ES-237 PROCESSING - 4-H Youth Development Program
Contents
1. ES 237 Processing 6 3 Windows Youth Enrollment ity and then race Each leader is counted once in each box on the horizontal row that fits their race designation in the vertical column Any leader that does not fit any of the first nine race categories in the vertical column is counted under balance Indicate by number in the appropriate boxes the racial back ground of these leaders See the example below of a screen that has been correctly completed for the following leaders Leader 1 Hispanic Race Black and White Leader 2 Not Hispanic Race White Leader 3 Not Hispanic White and American Indian Leader 4 Not Hispanic Asian and Pacific Islander Note Only the non duplicates are accounted for in the Racial Ethnic infor mation Yolunteer Group Enrollment a Date Completed joom af County fos Location HawkinsSchool Leader MargaretDalson ClubCode sl Adult Volunteer Youth Volunteer Middle Direct Indirect Man Duplicate mie 2 ff 7 Female 3 Hispanic Ethnicity non duplicates only AVAH American Indian or Alaska Native HHPI Hative Hawaiian or other Pacific Island W and B White and Black Wand AVAH White and American Indian or Alaska Native Band AVAN Black and American Indian or Alaska Native Wand A White and Asian Hispanic No Dups 1 Non Hispanic No Dups 3 Total 4 Hot Hispanic Ethnicity non duplicates only White White Black AVAN2. 6th Grade E 7th Grade ez 8thGrade E Sth Grade 10th Grade 11th Grade 12th Grade Post H S Hot In School Special Total 77 Integrated Group IvA Ix f Save Delete Find ni Dupicate Cancel X Exit The Grade screen contains the Integration Status and Grade level of the par ticipants The default Integration entered into Preferences will display on a new record This can be changed if the integration of this particular group is not the same as the default The integration terms are defined in the ES 237 definitions in the Appendix of this manual For a further clarification of how the Integration Status is marked refer back to Integration Status in Chapter 2 of this manual The Participation by Grade is entered for only the non duplicates The total at the bottom of this column MUST match the totals by Residence and Total without Dups under Delivery Mode on the first screen ES 237 Processing 6 7 Windows Youth Enrollment Ethnic Race 6 8 ES 237 Processing If all the participants are duplicates and the Total without Dups under Delivery Mode is zero the total on the Participation by Grade table must also be zero x Delivery Grade Ethnic Race Hispanic No Dups 13 Not Hispanic No Dups 64 Total zz Hispanic Ethnicity non duplicates on Not Hispanic Ethnicity non duplicates only White Black Alor AH Asian HHorPI White Black Alor AN Asian NH or PI
3. Example if individuals in a classroom are contact ed more than once with different programs the additional contacts are count ed as participants counter balanced by an equal number of duplicates Enter the number of non duplicate participants by Residence Note If all participants in the Delivery Mode count by male female are duplicated so the Total without Dups equals zero no numbers are entered under Residence Residence is a non duplicated count so the total should also equal zero The following screen shows a second program delivered to the same class rooms as above with all the participants listed as duplicates Windows Youth Enrollment Youth Group Enrollment Delivery Grade Ethnic Race Date Completed fitvog 2004 al County fos Location Holton School 3 grades Leader Harison Max amp Finkel Total Contact Hours eee Project Code Fas Yesl Mini Society Club Code H Delivery Mode Units Male Female Residence Ho duplicates 4H School Enrichment x 3 36 l 41 Farm Rural E Duplicates 3 a Town and City 7 Total with dupes Suburb Total without dupes 0 City Total 0 Add i Delete Find Duplicate Cancel aim Pinatas Pe xta Exit Grade Delivery Ethnic Race Participants Grade no duplicates Kindergarten l 4st Grade 2nd Grade E Infomation r Racially Mixed Community JV 3rd Grade 7 4th Grade irs 5th Grade
4. Total Contact Hours 24 Project Code DA x Environmental Stewardship Club Code e d Add Delivery Mode Units Male Female Residence Ho duplicates f Saye 4HSchoolEnrichment 3f 36 41 Farm tu Beets r ral T if Duplicates i c own and City 77 Tei Find Total with dupes 7 Suburb Total without dupes 77 City i Duplicate Total titi 6 6 ES 237 Processing Cancel H lt gt Lal X Exit Use the drop down list to select the appropriate Delivery Mode for the event Each record must have a Delivery Mode indicated Next enter the number of Units and Male and Female counts for those par ticipating in the event A unit is defined as an identifiable group of youth sanc tioned by Extension and organized to have similar learning experiences Example club classroom of students or a camp session If the same activ ity was presented to three separate classrooms and the participant numbers included all three classrooms it would be counted as three units If any of the participants included in the Male Female count are also 4 H members included in the Member Leader file they are counted as duplicates This number is entered into the Duplicates column Duplicates are used to record the difference between the number of contacts made and the actual number of program participants The actual number of participants Total without Dups can never be greater than the population available to the program
