last updated 1/17/06 6:25 am
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A single Group Youth Enrollment entry with a Project code is to be entered for Short-term/Special Interest, Overnight Camp, Day Camp, School Enrichment, School-age Child Care (SACC) or TV/Video programs where the same group of youth receive a cumulative 6 hours of educational experience presented by one or more Extension Agents, Program Assistants, or 4-H or Extension volunteers. School teachers count as 4-H volunteers when teaching 4-H curriculum as part of the school curriculum = School Enrichment. The cumulative 6 hours can be over several sessions, on consecutive days or not.
Group Youth Enrollment Form (MS Word doc). As long as you collect the information needed to complete the entry on the 3 Youth Enrollment screen tabs, you can change the form. One suggestion is to add your School Enrichment Project codes with line to indicate date completed, and ask teachers to submit just one form for each classroom, listing all of the projects that the group completed during the school year. This helps you to identify when a group is a duplicate (Unit and all youth are duplicates on their 2nd, 3rd, 4th... projects).
Group Unit. The group of youth, or classroom, is the group unit. An average size youth group would have 30 youth. If four 5th grade classrooms do the Tropicana Public Speaking project, they might submit one form showing 4 units and the total Males and Females in the 4 classrooms (~120 youth).
Club code is always a 3 digit number (ex. 005, 423) and is entered on Group Youth records and indexed to help you Find a particular entry. Some logical sequence of club numbers is assigned in the Clubs file and given the Delivery Mode (DM=12) "Not a Youth Group" on the Club screen. The only other way to Find a Group Youth entry, is by Date.
In Florida, only Project entries go in Group Youth Enrollment. No Activities, and no "Other". Florida Project codes start with letters.
In Florida, no Club, no Individual Study, and no "Not a Youth Group" Group Types = Delivery Modes (DM) are used on Youth Group entries [no DM 1-4, no DM 9, no DM12].
| DM |
Group Type = Delivery Mode (DM) |
|
| 5 | 4-H Special Interest/ Short-Term programs | *Day Camps now separate |
| 6 | 4-H Overnight Camping programs | OE project, add 30GCC Activity on Members too |
| 7 | 4-H Day Camp programs | focus/theme = project code |
| 8 | 4-H School Enrichment programs | part of the school curriculum |
| 10 | 4-H School-age Child Care Education Programs | if not organized club w/officers... |
| 11 | 4-H Instructional TV/Video programs | whole curriculum on TV/Video, not just showing a video at a meeting |
Only 1 Youth Group Entry for a particular youth group on a Project code is Allowed. Contact Hours should be at least 6 hours. If someone submitted 6 separate enrollment forms, one for each date they met with a particular group (for 1 hr each time) on the same Project code, you need to total the hours (at least 6 hours) and just enter the Project once for that youth group. Use the largest total Males +Females entry form for the break-outs of Residence, Grade, and Ethnic/Race if the numbers varied by a few youth among meetings.
1. On the first Group record, any youth already enrolled
(entry on the Member/Leader screen) should be counted as Duplicates. Ex. 1
At Eastside Elementary, Mrs. Jones had a 4th grade classroom
of 28 youth who received 6 hours of the 4-H Water Wise Guys curriculum during
school hours (as part of the school curriculum, school has club code =
810). Five of the Males were already enrolled in a 4-H Community club,
they are 5 Duplicate Males on this first project. There are no Hispanics
in the group. Race--20 are White, 5 are Black, 3 are both Black and
White.
Go to the ES237 menu|Group Youth Enrollment
Click on the Add button to add a new Youth Group Entry (don't
just edit and Save--that replaces the previous first record)
On the Delivery tab screen:
Date Completed prompts with today's date. Date and the
optional Club code are the only ways you can Find an entry. The date just
has to fall within the report year (9/1-8/31) to be included on the ES237 Annual
Extension Youth Enrollment Report. Unique dates are more useful than
having the same date on a lot of entries. If you have a lot of Group Youth
entries, think about creating a system of assigning dates that will help you to
find records more easily. The Florida Group Youth custom reports (report
names start with GY) typically sort by Location, Leader, Project, and then Date.
Location- Eastside Elem (be consistent about abbreviations, spaces
& periods--differences sort as different locations on reports)
Leader- Jones gr4 (adding the grade here, or all
teachers' last names can help you recognize teachers who do more than one
project, or submit more than one form for the same group of youth doing the same
project)
mark Project
Project Code WR1 (Water Wise Guys), Club code 810 (pick from
list-optional)
4-H School Enrichment Programs, 1 Unit, 20 Male, 8 Female (all youth count
here)
Duplicates
0 5 Male,
0
(only duplicates here)
Total without dupes = 23
No Duplicates are included in the Residence, Grade, or Ethnic/Race breakdowns, those Totals = 23 (Total without dupes displayed on the Delivery tab entry screen) .
On the Grade tab screen:
On the Ethnic/Race tab screen:
The settings you have in your Preferences for Integration Status are
automatically filled in (a check mark means it is True, a blank box means it is
False). This group is an Integrated Group (more than one racial/ethnic
category among the members) and is also a Mixed Community, by definition.
For the purposes of the ES237 report, a youth who travels to a club meeting
"carries his ethnicity/race with him". By definition, any
Integrated Group is in a Mixed Community.
If the prompted settings are incorrect for this group, you must change
them. For this group, both Racially Mixed Community and Integrated Group
should be marked.
Enter a 0 in the # Hispanic (can't leave it blank), type in 28 in the #Not
Hispanic. Under the Not Hispanic side, enter White 20, Black 25 and on the
row labeled "W and B" enter 3 for the youth who are both Black and
White.
2. On a second and third group records for the same group (on different projects), the unit and ALL members would be counted as duplicates, whether individual-entry or only group entry. Use the Duplicate button to start the 2nd project entry, enter the new date and project code. Repeat the unit, male, and female numbers on the duplicate row and edit all residence, grade, and ethnic/race numbers to 0.
The same group of 28 youth also did 6 hours of the 4-H World of Animals curriculum during school hours (as part of the school curriculum). On the Delivery tab, you enter
- Project
Project Code AS3 (World of Animals), Club code 810
4-H School Enrichment Programs, 1 Unit, 20 Male, 8 Female (all youth count
here)
Duplicates 1 20
Male, 8 Female (only duplicates here, but the classroom unit and all
youth are Duplicates on the second project the class does).
No Duplicates are included in the Residence, Grade, or
Ethnic/Race breakdowns, those Totals = 0 (Total without dupes displayed on the
Delivery tab entry screen) .
On the Ethnic/Race tab, # Hispanic and # Not Hispanic and the Total should display as 0 when all are duplicates.
3. On a third group record for the same group (on a different projects), the unit and youth would again be counted as duplicates. Duplicate the second group entry, edit the date and the project code (everything else is the same as 2nd project).
4. Update Individual entries on Member/Leader screen
When some of your group participants are already enrolled as individuals on the Member/Leader screen, you should add the group's Club/unit code (if assigned) and if it's a camp, an Activity code of 30GCC for Overnight Camp, or a 35__C Day Camp code for the focus/theme.
