is greater than 0, then the club is Integrated & if Integrated (T=True), Mixed Community must be marked  (T) too.  For all clubs in DM1-DM4, find club number and update in Clubs file.

2. If club number isn't listed, it has 0 active members--if true, set club to DM=12

 
 c) for Member Projects, 
pick MC, Race/Ethnic, NRT, range AA to ZZ
 d) for Member Activities, 
pick MC, Race/Ethnic, NRT, range 000 to 999		 Camp & Day camp codes are required on M/L Activity tab. Offices, Events optional FY06.
 4. ES237|ES237 Verification Report
 a) for MC /Alpha or Numeric members bug-includes Alumni, ES237 doesn't
 b) for GPAR /Alpha or Numeric leaders

 

Clubs-

1. Club ID Codes must be 3 digit numbers 001-999.

2. Club Delivery Mode should match Club role

3. Club ID number must appear in the master Club file.

Review & Update Club Listings 

Club Statistical Report
Report|Statistical Reports|Member Project/Activity/Club Statistical for Member/Leader Primary Club, Category= M and C, Sort Order= Race/Ethnic, and Status= New, Return and Terminate.  

v 2.5 show Ethnic mix (Hispanic or Non-Hispanic) which was missing on v2.4 version of this report.  A club with only White members would still be Integrated if some members are Hispanic and some are Non-Hispanic White.

Report|Statistical Reports|Member Project/Activity/Club Statistical 

 Pick all the marked items

 

Pick Print.

Enter Club ID range as from 000 to 999 to include all possible Club numbers (000 should not be a Club #).

Compare the Club Statistical Report to ClubDMID or the Master Club Report –Integration,

Make corrections in the Club file- find record by Club ID, edit, and save.  Update Club record with correct Integration status for the group members before running the final ES237.

Master Club file contents are listed on the Custom Report ClubDMID "All Clubs by Delivery Mode and Club Name".  The fields include Mixed Community, Integrated, Chartered, Club Account, Annual Audit, and Community Service Project (CSP).  Prior to v2.4, if a club was not Integrated, the Race of the members was displayed on these reports.

For these fields, the box should be marked (indicates True), if by August 31st of this year, the following conditions have been met:
Chartered True if the club has completed the formal chartering procedure granting them the right to use the 4-H name and emblem.  See the 4-H Program Handbook, Section 3, Appendix B, for application information.
Club Account True if the club has their own bank account
Annual Audit True if the annual audit of the club's bank account has been completed in this report year (since last September 1st). If the club doesn't have a bank account, this should not be True.
Community Service Project True if the club has completed a Community Service Project in this report year (since last September 1st).
Mixed Community See the 4-H Program Handbook, Section 3, Appendix A "Affirmative Action" for a discussion of Community Area.  Each club must serve a definite Community Area with logical boundaries, which is clearly delineated on a map, and has been approved by a properly structured, functional Advisory Committee.  The racial composition of each Community Area must be determined.  Mixed Community would be True, if the Community Area which the Club serves has members from more than one race.
Integrated True if the Club has members from more than one race and/or Ethnic group.  For example, a club with both Black and White members--or a club with Hispanic Whites and Not Hispanic Whites.

4.  Can't have Clubs or Groups with Mixed Community = F and Integrated = T.

Any such Clubs or Groups will not be included on the ES237 report #13 Distribution of Youth in Integrated and Non-Integrated 4-H Units.  Mixed Community should be True if a Club that serves that Community Area is Integrated (has members of more than one race group). 

5. If a Club is Integrated, it should have Members from more than one Race or both Hispanic and Not Hispanic Ethnic groups.  

 

Members/Leaders

1. All must have a Club assigned as their Primary Club.

Run Reports|Special Reports|Invalid Primary Club Code Report 
 a)  pick M, C and New, Return, Terminate to check youth
 b)  pick G, P, A, R and New, Return, Terminate to check adult leaders
Expect to get Error "There is no data with those parameters" -- it means that everyone you checked has a primary club assigned, which is what you want to see.  Add a primary club to any Member or Leader who doesn't have one.

Open the Member/Leader screen and select the Club tab.  Scroll through your members and leaders looking for anyone missing a club code.  Be sure to add a Club code using "Add as Primary Club" to every record.

