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University of Wyoming

4HPlus!
Group Entry Instructions

[pdf version]

Entering Group Enrollment/Volunteer Training Activities

The purpose of the group information option is to allow you a method to track delivery methods of special interest/short-term projects, overnight camping experiences, school enrichment programs, etc.  While these experiences may include members of organized 4-H clubs, they are not restricted to members of organized 4-H clubs.

This information is entered in the 4HPlus! program and then will be incorporated in the ES237 report, which is electronically generated and forwarded to the state office.

To enter the information, select Go to > Groups.

The menu across the top of the screen lists the following options.

    Group Entry/Review  Work Sheets  Activity Report  Utilities  Help On/Off

Work Sheets

If you select Work Sheets, you will be presented with a drop-down menu for Participants or Volunteers.  Clicking on either one of these options will send a command to the printer to produce a blank form for your use to fill in the information while actually at an event.  The 4-H agent may take this form to an event, fill in all the pertinent information, and bring it back for the support staff to input on the computer.

Group Entry/Review

The first screen will present you with the option to review a group you have previously created or to enter a new group.  If you want to review previously created groups, you have four options for listing these groups.  Select the listing method you want by clicking the appropriate radio button and then clicking on the Process button.

To enter a new group, execute the following steps.

  1. Select Enter New Group > Click Process.

    The computer will present you with a screen asking for the pertinent information.  See Figure 1.  A group ID number will have been automatically assigned in numerical order.  If this is your first group, the ID will be composed of your three letter county ID and 0001.  The first information requested will be the date.

Figure 1.  New Group
  1. Press Tab to enter the date.  Tabbing will enter today's date.  Manually enter the date if you are filling in information for an event on another day.
  2. Click the project or projects you wish to add to the group event.  See Figure 2.  Note you can add or remove projects to the group event simply by clicking in the applicable list box.

Figure 2. Group Projet Selection Click the image to enlarge it.

Figure 2.  Group Project Selection
  1. When you have finished selecting your projects, click Project Selection Complete-Continue.
  2. You will now be presented with a list box of the potential delivery methods.  See the appendix for the definitions of delivery methods.  Select the delivery method by clicking on the appropriate method or by manually keying in the three-digit number for your selected delivery method.

EFNEP

A default of N (No) will be placed in the EFNEP box.  Accept that and press Tab.

Units

The units box will contain the number of projects you had selected for your group experience.  The computer will pause here because if you present the same program two days in a row - or even split from morning to afternoon - you can increase your units by that number for each break in time experienced.

The following definition of units appeared in some documentation produced in West Virginia.

Question:  What is the intended functionality of Units?

Answer:    Units is a count of educational experiences.

If you teach in one project area to two different groups, that is two units (two experiences).  If you teach two project areas to one group, that is also two educational experiences.  This is why 4HPlus! automatically places a count in the [Units] box equal to the projects (educational areas) centered around the event in the units field.  Now, sometimes a group event may cover more than one day or even meet twice in the same day and because of this, 4HPlus! allows you to manually change the number in the [Units] box.

Example:  You have a group event that centers on two projects so the units will calculate to [2].  But, the group meets on two different days for the same projects, thus you manually change the [Unit] count to [4].

Either accept or modify your Units number and press Tab.

Title or Description

Type in the title of your group experience - whatever title you have determined for your program.  Press Tab to the Affirmative Action Code.

Affirmative Action Code

Select the appropriate affirmative action code by typing in the number or clicking on the selected affirmative action code.

At this point, the Make New Group button (upper-left corner of the screen under Controls) will be activated.  Press Enter, and confirm or cancel the Group Record Addition.

You may either quit at this point if you have not yet held the event and do not have numbers for the Participants/Training screen or Volunteers screen, or proceed to fill in the rest of the information as follows.  If you don't have the information now, you would later review the specific group, and then enter the information as it becomes available.

Participants/Training

See Figure 3 for the participants/training screen.

Figure 3. Participants/Training Click the image to enlarge it.

Figure 3.  Participants/Training Screen

This screen allows you to enter the numbers information for the selected group.  Under the All column, enter the total numbers of participants by male/female breakdown in the proper ethnic boxes.

Of this number, enter only the brand new, never had contact with 4-H before through an organized club or any other method people in the new column information boxes.

Note:  For the new contacts, you will need to enter their residence and grade in school.  The totals for residence, new, and grade must match.

The training information is optional and more information on what is needed here would be available from the State 4-H office if you have questions.

Volunteers

The volunteer screen looks much more complicated than it actually is.  See Figure 4.

Figure 4. Volunteers Screen Click the image to enlarge it.

Figure 4.  Volunteers Screen

You will never enter information in the red boxes, rarely will you enter information in the yellow boxes.  Consequently, you are really only dealing with the gender/ethnic numbers for Direct adult and youth volunteers.  Again, note the differentiation between All (which would include all people at an event regardless of whether this was their first 4-H experience or  not), and New (which would count the numbers of those people for whom this was their very first contact with 4-H).

Summary

For good definitions of Direct 4-H Volunteer, Indirect Volunteer, Middle Manager, etc., print out a copy of the ES237 form.  Definitions of the above, as well as the various types of events, are included on this form.  The computer program will take care of the Duplications Not Eliminated and Duplications Eliminated portions of the ES237 for you.

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Updated 09/14/2006