Groups, Group Enrollment, Activity, Training 4HOnline Training Staff Development Session 2 Groups, Group Enrollment, Activity, Training Follow the procedures outlined in the 4HOnline instruction sheets. Why? We want to achieve a consistent system of reporting Through staff changes (support and professional) Produce reports for decision makers and stakeholders. 9-9:30 housekeeping Spring 2016 Oklahoma 4-H Youth Development

Today Potential Duplicates – look at county report ES237 – how to interpret Recording Groups Group Enrollment Training Activities ??? Checking ALL of the above reports to make sure they are clear for clean data entry. Potential Duplicates – Reports/Quick Reports/Member – Potential Duplicates Reports/Quick Reports/Member – Members: without primary club Reports/Quick Reports/Member – Family: without member ES237 - look at county report and explain how to read. Page 1 and 5-9 (projects) will include duplicates. All other pages are numbers wo/duplicates. As need be login to Training County Email - chrisclover@4honline.com Password – Green1907 9:30 – 10:30 am

Group Group Enrollment Activity Training Not Connected to the ES237 No Chartered Clubs Manage Project/SPIN Groups Can add Contacts & Members (youth and volunteers) REQUIRED to submit a Group Enrollment Most Groups will have nothing to do with Group Enrollment Not necessary to record Activities and Training Group Enrollment Feeds directly into ES237 Recording and reporting the actual number of participants – with/without duplicates Reporting the # of Educational hours supported by parent/volunteer/teacher/Ext. educator Activity Not Connected to the ES237 Not for Training Cannot add Contacts Club Attendance Does not have to be connected to a Group Can be connected to a Group with a few clicks Use, a county preference Families/youth in the future can be responsible for managing Training Not Connected to the ES237 Record of required training/certification for volunteers and contacts Simple report for tracking training Group: Any group of people that the county/district/state would like to keep collectively organized/communicate with. Groups would be Committees, County Youth Officers, VAC (required), PAC members (required), County Adult Officers, day camp participants, campers, District Leadership Conference, Project/SPIN Group, etc. First priority is always to use the list generated by the state. If something else needed contact the district/state. ALWAYS make a connect back to the state level. Group Enrollment: The Group Enrollment feature to record and report the actual number of participants (youth and adults), ethnicity, race, gender, grade and location for an educational program/activity. Participants include 4-H members and non-4-H youth receiving six (federal definition) or more hours of education. As of January 2016, in OK regardless of the number of hours group enrollment may be submitted for the ES237. View county ES237. Activity: Simple way to manage attendance/participation when an “activity” should/could” be part of an individual’s enrollment record. Activities can only be recorded to a youth and adult member with a profile. Activities cannot be added to Contacts profile. Training: Record of required certification, CE and University risk management requirements.

Activities Clubs Groups Group Enrollment Training Who? Defined Counts on ES237? Who? Clubs ONLY youth & adult members w/profile NO Contacts Chartered Community, SPIN and Project Clubs YES Automatically recorded Groups Contacts, short-term youth, youth & adult members DO NOT enter Clubs as a Group Any group of people that the county/district/state would like to keep collectively organized.  PAC - required  VAC - required  PVA, Ldrs Council, Federation Officers - required  Teen Leaders, Ambassadors  Non-chartered groups  Etc… NO, unless a Group Enrollment is submitted Group Enrollment Contacts, short-term youth, youth & adult members. Members (youth and adults) are counted as DUPLICATES Brief report of a 4-H sponsored educational activity/program that indicates, race, ethnicity and gender of participants. Members (youth and adults w/profiles) are counted as DUPLICATES Activities ONLY, youth & adult members w/profile. CANNOT use with Contacts Activity in which a member participates that should/could be part of the enrollment record. NO Training Required certification, county CE and University risk management Members (youth/volunteers) and Contacts NO, unless a group enrollment is submitted

Groups Do not create a group if it is on the list. First priority is to the state list referred to as the Parent list. Contact the district or state if assistance is needed in making a connection. If a sub-group is needed, it needs to be connected to the appropriate Parent Group. Examples: Various judging groups are coordinated at a variety of times throughout the year. Judging Contest: LIVESTOCK EVALUATION Judging Contest: FCS SKILLATHON Contact the district or state if assistance is needed in making a connection between the name (content/context) of a county group and a state. Just because a name is not the same does not mean that there is not a connection. The list is very intentional. FCS might be broken down to Jr and Sr if they meet at different times and will not require the same communications. If they all meet together do not divide the group Food Showdown, Dutch Oven Cooking, etc. – do not enter a county group if the state works for your list. New 2/5/16

Groups District Leadership Conference – education/ES237 Workshop/Day Camp – education/ES237 Committee or Leadership Team – management/not reported to feds Project/SPIN Group - education/ES237 School Enrichment - education/ES237 Creating and Managing Groups – Handout “How to Add or Manage a Group” Adding people to a state level group – District Leadership Conference Creating a county level wksp/day camp connect to a state parent group. Managing committees and leadership teams – REQUIRED and Expected Required – VAC and PAC Expected – County Officers, County Volunteer Officers/Board Managing a Project/SPIN Group – Does not replace chartered 4-H clubs. Must have certified project leaders. Does not feed into ES237. Groups will have to be updated Annually School Enrichment - Classroom where teacher uses more than one curriculum. Adding multiple programs to one Group Enrollment. Teachers could be entered as a contact if you so choose. This would allow the county to have a Group designated as “Teachers” for communicating with before, during and after the school year. The teacher/classroom would still have it’s own Group for creating a Group Enrollment necessary for ES237. Reports: Shared/Group/Group Enrolled Memorize and sort if you do not want the entire list Exercise 1

Groups - Committees Add PAC, VAC members to the State Group Exercise 2 Contacts - not a member (youth or adult), but someone associated with a group we need to manage. Contacts can be added to a Training and Group Contacts cannot be added to Clubs or Activities Add a Certified Volunteer/4-H Teen Leader to PAC Add a Person associated to a family profile who is not a certified volunteer Creating a NEW profile – person is not in the system Handout – Adding Contacts Contacts do not count as volunteers on federal report. ** per 4HOnline - Cannot flag contacts to add to a Group. Must be added from their profile. Exercise 2

Group Enrollment Step 1 - Group Step 2 – Youth Step 3 – Volunteers Always start with an existing Group Step 2 – Youth Members and Duplicates Step 3 – Volunteers Report – Quick Export Group Enrollment Handout - How to Enter and Manage Group Enrollment Single program entry – select the workshop/day camp entered in the first exercise. Multiple program entry for a single classroom Quick Exports: Group Enrollment: by County quick filter Currently no Shared Reports created for Group Enrollment Exercise 3

Training Add Working with Minors Training Using Volunteer Continuing Education Options Certificate management Running a Report WWM – have them add training to a volunteer’s file How to use Volunteer Continuing Education Options How to use Certificates and storing certificates Running a Report Exercise 4

Activities Tracking Participation Tracking Attendance Running a Report Exercise 5

Other Uploading a Newsletter Broadcast Email – template feature Volunteer Enrollment Records Cleaning up Duplicate Enrollment Fall Enrollment – preparing families Paper work – right side of the manager screen Fall enrollment preparing families to take responsibility for enrollment Quick demo of uploading attachment and broadcast email Bonus - Exercise 6