Compare the ES237 Verification Report by Alpha or Member ID to the ?? not v2.4 yet [Report Builder custom report "All in Member/Leader file by Category, Club, Name," (ClubMem.QR2).]  Those on the ES237 Verification Report who aren't on the ClubMem.QR2 report are likely the ones missing a Primary Club on the Member/Leader screen Club tab.

2. If Everyone is New, it's probably a mistake.

Members

To be counted correctly on the ES237,  all 4-H youth must have:

The "Special" category is an additional member category and is not used in Florida.  Anyone with category "Special" counts on the ES237 in the Delivery Mode designated (top of p. 1).  Because it is separate, you have to remember to check it separately from Member on reports or on Member Query filters (like Cloverbuds). Note:  The MarTech manual suggestion to use Special for Special Interest members is NOT used in Florida.

The age 19 and over, mentally challenged members get "Special" under Grade, not here under Category.   

Leader Type errors are usually easiest to see on ES237 Verification Report.  Go to ES237|ES237 Verification, mark box for Members (and Cloverbuds, if any);  then pick Complete/Alpha or Complete/Numeric to include those without valid Primary Club IDs.  

In Member Query, find Youth Leaders that have no Leader Type with a filter for Category = M, JrLead = True, DirectVol = False, InDirectVol = False, MidManager = False.

SQL fix to set Direct Volunteer Type=True on all Youth Volunteers (Leader Type). 

DV is automatically marked when the Youth Leader box is marked on the Member/Leader screen, edit for InDirect or Middle Manager type.  If NOT a Youth Leader,  Leader Type should be ignored by the ES237.  
??[In an earlier version bug, Direct Volunteer (DV) appeared on both the ES237 Verification Report and on the ES237 report itself (p. 3,#15) when the Youth Leader box was not marked.]  

Year in 4-H errors = 1999, 2005, 9900.  Just filter for Year4H range Start = 80 and End = 10000 to find any member or leader with excessive years.  Some of our older volunteers have been active in 4-H for over 50 years, starting as youth.

Birthdate errors. You must enter the year as 4 digits 19xx,
?? if you only type the last 2 digits, you get 20xx and a 4H Age of -90 or so.   

Age errors are related to Birthdate errors.  Members must be 5 years old on 9/1 to be in enrolled in 4-H in Florida and should be under 20 (except for mentally challenged members).  Leaders should be at least 20, though their birthdate and age are not required by the program for the ES-237 report.  

For a quick check for possible Age or Category errors run 
1. Report|Statistical Report| for Member/Leader record type, Age/Gender sort order
        for Members pick M and C  
        for Leaders pick G, P, A, and R

Member under 5 or over 20 may actually be a Leader or have a Birthdate error (Leader Birthdate or Age is not required by program).
Leader under 20, may actually be a Member

2. Report|Member Leader Lists for M and C, Report Type Age, Record Status N, R, T for Age Beginning Age 5 to Ending Age 5 lists those in the "Below 6" column on the Statistical Report who can legitimately be counted on the ES237 for Florida.  If that doesn't include all the ones in the Below 6 column on the statistical report, go to Member Query and use filters for category, status, and age ranges.

Go to File|Member Query to find affected Members or Leaders

1. Members- filter for Category = M  or C, Status= N or R or T,  and 
    a) Age range Start = -10000 and End = 4
    b) Age range Start = 20 and End =10000   

2. Leaders - filter for Category = G or P or A or R Status= N or R or T,  and 
    a) Age range Start = -10000 and End = 4
    b) Age range Start = 20 and End =10000   

To fix a blank Birthdate, enter the Date of Birth.  If year is 20xx, edit year to 19xx.  Use Grade as a guide.  Usually Grade + 5 = Age, and adjust Year in Birthdate to correspond.  Leaders have a blank Grade, and may have a blank Birthdate and  Age = 0.

If the Birthdates have correct 19xx years but all the Ages are 80 or so, check under File|County Information for the 4-H Age Calculation Date.  It should be 9/1/2005, the start date of our current 4-H reporting year (FY06). 