5. White E 44 Black xz 5 AVAH il Asian p 0 HHPI p l 4 Wand B a zz 3 3 W and AVAH in B and AVAH a i 7 Wand A 2 2 EY Duplicate Balance baa E el eal P94 Hl ey i 1 3 Cancel AVAN Am Indian or Alaska Native Wand AVAN White and Am Indian Alaska Native ie pr HHPI Native Hawaiian or Pac Island B and AVAH Black and Am Indian Alaska Native WandB White and Black Wand A White and Asian X Exit The Racial Ethnic numbers are recorded for the non duplicated numbers only Enter the racial breakdown of all non duplicated participants by ethnic ity and then race Each participant is counted once in each box on the hori zontal row that fits their race designation in the vertical column Any partici pant that does not fit any of the first nine race categories in the vertical col umn is counted under balance Indicate by number in the appropriate boxes the racial background of these participants Rows W and B W and AI AN Band AI AN and W and A must have the same number in each column As the number is typed in the first column it will automatically fill to the second column Note Only the non duplicates are accounted for in the Racial Ethnic infor mation Refer back to page 6 4 for an example of correctly entering partic ipants into the Racial Ethnic table After you have entered the appropriate numbers on the Delivery Grade and Race Ethnic screens of the Youth Group Enrollment record click on the S
6. Asian HHPI W and B W and AVAH B and AVAH Wand A Other Black Alor AH Asian NH or Pl Mite amp Say Black Alor AN Asian HH or PI EPEE Delete Pei Duplicate m a i Xen 6 4 ES 237 Processing Click on the Youth Volunteer tab to record youth volunteer numbers The Leader Type definitions and tracking are the same for youth leaders as they are for adult leaders An input sheet is included in the back of this manual to help tabulate volun teer enrollment Feel free to duplicate this chart if necessary and distribute it to the leaders in charge of specific activities Use the chart to write down the volunteer numbers in the field and then enter the figures into the computer Keep the chart as a paper record of the number of volunteers at a particular activity Windows Youth Enrollment C GROUP YOUTH ENROLLMENTS Delivery For organized 4 H clubs member and leader statistical information is added to each 4 H member leader record individually through the member leader screen This statistical information includes ethnic racial and residence sta tistics type of membership and project and activity statistics Group Youth Enrollments ES237 Group Youth Enrollments are designed to record group statistical data for group activities or projects These partici pants are not included in the member leader data file but are additional youth numbers for activities such as camp that need to be tracked The ac
7. Lar 43 F WwW NH Rra Retum 067 178 N SY SNe in GmeralVOrg Lar 38 M WwW NH Real New 161 WN ee SN ih Project Leader 60 M wW NH Rra New 075 H GY w all Project Leader 56 M wW NH Rra Retum 090 N OY GN A Project Leader 28 F WwW NH Rra Retum 006 090 uo MY i GmeralVOrg Lar 53 F WwW NH Rra Retum 006 090 ee Ge GmeraVOrg Lar 39 F WwW NH Rra Retum 335 Hayy Me i Project Leader 38 F w NH Rra Retum 015 u Y s GmeraVOrg Lar 61 F wW NH Rra New 323 NM GY GN ot GemeraVOrg Lar 49 F wW NH Fann Retum 002 197 NS ee r GmeraVOrg Lar 45 F wW NH Rra Retum 242 Mw GY oN Project Leader 56 F WwW NH 50p00 3hb Fetum 290 OS Soe S Project Lear 49 F Ww NH Rra Retum 320 NM GY IN WW Project Lear 44 M wW NH Rrl Retum 320 NY a ON Project Leader 30 F wW NH Ril Fetum 327 Mm Ex N e GmeralOrg Lar 42 F w NH Rol Retum 021 136 3 i ae a GmeralOrg Lar 40 M wW NH 50p00 dinrb Retum 293 n Se GmeralOrg Lar 40 F w NH 50p00 Sinrb Retum 293 H Y We N GmeralOrg Lar 19 F w NH 50p00 dinrb Retum 293 Hi Ys Ge oft Project Leader 39 F wW NH Rma Retum 010 NH S Of GmerVOrg La 45 F wW NH Ral Retum 310 E Y MS Project Leader 0 M w NH Am Retum 006 065 099 My ak Ss oe GmerlOrg La 0 F w NH Fann Retum 020 305 Nog Pe GN GmeralOrg Lar 38 F w NH Rra Retum 020 295 Mae MN GmemVOrg La 60 M w NH Fann Fetum 115 NH Y oN WN Fig 7 This report was printed for only the adult leaders At least one type of leadership must be marked in the right hand column Windows Youth Enrollment Group Youth Report Prin
8. a valid code on the screen This shows participation under the curriculum section of the ES237 report The Club code is entirely optional Group Volunteers Add records to account for any additional volunteer participation Go ES237 Group Volunteers Group volunteer records can be used to count vol unteers who have not previously been entered into the database but have par ticipated in such activities as fund raising county fairs trips etc ES 237 Processing 6 17 Windows Youth Enrollment 3 Verify Data Training Log Group Report Add any remaining training activities into the training log Go ES237 Training Log All training which ultimately affects youth and has been conducted or facilitated by county extension staff can be counted The gender information on the training record is optional Verification Report Print the Verification Report ES237 ES237 Verification to validate all member leader records Following is a list of items to check Categories of members cloverbuds mini 4H and special count in the membership totals on pages 1 2 amp 3 of ES237 report All members cloverbuds mini 4H and special must have a valid grade residence ethnic designation gender race and valid primary club code Members and leaders of status new returned and terminated are count ed on the ES237 report Project general organizational activity and resource leaders count on the volunteer chart on page 4 5 amp 6 Al
9. of LGU s Coalition LGU s and other groups db Add Delete Gi Find f gt mi a Duplicate X Exit Rec 1 of 161 Z Fig 4 Each Master Project Code record must have a VALID ES 237 Code to count on the ES 237 Report Each record must also have a Program Source indicated The State Initiative codes are optional per State If you have questions on Project code infor mation contact your State 4 H Office Note A project code without a Program Source designation will cause the following error when opening the ES 237 Report is not a valid integer value Master Activity Code File Check the master activity code file Any activity that is to be counted in a federal curriculum area must have both an ES 237 code Print the master activity code list for verification Reports Print Data Files Activity Code File x Activity Code r Program Source cH001 1862 land grant university Activity Description Poesia Fair Mini Booths eE EREE ES 237 activity code Eae ava cde 1994 land grant university l E E Coalition of LGU s C Coalition LGU s and other groups se Add Delete Gi Eind w lt gt 8 Duplicate X Exit Rec 1 of 8 2 Input Final Data Windows Youth Enrollment Fig 5 IF you want to count your Activity Code s on the ES 237 report as part of the curriculum county it must also have a VALID ES 237 code This activity would not be counted
