this page last updated 9/18/08 2:20 pm 
Go  to old 4-H Reporting web page http://4h.ifas.ufl.edu/4hbr/

9/15/08  free Adobe Reader 9.0 needed to view/print from a "Portfolio" (a single file container for other files, ex. 7/23/08 Preview Training handouts).

9/8/088 email Dashboard feature Q&A  Florida 4-H Online Update
9/2/08 Participation Form Rev. 8/31/08 -Tetanus Shot Date question added to Participation Form.
8/21/08 GNV Training Powerpoint (~3 MB) for handouts click Training link and slide down.

Florida 4hOnline Login & check email  florida.4honline.com 
Forms-fillable pdfs
Training  Schedule, PP show, Handouts--examples of adding youth with County Login & with Family Login
Video Demonstrations of 4hOnline
Try 4hOnline yourself (Demo data)
Texas 4-H calls 4hOnline "4-H Connect" 
FL 4-H Elluminate Meetings & Recordings
4-H Polycoms
FL 4-H Polycom RSS2000 Recording
UF Video conferences - using Codian Bridge

Video demonstration of new features in 4-H Online  (5/16/08 for focus group, .wmv Windows Media Player file, 70 MB ,move slider to right starts at 7:45 min)

4-H Recorder_ElluminateMtgs.ppt  -access Florida 4hOnline, or recorded sessions on UF Elluminate or 4-H Polycom rev 6/24/08

email login correction- demo@4honline.com for Admin Role access to all levels when using Demo data.
6/12/08 4-H Online Enrollment Alert email to Counties.

4hOnline is a new web-based reporting program used by Texas 4-H that is available for you to preview.  The Enrollment part was new to TX in fall 2007.  The Event Registration/calendar part started its 3rd year in fall 2007.  

Florida plans to begin using this Enrollment part of 4hOnline on 9/1/08 in all counties.  Modifications to the existing software are needed and are to be completed by August 1, 2008.  Pilot counties will experience changes as modifications are implemented.

Forms & Guides

Forms and guides for the new 2009 4-H Reporting year which runs 9/1/08-8/31/09.
Fill-in Forms can be saved if the person filling it out has Adobe 8 (Reader or Professional) or higher, or saved by printing to Winpdf or to Microsoft Document Writer. 

• Free Adobe Reader software--go to http://www.adobe.com/products/acrobat/readstep2.html to download.

• Microsoft Document Writer in the Printers & faxes list of Windows computers (Windows XP SP3 has XPS version).  It saves the pdf as an image that cannot be changed. 

• Free Winpdf software--go to http://www.pdfdesk.com/winpdf.html for this free pdf creator software, which saves it as a read-only pdf 

Youth & Adult   (fill-in marked)	(not fill-in version)
Family Enrollment Form 1pg	Family Enrollment Form (1 page, pdf, 7/26/08 Revised for 4-H Online program)
Participation Form  2 pg + 1of instr.pdf   ( Rev. 8/31/08 Tetanus Shot Date question added). Questions will be asked in the 4-H Online program, but a printed copy with Parent/Guardian signature may be required by Hospital Emergency Rooms & Doctors to provide treatment.	Florida 4-H Participation Form 2 pg + 1of instr.pdf, ( Rev. 8/31/08 Tetanus Shot Date question added)  Questions will be asked in the 4-H Online program, but a printed copy with Parent/Guardian signature may be required by Hospital Emergency Rooms & Doctors to provide treatment.
4H Member Individual Project Guide 2006
Club
Starting 4-HClubs
Florida 4H Chartering (.doc)
Charter Request form	renew existing club charter for the year
New Club Charter Application	request a new 4-H club charter
Volunteer
Adult Volunteer Application (2 pg, initial, then every 3 years)	Adult Volunteer Application
Adult Volunteer Agreement  (1 pg each year)	Adult Volunteer Agreement
Other Agency Screening Info Release	Other Agency Screening Info Release
Senior Youth Volunteer Application (2 pg.)	Senior Youth Volunteer Application

Fresh Start for All Counties
Due to over 2,100 duplicates in the Parent file and the time it would take to sort out which duplicate parent records  to delete and which family members need to be linked to the remaining parent record, we are unable to load the Florida historical data.  

