4-H Online Help Sheets and Information
- Club Management | "B" Labeled Help Sheets
- B-100 Chartered Clubs - Managing club records in 4HOnline, including definitions of club status.
- B-101 Club Leader/Volunteer - Access to Club Enrollment Information - County Educator/staff guide for setting up permissions.
- B-102 4-H Volunteer - Accessing Club Enrollment Information - Instruction for the 4-H volunteer once
permission is granted to access club enrollment information.
Webinar (14 minutes) for volunteers granted the privilege and permission to club enrollment information through 4HOnline. Compliments the volunteer help sheet.
- Communication | "C" Labeled Help Sheets
- Enrollment - Youth and Adult | "D" Labeled Help Sheets
- D-116 Creating a Family Profile - county use
- D-102 YOUTH Online Enrollment
- D-103 YOUTH Paper Enrollment
- D-104 ADULT Re-enrollment
- D-105 NEW & Re-Certification Enrollment for Adult
- D-101 Background Check - Sterling Volunteer Users Guide
4-H Youth Development Background Check - FAQ
- D-106 NEW Teen Volunteer Management
4-H TEEN Volunteer Application
- D-107 Returning Enrollment - Sending Messages
- D-107 Suppliment Letter - Program Fee Payment Reminder
- D-108 Reset Authorizations
- D-109 Contacts - Non-member (youth or adult) associated with our program. Contacts would include
board members, PAC, VAC, committee members, donors, judges, etc. Contacts can be associated
with Groups and recorded in Training's. They cannot be enrolled in a Club, Project
or associated with an Activity and do not count on the ES237.
No 4-H’er or Volunteer will be entered as a contact. Contacts cannot be entered by the family, only by the Extension Office. We are Cautiously using the Contact feature at this time. This feature is not to be used to manage Parents.
- D-100 Deleting or Merging Families/Members - Managing Duplicates and eliminating or merging families and members. Managing duplicates.
- D-110 Moving a Member Profile to a Different Family
- D-111 OK County - transferring enrollment from OK to the correct county.
- D-112 Password Reset by the County - How the Extension Office can reset a family password
- D-113 Transferring Membership to a Different County
- D-115 Reversing Youth to Adult Role Change
- D-120 Archived Member - re-activating and archiving members
- Family Information | "E" Labeled Help Sheets
- E-100 Running Member Reports
- E-101 Password Reset - Designed as a client help sheet.
- E-102 4-H Family - Online Enrollment - instructions for creating a Family Profile. Designed as a client help sheet.
- E -103 Setting Family Profile Password - To be used in conjunctions with Help Sheet E-105. This is the document for merging downloaded data.
- E-104 Enrollment/sign-up Meeting Flyer - Fill-able form, " flyer" for preparing families for an enrollment meeting using
Setting Family Profile Password - This feature will only be used when the county entered enrollment from a paper enrollment. Watch the instructional recording and down load the Word document "E-103 - Setting Family Profile Password." The information downloaded as an Excel file from 4HOnline will be merged to the word document and distributed to families so they can set their own password. Once the family completes the task they will re-enroll through 4HOnline and manage their information.
- E-105 Transferring Family Profile and Enrollment Responsibility to the Family - Staff Instructions to be used with Help Sheet E-103
- General Systems Management | "F" Labeled Help Sheets
- Groups and Group Enrollment | "G" Labeled Help Sheets
- G-101 Entering Group Enrollment - Group enrollment includes school enrichment, special interest/short term programming,
day camps, overnight camps, county events/activities such as county speech contest,
county judging contests, etc. All youth "educational" programming conducted by OCES
is reported under group enrollment. Master Gardner's, Ag Educators and FCS Educators
doing youth programming will report the educational hours and youth reached. The
county will not enter EFNEP/CNEP numbers. This will be done at the state level.
- G-102 Group Enrollment Form - The form is an Excel spread sheet which will print as three
pages. Create one spread sheet for each teacher/volunteer/agency. If repeat programs
done with the teacher or group use the same spreadsheet and record the information
for the second program on tab two, three and four respectively. The sheet can be started
by the educator (teachers name, address, date, etc.) and printed as a three page document
to be handed to the teacher for demographics. All information will be transferred
into 4HOnline Group Enrollment.