10. on the report because no ES 237 code is associated with the record Preferences Screen Member Defaults Go to Preferences Member Defaults Make sure the correct county code is entered on the screen This code is required in the ES 237 files sent from the county to the state office La z Default Project Settings Default Parent Entry Email Defaults Default Member Entry Integration Status Backup Master Defaults Sort Order N ame 7 oe 039 ee City 4 H Delivery Mode wy 4 H Community Clubs v State Zip JV Use Zip Code Lookup Member Code JV Automatic Enty Member 1003 3 See ered Permission Slip Activity Award Year 2004 Residence Fut tstst i SY Category Members x Ethnic NotHispanic z Grede None SSS Race whe x Schoot Aa Gender fM Cancel Status New X Fig 6 The County Code must be entered Member Leaders All members and leaders associated with organized clubs are maintained in the member leader file as individual records Group Youth Enrollments Add all remaining Group Youth Enrollment records Go ES237 Group Youth Enrollment Group records are added for any activities that involve youth but the names and addresses of the participants are not needed in the member file for office management purposes Group records usually include school enrichment programs special interest activities camps etc If the group activity involves a specific project or activity code enter
11. reporting training activities x Date Completec 09 01 2002 B foo ee County 050 DE Location Clinton River Lk St Clair C Parenting ee C Other Description water Quay OOO O e Club Code Humber Training Contact ae Add Trained Hours Hours Youth Volunteers fl Save Adult Volunteers l 19 2m 2 l 3 57 Delete Other Adults 220 1 Total Trained 240 6 00 279 00 Tei Eind Duplicate Humber by Gender Male 68 Female 172 Cancel X Exit gda ES 237 Processing 6 9 Windows Youth Enrollment Record the date location description and the number of people trained along with hours trained The computer will automatically calculate the contact hours by multiplying Number Trained by Training Hours The totals for number trained training hours and contact hours are automatically totaled The number trained by gender is optional Click on the Save button to save the information to the database You can search for a training session by scrolling through the file with the Page Up and Page Down keys or use the Find button to find a specific record E ES 237 VERIFICATION LISTING Category Sort Order 6 10 ES 237 Processing The ES 237 Verification Listing is used as a proof report of all the statistical data in the member leader file It also indicates leaders by leader category and leader type direct volunteers indirect volunteers and middle managers Use this listing to monitor the
12. C3 px format file containing the Federal ES237 codes is corrupted Get a new copy of those files from your install CD or from the state support office N ies D If the adult volunteer count on Chart 14 1 is too low Do all adult volunteers in the member leader file have a valid leader type indicated Volunteers are counted by Leader Type If leaders have no Leader Type indicated they will not count on the report Check this information by printing the ES237 Verification Report or filtering the Member Query by Leaders and checking the Leadership Type of each leader E If the youth volunteer count Youth Leaders on Chart 15 1 is too low Do all members as youth leaders in the member leader file have a valid leader type indicated Youth leaders must also have a leader type 99 of the time they are Direct Volunteers If a member is marked as a Youth Leader on the member record the must also have a Leader Type indi cated If they have no Leader Type indicated they will not count on the report Filter the Member Query by Youth Leader and check the Leader Type information F Number of Units on Page 1 or Chart 13 1 No Duplicates is a negative number Duplicate units have been added to group youth records without entering a balancing number of units on the first line ES237 Youth Group Enrollments The number of duplicates will be larger than the total count of Units resulting in a negative number G Negative numbers in ei
13. Lines 1 through 9 count members by Delivery Mode and Gender If there is an error on this chart those two factors are causing the error 2 If the number of members on Chart 10 is low a member record is missing a valid grade Check the ES237 Verification Report or Member query If the number of members on Chart 11 is low a member is missing a valid residence designation Check the ES237 Verification Report or Member query ie C The total Youth by Program Source on Chart 12 page 3 must equal the grand total on Page 10 ES 237 Processing 6 21 Windows Youth Enrollment 6 22 ES 237 Processing If Chart 12 is lower check to make sure each project code has a valid Program Source Fig 4 in these instructions If Chart 12 is lower there could also be unlinked records in the pro ject or activity files To delete the unlinked records go Utilities File Utilities Utilities Delete Unlinked Project Activity Award and Club Codes The indexes of these files could also be out of line with the databases Go Utilities File Utilities Highlight Youth2a db Youth2b db Youth2bl db Youth2c db and Youth2d db Go File Recreate Indexes If Page 10 is lower check to make sure each project code has a valid ES237 curriculum code Fig 4 in these instructions You may need to run the Unlink Utility or Recreate Indexes as in number two above 4 If Page 10 is double or triple the number in Chart 12 The Youth2C3 db and Youth2
