SAE Record Books Presented by Allison Touchstone Kuna High School Ag Department

SAE Record Books  Who? All students required to maintain an SAE Program  Why? Basic Record Keeping Skills Part of the course of study for all ag classes

SAE Record Books  What Idaho SAE Record Book Hard Copy OR Electronic Version  How? Work with students to figure out SOMETHING they can use Abridged record books

Inside Cover  Student Name – Be sure to include this – it transfers to other pages  Years degrees received – It says YEARS for a reason, do not put x’s

Inside Cover SAE Programs in this book – Type these in!! They transfer to a variety of locations throughout the book

Goals Page  Highlight text that is there BEFORE adding goals  Encourage students to fill out goals for ALL applicable areas

Activities Page  Encourage students to fill this out completely as they go through your classes  REMEMBER the state degree application calls for a MINIMUM of 5 activities above the chapter level AND a chapter office or chairman of a major POA committee. If they keep track as they go, it will be easier to fill out award applications  ONLY INCLUDE activities from that calendar year!! With the exception of freshmen, they can include activities from the fall of the school year.

Improvement Program  Have parent signature  If students have a home improvement project, they should NOT include improvement activities on this page.  Have instructor signature

Inventories  Titles transfer automatically  Beginning Date should always be January 1.  Closing Date should always be December 31.  CURRENT ASSETS –will be used up or sold within the calendar year. Feed, Market Animals, Seed, Crops for resale  NON-CURRENT ASSETS - will be on hand and used for more than the current year. Breeding animals, equipment, etc.  Separate inventories for each project  DO NOT INCLUDE PERSONAL ASSETS NOT RELATED TO THE PROJECT AT HAND.

Balance Sheet - Assets  Combination of all projects  Inventory totals transfer automatically  Beginning Date is always January 1  Closing Date is always December 31  DO NOT INCLUDE PERSONAL ASSETS NOT RELATED TO THE PROJECT AT HAND.

Key in this total Auto transfer

Balance Sheet - Liabilities  New book has the balance sheet on one page  Key in liabilities as appropriate  DO NOT INCLUDE PERSONAL LIABILITIES NOT RELATED TO THE PROJECT AT HAND.

Liabilities and values must be keyed in Lines 6-9 calculate automatically

Generic Budget  Can be used for any type of project  Open ended  Appropriate for specialty projects as well  MAKE SURE STUDENTS TRANSFER BEGINNING INVENTORY TO BUDGET PAGE  Make sure students estimate closing inventory  Be sure income and expenses are reasonable. Students may forget to include a cost for feed if they work for their parents to pay for feed Be sure that hours they work for parents are shown as a cash value for income here and in journal

Be sure to estimate sales, do not let students include animals to be on closing inventory. Make sure students estimate values of assets at the end of the year (12/31).

Be Sure to Key in Total

Agreements  Agreements MUST be filled out for ALL projects. If a student has more than one of a project type, split the space.  Placement/Work Experience – for all employment projects  Self-Employment – for all ownership or entrepreneurship projects  Research – for agriscience projects  Fill this out completely – who is responsible for what.  SIGNATURES!!!!!!

Weight and Loss Record  For all animal projects.  Weight tracking for market animals  Calculate average daily gain and days on feed automatically.  Record any animal or crops losses

Breeding Record  Animal Projects  Planning for births  Ancestry Tracking  Breeding Efficiency

Cash Flow  Break down income and expense into categories for analysis

Skills Record  Encourage students to fill this out as they go as appropriate to their project  Skills are required on proficiency applications

Journal  Record of Daily Transactions  Record hours worked for parents as a cash income in the journal.  Record expenses that are traded for work as cash transactions in journal.  List ALL HOURS a student works in the journal, paid or not. These are needed for award applications.  BE SURE to transfer information from the left side to the appropriate project column on the right side.