If you changed the 4-H Age Calculation Date after entering New Members or Leaders or edited Birthdates under Member Query, go to Utility|File Utilities|Utilities|Recalculate Age (Member/Leader File), mark (x) Reset 4-H Age  (don't enter a date) and click OK

To find blank grades in Member Query, filter for Category = M or C, and Grade = -1.  Change the Grade to 14 and repeat.  Grade blank and Grade 14 both show up on the ES237 report as "Not in School".  "Not in School" is reserved for high-school age drop-outs or GED students in Florida.

When you have an entry for a Cloverbud who is 5 but not in school yet, you have to enter that youth as being in Kindergarten (grade 0 in Member Query, or "Kindergarten" on M/L screen)

 SQL fix for missing grade (Member Grade) .  Estimate grade = Age-5.

Ethnic/Race tab    

   

Parents/Family tab: links optional, but has parent names, phone numbers, "one per family" mailing label and email address.

Clubs tab: 

Easiest to see on ES237 Verification Report.  Go to ES237|ES237 Verification, mark box for Members, Cloverbuds, (and Special, if you have any) then pick Complete/Alpha or Complete/Numeric to include those without valid Primary Club IDs.  Any "Special" need to be changed to a different Category.  Bug-v2.5 ES237 Verification Report includes Alumni status Members and Cloverbuds, the ES237 Annual Youth Extension Report does not include any Alumni.

Projects tab:

Leaders (=Volunteers) 

Individual entry of Leaders/Volunteers on the Member/Leader Screen has several advantages over Group Volunteer enrollment.  It allows you to enter phone numbers and an email address on the Parent screen and to print "One per Family" mailing labels for them.  You can attach several project codes to the same Volunteer while only counting that person once--it's sometimes hard to recognize when a group volunteer should be entered as a duplicate.  Best of all, they stay as Inactive in the database after we Process Year-End Files and can be re-activated by simply editing their status back to Return.  All Group Volunteers are removed along with the Youth Group entries when we Process Year-End Files.

If you find a Member or Cloverbud with a Missing Age, Date of Birth, or Grade, Check that an Adult leader did not accidentally get put into a Member Category.   No adults should be counted the the totals that are entered for Group Youth except the rare case of mentally challenged, over19 years old 4-H Members.

To be counted correctly on the ES237,  all 4-H Leaders (=Volunteers) must have:

Parents/Family tab: optional, but has phone numbers and email.  Link an adult volunteer to him/herself.

Clubs tab: 

Projects tab:

Activities tab:

Certification tab: optional unless a particular certification is required by National 4-H to teach a particular curriculum (ex. Shooting Sports and Sport Fishing).

Youth Group Enrollment

Youth can become enrolled in 4-H through any of the Delivery Modes.  In the case of Club or Independent Study (DM 1-4, 9), a Member enrollment form, selecting one or more Projects, is completed and signed by both the member and their parent or guardian.  In the case of group delivery modes (DM 5-8, 10), youth not previously enrolled, become enrolled through a Group Youth Enrollment form.  

Those youth in the group who were already enrolled in 4-H are separated out as duplicates.  If a youth was already enrolled on the Individual side of the program (Member/Leader screen entry) he would be a duplicate on the first Group Youth Project.  The Unit, and all members would be duplicates on the second Group Youth Project done by the same classroom or group.

The Report Builder (Custom) Reports for Youth Groups are sorted by Location, Leader, Project, and Date to make it easier to visually scan for multiple entries by the same leader, looking for duplicates that need a closer look.  The Youth Group Enrollment screen displays Group Records in the order they were entered on the computer, as you click on the right pointing arrow button to move through your data file.  Find a record by Club ID or by Date to sets the index to Club ID or Date order.  If you have many records with the same Club ID number or the same Date, be sure to click on the right pointing arrow button until you reach the actual record you need to edit or delete.

If  you have a lot of corrections to make, it may be faster to start at the top of the Youth Group records (Find Date 9/1/04 for the Date index) and click on the right pointing arrow to move to the next record.  Compare to printed Custom Reports YGMFDup and YGIntRace and see if it is one that needs correcting.  Fix what needs fixing, Save the changes, then Mark the record on the printed Custom Reports to keep track of what you have fixed and use the right arrow to move to the next record.