• All counties will be starting with a clean slate that has pick lists with the names of Clubs, Projects, Activities, and Awards.  

• You will want to have your club leaders enroll early and officially link them with their clubs if club leaders will be accepting pending members on-line in your county.  

• Schools will need to be added to the school pick list.

Each county will have to decide how they want to handle data-entry for everyone in the new program:

A.     Family-managed.  Family logs-in and creates own Family Profile.  They enter parents, youth members, and indicate adults who are volunteer leaders.  

or

B. County-managed.  

1) Minimal. County creates just the Family Profile, gets an email address for the family, and sends them a temporary password.  That email address becomes the login, and the family resets the password as soon as they login so the county doesn't know the real password.  If the family password is forgotten, the county can easily reset it and email the new temporary password to the family.  Family can correct profile information (address, phone numbers) and add their children as members and adults if they are 4-H volunteers (or interested in volunteering).

2) Complete. County creates a Family Profile, and enters the family, youth, and volunteers (like we do now in Blue Ribbon) from paper enrollment forms.

The best strategy for counties will be to encourage the Family to login and create their own Family Profile, adding their children as members and the adults who are volunteers.  

• Arrange to have sign-up events where computers with internet access is available--schools, libraries, community centers, or the extension office.  

• Families that don't have an email account can create a free account at gmail.com.  

• Identify youth volunteers who are willing to assist others in getting their Family profile set up and have them available at sign-up events, and to answer questions by phone or email.  

Training -Schedule.

District-wide Trainings

Elluminate is a web-based tool for on-line conferencing and training, which Florida 4-H will use to provide training and support for 4-H Online.  Elluminate recordings can display moving text more clearly than the 4-H Polycom recorder and a single slow connection doesn't slow the entire conference as happens with all-Polycom conferences.  Elluminate is preferred for "sharing your desktop" and scrolling up and down.  If you will be presenting or asking questions verbally, please use a headset with a microphone & turn off your speakers.  If you aren't using a microphone, you can type questions into a chat window on the Elluminate screen and use regular speakers to listen in.  Before your first use, go to http://elluminate.com/support to test your browser and download Java Runtime to your PC.  Before each session, set your internet connection speed and adjust your microphone and speaker audio/volume levels Tools|.  

As you join a Meeting or open a Recorded Meeting, you will get prompted to allow a file to download and to run (Java runtime file), it can take a couple of minutes to download and open a meeting (or start a recording). 

4-H Agents/trainers - to create your own Elluminate meetings will need to get a Moderator account (see IFASRequestElluminateModerator.pdf).    Request your Gatorlink account username as your Elluminate ID, your password will be different (it can’t synch with Gatorlink password changes).  Mark Rieger coordinates Elluminate for IFAS.  Send an email to mrieger@UFL.EDU with your request and the following information:
First and last name
Email address
Preferred login  - request your Gatorlink account username
Purpose (distance ed, REC teaching program, extension, research collaboration, etc)

Florida 4-H has set up a UF Elluminate Meeting called 4-H Connect which will be utilized periodically for training and support.  You will receive an email message with specific date, time and purpose and/or agenda for specific sessions.

Schedule of all UF Elluminate Meetings is at http://elm.elluminate.com/UniversityOfFlorida/  
Use http://tinyurl.com/3tc9zp to open a list of active meetings since Jan. 1, sorted by meeting name.

4-H Connect Meeting = http://tinyurl.com/3z7c8g
password = 4-H (hyphen, uppercase H)

4-H Online Dev Meeting = http://tinyurl.com/3gekbw password = JY (uppercase)

4-H Online Dev Recordings - pick View|Layouts|Whiteboard only

James Youngblood demos show new features not yet in the Florida version or the 4hOnline.com demo   Move slider to right to skip forward (or to left to back up).

