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5. Go back under Fields All tab and choose Second filter option Category
6. In Category Field Value By Value tab (on right) type in A or P or G or R
7. Click OK.
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8. Your filter sequence is complete and has returned your results
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last updated 07/25/06 7:45 pm
(p. 3 Total Youth higher than p. 1 Totals => active member w/inactive Club as
Primary club)
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The default ES237 Statistical Report settings will run the combined ES237 report for the entire county (Complete file). The totals in the various sections must balance before you submit your year-end data, as indicated below.
Even if the Totals balance, you might have missed Youth, Volunteers, Clubs, or Youth Groups. Did all the Extension agents running youth programs contribute their data (EFNEP, Master Gardeners)? Did all the Teachers turn in their School Enrichment forms? Do the numbers you see make sense for the programs offered in your county?
| Combined Indiv. & Group | = ES237|ES237 Statistical Report|Combined Processing Final Report |
If your county had Group Youth Enrollment as well as individual Member/Leader enrollment, you will also want to run their separate ES237 reports to help isolate problems to one area or the other. Start error-checking with the Test Member/Leader one.
| Individual Member/Leader only | = ES237|ES237 Statistical Report|Test Member/Leader File Data |
| Group Youth, Group Vols., & Vol. Training | = ES237|ES237 Statistical Report|Test Group Data |
Page 1 --Youth-- compare the bottom row of all 3 sections:
#9 Total 3rd column
(Total youth) should match the
Total from #10 (School Grade),
Total from
#11 (Residence),
and Page 2, bottom row of #13.1, K # Youth
(duplications eliminated),
and Page 3, 13.2, #13 TOTAL YOUTH. (if p. 3 Total Youth is highest,
look for Primary Club missing or DM=12)
Page 1 --Units--compare bottom row #9, 4th column (# of Units) with the page 2 bottom row of 13.1, L # Units (duplications eliminated).
Page 2 --Total Youth by Source should match the
p. 10 Grand Total of
Curriculum Enrollments (Project enrollment). Florida 4-H expects each youth to be enrolled in a
project (can be in more than 1 project), these totals should be greater than or equal to the Total Youth
enrolled (duplications eliminated).
On screen, look at the Utilities|Member Charts|Members by Category. Add up the Members, Cloverbuds, Special (not used in Florida, Special should be 0), with the number Terminated on the Utilities|Member Charts|Members by Status = Total Youth (duplications eliminated).
Numbers 1-9 give Male, Female, Total Youth and Number of Units counts by Delivery Mode (DM) for Members and Cloverbuds, based only on their Primary Club.
On the combined ES237, the number of units comes from the number of Clubs in the master Club file plus the sum of the units (minus duplicate units) entered on Youth Group records.
The Test Member/Leader ES237 units come from the master Club file, but club codes assigned to DM=9 Individual study/Family 4-H, DM=11 Instructional TV/Video, and DM=12 "Not a Youth Group" units are not included in the total unit count.
The Test Group ES237 includes only the units from Youth Group records. In the Clubs file, all club codes used with Group Youth Enrollment should be set to "Not a Youth Group" = DM 12 to avoid having them count as extra units on the Individual Test M/L ES237 and on the combined ES237. In Florida, there should be no ES237|Group Youth Enrollment entries for any "Club" enrollment (DM=1-4), "Individual Study", or "Not a Youth Group".
On the Individual side, Test M/L ES237, a youth Member or Cloverbud will only be counted in the delivery mode row corresponding to their Primary Club (1= Community Club, 2= In-School Club, 3= After-School Club, 4= Military Club). Group Enrollment projects entries should count youth who are already enrolled in the project as individuals on the Member/Leader screen as duplicates, to avoid double-counting them.
SQL to reset Grade to Age-5 for Members missing a grade entry (Member Grade). Apply only after fixing all Age errors.
If the distribution of Residences doesn't seem correct for your county, the default preference for Residence was probably set wrong and not corrected as individual entries for Member/Leaders or Group Youth Enrollment were made.
You will need to check and correct the individual entries under Member/Leader and under Group Youth Enrollment.
The #12 Total Youth by Source includes duplicates and should match #18 Curriculum Enrollments Grand Total (Project enrollment except for GC General Club project). The master Project file, File|Project Codes includes the Program Source and the ES237 Project Code.
Florida will only have figures in the first column, 1862 Land Grant University.
Apparently the ES237 project code must be in uppercase to be included on the ES237 summary report. One county had run the "Set Fields to Proper Case" utility while the master projects file (youth2c) was selected which permanently altered their ES237 Project codes to be mixed case.