Hours of labor toward a project List item purchased or sold Item transferred to SAE All 3 of these should say YES if both pages completed correctly

Summary Page  Totals used for tracking efficiency  Totals used on a variety of applications  Student’s overall income and expense  Be sure to have students key in efficiency factors

All Automatically Transfer Automatic Transfer Key In this Date All Automatically Transfer & Calculate

All expenses automatically transfer & calculate Auto Transfer Key in numbers on 1 st line, units on second

Common Oversights  Losses and births NOT recorded  Ending inventory of one year DOES NOT match the Beginning inventory of the following year.  Personal assets mixed in with SAE program assets  SAE Program Titles not listed on cover  Dates not listed on inventories  Agreements not completed and signed.  Animals not tracked for state degree applications

Abridged Record Books  All students are supposed to have an SAE  The whole record book can be intimidating  Abbreviated versions include only what is needed for that project type  Primarily used for students NOT applying for degrees and awards  Helpful for freshmen and/or new students

Abridged Record Books  Livestock  Crops  Ag Business

SAE Record Books QUESTIONS??

State Degree Applications

Signature Page  Be sure to fill in all the required blanks Names Dates Years  These help complete checklist at the end of the application

Signature Page  AST enrollment  ALL SIGNATURES  MUST MARK YES OR NO ON STAR APPLICANT BOX This indicates which pages students fill out Mark which star area

Page 2 – Project List  ALL APPLICANTS complete this page  Total credits and total debits for each project are taken from the summary page of that year’s record book  Total profit/loss calculates automatically

Page 2 – Unpaid Labor  THIS DOES NOT include labor worked for SAE projects. See list on application for appropriate hours to include Total of this page MUST meet or exceed 1000

Page 3 – Livestock Project Scope STAR APPLICANTS ONLY  Points from lists at the end of the application  Livestock or crops scope MUST be completed to be considered for star farmer award  The RED letters at the top of the page change depending on mark on star applicant question on signature page Begin + New + Births = Closing + Sale + Loss

Page 3 – Livestock Project Scope STAR APPLICANTS ONLY These from inventory (pages 7 & 8) From journal entries (pages 29 on) From Breeding Record (page 26)

Page 3 - Continued From journal entries (pages 29 on) From point lists These from inventory (pages 7 & 8) Hand Calculate Page 25

Page 4 – Crops Scope STAR APPLICANTS ONLY See Point Sheets Hand Calculate

Page 4 – Self Labor Hours STAR APPLICANTS ONLY Include all hours worked for all projects. One point PER HOUR. Automatically calculate

Page 4 – Miscellaneous Scope STAR APPLICANTS ONLY Automatically calculate Any other project scope included in this section

Page 5 - Investment  All applicants complete this page, Star Applicant or Not  Get all information on this page from balance sheets (page 9 & 10) in record books, first and last record books  Show overall project investment  Page total MUST meet or exceed 1000

Page 5 - Investment This data must all be hand entered. Totals calculate automatically.

Page 5 - Investment This data must all be hand entered. Totals calculate automatically.

Page 5 - Investment Transfers from Page 3 of application Total MUST meet or exceed 1000

Page 6 – FFA Activities Points for Star Applicants only All applicants MUST have one chapter office or chair of a major POA committee and 5 activities above the chapter level.

Page 6 – FFA Activities ONLY STAR APPLICANTS complete this section of the page or include points for activities

Page 7 – FFA Activities STAR APPLICANTS ONLY All points over 2000 are divided by 2

Page 7 – School other than FFA STAR APPLICANTS ONLY A maximum of 200 points allowed for this section

Page 7 – Out of School Leadership STAR APPLICANTS ONLY A maximum of 200 points allowed for this section Automatically totals allowable points

Page 8 – Home Improvement STAR APPLICANTS ONLY Signatures Required Maximum of 125 points

Page 8 – Test Scores Scores will be hand entered after tests are scored

Page 8 – Scoring Summary Signatures attained at district & state sifting Areas I – V Automatically transfer Area VI and total score to be completed by district sifting committee

Minimum Qualifications Checklist  Student Name, Chapter, and Meeting requirements 1-7 will automatically transfer and calculate  All items MUST list met to qualify for the state degree

Minimum Qualifications Checklist  Items 8-12 will be marked by the sifting committee  Committee recommendations will also be marked at this time.  Star recipients will be marked at this time

Record Book Checklist  Star applicants must meet 100% of the record book requirements  Non-Star Applicants must meet 80% of the record book requirements

Record Book Checklist  Left hand Y or N column to be completed by applicant and advisor  Right hand Y or N column to be completed by district committee

Points Pages  5 points pages at the end of the application  This is used for Star Applicants only  Points used to help determine star award recipients

State Degree Applications Additional Questions?