Florida's 4-H Online Login site:

https://florida.4honline.com 

County logins will be:
countyname4H@ifas.ufl.edu

Automatic email messages will go to this email account when a family, adult, youth, or volunteer registers, but the format is if-svc-countyname4h to check email.

Check for these email messages using UF Outlook Web Access:

http://mail.ufl.edu/owa/

UF Outlook Web Access Email format for “Gatorlink Username:” =  
IF-SVC-countyname4H  

Print screens of Login, create Family Profile, Add Youth, & Add youth to a Club & Project

Family Login & Add a Youth vs. County Login and Add a Youth (.pdf) p 3-13 Family view, p. 14-21 County view

ElluminateUFMeetings (.doc) 

UF Elluminate Recordings since January 1st, sorted by Recording Name (same Name and Password as the Meeting,) see "4-H Connect" near the top of first page)
http://tinyurl.com/3mrax2

The recording password for 4-H Connect recordings is 4-H, same as meeting password. 

ElluminateUFRecordedMeetings (.doc)

5/1/08 4-H Connect - Open 4-H Elluminate Meeting, Download Firefox browser
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4-H/FYCS Polycom & our Polycom  RSS 2000 recorder

A Polycom machine user can connect with either 3 (Marilyn Norman, 4-H RSAs, Nayda Torres - VSX7800) or 5 (4-H & FYCS conference room - VSX8800 models) other Polycoms (or PCs running Polycom PVX software) without needing to use the UF Codian Bridge (do not daisy-chain connections, if at all possible). The 4-H Polycom RSS 2000 recorder counts as 1 connection.  In Polycom-only conferences, you can see delays of 15 sec for a PC screen change to be transmitted out to all Polycoms because the entire conference is slowed to the speed of the slowest connection.

• Use of the UF Codian Bridge is highly recommended if demonstrating a web application or showing a video--it isn't slowed to all when 1 polycom has a slower speed connection. Schedule a UF conference at http://at.ufl.edu/~video/service2/ 

• NEVER mix polycom-to-polycom and UF Bridge connections--BAD things happen.

IFAS Videoconferencing Website http://video.ifas.ufl.edu/ has current information.
Locations and capabilities of Polycoms throughout IFAS are found at:  http://video.ifas.ufl.edu/Sites.htm

4-H in Marilyn Norman’s Office          3103 McCarty B    128.227.224.69         connect to 3              
4-H RSA's Office - NW Hiemstra         NFL REC-Quincy  128.227.161.32         connect to 3
4-H RSA’s Office - C & NE                  3081 McCarty B    128.227.224.70         connect to 3
4-H RSA’s Office - SC Bender           GCREC Plant City   128.227.161.85          connect to 3
4-H RSA’s Office - S Pointer               EREC-Belle Glade  128.227.161.166        connect to 3
4-H Conference Room                         2108 McCarty B    128.227.224.71          connect to 5
FYCS (Nayda Torres) Conf. Room      3003 McCarty D    128.227.224.107        connect to 3
FYCS Conference Room                      3042 McCarty D   128.227.224.108         connect to 5

4-H Polycom RSS Recorder                 UF server room   128.227.156.81  counts as 1 connection
785 0000 opens RSS Recorder, pick settings or use next entry
785 1001 to record w/desktop content 2 windows 1- talking heads, 1- desktop 
785 1002 to record without desktop content (1 window - talking heads only)

4-H Recorder_ElluminateMtgs.ppt   PowerPoint slides with links to 4-H Polycom Recordings and Elluminate Meetings and Recordings.

UF Codian Bridge                128.227.156.83, far camera or ## last 4 digits conference ID

Polycom People + Content IP software on a laptop, connected to the internet, and joined to a Polycom conference using a Polycom model VSX 7800 or 8800 (any 4-H RSA, 4-H, & FYCS conference rooms), can allow content from the laptop to be shown to all the members of the Polycom conference.  Playing a DVD doesn't work, but showing a PowerPoint is fine.  Limitations are the internet connection speed/bandwidth available and the PC system processor speed/hard disk speed/RAM available on the sharing PC.