ES237|Test Group Data - reports to run:

 1. Utility|Run Custom Report Writer|  Error checked for:
 a) YGBal
 b) YGBalNH
 c) YGClubDM Club DM 1-4, or 9 or 12
   d) YGIntRace Ethnic/Race tab 
Integrated if more than one race and/or Ethnicity
If Integrated, must mark Mixed Community
 e) YGMFDup*
 f) YGnot6HR Contact Hrs <6
 g) YGnotProjCodes Not Project Code letters, (00000)  Use Project codes for Camp, Day camp, School Enrichment Group Youth records.
   h) YGnotProjP Not Project P, (A or O) Only P used in Florida
 i) YGUnitErr Units = Males+Females (unit = groups)

1. Units = Males + Females is an error

Units are the number of classrooms or groups of youth being summarized on a Group Enrollment form (screen), not the total youth. Use the Report Builder Report YGUnitErr  to list the entries with this error.

2. Youth Group GroupType=Delivery Mode (DM) >4, not 9 or 12

In Florida, no Club Delivery Modes (DM1-DM4), no Individual Study Delivery Mode (DM9), and no  DM12, "Not a Youth Group" are used on Youth Group entries. Use the drop-down box to pick an appropriate Delivery Mode.  

DM (GroupType)
  1.   4-H Community Clubs 
  2.   4-H In-School Clubs* 
  3.   4-H After-School Care Clubs* 
  4.   Military 4-H Clubs* 
  5.   Special Interest/Short-Term programs (not including Day Camps*) 
  6.   4-H Overnight Camping programs 
  7.   4-H Day Camp programs* 
  8.   4-H School Enrichment programs 
  9.  4-H Individual Study/Mentoring/Family Learning programs 
10.  4-H School-age Child Care Education Programs (not including organized club*) 
11.  4-H Instructional TV/Video programs
12.  Not a Youth Group 

3. Only 1 Youth Group Enrollment Entry per Project is Allowed

Even if it takes 3 separate 2-hour visits to a classroom to complete the minimum 6 hour requirement for 4-H enrollment in a Project area, you only enter one Group Enrollment record into this program for a Project area for a given youth group.  If the same group of youth goes on and does 6 hours in a 2nd project area, you would add another Group Enrollment record with the new project code, counting the Unit(s), all Males, all Females, and all Ethnic/Race category entries as duplicates.  

Review the Report Builder Reports for All Youth Group Entries by Location, Leader, Project, & Date, YGMFDup and YGIntRace.  Records that are for the same group of kids on different dates with an identical Project code suggest excess entries of the same group of youth.  Keep one record for a particular group for a given project code, the rest should be deleted.

4. Males, Females, and/or Units not entered as Duplicates

When a teacher works with the same group of youth on a second, third, and fourth Project, be sure to enter all Units (classrooms), as well as all Males, and all Females as duplicates on the Group Youth entry for the 2nd, 3rd, and 4th projects.  The YGMFDup report shows the Duplicate Units, Males and Females, to help you find records that have a problem.  You will also need to remove duplicates from the Residence, Grade, Ethnic and Race charts. Note: if everyone is a duplicate (on the 2nd, 3rd projects) the Residence, Grade, Ethnic, and Race totals=0 (no duplicates).

You must type in the zero 0 on the Ethnic/Race tab for Total Hispanics, or for Total Not Hispanics.  You can't skip over the field leaving it blank or it won't save.   Bug in the Nov 2003-March 18, 2004 date updates of v2.4 allowed the record to save, but would trigger an odd error message (" is not a valid integer) if you tried to use the Duplicate button to add a similar entry from the saved record. 

Use a Group Enrollment form to help you separate out the duplicates the way the program requires it before you start typing in an entry.  

Scan the YGMFDup Report Builder Report for All Youth Group Entries by Location, Leader, Project, and Date,  for instances where Duplicate Units is blank but the numbers in duplicate Males and duplicate Females indicate the whole class (or several classes) did another project. 

5. An Integrated Group should have Members from more than one Race and/or Ethnicity (Hispanic, Not Hispanic) 

Open Youth Enrollment program,  ES237|Youth Group Enrollments, go to Ethnic/Race tab, click R arrow to move through records reviewing.  Correct and save before moving to next record.

Mark Integrated Group if more than one race and/or Ethnicity
If Integrated, must also mark Racially Mixed Community

OR Review the YGIntRace report for instances where the group has Integrated F (False) but has members from more than one race.  Edit those records and put a mark in box for Integrated (T) and also mark the box for Mixed Community (T) if members of the group are of more than one race.

