1. 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

2. 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
ES 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 -
Password – Green1907
9:30 – 10:30 am

3. 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.

4. 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

5. 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

6. 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

7. 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

8. 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

9. 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

10. Activities Tracking Participation Tracking Attendance Running a Report
Exercise 5

11. 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
Bonus - Exercise 6