To show a video (play a DVD), connect the laptop to the Polycom accessory box (Visual Concert or Image Share II) using the VGA video + RCA sound cable (may be one combination cable).  Open People+Content IP on the laptop, share the desktop, open the application you want to share (ex. play the DVD), and click the Graphics button on the Polycom Remote.  If you are recording video or screen movement, on the 4-H Polycom RSS 2000 recorder, there is a delay and the recorded playback may be blurry.  If you are showing computer desktop, minimize mouse movements and scrolling, and pause a few seconds to allow the recording to re-focus before continuing.

A Polycom PVX user (just Polycom PVX software on a laptop) can only connect to 1 Polycom device. They can play existing recordings, join a live conference or record camera & microphone "talking head" (first window), or show desktop to others ( a second window appears). The PVX setting for H.239 checkox must be marked under (Setup|Video|Video Protocol), and the Show Desktop button must be clicked before others see desktop contents. The microphone mutes automatically and must be clicked to re-activate it.  Until the Show Desktop button is clicked, RSS2000 records an empty black screen (with audio), others can see you talking, if you have a webcam connected.  The 4-H Logitech QuickCam 9000 webcams have a "Privacy Shade" feature where you can transmit a still image like the 4-H logo instead of yourself talking while "Showing Desktop" 
.  

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UF Video Conferences (Codian Bridge) 

Check your email, phone messages, website, or SharePoint site for a Conference ID and PIN (password).  Ad Hoc (on-demand) conferences won't be listed, you have to know the conference ID and PIN (if any) to join them.   

List of Active or Upcoming Scheduled UF Video Conferences (by date & start time)
http://at.ufl.edu/~video/service2/public/pub_list.php. 

Once you have the Conference ID number, and PIN (= password, often blank),

To watch (stream) a UF Video Conference (Codian Bridge) on your PC browser (no microphone, just chat), go to http://128.227.156.83:7734/ enter your sign-in name, Conference ID 783xxxx, PIN if required, and pick the choice for Windows Media Player.

To join a UF Video Conference (Codian Bridge) with a Polycom or PVX on a PC (participate using Polycom microphone + camera or headset w/mic. + webcam for PVX on a PC)
Dial 128.227.156.83, use remote keys to pick Far camera or "##" + the last 4 digits of the 7 digit Conference ID  

To record a UF Video Conference (Codian Bridge) to the 4-H Polycom Recorder:

To use the 4-H Polycom RSS 2000  to record you must first get it connected to the UF conference (on the Codian Bridge). 
From a Polycom machine, you can dial the conference ID number of any conference to connect to it directly. You can find a list of conference ID here:  http://at.ufl.edu/~video/service2/public/pub_list.php

Once you get connected to a conference you have use far end camera control from a Polycom unit to get the 4-H Polycom Recorder to start and stop recording. The problem is that when you have multiple sites connected in a conference you have to select which of those sites you are sending far end camera commands to.

 Press the ‘far’ button on your remote.

Use the left and right arrows to change your video layout. You need the layout to be full screen of one site.

Then use the up and down arrows to scroll through the sites until you see the 4-H Polycom RSS 2000 128.227.156.81.

Then click zoom in. That will start sending far end camera control to the 4-H Polycom  RSS 2000 instead of the bridge.

Follow the instructions from the RSS 2000 to begin recording.

You will need to follow the same procedure when you are ready to stop recording.

 Its sounds complicated, but after you do it a couple of times it should be fairly easy.

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To schedule a UF Video Conference on the Codian Bridge (= an MCU, a Multipoint Conferencing Unit) reserving network bandwidth, submit an "Event Request" at http://at.ufl.edu/~video/service2/  3 days in advance.  

If less than 3 days, everyone will have to call-in, and you may be bumped in the middle of a meeting by someone who reserved the network bandwidth.  During the semesters, M-F mornings seem to be busiest.  

