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Upcoming Year End Rollover

Upcoming Year End Rollover. June 24, 2014. When is End of Year?. Two dates are important: September 1: This is when the rollover occurs. After this date, data in 2013-2014 cannot be changed. Any enrollments after this date will be in the 2014-2015 enrollment year.

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Upcoming Year End Rollover

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  1. Upcoming Year End Rollover June 24, 2014

  2. When is End of Year? • Two dates are important: • September 1: This is when the rollover occurs. • After this date, data in 2013-2014 cannot be changed. • Any enrollments after this date will be in the 2014-2015 enrollment year. • October 31: Deadline for entering any group enrollments for 2013-2014. • All group enrollments for 2013-2014 must be entered by this date to count on the Federal report.

  3. What happens at end of year? • Database rolls over automatically. • No need to manually create the new year or do anything special. • All active members become inactive. • Data is still accessible, but is read only. • Contacts remain as-is because they do not count on report. • You can still add awards and activities to member records.

  4. Statuses and What They Mean • Inactive: Active prior 4-H year, but not re-enrolled yet this year. • Incomplete: Initial or re-enrollment process has started, but not submitted yet. • Pending: Family submitted enrollment. Awaiting acceptance from Club or County. • Active: Fully enrolled member. • Archived: Formerly Inactive. Set by county.

  5. Last Year’s Data and Reports • Select “Previous 4-H Year” on the Reports screen just above the list of reports. • Any report you run will be using last year’s data.

  6. Last Year and Current Year Data • You can also combine this year and last year data in one report. • Leave Quick Filter at “Current 4-H Year” • Edit the report. • Check the box for “Include All Records” • Check the boxes for “Active” and “Inactive” • Add Custom Filter for [Last Active Year] [Equal to] [2013] AND [Last Active Year] [Equal to] [2014]

  7. What Needs to be Re-entered? • All information on Personal Information page remains intact. • Grade and Years in 4-H advance. • Authorization forms are cleared. • Health information remains. • Clubs and Projects list remain. • Years in Project advances. • Leaders will not see screening page except for 4 year background check interval.

  8. What Does NOT Need To Be Done? • You will not be sending your enrollment data to the state office. All data is already available and the Federal ES-237 report will be automatically generated. • Manually creating the new enrollment year and initializing the dataset.

  9. What DOES Need To Be Done? • You will still need to send your Volunteer training and your Civil Rights reports to the state office as in past years.

  10. Questions?

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