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University of Wyoming

4HPlus!
ES237 Report Process

[pdf version]

Introduction

ES237 Numbers

Producing the ES237

Submit the ES237

Introduction

The ES237 is a statistical summary of each county's 4-H program for the year.  The report is in a continuous state of being produced throughout the year as you add members, leaders, groups, etc.  In fact, it would do NO harm and might save you time in the long run to occasionally process as ES237 just to see if it catches any data entries you may be making.

The ES237 is typically due in the State 4-H office by early or mid-October.  The State 4-H office will notify you as to when they want the ES237 submitted.

Submitting the ES237 is a very quick process if you have kept your group entries current and if you have occasionally checked for errors.  As you process the ES237, it will notify you of errors and allow you to correct them on the spot.

The first section of this tip sheet deals with where the numbers on the ES237 are generated from in your 4HPlus! software package.  The second sections walks you through the ES237 process.

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ES237 Numbers

Where do the numbers on the ES237 come from in terms of entry in the 4HPlus! software?

  • ES237 Lines (Sections) 1-9
    • Active field must = Y to be counted
    • A member will be counted for EACH club the member is in (duplications included)
    • If a member is in more than one club, they will only be counted ONCE for the total on line 9 (duplications eliminated)
    • The delivery method (DM) controls which lines (1-7) the member will be added to
      • If reporting participants are in any of the delivery methods 2-7, you count all participants whether or not they are 4-H members.  If they are 4-H members, they will not be reported as new and thus not reflected in the school grade or place of residence areas on the ES237.
    • The total number of 4-H units is a combination of the units (4-H clubs) reported under traditional enrollment as well as the units reported in a group.
  • ES237 Section 10 and 11
    • The numbers for Sections 10 and 11 are obtained from the traditional member record if the member is indicated as active, and from the participants identified as "new" when a group record is created.
  • ES237 Section 12 - Numbers of Youth by Source of Program
    • The program source for Wyoming is the 1862 land-grant university.
  • ES237 Section 13.1 - Distribution of Youth in Integrated and Non-integrated 4-H units
    • This portion of the ES237 searches through the traditional and non-traditional records to determine the ethnic distributions.  The software automatically determines if a unit (club or group) is integrated or not based on the ethnic selections made during the enrollment process.  Thus, while you may be identified as a racially-ethnically mixed community and you MAY have set up all your clubs as being integrated units in a racially-ethnically mixed community, it will be possible - likely - that you will have some clubs reported as non-integrated if you did not happen to have any enrollment from two or more racial-ethnic groups in either the member or leader category.
  • ES237 Section 13.2 and 14.1 - Race and ethnicity of 4-H Participants, Leaders, and Volunteers
    • This information is obtained from the race and ethnicity information reported in member/leader registration or group registration.
  • ES237 Section 15 - Classification of 4-H Volunteer Service
    • All adult and youth volunteers fall onto one of three categories and most of them fall into the Direct Volunteer.  While you may identify a community leader, a key leader, a project leader, etc., the software maps the local state identification to the correct national category of Direct, Indirect, or Middle Manager.
      • Direct

        Unpaid support for the 4-H program through face-to-face contact with youth, by a youth or adult, e.g., project leader, club leader, camp counselor, teacher.

      • Indirect Volunteer

        Unpaid support for the 4-H program by a youth or adult which does not include face-to-face contact with youth, e.g., boards, committees.

      • Middle Managers

        Unpaid service to or leadership of other volunteers by a youth or adult, beyond the club or unit level.

  • ES237 Section 16 - Numbers of Adults and Youth Volunteers trained through 4-H

    These numbers are determined by your selecting Y or N in the Leadership, parenting, and Other entry boxes on the member/leader registration forms.

    • Definitions
      • Leadership

        This category is checked on the traditional enrollment screen and counted in the group enrollment event for new participants, if the training received by the participants was on "topics relating to organizing, managing, and teaching youth in a non-formal education setting."

        This training is basically defined as training given to an adult or youth volunteer on how to train and teach youth.

      • Parenting

        Defined as "teaching knowledge and skills relating to developmental and learning needs of children and youth."

      • Other

        Any training topic beyond the two listed above.

  • ES237 Section 17 - 4-H Curriculum Classification
    • All of our projects have been associated with one of the national 4-H curriculum codes by the State 4-H office when the project is entered into the computer at the state level.  This information is transmitted to you and processed automatically into your county 4HPlus! software.
    • In Wyoming, the junior leaders are counted and accounted for to the USDA via the Leadership Skills Development code (FF) under the curriculum classification.

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Producing the ES237

  • The ES237 is produced by selecting Federal from the Go to menu.  See Figure 1.

Figure 1. Federal Data

Figure 1.  Federal Data
  • When you select Verify from the options listed on this screen, a list of any errors will be reported.  See Figure 2 and Figure 3.  Click Figure 3 to enlarge it.

Figure 2. ES237 Errors

Figure 2.  ES237 Errors

Figure 3. Verify data Click the image to enlarge it.

Figure 3.  Verify Data

Important:  At some point prior to submitting your ES237, please print the completed form, review it, make sure an agent has reviewed it, and verify that the numbers fall into a reasonable range for each category.  You should always keep a paper copy of many of the 4HPlus! reports for quick access and archival value.

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Submit the ES237

Submit the ES237 to the State 4-H office in the same manner that you submit other data information.

  • Go to > Archive > Send Data.
  • Select ES237 Data.
  • Build the exchange file.
  • Send to the State 4-H office.

Ed.  8/31/2004

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Updated 09/14/2006