Creating an Ad Hoc (on-demand) UF Video Conference

1. Connect to the MCU by dialing 7830000 from a Polycom or Polycom PVX
2. Use far-end camera control to select 'Create new conference' 
   (on PVX -  at bottom R, click "Controls"  button, click "R-arrow", then click "Keypad" tab to bring up dial pad --keyboard keys do not work!)
3. Press # to bring up the dial pad
4. Enter a four digit conference number followed by #( i.e. 1234#). This can be any four digits that are not currently associated with a scheduled conference. Try 4 digits you can remember, you get to try again if they aren't accepted.
5. Enter a PIN number for security. Leave it blank for no PIN. If you enter a PIN number, participants will be prompted and must enter it correctly before they can join the conference. Press # when you are finished.

For more information, call UF Video Conference services at (352) 392-2533 or email video@ufl.edu.

General Information about UF Video Conference services is at
http://video.ufl.edu/conferencing.html 

To watch a recorded UF Video conference in the UF Windows Media Archive (different machine from the 4-H Polycom recorder, expensive storage)--go to http://streaming.video.ufl.edu/~video/  --most have the date recorded in the name in  yyyymmdd  format.

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Texas 4-H website  http://texas4-h.tamu.edu

Click on the 4-H Connect link in the left column.   
Scroll to bottom for links to the demonstration videos.

4hOnline Enrollment & Event Registration (65 pg Manager Manual for Club, County, District, Region, and State Offices) draft 1/8/08

4hOnline Enrollment & Event Registration (26 pg. Participant Manual for 4-H Families & Participants) draft 1/8/08

4-H Connect  Manual older Texas draft 10/07

4-H Connect handout -- How to Create a Family Profile, Youth Profile, Adult Profile & How to Login

Video demonstrations of 4-H Online
These videos show new features not yet in the Florida version or the 4hOnline.com website demo.

• 5/16/08 Demo/Discussion for Focus Group of other states

  Video demonstration of new features in 4-H Online  (.wmv Windows Media Player file, 70 MB)

  move slider  to 7:45 min for start or to skip forward.

• 5/16/08 James Youngblood demonstration for focus group ~1.5 hr. added 6/9/08 (.wmv Windows Media Player file, 70 MB, on this website, move slider  to 7:45 min for start, or to skip forward)
  

• 4/24/08 4-H Online Dev Recording James Youngblood demo ~1 hr. (UF Elluminate recording) 
  http://tinyurl.com/5xb5fc   password=JY,  ~1 hr, move slider to skip forward.

I.  Login as the 4-H County or Club and try it yourself using play data 

Login Info try out the program yourself (4hOnlineDemoinfo.pdf)

Go to: https://www.4honline.com/ Note: https for SSL

Select 'Admin' over to the right of the screen

Unique email addresses identify different demonstration accounts with manager access to different levels of the 4H Online (4HConnect) program:

Go to https://development.4honline.com, 
click Admin, which allows access to all levels
Email = demo@4honline.com 
Password= 4hdemo, 
State =4-H Demo
for Role = Admin

demo@4honline.com with Role = Admin allows access to all levels

The password for all manager access demonstration accounts is: 4hdemo

Select '4-H Demo' as the State

Select 'club','county','district','region' or 'state' for the Role.

Go to: https://www.4honline.com/Member/Login.aspx?id=10 Note: https for SSL

Unique email addresses identify different Family profiles, Members are added within the Family profile. As

An example family has the email address: family@4honline.com and password = 4hdemo

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Tennessee Life Skills Evaluation System (LSES) demonstration

---

Nancy D. Johnson  fax (352) 846-0999, voice  (352) 392-2941 x231

[4H Main Page]    4H Blue Ribbon page  Search this Website   
Reports from ES-237 Data      

New 4-H Reporting Program

The new web-based reporting program will be accessible from any internet-connected computer (Internet Explorer preferred browser).  Extension staff at county, district, and state levels can get access, either through a Gatorlink login or a new unique username/password.  There will be no need to install and update software on each office PC to be able to use it.  The server computer in Gainesville will house the current data from all the counties, updated continuously, as data edits are saved.  You will be able to view only your own county data, based on your login permissions, along with District & State totals.  View access to other counties' data would be controlled by security groups, and granted only if needed.  