ALSO Review the YGIntRace report for instances where the group has Integrated T (True) but only has members from one race.  Edit those records to Integrated F (box not marked).

Group Volunteers (ES237 menu)

Individual entry of Leaders (Volunteers) on the Member/Leader Screen has several advantages over Group Volunteer enrollment.  It allows you to enter phone numbers and an email address on the Parent screen and to print mailing labels for them.  You can attach several project codes to the same Volunteer while only counting that person once--it's sometimes hard to recognize when a group volunteer should be entered as a duplicate.  Best of all, they stay as Inactive in the database after we Process Year-End Files and can be re-activated by simply editing their status back to Return.  All Group Volunteers are removed along with the Youth Group entries when we Process Year-End Files.

If there are several teachers working with the same project at a school (ex. Tropicana Public Speaking), you will probably want to put the lead teacher in as an individual on the Member/Leader screen which allows phone number, email, and mailing labels (Project Leader, a Direct Volunteer and also a Middle Manager if coordinating the other teachers).  The rest of the teachers could go on a Group Volunteer record under the ES237 menu.  Add the Tropicana project code (PU1) to both the lead teacher (Member/Leader screen Projects tab) and on the Group Volunteer record.   

If the same group of teachers goes on to do a second project (ex. Foods & Nutrition), on the second Group Volunteer record, you would put the new project code (FN) and all of the teachers would be duplicates.

"Other" Membership Category is for non-4-H People

Use "Other" for people that you want to have in your database, but who are not 4-H Youth or Volunteers in your county. You have to select category "Other" on any mailing labels or reports that you might want. The Status can be Inactive or Alumni for "Other", they don't count on the ES237 report and won't have to be reset after Year-end Processing.

Need a Primary Club of the "Not a Youth Group" variety, (Delivery Mode= 12). 

Use the Club Code to identify group for mailing labels and reports

Also need Race to be included on an Activity report. If Race isn't important on whatever report you want to use this for, it doesn't have to be accurate for "Other". 

Other fields may be required for specific reports. If you want to put in FFA youth (non-4-H) who are entering an animal in the fair to produce a weigh-in list of everyone participating in the same Activity, you should include accurate Race, Sex, and Age information, to help identify the participants.

Alumni Lists (former 4-H Members or Volunteers)

You can use the Alumni status for anyone who isn't a current Member or Leader. Alumni status is considered Inactive and is assigned instead of New, Return, or Terminate. Any Membership category (Member, General Leader, Project Leader....) can have Alumni status.

If you have current Leaders (Volunteers) that you want to track as Alumni for a mailing list or report, you will need to assign a unique Club code with "Not a Youth Group" type for an "Alumni list" to everyone you want included on your list.

It appears that the Activity report requires a Race to display anyone, even if they are in the "Other" category (not a 4-H youth,
leader or volunteer). Mailing labels don't care, but this Activity report does. It's annoying if you want more than just the mailing labels, but it doesn't have to be an accurate Race, as long as whoever gets the report understands it isn't valid for this group. Just click on the Race field and pick one, so that it gets saved in the record instead of a blank.

The File|Activity by Code screen does not require Race to display a record.

In fact, if you don't assign a primary club, the Project/Activity/Awards|Activity report gives an "Invalid use of keyword"
error message instead of just skipping those without a Race code.

Do County Number Fix

Your 3 digit county number must be correct on each record in several files for the data to combine successfully at the state level.  The County number has been missed on some records and in some files for many of you. This occurs if it wasn't set correctly in Preferences before entering any data, though there may be other causes we haven't discovered yet.   

1. First verify your code and make sure it is entered in Utility|Preferences on the Default Member Entry tab for the County Code.  

2. Go to Utility|File Utilities|Utilities|Write County # to Data Files
This will write the county number which is entered on the Member tab of your Preferences to each record in your Member/Leader, Parent, Club and Project files.

3. Next, pick Delete Unlinked Activity, Award, Club, and Project Files from the same menu.

4. Close out of Youth Enrollment, go to Start|Programs|Youth Enrollment| pick Datafix and run it with Pack tables marked to reduce file sizes where records were deleted and to rebuild all index files.

 

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