14. VI Windows Youth Enrollment ES 237 PROCESSING A ES 237 MENU Under the ES 237 option on the menu bar is a list of options for entering group data for youth participants volunteers and leader training and process ing the ES 237 report The ES 237 report is a federally mandated statistical report that must be filed annually by all county extension offices in the nation This complex report is brought down to a manageable task with the Youth Enrollment System A complete review of Federal ES 237 terms and codes can be found in the Appendix of this manual The ES 237 report that the Youth Enrollment System generates conforms to all federal guidelines and specifications You will submit both an electronic file and a paper copy directly to your state 4 H office The electronic file will then be compiled into a state ES 237 that is submitted to the National 4 H Office You do not need to transcribe the numbers from the computer report onto a pre printed ES 237 report form or into another ES 237 computation computer program s Windows Youth Enrollment Demonstration County Eile Report Special E5237 Utility Help k A 18 Group volunteers mee A Group Youth Enrollments Training Log W 5237 Verification Print 5237 Group Files 5 Print Training Log File E5 237 Statistical Report PLEASE NOTE The accuracy of the ES 237 reports generated by this sys tem is only as good as the quality of the data enter
15. al ES 237 report To use it select ES237 ES 237 Statistical Report 6 12 ES 237 Processing Windows Youth Enrollment Range of Dates for the Training Log x Select Report Parameters Beginning Date Ending Date Ea re a i Bon _x cos It is suggested that you print the two test reports first to check the accuracy of the data If both reports print correctly and are balanced print the final report that combines member leader and group data Printing the final report also creates the electronic file that is transferred to the state office NOTE The ES 237 report can only be printed from the above report para meter screen You can preview the report but you can not print it from the preview Return to the report screen and then click on the Print key If errors are detected in any of the printed reports the data files should be cor rected and the report reprinted The ES 237 report may be reprinted as many times as necessary without affecting the data files Detailed information on completing the ES 237 reporting process will be pro vided by the 4 H computer support staff in your state These procedures vary from state to state so obtain a copy of the written ES 237 instructions from your state office before proceeding to complete your ES 237 report I ES 237 IN A NUTSHELL Step by Step ES 237 Processing What is the ES 237 Report ES 237 is the federal report number assigned to the annual statistica
16. ave Key If the columns do not balance an error screen will display showing the column totals D TRAINING LOG Windows Youth Enrollment Evaluate Youth Group Enrollment xj Error Group totals do not balance Record will not save Please make corrections and try again Delivery Mode Ho Duplicates 22 Residence 22 Participant s Grade 22 Total by Delivery Mode 22 Total by Ethnicity 19 R Duplicate Units gt Units From this information determine what corrections need to be made Click OK Adjust the numbers on the appropriate charts Click on the Save Key again to save the record Note All totals are calculated with the duplicate numbers removed Therefore if all the participants are duplicates the numbers should display as Zero A Youth Group Input sheet is included in the back of the manual to help tab ulate group youth enrollments Feel free to duplicate this form if necessary Use the input form to write down the group youth numbers at the event Then enter the numbers into the computer when you are back in the office Keep the sheet as a paper record of the number of group youth enrollments at the particular activity The Training Log is used to record information about leader training sessions workshops or seminars This information is tabulated for the statistical reports Access the Training Log by going ES237 Training Log Contact your State 4 H Office for more complete guidelines for
17. check each record on this report to make sure there is a valid Master Club code file under File Club Codes Refer back to Fig 4 for these instructions b Check each Master Club code record File Club Codes that it has a VALID Integration Status This chart counts by ethnic code and integration Member integration is determined by the member s primary club code Refer to Fig 1 amp 2 for these instructions c If the Group Records are not balanced check the Integration Status on the second screen of each Group Youth Record ES237 Group Youth Enrollments 2 Line 9 lower than Chart 13 1 Cause a If the of Units or Total Youth is lower on Line 8 amp 9 than on Chart 13 1 1 J amp K the Delivery Mode on a Master Club record is missing Check Files Club Unit Codes b A Gender code may be missing on a Member record Check by filtering the Member query or the ES237 Verification Report c Group records may not have a Delivery Mode indicated Check ES237 Group Youth Enrollments to make sure a Delivery Mode displays with each record B Totals on Line 9 page 1 must equal totals in Chart 10 amp Chart 11 page 1 1 If Line 9 is less than Chart 10 and or Chart 11 each Member must have a valid Primary Club That Primary Club must have a valid Delivery Mode The Participation Delivery Mode for each mem ber is determined by the Delivery Mode designated in the Master Club Record of his her Primary Club membership Note