The details of exactly who will be able to do what are still being worked out.

For the first year, we expect 4-H county agents & staff (Program Assistants & secretarial support) to have full capability to add/edit/delete people, clubs, and groups in the database and to print all reports. Other county agents & staff, CED, DED, District support staff, State office staff and faculty may have needs to view some of the data or print some reports and those "roles" are still being defined.

Future goal - to allow Individually-enrolled Volunteers and Youth some level of access  (discussion/suggestions welcome)
     Volunteers and Youth to view their own data and update address/phone number/email, mb register for events
     Club Leaders - to print their club roster, project and activity reports, mb add activities/awards to club members, 
                            mb email their club members, other leaders, and members of other groups (must be a member of the group)
     Club Officers - to print their club roster, mb email their club members & leaders
     Group Leaders - view & mb update their group profile, mb add/update own group youth project enrollment,
                                mb email their group members,other leaders, and members of other groups (?must be a member of the group)

Reports initially will largely be screen displays of filtered lists, printed from your browser.  You will be able to export the filtered data to MS Access or Excel or Word to format and print reports, similar to the Member Query and Create and View Query features in Blue Ribbon.  Custom Reports will be created and made available to all, as needed ones are identified, using SQL Server 2005 Reporting Services.

Program Organization - Navigation  links or tabs - clicking moves you a different screen

Reports
Enrollments
    Individual Enrollments
        Add New Youth (all Youth are "enrolled")
        Add New Adult (Volunteers are "enrolled" and counted, Parent/Other "Friend of 4-H" Adults don't get counted on national reports)

    Group Enrollments
        Add New Youth Group 
                - only Projects (min. 6 hrs cumulative Educational Experience) - in Camp, Day Camp, Special Interest/Short Term 
                (incl Internet or TV delivery modes),  School Classrooms (not formal Clubs) and  4-H After School 
                (was SACC - School age child care))
                - Unit(s) and youth counted once for reports (duplicates from Individual enrollment can be calculated if corresponding
                Activities have been entered on individual youth - camp, day camp)

        Add New Adult Group - Group Volunteers "enrolled" and counted, duplicates come from Individual enrollment 
                or other Group Volunteer Activities.  

Volunteer Screening is required if a Volunteer works directly with 4-H youth more than 3 times in a year-- usually would be Individually enrolled (Adult - Form A, Youth - Form C) .
Schools and Other Agency Staff -if tracked by individual names and Form D, Group Volunteer enrollment okay if only a single project or all youth do all projects. 

--------------

Screen Organization -has a list of links or tabs you can click, selecting one takes you to that level. 

4-H Clubs (only count unit, if club has youth members with New or Return status)
    Add New Club
    Community Clubs
    After School Clubs
    School Clubs
    Military Clubs

4-H Independent Members (no club, must have an Agent-approved project plan & have a mentor)
-------------

Other Organized 4-H Groups ("unit" not counted for reports)
    Add New Group
     (linked youth are counted as "enrolled" for reports)
    4-H Youth Council (?club officers?, Youth already individually enrolled
    4-H Advisory Board/Committee  (Volunteers Adults &/or Youth already individually enrolled)
    4-H Leaders' Council (Volunteers Adults &/or Youth already individually enrolled)
    4-H Foundation (Volunteers Adults &/or Youth already individually enrolled)
    4-H Alumni (not active Volunteer Leaders or Members, not counted for reports)
    4-H Volunteer Leaders Association
    FAE4-HA
    
-----------

4-H Group Delivery
    Add New Group Profile
    Residential Camp
    Day Camps
    Special Interest Groups
    After School Group (not formal clubs)
    Schools/Classrooms (not formal clubs)

Current concepts:

You will create a Club profile or a Group profile with the volunteer leaders' contact information linked to it that can remain from year to year.  

Club Profile.
The primary Organizational leader's address/phone/email would be the contact information for a club profile (convert G-General category to primary club leader, if there were more than 1 for club designated as G, the county will have to link to identify which is the primary leader, and which is secondary leader, a click on name opens their volunteer record.).
Do clubs have more than 2 Organizational leaders?
Club officers names display on the club profile (would have to be updated each year), a click on a name opens their youth record. 

