1. Presented by Sarah Torbert
Keeping records
Presented by Sarah Torbert

2. Today’s goals
Better understand types of competition and how record keeping fits into the recognition model.
Look at the Wyoming 4-H portfolio.
Better understand what you as a volunteer can do to assist in a successful portfolio experience.
Look at the Wyoming 4-H Chartering Renewal process
Better understand what you can do as a volunteer to assist in a successful club or group chartering process.

3. 4-H recognition model

5. Peer competition A concrete time and place.
Best team or individual wins, other lose.
First, second, third, fourth, etc. place ribbons used.
Can be highly motivating for some youth.
Where do you find peer competition in Wyoming 4-H?

6. participation Recognizes kids for being involved in experiences.
For some just being part of 4-H is an accomplishment.
Builds self-esteem.
Example: stickers, pins, certificates, news articles, shirts, etc.
Where do we see this in Wyoming 4-H?

7. Progress toward set-goals
Volunteers help youth set goals and then work to achieve them.
Need to check in on progress.
Recognition makes them feel good about progress and it can make them want to continue.
Examples: positive feedback, pins, certificates, handwritten notes.
Where do you see this in Wyoming 4-H?

8. Achieving standards of Excellence
The work youth are doing are compared to standards.
Awards would be blue, red, and white; no ranking of individual projects.
Often standards are written so youth know what they need to do to achieve.
Where do you see this in Wyoming 4-H?

9. cooperation
Young people working together allows them to examine their own skills.
Working together lets a young person explore solutions beyond their own ideas.
Society (school and business) is turning to cooperative learning, this is giving 4-H member an outlet to prepare for real life.
Where do you see this in Wyoming 4-H?

10. The portfolio

11. Why? Record keeping is a valuable life skill.
The portfolio can be used to complete future applications (scholarship, job, school clubs, etc).
Can serve as a great reminder of positive 4-H experiences.
Allows for participation, peer competition, achieving standards of excellence, and progress toward set goals.
Honors Club membership.

12. Section 1 – project record
Goals for this year. – youth set two goals, what do they want to learn?
Project plan. – how are they working to achieve the goals they set?
Project summary. – specific things you did (meetings, exhibits, etc).
Expense and income. – what you spent and what you made
What did you learn? – what did you learn, relate this to your goals
Exhibit summary – what did you share and show (this could include demonstrations, talks, fair, state fair, club achievement night, etc)

13. Goal Setting Iowa State has a helpful reference… Goals need to be
edu/files/hancock/setting%204-H%20goals.pdf
Goals need to be
Specific
Meet your needs and interests
Talk about what you want to learn
Achievable / Achievable in reasonable time frame
Show progress

14. Goal Setting
3 parts
ACTION – HOW you are going to meet your goal.
RESULT – WHAT you will do.
TIMETABLE – WHEN you will do it
The 3 parts make up the Project Plan portion of the portfolio
TAKE AWAY – Spend time with youth, first or second meeting setting goals.
TAKE AWAY – Spend time with youth at every meeting reviewing goals and their progress toward the goal.

15. Section 2 – Awards and Recognition
Annual Achievement
What was the result of your Portfolio over the years.
Awards and Recognition
These are awards not related to your project.
Trips Scholarships, Officer Awards, Certificates
Think of adding awards at your club level
Participation
Progress Towards Set Goals
Achievement of a Standard
Cooperation

16. Section 3 - Leadership List of leadership experiences
Can be formal – holding an office, serving as a committee chair
Can be informal – organizing something, helping others, etc.
As a project volunteer, parent or club volunteer look for ways to engage members in leadership.

17. Section 4 – Community service
List of community service activities
Not club / county specific
Could be done as an individual, as long as it was in the name of 4-H
Could be done with a project group
As a club volunteer, project volunteer, or parent look for ways to incorporate community service into what you do.
What ideas do you have?

18. Section 5 – 4-H Participation
List of EVERYTHING you do in 4-H that does not already have a place in the portfolio
Club section – no list to choose from
County Section – no list to choose from
State and National Section
Helpful Hint – use examples on your county website or ask for a copy of a member who was in your club previous years to have a list to go from, this might be helpful.

19. Section 6 – My 4-H Story
This is the hardest part of the portfolio for most members.
Youth don’t have a high level of experience in schools writing stories or paragraphs, younger members really struggle in this section.
As a project volunteer or club volunteer make these questions part of meeting or activities.
What did you enjoy most today or in this experience?
What went well today, this week, on in this experience with 4-H? (this question can lead to successes)
What did you learn today or in this experience?
What problems did you encounter today or in this experience?
Keep these in a notebook, students can use them at the end of the year to create their 4-H story.

21. Section 7 – pictures and clippings
Take pictures, that is helpful!
Assign a parent or member as the meeting photographer.
Elect a historian or photographer for your club, purchase a camera they can use.
Have a photo sharing day among club members to find photos
Use social media to find your photos
Diversify the photos
Help member choose photos that represent different parts of your 4-H experience.
Members should be in the photos, or caption should reflect why they are not in the photo

22. Section 8 – Other organization involvement
Why do we care?
Section includes
Participation
Leadership
Community Service
Awards

23. Score sheet Project Learning – IMPORTANT Leadership – IMPORTANT
Community Service – IMPORTANT
4-H Participation – IMPORTANT
4-H Story – IMPORTANT
Photos, Other Involvement, Awards – 15 points combined!

24. Ideas for keeping records
Notebook with sections.
Goals – include goals and information from project plan, write each week or month what you have done related to goal.
Events, Meetings, Activities – project related and non-project related
Expense and Income
Learning – tape a picture of the life skill wheel here, write goals here, include questions from experiential learning model
Exhibits – talks, shows, fairs, displays, etc.
Awards – things you earned, maybe have a place to include what project it was for, or if it was not for a project
Leadership – did you help anyone, did you organize anything
Community Service – what did you do, who did you do it with, who did you do it for?

25. Ideas for keeping records
Calendar
Make a sheet with the previous information for the “picture page” so members remember what to write.
Monthly form – hang on refrigerator
Accordion filing system
Event form to help develop 4-H story
Smart Phone App
Google Keep
Google Drive
Google Classroom
Trello
Set up Facebook Group

29. What does Honors Club look like in your county?
The highest level of achievement in the Wyoming 4-H program.
What does Honors Club look like in your county?

30. How?
Members must obtain 19 points to be inducted into the Honors Club.
Gold = 3 points
Silver = 1 point

31. Chartering and other records

33. What to do to support chartering
Help plan educational experience for your club.
Help plan community service experiences for your club.
Assist officer in completion of Secretary and Treasurer end of the year report forms.

34. Annual Treasurer's Report*
Complete Account Journal
Organized by Month
Bank Statement
Cash Receipts
UW Reimbursement Form and Receipts
Inventory Report
Annual Financial Report
Annual Financial Review Form

35. Annual Secretary’s Report*
Club Goals*
Roll Call
Minutes for Club Meetings
Use the template
Be sure motions are recorded
Motions need to be recorded to approve expenses.

36. Creating Club By-Laws Use the template.* What do member control?
Club size limits
“Duties” of members
Recognition of member and leaders
Dues
Officers
Positions
Who can run
Committees
Meeting times and dates
Be careful to put things in writing you are not able or willing to enforce for everyone.

37. Questions?