These sections are based on primary club assignment. Members & Cloverbuds will be skipped in this section if they do not have a Primary Club assigned, if their primary club is not listed in the master club file, or if the club had Mixed Community=False (blank) and Integrated=True (checked).
13.2, #13 TOTAL YOUTH should match p. 1 Total Youth, duplicates
eliminated (p. 1 line 9=by Grade=by Residence).
If the Total Youth on p. 3 is higher than Total Youth on p. 1, then
some Member or Cloverbud has a primary club that is "Not a Youth
Group" (DM=12).
(see ErrorChecks.htm, # 7 Test Member/Leader)
Compare Report|Statistical Report|Member Project/Activity/Club Statistical| for Member/Leader Primary Club, pick MC, Gender, NRT, range 000 to 999 to
Custom Report ClubDMID which lists Clubs by Delivery Mode and Club Number.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 as having active members on the Statistical report, 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.
Compare the two ES237 Verification Reports for Members, Cloverbuds, & Special:
| ES237 Verification Report for M=Member, (& C=Cloverbud, S=Special) | |
| Complete/Numeric (Member ID order) |
includes those missing a Primary Club (displays a shorter number missing middle 3 digits), will show Club codes that are not in the master club file (ex. Alpha or 2 digit club entries). |
| Primary Club Range (000-999 Club ID then Member ID order) | skips any missing a Primary Club code or whose Primary Club code doesn't appear in the master Club file. |
Entire Clubs or Youth Groups will be skipped if their primary Club ID number is not listed in the master Club file, or is "Not a Youth Group" type DM=12, or if Mixed Community was set to False and Integrated was set to True.
Too many units?
If non-youth groups (of non-4-H people, Resource Leaders, Alumni, or other
mailing list groups) were not assigned to a Club with a "Not a Youth
Group" Delivery Mode (DM=8), their Clubs might be counted here under Units.
?? Non-youth groups may only contain O Other Category as Active, or
Inactive
Blank Clubs, (000 is often blank) and Clubs or Youth Groups with no members entered will be included here under Units, unless the "Not a Youth Group" option, Individual Study (DM=5), or Instructional TV (DM=7) was selected.
On page 4, section 14.1, row #12 (Total Hispanics) + row #15 (Total Not Hispanics) = Total Adult Volunteers.
On page 6, section 15, add the first 2 columns for Total (duplications eliminated) I. + J. = Total Adult Volunteers.
The sum of Male + Female Volunteers should equal the Number of Leaders on the Utilities|Member Charts|Members by Category, plus any Leaders with Terminated Status. The color key lists the number in a Category having New or Return Status. Categories of Leaders (=Volunteers, GPAR) General/Organizational Leaders, Project Leaders, Activity Leaders, and Resource Leaders.
The Group Volunteers are not shown on the Member Charts.
Volunteers will be skipped in this section if they do not have a Primary Club assigned, that is included in the master Club file. You must type in all 3 digits of the 3 digit Club codes. Don't drop the leading 0 and only enter 2 digits--that is treated as a different and non-existent club whose members and leaders won't be included on listings and reports. Run a Missing Primary Club report for categories M, C, G, P, A, R and status N, R, or T to identify any members or leaders missing primary clubs.
Volunteers will be skipped in this section if they do not have a Race assigned. SQL fix to assign a Race code to Leaders that don't have one (Race-Leader/Other). Since this assigns the same race code to all, you may still need to correct Race code for individuals.
(Page 6) Adult Volunteers (first 2 cols) and Youth Volunteers (last 2 cols) will be skipped in this section if they do not have at least one Volunteer Type assigned. A volunteer can be a Direct Volunteer (works directly with youth), an Indirect Volunteer (committee member, not working face-to-face with youth), and a Middle Manager (supervises other volunteers) at the same time. Two SQL fixes to assign at least one Type to a Volunteer (Leader Type).
BUG #1 *Adult Volunteers, p. 3 #14* Volunteer Type DV, IV and or MM shows marked on Member/Leader screen but False on ES237 Verification Report
A bug in both the June 4, 2000 ver. 2.1 and the ver 2.2 Youth Enrollment program caused Adult Leaders (Category = G or P or A or R) on the ES237|ES237 Verification Report, to have the Volunteer Type (the DV, IV, and MM columns) all show False. The Member/Leader screen displays Volunteer Type correctly (marked Direct Volunteer, Indirect Volunteer and/or Middle Manager) and shows how the leader is counted on the ES237 report itself.
Note: To make filtering the queries easier, review and print the Code Identification Report under Reports|Print Data Files|Code Identification Report.