Group Profile - School
By School entry -ok  if only 1 project done by all the classrooms counted as units, 
                            (ex. Tropicana Public speaking in grades 4,5,6 is the only project.)
                           -ok if all the same classrooms do the same additional project(s) (ex. Moneywise)
By Grade entry  -ok if only 1 project done in that grade  (ex. 3rd grade does Embryology, 5th does Water Wise Guys)
                            -ok if all the same classrooms in a grade do all the same projects
It is helpful to know if all of the classrooms in a grade are reached by a single project, because then in any subset of the classrooms for that grade doing any additional project(s), both the unit(s) and all the youth in the class are duplicates.
By Teacher and Classroom entry- usually needed if teachers do more than one 4-H project with different subsets of the classes in a grade.  

A Group profile for a particular school would list all teachers that have Group Youth Enrollment records entered (click to sort by grade or sort by teacher name) with a click to jump to the particular teacher's linked class profiles (inactive teacher different color until an updated/active class enrollment is linked).  The school and teacher profile would be kept, but the composition of the class, the project(s), # sessions, # contact hours a youth received in the project would have to be updated for the next school year (use a different color to indicate a class profile has been updated/is active for the current year). 

School
       Grade   Teacher      Classroom    Project   #youth  #unit (1) #unduplicated units (units 0 if 2nd project...) School Total #unduplicated youth 

Multiple classrooms in a grade? ex. Tropicana Public Speaking 1 unit = 1 classroom, allowed only if they do not do any other project 
Multiple grades in a school? ex. Tropicana Public Speaking project in 4th-6th grades, 1 unit = 1 classroom, (count each classroom), allowed only if they do not do any other project.

--------------------------------  
Collaborators = Agencies that are partners with 4-H in providing 4-H educational experiences--

Other Agency Staff as Direct 4-H Volunteers
(Teachers, paid staff of collaborator/partner agencies like YMCA, Boys & Girls Clubs)
Form D - Request for Volunteer Screening Information from Another Agency 
Preferred approach- Classroom teachers and Other Agency Staff would be entered Individually as Direct Volunteers, using the agency mailing address. 

Documentation that they have been screened as Volunteers (by the school system or their agency) with an Effective date and Renewal due date would be kept on file in the extension office.

Will Group Volunteer entries be allowed for School Teachers/Other Agency Staff?  
Allowed only if teachers do just one 4-H project with their class or if the same youth do all the 4-H projects.

Category changes
We will stop using the "Cloverbud" (C) member category, all youth will be "Members".  The new Age groupings will be readily available on reports as "Select" for & "Subtotal by" Age Divisions, Cloverbud 5-7, Jr 8-10, Intermediate 11-13, Sr 14-18.

"Other" (O) category.   
People who are not Youth or Volunteers, can be entered on the Individual "Other" enrollment, associated with one or more "Other Groups", typically for roster of contact information phone, fax, email, mailing labels.
**Extension faculty and staff may need their own tab to better define their security role for access to the database and links to Gatorlink account and  Unifas.

"General/Organizational Leaders" (G) will be now be designated as Primary or Secondary Organizational Leaders - a particular Club or Group has one Primary Leader and one Secondary Leader..

An individual volunteer will only be identified as one volunteer category (#1-5), you will pick the highest level that applies, then also indicate if the person is a Direct, Indirect, and/or Middle Manager (can be all 3 Types of volunteer).

Direct volunteer categories/roles
1. Organizational Leader-primary  
2. Organizational Leader-secondary
3. Project Leader (project _____) [if a Classroom Teacher mark grade ____, projects linked to Class profile]
4. Activity Leader  (could be Indirect volunteer, ex. judge clothing (not face-to-face with youth)

Indirect volunteer roles:
5. Resource Leader, 
    Advisory Board/Committee member
    Foundation member

Middle Manager volunteer role is a special type of Resource Leader -one who coordinates other volunteers.