18. code that is not in the Master club code file To check for invalid club codes go to Reports Special Invalid Primary Club Code Report Highlight All Categories and choose New Return Terminate these are the status groups that appear on your ES 237 report Every club number used in the member file MUST have a master club code record E Invalid Primary Club Code Report o Sjen 4 gt n gt S a B Demonstrati Club Code n County Mem ber ID 50715 A9500 AII18 50726 Invalid Primary Club Code Report Page 1 Name Category Status Alger Sean Members Retum Alm Charles A Members Retum Allerding Amy J Members Retum Alber Trish E Members Retum Total Memb rs With Invalid Club Codes 4 ES 237 Processing 6 15 Windows Youth Enrollment 6 16 ES 237 Processing Master Project Code File Check the master project code file All project codes must have an ES 237 code to count toward participation in a federal curriculum area The complete list of federal curriculum codes amp their definitions can be found in the Appendix of the User s Manual Print the master project code list for verifi cation Reports Print Data Files Project Code File Project Codes E xl Project Code Program Source AB 1862 land grant university Project Description Citizenship 1890 land grant university c es ES 237 project code State initiative code TES So gark univa jas lt lt Fairbook Link Coalition
19. ed into the computer Missing or incomplete member statistics or projects will affect your ES237 totals ES 237 Processing 6 1 Windows Youth Enrollment 6 2 ES 237 Processing To ensure the accuracy of your ES 237 report we recommend that you fol low these steps l o0 Each project code in the Project Code File that is counted on the final ES 237 must contain a corresponding ES 237 code A list of the Federal ES 237 codes is included in the Appendix of this manual Activity codes can also be linked to an ES 237 code if they fit an ES 237 category If you have not coded the project or activity files in your system complete this task before proceeding Do not add an ES 237 code to any project code or activity code which does not apply to ES 237 statistics Add statistics for additional volunteers and activities which are not includ ed in the 4 H member leader file but are counted on the ES 237 final report See the Group Volunteers section in this chapter for instruction on how to do this Add statistics for additional youth groups reached by the county extension office but are not recorded in the 4 H member leader file See the Group Youth Enrollments section in this chapter for instructions on how to do this Enter into the training log workshops and seminars held for youth and adult leaders Print the verification report to verify that complete and correct statistical information has been added to the rec
20. iles Volunteer Group Records Verify the records that have been entered for additional youth and adult volunteers Training Log Report Print the Training Log Report ES237 Print Training Log File to verify the training records ES 237 Processing 6 19 Windows Youth Enrollment 4 Print the ES237 Statistical Report ES237 ES237 Statistical Report 5 Balanced numbers 6 20 ES 237 Processing Note When previewing the ES 237 report a message will display inform ing you that the report can not be printed from the Print Preview You can preview the report Then if you wish to print that same report exit to the Report Parameter Screen and click on the Print Button The report can only be printed directly from the report selection Report Parameter screen When previewing the report it will open in a compressed mode Click on the maximize box in the upper right corner of the preview screen to display the report on the full screen Test Member Leader File Data Print Test Member Leader File Data This report will accumulate all data from members and leaders that have been entered into the database as indi vidual records This report does not include any group records Check for bal anced numbers Go to Step 5 for information on numbers that must balance If numbers do not balance go back to the master code reports and verifica tion report to check for incomplete data Balance the data on the Test Member Leader Re
21. l db Parent Family Link File Youth2d db Member Project File Youth2h db Member Activity File Youth2m db Group Volunteer File Youth2n db Group Youth file Youth21 db Training Log These files may be copied to diskette using the Utilities File Utilties File Copy Table option Note If your state wants you to copy all the files highlight a few copy them then highlight a few more to copy
22. l leaders must have a valid race and ethnicity All youth leaders and adult leaders must have a Y marked in at least one leader type column The ES 237 Verification Report and the Member Query can be used to verify this information E ES 237 erification Report m O88 4 gt mw gt S S A amp Cosel Demonstration County Last Name Aldrink Bakow Bakow Baron Barr Becker Bedar Bethel Braman Braman Brreaman Brkeland Bhugh Brainard Brander Bram Brechtng Broaddus Broaddis Broerama Erom Buit Buit Buit Buh s Buys Caine Caf Cavanagh Number 041 085 00483 041 125 00389 041 311 50049 041 024 B4681 041 041 00291 041 067 01134 041 161 8964 041 075 B2034 041 090 00 127 041 090 00 128 041 090 00 130 041 335 B1322 041 015 00609 041 323 B2945 041 197 BO935 041 242 B0602 041 290 00963 041 320 B7 299 041 320 B9216 041 327 B5481 041 136 B3235 041 293 B3999 041 293 B4115 041 293 B5300 041 010 00225 041 310 B1048 041 065 50703 041 305 01125 041 295 006 137 041 115 00355 6 18 ES 237 Processing ES 237 Verification Report Page 1 Leader Category Age G Gender W B AJA HP Bhnic Residence Status Club Memberships YL OV V MM Project Leader 44 F wW NH Rra Retum 085 Ne a SNe oN GmeralOrg Lar 42 F wW NH Am Fetum 125 E ENNA GmeralOrg Lar 42 F wW NH Rra Retum 311 Ne EY Y N GmeraVOrg Lar 45 F WwW NH 10900 5000 Fetum 024 NOY GN St Project Lear 47 M WwW NH Fann Retum 041 E ENE ON GemeraVOrg