Creating
Multiple queries at once.
1. Go to File|Member Query
2.
File|Filter
3. In Fields All tab (on the left) Choose first filter option i.e. Status
4.
In Status Field Value By
Value tab (on the right) Type in N
or R or T
5.
Go back under Fields All
tab and choose Second filter option Category
6.
In Category Field Value By
Value tab (on right) type in A or P or
G or R
7.
Click OK.
8.
Your filter sequence is complete and has returned your results
This filter can be used to check for missing Leader type. Note: Member #11105 doesn’t have a Leader Type checked.
(? probably fixed by Jun 01 update) A bug in the present ES237 Validation report causes Volunteers who do not have a Residence code to be skipped there, though they are included on the final ES237 Report. This mostly affects those who imported their data from the old Florida reporting program, 1234H. SQL fix to assign a Residence code on every Member/Leader record that is missing one (Residence-Leader/Other).
Youth Volunteers will be skipped in this section if they do not have at least one Type assigned. A volunteer can be a Direct Volunteer (works directly with youth), an Indirect Volunteer (committee member), and a Middle Manager (supervises other volunteers) at the same time. Direct Volunteer type was marked by default when Youth Leader was picked, unmark if not correct and mark all types that apply.
Volunteer Training is entered under ES237|Training Log. Do not include training of youth volunteers which has already been reported under a Blue Ribbon project code (shows up in item 17 curriculum classification).
Leadership Training is defined as "topics relating to organizing, managing and teaching youth in a nonformal education setting." The % of leaders trained each year is an important indicator of 4-H program quality in each state.
Parenting Training would be anytime you "teach knowledge and skills relating to developmental and learning needs of children and
youth". There is a great deal of interest in the land-grant university system in interdisciplinary work at present. Parenting Training illustrates 4-H as the vehicle through which a classic Family and Consumer Science audience (parents) can be reached, with youth
development subject matter. It recognizes that youth live in the context of families, and to be effective in youth development, we need to influence the parents as well.
Our reporting system began in 1995 recognizing the category of "4-H Adult Participant: Any adult who works for the benefit of youth who is recorded by Extension as a participant in a 4-H sponsored adult learning experience. May include parents, volunteers and professionals of agencies and groups beyond 4-H."
The classic Extension Pyramid model tells us adult leaders are likely to be our most important 4-H participants, in that they will have a direct influence and impact on many youth. Perhaps we train one adult, and impact 50 youth over the years.
"Other" Adult Training includes anything within our 4-H curriculum list,
ES237 codes A to HDD, except leadership and parenting. Often described as "subject matter training." Common ones are Environmental, Communications and
Expressive Arts, Healthy Lifestyle, Horsemanship, or Science and Technology.
It is not at all uncommon for a leader training session to include both a leadership component and "Other" subject matter training as well. By all means, count participants in both components! We interpret the "other" category as a measure of the total number of volunteers and other adults you are providing with content training in subject matter areas beyond leadership and parenting.
To keep track of who attended which training sessions, attach a copy of the sign-in/attendance sheet with the names to a printed copy of the training log for a given session and file it.
National 4-H Curriculum Category definitions
1. A project must be Active to be included in the ES237 Curriculum Category counts (click for SQL fix). If you added projects through Member Query and forgot to mark the box for "Active", they will be skipped on the p. 4-7 of the ES237. Starting with Nov, 2000 version of Youth Enrollment, you must set the preference on each computer (Utilities|Preferences|Default Project Settings) to Year in Project = 1, and mark the boxes for Needs Literature and Active, for a Project to be automatically marked Active when added.
2. MarTech Project Codes must be all Uppercase. Florida project codes start with letters and we found that the Curriculum Category pages of the ES237 and most Reports do not include Projects that are entered in lowercase or mixed case. Places where there is no drop-down list for selecting Projects permitted mixed and lowercase letter entry (Add a Project through Member/Query, Youth Group, and Group Volunteer).
SQL fixes to Reset ALL Member Project Codes
to Uppercase (Projects) and
Reset ALL project codes in the Youth Group file to Uppercase (Projects).
3. Florida only coded ES237 Curriculum Codes on Projects, not Activities. If you only used Activity codes on your Youth Group entries, they won't be reflected here.
4. ES237 Project Codes must be all Uppercase. One county accidentally ran the Set Fields to Proper Case utility on their master project file, youth2c.db and it changed all their ES237 curriculum project codes to mixed case. The ES237 summary report did not include them. This was fixed by copying the master project files from the original disk and re-doing local county additions.