- G-100 Groups When to Add and How to Manage - The primary reason for using this feature is to "communicate" with a group of people.
The secondary reason is that a "Group" must exist to enter a "Group Enrollment." The
state/district has already generated an extensive list of "Groups" which will meet
the county needs. Just because the "Level" on the master list says STATE or DISTRICT
does not mean it will not be reported as a county level event. The Level (state and
district) just means the group name was generated at the state or district level.
- Use G-104 existing groups - before creating a county group.
When there is a need to create a county group, it MUST be connected to the appropriate "Parent" or state/district level group. Example:
Workshop: ELECTRIC LAMP
Workshop: FURNITURE REFINISHING
"Workshop" in the name is the "parent" group and "ELECTRIC LAMP" is the county's name for the workshop. Again, the only reason to create this type of group is if the county needs to communicate with the participants, otherwise the county can use "Workshop" on the existing master list to report the workshop numbers under Group Enrollment.
There will be those occasions when someone needs to be part of a group, yet they are not a member (youth or adult) recorded in 4HOnline. These individuals will be entered as a contact and then they can be associated with a group and receive communications.
- G-101 Entering Group Enrollment - Group enrollment includes school enrichment, special interest/short term programming, day camps, overnight camps, county events/activities such as county speech contest, county judging contests, etc. All youth "educational" programming conducted by OCES is reported under group enrollment. Master Gardner's, Ag Educators and FCS Educators doing youth programming will report the educational hours and youth reached. The county will not enter EFNEP/CNEP numbers. This will be done at the state level.
- Fees - 4-H Program Fee Management | "H" Labeled Help Sheets
- H-111 Oklahoma 4-H Program Fee - Staff Guide (revised July 2020)
- H-100 4-H Program Fee Management (revised 9/16/2020)
- H-101 Steps for Generating a Transfer (revised 9/16/2020)
- H-102 Recording Payments Received (revised 9/16/2020)
- H-103 Tribal Mentor Grant
- H-104 Multi-Family Discount Not Applied Before Enrollment Accepted at County Level
- H-105 Individual Scholarship Application Form - This form is to be used at the county level with individuals needing financial assistance.
- H-109 Multi-Family Discount Form - All family members (4-H member and Cloverbuds) must be entered in 4HOnline before the discount will be applied.
- State 4-H Foundation Check Request - Checks are written every two weeks. Request must be submitted by 5 pm Monday the first and third week of each month. Checks are cut on Tuesday. Foundation Guidelines (revised 9/2019)
- Record Management | "I" Labeled Help Sheets
- I-100 Managing Activities - Why Use this Feature? – Simple way to manage attendance/participation when an “activity” should/could” be part of an individual’s enrollment record. Activities can only be recorded for youth and adult members with a profile. Continue to match activities to the Parent/master list of state and district Groups. Reminder - Activities do not count toward the Federal ES237 report but may be a very necessary part of the county 4-H program.
Reason a county would use this feature:
- Record participation in activities and events – Camp, Public Speaking Contest, Food
Showdown, Roundup, District Leadership Conference, etc.
Track participation for awards/rewards
- Track attendance at PVA/Leaders meetings, club meetings, etc.
All counties should be tracking attendance at PVA meetings for club management (annual charter renewal) and volunteer certification expectations.
- I-101 Managing Training -Training records are not linked to the Federal ES237. Training can be added to any member (youth and volunteer) or contact’s profile. Training is linked to the enrollment/program year. The year will be reflected in the individual’s profile.
- I-102 Signing Up for 4HOnline Training - Help sheet for volunteers/members.
- Trainings - Master list of trainings, with descriptions, listed in 4HOnline.
- Rollover | "J" Labeled Help Sheets
Preparing for the end of the enrollment year (rollover) and re-enrollment.
- J -100 What Happens at Rollover? - Making sure data is clean and accurate before it becomes locked and cannot be edited after rollover.
- J-101 Definitions of Member Enrollment Status - Variety of reports to help the county find data problems. Definitions to assist the county in understanding the various enrollment statuses.
- J-102 Reports for Checking Data prior to Rollover - Assorted reports and screen shot of their location. Brief explanation of Quick Export reports.
- Shooting Sports | "K" Labeled Help Sheets
- Event Registration | "L" Labeled Help Sheets
- Staff Training