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4HPlus Year end: Part 2

4HPlus Year end: Part 2. History Cards, Backup, Creating New Year, Initializing Data, Entering Enrollments, And Beyond. History Cards. History cards are used to give a quick view of the past years participation of the member or leader.

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4HPlus Year end: Part 2

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  1. 4HPlus Year end:Part 2 History Cards, Backup, Creating New Year, Initializing Data, Entering Enrollments, And Beyond

  2. History Cards • History cards are used to give a quick view of the past years participation of the member or leader. • Entire history of member or leader is available without switching dataset years. • Cards are printable at rate of one year per page.

  3. Backups • Backups allow you to restore your 4HPlus database in case of system failure or extreme data corruption. • Easiest backup selection is to state data folder and then copy resulting file to another media.

  4. Creating New Year • This process archives oldest dataset and creates a new dataset for the new year based on the current year data. • During new year creation, the current year dataset is locked and changes can no longer be made. • Oldest dataset is archived into a separate folder and is no longer immediately accessible through 4HPlus.

  5. Initializing Data • Used to advance Grade, Years in Project, and Years in 4H. • Can remove Clubs, Projects, and Achievements from all members or leaders at once. • Clear Local and/or State fields quickly. • Selections for members can be different than selections for leaders, but all members and all leaders are treated the same.

  6. Active Status • Change active status for all members or leaders at once. • State staff recommends selecting “Leave As Is” for active status. • If you set all members or leaders to Inactive, they will no longer appear on any reports. • Keep in contact with your members and leaders. Inactive members or leaders are not available for mailing labels or email. • Saves time by not having to combine this year’s new member/leader list with last year lists.

  7. Behavior Expectations Date • Clearing this date will put all leaders into Pending status for screening. • Pending status will prevent leaders from appearing in reports, mailing lists, emails, etc. This is essentially similar to Inactive Status. • Since all re-enrolling leaders will sign their form, which contains the behavior agreement, all re-enrolling leaders have signed the form. • State staff recommends NOT clearing this date.

  8. Import Project File • Download from the website and import the 2012 Projects file. • Changes to the projects: • Aerospace, Geospatial, Robotics, and Science projects have been renumbered from 50000s to 80000s. • System will auto move the members from old number to new number.

  9. Entering Enrollments • Enter new and re-enrollments as you would normally. • Make sure the Current Year field is 12 for all members and leaders you enter. • When you have completed the re-enrollments, Set Active Status for all non-returning members and leaders.

  10. 4H4ME Year Long Use • Members and leaders can check their own record to see their own data and what projects they are enrolled in. • Leaders can print club or project rosters. • Leaders can email club or project members. • Note: Any leader with county wide responsibilities should be categorized as “86 Key Leader” for project functions to operate fully.

  11. 4H4ME Online Re-enrollment • Members and Leaders can re-enroll through special process in 4H4ME. • System is not designed for club leaders to enter the enrollments of members or other leaders. Each member or leader enters their own re-enrollment choices. • At the end of online re-enrollment, a page is printed, signed, and returned to the club or county office.

  12. Q & A

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