23. l report of 4 H and youth participation in organized clubs camps school enrichment special interest topics and individual study This report is to be completed by each county compiled into a state report and submitted to the National 4 H Office Why complete this ES 237 Report 4 H is part of the Cooperative State Research Education and Extension Service and part of the United States Department of Agriculture Partial fund ing for 4 H programs is received through the U S Department of Agriculture To receive this funding each county and state must report yearly on partici pation in these programs by the race gender grade and residence of each par ticipant ES 237 Processing 6 13 Windows Youth Enrollment 1 Check Master Files Master Club Code File Check the master club code file The integration status of the club and the community must be marked This establishes the integration status of each member Check carefully Print the Master Club Report Reports Print Data Files Club Code File to verify the data af County Code fost Club Code foot Club Name 4 H Achievers Delivery Mode Club Type General Project Club 4 H Community Clubs Club Leader Susan Celadilla Address 1 123 State Drive Address 2 City BwonCenter State mM z Zip jan 5 Date Organized 0870772001 aj Phone Home 616 444 3535 Work ee Racially Mixed Community JV Co Leader Apri VanderMeuien Integrated Group JV Emait fiv yah
24. lt Volunteer Youth Volunteer Middle Direct Indirect Man Duplicate Hispanic No Dups Male l Non Hispanic No Dups Female l Total Hispanic Ethnicity non duplicates only Hot Hispanic Ethnicity non duplicates only White Black Alor AN Asian HH or Pl White Black Alor AN Asian HH or PI White Black AVAN Asian HHPI Wand B W and AVAH B and AVAH Wand A Other The data entry is the same for this screen as for the other data entry screens in the Youth Enrollment System Please see Chapter 3 for information on how to use the data entry screens All records entered into the Volunteer Group Enrollments screen require a Date and County Code The Location Leader and related Club Code of the volunteer activity are optional This information should be entered as it pro vides complete documentation of the activity for audit purposes Enter the number of adult volunteers on the Adult Volunteer screen by num bers of males and females in direct leadership roles indirect leadership roles and middle management roles Duplicates volunteers involved with this activity that are also leaders recorded in the member leader file within these numbers are entered into the last column See the Appendix in the back of this manual for a definition of these Federal ES 237 terms The Racial Ethnic numbers are recorded for the non duplicated numbers only Enter the racial breakdown of all non duplicated participants by ethnic
25. oocom Special Club Chartered J Club Community Service Project I Club Account J7 Annual Audit sp Add Delete m a gt Rec 1 of 100 l a Fig 1 Make sure the club has a Delivery Mode Check the Integration designation This is VALID x County Code fost Club Code ooz Club Name oH Council 3 Delivery Mode Club Type 4H School Enrichment Programs gt Club Leader Diane Brown Address 1 filg3FongerNE CS Address 2 City ma SSS State mM zj Zip assas Date Organized fosv2e 1996 a Phone Home 616 887 0519 Work ise Racially Mixed Community Co Leader E Integrated Group JV Email SY Speciat Club Chartered J Club Community Service Project JT Club Account JT Annual Audit ap Add Delete Cancel i Eind j lt i 2 bed ae pupae X Exit Rec 2 of 100 y 6 14 ES 237 Processing Windows Youth Enrollment Fig 2 Note It is impossible to have an Integrated club in a com munity that is not mixed This is INVALID and will cause errors on Chart 13 1 of the ES 237 report lolx Select Report Parameters Categoy Record Status JV M Members IV New IV C Cloverbud Mini V Retum I G General Org Ldr T Inactive P P Project Leader IV Terminate I A Activity Leader enn P R Resource Leader he E Pv E Spel P O Other 7 Youth Leader Ben _X cx Fig 3 A common mistake is entering members with a club
26. ords of all members and leaders in the 4 H member leader file Correct all records listed as incomplete on the error report See Verification Report in this chapter for more information Print a listing of ES 237 group files to verify information entered as group records Print the ES 237 member and project statistics reports Trial reports can be printed separately for the member leader records and the group records Use these trial reports to check if the ES 237 report balances If all numbers balance on the ES 237 report print the final report and cre ate the electronic file to send to the State 4 H Office NOTE Step by step ES 237 in a Nutshell can be found at the end of this chapter Windows Youth Enrollment B GROUP VOLUNTEERS The group volunteers file is accessed by going ES237 Group Volunteers This screen is used to account for the numerous 4 H volunteers Friends of 4 H and 4 H alumni who contribute special time and skills throughout the year Do not include organizational or project leaders who have already been list ed in the member leader file Yolunteer Group Enrollment a xj Date Completed EAN E Coun 03s ALAN American Indian or Alaska Native Location SE HHPI Hative Hawaiian or other Pacific Island W and B White and Black Leader Wand AVAH White and American Indian or Alaska Native Band AVAH Black and American Indian or Alaska Native Club Code Wand A White and Asian Adu
27. ort again b Make sure you DO NOT have any other programs screen savers or a virus scan running in the background c Check your data by using the information in item 3 Verify Data d Check with your Network administrator IS Department to make sure you have enough room on your hard drive and server drive if applicable and enough processing speed To check this go to Help About and double click on the Blue Ribbon icon The processor speed should be at least 200 MHz 4 If clubs units are under the unit check count check the club codes entered in Member Leader file Example If you have entered 46 and 046 these will count both as separate numbers Make sure all primary club codes in the member leader file have pre filled zeros if you are using a number system Page 2 not printing You may have duplicate project codes in the Member Project Link File or one of the format files Youth2C db may be corrupt Also check the Master Project Code File File Project Codes and make sure each record has a Program Source marked Nn 6 Submitting ES 237 information to the state 4 H office Complete details for submitting data to the state office will specifically out lined by each state Some states will submit the report and ES237 files on diskette through the mail Some states will submit the files by email and the report by fax Some will request certain files some states will request all your data files Follow the individual ins
28. port before proceeding If the report shows as unbalanced on the test version it will not automatically balance on the final report Balance each part and then print the final report Test Group Data Print Test Group Data This report will accumulate all data from the group records and training log If the report numbers do not balance check the group record reports for errors If curriculum information does not seem to be correct on either the test member leader or test group report check the asso ciated project or activity code in the master code files for valid ES237 cur riculum numbers The Training Log information appears on Chart 16 of the E8237 report Final Report When both of the above reports are balanced print the final report ES237 ES237 Statistical Report Combined Processing Final Report This report should be balanced and the process is complete Following are checkpoints for proofing your ES237 report Note those that count on the report are Categories of Members Cloverbuds amp Special M C S and Statuses of New Return amp Terminated N R T Windows Youth Enrollment A Total youth on Lines 8 amp 9 page 1 must equal total youth on I amp J Chart 13 1 page 2 1 Chart 13 1 is lower Cause check the following a Invalid Primary Club Code report Reports Special Reports Invalid Primary Club Code Report Choose all Categories and Status of New Returned amp Terminated Individually
29. ry Mode Print group records sorted by the delivery mode indicat ed for the activity Youth Group Enrollment Only e Contact Hours Print group records sorted by the number of contact hours indicated on the record Youth Group Enrollment Only e Location Print group records sorted by the location of the activity Youth Group Enrollment Only Style Complete Information Prints all the information contained in each record Summary The summary report prints a one line summary of each record with a total number of records and total contact hours The report contains the date location club code proj act code gender numbers delivery mode and contact hours This report prints only for the Youth Group Enrollment Records and can be used to review records for editing One Per Page If checked this option will print the Complete Information style report one record per page G PRINT TRAINING LOG FILE Group Records Listing xj Select Report Parameters q Sort Order Record Date C Project Activity Code Volunteer Group Records Club Code y Style C Delivery Mode Complete Information EA C Summary C Location I One Per Page Don a cees This option will print complete information contained in the Training Log records for the date range indicated H ES 237 STATISTICAL REPORT This option is used to accumulate youth and leader statistics into the final fed er
30. s added to the information and or sta tistics screens of the member leader record F PRINT ES 237 GROUP FILES The print ES 237 Group files will print out a report of the data entered into the Group Volunteers or Group Youth Enrollment screens To print the group files select ES237 Print ES237 Group Files from the menu bar Group Records Listing E x Select Report Parameters rSot Ode Record Date C Project Activity Code Volunteer Group Records C Club Code Style C Delivery Mode Complete Information e Corkect axe C Summary C Location L I One Per Page Don a cee The following options are available for printing ES 237 Group Files Record Type You may choose to print either the Youth Group Records or Volunteer Group Records Selecting one or the other options will print out the corresponding file Sort Order e Record Date The group records are indexed by the date entered in the record As you select to print one of the files you are prompted to enter a date range This will help you verify all records or a group of records as they were entered Project Activity Code Print group records sorted by the project activity code e Club Code Print group records sorted by club code One line report show ing Date Location Club Code Proj Ac Code Gender numbers delivery mode amp cont hrs ES 237 Processing 6 11 Windows Youth Enrollment e Delive
31. status of your ES 237 calculation If numbers are inaccurate or incomplete in the ES 237 member leader statistical report check the verification listing for incomplete or inaccurate data Correct the errors in the member leader file ES 237 erification Listing xj Select Report Parameters m Category J A Activity Leader P C Cloverbud Mini R Resource Leader I G General Org Ldr I S Special I P Project Leader M O Other Sort Order Complete Alpha C Complete Numeric C Primary Club Range __barPreview Print X Cancel The verification listing has the following options The verification listing can be printed for the categories selected The cate gories on the verification report screen conform to the categories on the mem ber leader screen You may print the verification listing out in the following styles Complete Alpha This will print out a complete verification listing in alphabetic order by name for the categories selected Complete Numeric This will print out a complete verification report in numeric ID code order for the categories selected Windows Youth Enrollment Primary Club Range This will print out a verification listing for a range of club codes for the categories selected This is useful for tracking down errors at the club level If a member or leader has information missing the record for that member or leader should be retrieved and the item
32. t the Group Youth Report ES237 Print ES237 Group Files Youth Group Records This will assist you in checking each record for balanced numbers correct integration designation and project activity assignment Totals are printed at the end of the report O Se B iu gt n gt SB 8 B mef Youth Group Report Dem onstration County Record Date Range 09 16 2003 09 27 2003 Date Completed 09 25 2003 Type Project DA Location Holton School 3 grades Leader Harrison Max amp Finkel Club Unit Code Contact Hours 24 Delivery Mode Units Male Female Residence No Duplicates r Farm 0 4 H School Ennchment 3 36 41 Rural 0 Duplicates 0 0 0 Town amp City 7 X r Suburb 0 Total With Duplicates 77 City 0 Total without Duplicates 77 Total 77 Participation Grade No Duplicates Kindergarten Ist Grade 2nd Grade Racial Ethnic Distribution 3rd Grade Hispanic Not Hispanic 4th Grade W B AIA NH W B lt AI A NH Sth Grade White 1 44 6th Grade Black 9 5 7th Grade AVAN 8th Grade Asian Sth Grade NH PI 10th Grade W amp B 11th Grade W amp AVAN 12th Grade B amp AVAN Post HS W amp Asian Notin School Balance Special Total 0 0 0 Ti ww SAna 9Cco oO Fo fF of Racially Mixed Community True Page 1of1 Fig 8 Note the balancing numbers for the group record The Integration Status is also correctly indicated Group Volunteer Report Print the Group Volunteer Report ES237 Print ES237 Group F
33. ther the member or volunteer totals on Line 9 Chart 13 1 Chart 14 1 or Chart 15 1 The number of duplicates is higher than the actual member or leader counts on Youth or Volunteer group records Example 10 participants entered with 46 duplicates This results in a negative number of 36 The correct entry should be 56 participants with 46 of those counted as dupli cates Windows Youth Enrollment H Other Checks 1 If the Training Log records are not printing on the report you are printing the Test Member Leader Report The Training Log is part of the group records and prints on the Test Group Report or the Final Combined Report under ES237 ES237 Statistical Report The Youth Group Volunteer Youth Group Enrollments and Training Log are all group records and print on the Test Group Report 2 Invalid integer error on page 2 indicates a problem with the project or activity file This error occurs when reading the project file for the Program Source information Check for valid Program Source information in the Master Project and Master Activity files 3 Error creating cursor handle when trying to preview or print the report This can be caused by various problems such as missing data missing tables invalid indexes not enough space on your PC drive printer not communicating with PC etc a Close out of your program and turn off your computer and printer normally Restart the computer and then restart the printer Try again the rep
34. tivity information does not need to be attached to the individual member records The group record will track ethnic gender grade residence and membership information for these activities or projects Examples of these activities or projects include such things as school projects community safety activities and TV series The individual participants may not be members of any club but their participation in 4 H activities can be counted toward yearly program totals The first step in entering group youth enrollments is to enter a Date County Code Type and Code The Type field may be a project activity or other If the enrollment is a project or activity enrollment enter a valid project or activity code in the Code field If the enrollment is Other do not enter a code With the type Other the enrollment is counted on the ES 237 youth partici pation segment of the report but not counted for a specific curriculum partic ipation Location Leader and Club Code are optional Including this information makes verification of the records easier It also provides a more valid paper trail for audit purposes See Chapter 3 if you have any questions about how to use the data entry screens ES 237 Processing 6 5 Windows Youth Enrollment x Delivery Grade Ethnic Race Date Completed 09 25 2003 Fe County jas M Type a Project Location Holton School 3 grades C Activity Leader fH arrison Max amp Finkel Other
35. tructions of your state ES 237 Processing 6 23 Windows Youth Enrollment The ES237 files are as follows ES237P1 db ES237P2 db ES237P3 db ES237P4 db Note The final step before you copy the above files to diskette is to go ES237 ES 237 Statistical Report Print the Combined Processing Final Report This must be the last report printed before the files are copied to send to the state office This ensures that information from the final report is stored in the ES237 files a Go Utilities File Utilities Highlight these four files by holding down the Ctrl Key and doing a single mouse click on each file With all four files highlighted go File Copy Table Note that the word table in this com mand means the same thing as file Enter the destination of the files which will probably by a diskette in Drive A b Go to Windows Explorer and check the diskette to be sure the files are in fact on the diskette The explorer will show that the px files have been copied along with the db files If the diskette looks complete it is ready to send to state along with the printed report This completes the ES237 portion of yearend reporting 7 Data files to be sent to the state 4 H office for merging into a state database 6 24 ES 237 Processing The following files can be merged into the state database Each state will determine the exact files it will use Youth2a db Member Leader File Youth2b db Parent Family File Youth2b
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