Residential Camp (overnight), and Day Camps would be entered under 4-H Group Delivery with an appropriate Project.  Enter the Activities on Individual Enrollment to link particular youth or volunteers to particular camps.

Each Individual Youth member will be linked to a primary club (or group) and may also have a secondary club (or group).  Projects, Activities, and Awards will be picked from drop-down lists set by the state office.  Similarly, Individual Volunteers will be linked to a primary club (or group) and may also have a secondary club (or group). 

Group Volunteer entries are generally for a particular Activity.  Allowed for short-term Indirect, Resource Volunteers and Middle Managers.  
Direct Volunteers who work with 4-H youth 3 times or more in a year must be screened, which is best tracked by the Individual Volunteer.
??Short Term volunteers
??Teachers  -

School profile    - lists all participating teachers by grade & by name (user can sort either way), click jumps to either:
 a) list of teacher profiles by grade picked (must select teacher profile & then click on a classroom Youth Group to view its data) or b) list of associated classroom Youth Group entries for the teacher picked (could be different grades)
??or c) if school only has a single project, jump to the single Youth Group entry  (tab for Adult Group should jump to record associated with the same school profile)

Teacher & single classroom profile - needed when a class does more than one project, Teacher is a Primary Organizational leader, link projects to the classroom profile.

Volunteer Screening

-------------------

Schools

School drop-down pick list (FL_Schools.xls, 852 kb) - so far, it only has Public schools, listed by name and level

Schools FAQ (SchoolConvFAQ.doc ) What happens if you don't return your edits for the schools list.  

School Addresses 5.7 MB (MSID_Mailing_List 0506 07-17-06.xls, public schools only)

School drop down will show 3 categories and let you click one to limit the display.
Elementary    Middle    High School 

Possibly,  you could then click Private to just see Private Schools (Private schools have to be added to the master list)

The list would only show schools for your county, in name order, for the level selected.  If you click on Elementary, you see all schools that have K-5 grades whether they are categorized as Elementary, Elementary/Middle, or as Elementary/Middle/High School. 

Clay & Indian River counties have notified us that they typically have some members who attend schools in neighboring counties which wouldn't show on a schools list if we filter for the county as planned.  If you also have this problem in your county, please let Nancy Johnson know and if it is just a few members or about how many are affected (johnsonn@ufl.edu).  We'll work with the programmer to find a solution. 

The School pick list would be available on the Member screen, the Volunteer screen (Teachers can pick school and enter a grade), and on Club or Group Profile screens when a School might be the location (School club, Afterschool club, School group, Afterschool group).

Activities and Recognition/Awards  (chart pdf)

Who can do What & How to you get access

Different types of users e.g., 4H headquarters staff, 4H agents, district directors, youth, parents, volunteers, teachers, etc.  What functionality do we want them to be able to access?

Groups with needs to access the program,  
Paid staff could go under Individual entry - Other" w/ office address/phone/fax emails, Roles defined by job title, duties, committees), but may need a separate tab.  
    County Extension 4-H staff - incl Agent, Secretarial support, Program Assistant [link to County office profile]
    Other County agents, County Extension Director CED [link to County office profile]
    District Extension faculty District Extension Director DED, new District 4-H person, support staff [Extension Administration District profile?]
    State Extension faculty/staff with 4-H responsibilities [a UF profile with department, person name, job title, contest/event responsibilities...?]
            mb add state level Group Volunteers, Individuals- Volunteer or  "Other", new Group
            for state contests, could add Awards to individuals at the county level, 
            for an event or training session, could access roster/labels/email of registered participants (import/link from IFAS training registration,  
               ( in future generate groups from 4-H event registration
                 in future- schedule rooms/sessions/assign persons to rooms/sessions w/start time for presenters or competitors)

    PDC, Focus Teams - view other counties' detail data? more/different reports?

1. Life Skills Developed In Youth Through Subject Matter Experiences
2. Organizational Strategies and Learning Environments to Support Youth Programs
3. Volunteer Development and Systems to Support Youth

2006 forms: