ES2372001b - 4-H Youth Development Program
Contents
1. Cancel 2 Input final data 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 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 volunteers who have not previously been entered into the database but have participated in such activities as fund raising count fairs trips etc 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 ethnic and gender information on the training record is optional Verify Data Verification Report Print the Verification Report2. ES237 ES237 Verification to validate all member leader records Following is a list of items to check e Categories of members cloverbuds mini 4H and special show on pages amp 2 of ES237 report e All members cloverbuds mini 4H and special must have a valid grade residence gender race and at least one participation type e Members and leaders of status new returned and terminated are counted on the ES237 report e Project general organizational activity and resource leaders count on the volunteer chart on page 3 e All leaders must have a valid race e All youth leaders and adult leaders must have a Y marked in at least one leader type column this was missed in the 6 4 01 version to check in that version you will need to do a member query shown on the next page Participation BOC NC SEIS CC TV xX xX XXX zi ze Number 045 006 0019 045 006 0022 045 006 906 e456 00024 045 006 0025 045 006 0026 045 006 0031 045 006 0035 P 045 006 00036 045 006 00059 045 004 00079 045 004 00080 045 004 00081 045 004 00083 045 004 00085 045 004 00089 045 004 00095 Members 045 004 00099 045 004 00 100 Members 045 004 00 108 Members 045 004 00112 Project Leader 045 004 00113 Project Leader 045 004 00 124 Project Leader 045 012 00 128 Members 045 012 00129 Members 045 006 00 130 Members 045 014 00135 Members 045 012 00136 Members 045 012 00137 Members 045 012 00142 Members 045 012 00 143 Membe
3. Duplicates Ciy o Total without Duplicates Total Parf cipation Grade No Duplicates Kindergarten Ist Grade 2nd Grade 3rd Grade Duplicates 4th Grade Sth Grade 6th Grade Tth Grade 8th Grade Asian Amervan 9th Grade Mied 10th Grade Total No Duplicates Post HS Not m School Special _ Total Fig 7 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 Files 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 4 Print the ES237 Statistical Report ES237 ES237 Statistical Report 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 individual records This report does not include any group records Check for balanced 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 verification report to check for incomplete data Balance the data on the Test Member Leader Report before proceeding If the report shows as unbalanced on the test version it will not automatically balance on the final report Balance ea
4. been put on the program Go Help About The Last Updated date should be June 4 2001 or later 3 Invalid integer error on page 2 indicates a problem with the project or activity file 4 Error creating cursor handle when trying to preview or print Could be various reasons missing data tables not enough space on your PC drive printer not communicating with PC etc a Close out of your program and turn off your PC normally then restart Turn off your Printer and restart Try 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 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 can go to Help About and double click on the Blue Ribbon icon should be more than 200 mhz 6 Submitting ES 237 information to the state 4 H office Complete details for submitting data to the state office will specifically outlined 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 Follow the individual instructions of your state The ES237 files are as follows ES237P1 db ES237P2 db ES237P3 db ES237P4 db Go Utilities File Utilities Highlight these four files by holding down the Ctrl Key
5. Master Project Code File Check the master project code file All project codes must have an ES 237 code and a Federal Initiative 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 verification Reports Print Data Files Project Code File Project Code Program Source IEXONE Project Description Exploring One C Coalition inc 1862 LGU 1890 land grant university 1862 land grant university ES 237 project code Federal initiative code State initiative code FD E Soal os Coalition inc 1890 LGU Coalition inc 1862 amp 1890 LGU Add Delete a Cance rei End m gt al F Duplicate X Exit memas Fig 5 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 Federal and State Initiative codes are optional per State If no Federal Initiative code is selected the program assumes the project is not part of any Federal Initiative If you have questions on Project code information contact your State 4 H Office 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 and a Federal Initiative code Print the master activity code list for verif
6. 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 command means the same thing as file Enter the destination of the files which will probably by a diskette in drive A Go to Windows Explorer and check the diskette to be sure the files are in fact on he 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 Data files to be sent to the state 4 H office for merging into a state database 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 Youth2bl 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 Youth2I db Training Log These files may be copied to diskette using the Utilities File Utilties File Copy Table option 10
7. ch 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 associated project or activity code in the master code files for valid ES237 curriculum numbers Also the Training Log information appears on this repurt on Chart 16 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 5 Balanced numbers Following are checkpoints for proofing your ES237 report a Totals on Line 8 page 1 must equal totals in Chart 13 page 2 1 Cause Chart 13 is lower check the following 2 a b c Invalid Primary Club Code report Reports Special Reports Invalid Primary Club Code Report Can choose All Categories Status of New Returned amp Terminated Individually check each record on this report to make sure there is a Master Club code file under File Club Codes Fig 4 these instructions Primary Club code File Club Codes has a VALID Integration Status This chart counts by ethnic code and integration Member integration is determined by the member s primary club code Ref
8. e a valid residence designation Check the ES237 Verification Report or Member query 1 2 3 Total Project Participation by source on Chart 12 page 3 must equal the grand total on Page 7 1 If Chart 12 is lower check to make sure each project code has a valid Program Source Fig 5 these instructions If your state uses 1862 Land Grant University for every Project can use SOL 4 page to clean up your files 2 If Page 7 is lower check to make sure each project code has a valid ES237 project code curriculum code Fig 5 these instructions Might need to verify this with information from your state office If the adult volunteer count on Chart 14 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 by using the member query as the ES237 Verification report is not currently showing the leader types correctly see Alternative ES 237 Check for Leader Type attachment If the youth volunteer count Youth Leaders on Chart 15 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 leaders have no Leader Type indicated they will not count on the report Check by using the member query as the ES237 Verification report is not cu
9. er to Fig 1 2 amp 3 of these instructions If Group Records check Integration status on the Second Screen ES237 Group Youth Enrollments Cause Line 8 or 9 lower a b c d If Unit lower on Line 8 or 9 The Participation Code on Member record or Club record is missing can check by filtering in Member query Gender code is missing on Member record can check by filtering in Member query IF an excessive number or identical number of members are printing for each delivery mode on lines 1 7 Members might have every participation Code checked in their personal club membership file File Member Leader File Club tab Check the ES237 Verification Report Members will show a complete line of Xs under Delivery Mode Ninety nine percent of members should only have Organized Club marked Fig 8 instructions Group records don t have a Participation method indicated Check ES237 Group Youth Enrollments to make sure a Participation method is chosen Totals on Line 9 page 1 must equal totals in Chart 10 Chart 11 page 1 IF Line 9 is less than Chart 10 and or Chart 11 each Member must have a valid Participation Code This chart counts by participation and gender can check by filtering in Member query If the number of members on Chart 10 is low each member must have a valid grade Check the ES237 Verification Report or Member query If the number of members on Chart 11 is low each Member must hav
10. ication Reports Print Data Files Activity Code File Activity Codes x Activity Code Program Source cHoo1 1862 land grant university mere a C Coalition inc 1862 LGU Fis 6 IF t 5 27 aotiviy code Fedaraliniiative code State initiative code 1890 land grant university Ig is you want to count your a TA Coalition ino 1880 Leu Activity Code s on the ES 237 C Coalition ine 1862 amp 1890 LGU A pa report as part of the curriculum Add Delete E r rei Eind county it must also have a VALID ES 237 code This activity would not be counted on the report because no ES 237 code is associated with the record el gt I Duplicate X Exit Rec 3 of 112 Preferences Screen Member Defaults Go to Preferences Member Defaults Make sure the correct county code has been entered on the screen This code is required in the ES 237 files sent from the county to the state office Master Defaults Default Project Settings Default Parent Entry Default Member Enty Integration Status Backup F ig 7 The County Code oz Cade 405 aiel must be entered Select ee PF Oped sae m Organized Club as default E ember ty F Uee ZE Code TD Participation Code If all Pa D AutomaicEnty Memberi f Participation codes are T Instone TV video AeivivvAward Yea checked and members are E zi automatically marked in Etnie wre EN sw this manner it could cause i Gender fi file errors on the ES 237
11. rrently showing the leader types correctly see Alternative ES 237 Check for Leader Type attachment Number of Units on Page 1 or Chart 13 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 Negative numbers in either the member or volunteer totals on Line 9 Chart 13 Chart 14 or Chart 15 The number of duplicates is higher than the actual member or leader count 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 duplcates The project count on Page 7 is twice or triple the project count on Chart 12 The Youth2c3 db file ES 237 Curriculum format file is corrupted Request a new file from the state office This will correct the report i Other Checks 1 If the Training Log records are not printing on the report you are printing the wrong report the Training Log shows 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 Group Records and Print on the Test Group Report 2 The report won t print Check to make sure the updates have
12. rs 045 012 00 146 Members 045 012 00 147 Members 045 012 00 148 Members 045 012 00152 Members 045 012 00153 Members 00162 Other 00163 Project Leader Project Leader PENRI Fig 8 The first member listed has errors The grade is missing PA olens All participation codes are marked and no member will be active in all of these delivery modes This member will not count on the ES 237 report Chart 15 pk ot Se ee Pg pa Pag ag ag pt pa Pag paa Pag Pag Pag ag pa Pag Pad Omg pmt Pa pt pe af Pf af af ad odd p a p O FERPRRRREEREEPEEBOREGRESEEREEDEEEERES MM MMM MMMM MMMM MMMM MMMM MM MMM MMMM MMMM MMMM ZZZS LLALLA DLL DDD wed Bed ded ad cee P Lee PEEP O Pee eee CP oP ee eee ee eee es CoE EREOPOCLPOCOLoOCOO PSOE OLOO Le Pe SE IMAM AnBmmmMmmnnmmmmnnmnmmmnnmmmmmssmmmmmn S ie Gi rin d Page 1 of 5 Group Youth Report Print 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 fi Youth Group Report fe E z Youth Group Report Demonstration County Date Conpleted 10 23 1999 Type Activity EED Com for Child Safety Location Gaylord Walmart Leader Angel G apinski Club Unit Code Delivery Mode Units Male Female Residence No Duplicates Fam 0 Special Interest 1 18 Rural 19 Duplicates 0 Town amp City 0 i Suburb 0 Total With
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