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Keeping records

Keeping records. Presented by Sarah Torbert. Today’s goals. Better understand types of competition and how record keeping fits into the recognition model. Look at the Wyoming 4-H portfolio. Better understand what you as a volunteer can do to assist in a successful portfolio experience.

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Keeping records

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  1. Keeping records Presented by Sarah Torbert

  2. Today’s goals • Better understand types of competition and how record keeping fits into the recognition model. • Look at the Wyoming 4-H portfolio. • Better understand what you as a volunteer can do to assist in a successful portfolio experience. • Look at the Wyoming 4-H Chartering Renewal process • Better understand what you can do as a volunteer to assist in a successful club or group chartering process.

  3. 4-H recognition model

  4. Peer competition • A concrete time and place. • Best team or individual wins, other lose. • First, second, third, fourth, etc. place ribbons used. • Can be highly motivating for some youth. • Where do you find peer competition in Wyoming 4-H?

  5. participation • Recognizes kids for being involved in experiences. • For some just being part of 4-H is an accomplishment. • Builds self-esteem. • Example: stickers, pins, certificates, news articles, shirts, etc. • Where do we see this in Wyoming 4-H?

  6. Progress toward set-goals • Volunteers help youth set goals and then work to achieve them. • Need to check in on progress. • Recognition makes them feel good about progress and it can make them want to continue. • Examples: positive feedback, pins, certificates, handwritten notes. • Where do you see this in Wyoming 4-H?

  7. Achieving standards of Excellence • The work youth are doing are compared to standards. • Awards would be blue, red, and white; no ranking of individual projects. • Often standards are written so youth know what they need to do to achieve. • Where do you see this in Wyoming 4-H?

  8. cooperation • Young people working together allows them to examine their own skills. • Working together lets a young person explore solutions beyond their own ideas. • Society (school and business) is turning to cooperative learning, this is giving 4-H member an outlet to prepare for real life. • Where do you see this in Wyoming 4-H?

  9. The portfolio

  10. Why? • Record keeping is a valuable life skill. • The portfolio can be used to complete future applications (scholarship, job, school clubs, etc). • Can serve as a great reminder of positive 4-H experiences. • Allows for participation, peer competition, achieving standards of excellence, and progress toward set goals. • Honors Club membership.

  11. Section 1 – project record • Goals for this year. – youth set two goals, what do they want to learn? • Project plan. – how are they working to achieve the goals they set? • Project summary. – specific things you did (meetings, exhibits, etc). • Expense and income. – what you spent and what you made • What did you learn? – what did you learn, relate this to your goals • Exhibit summary – what did you share and show (this could include demonstrations, talks, fair, state fair, club achievement night, etc)

  12. Goal Setting • Iowa State has a helpful reference… • https://www.extension.iastate.edu/hancock/sites/www.extension.iastate.edu/files/hancock/setting%204-H%20goals.pdf • Goals need to be • Specific • Meet your needs and interests • Talk about what you want to learn • Achievable / Achievable in reasonable time frame • Show progress

  13. Goal Setting • 3 parts • ACTION – HOW you are going to meet your goal. • RESULT – WHAT you will do. • TIMETABLE – WHEN you will do it • The 3 parts make up the Project Plan portion of the portfolio • TAKE AWAY – Spend time with youth, first or second meeting setting goals. • TAKE AWAY – Spend time with youth at every meeting reviewing goals and their progress toward the goal.

  14. Section 2 – Awards and Recognition • Annual Achievement • What was the result of your Portfolio over the years. • Awards and Recognition • These are awards not related to your project. • Trips Scholarships, Officer Awards, Certificates • Think of adding awards at your club level • Participation • Progress Towards Set Goals • Achievement of a Standard • Cooperation

  15. Section 3 - Leadership • List of leadership experiences • Can be formal – holding an office, serving as a committee chair • Can be informal – organizing something, helping others, etc. • As a project volunteer, parent or club volunteer look for ways to engage members in leadership.

  16. Section 4 – Community service • List of community service activities • Not club / county specific • Could be done as an individual, as long as it was in the name of 4-H • Could be done with a project group • As a club volunteer, project volunteer, or parent look for ways to incorporate community service into what you do. • What ideas do you have?

  17. Section 5 – 4-H Participation • List of EVERYTHING you do in 4-H that does not already have a place in the portfolio • Club section – no list to choose from • County Section – no list to choose from • State and National Section • Helpful Hint – use examples on your county website or ask for a copy of a member who was in your club previous years to have a list to go from, this might be helpful.

  18. Section 6 – My 4-H Story • This is the hardest part of the portfolio for most members. • Youth don’t have a high level of experience in schools writing stories or paragraphs, younger members really struggle in this section. • As a project volunteer or club volunteer make these questions part of meeting or activities. • What did you enjoy most today or in this experience? • What went well today, this week, on in this experience with 4-H? (this question can lead to successes) • What did you learn today or in this experience? • What problems did you encounter today or in this experience? • Keep these in a notebook, students can use them at the end of the year to create their 4-H story.

  19. Section 7 – pictures and clippings • Take pictures, that is helpful! • Assign a parent or member as the meeting photographer. • Elect a historian or photographer for your club, purchase a camera they can use. • Have a photo sharing day among club members to find photos • Use social media to find your photos • Diversify the photos • Help member choose photos that represent different parts of your 4-H experience. • Members should be in the photos, or caption should reflect why they are not in the photo

  20. Section 8 – Other organization involvement • Why do we care? • Section includes • Participation • Leadership • Community Service • Awards

  21. Score sheet • Project Learning – IMPORTANT • Leadership – IMPORTANT • Community Service – IMPORTANT • 4-H Participation – IMPORTANT • 4-H Story – IMPORTANT • Photos, Other Involvement, Awards – 15 points combined!

  22. Ideas for keeping records • Notebook with sections. • Goals – include goals and information from project plan, write each week or month what you have done related to goal. • Events, Meetings, Activities – project related and non-project related • Expense and Income • Learning – tape a picture of the life skill wheel here, write goals here, include questions from experiential learning model • Exhibits – talks, shows, fairs, displays, etc. • Awards – things you earned, maybe have a place to include what project it was for, or if it was not for a project • Leadership – did you help anyone, did you organize anything • Community Service – what did you do, who did you do it with, who did you do it for?

  23. Ideas for keeping records • Calendar • Make a sheet with the previous information for the “picture page” so members remember what to write. • Monthly form – hang on refrigerator • Accordion filing system • Event form to help develop 4-H story • Smart Phone App • Google Keep • Google Drive • Google Classroom • Trello • Set up Facebook Group

  24. http://oces.okstate.edu/sedistrict/educators-only/protected/4-h-resources/4-h-times-newsletters/learningmodelquestions.pdfhttp://oces.okstate.edu/sedistrict/educators-only/protected/4-h-resources/4-h-times-newsletters/learningmodelquestions.pdf

  25. Honors club The highest level of achievement in the Wyoming 4-H program. What does Honors Club look like in your county?

  26. How? • Members must obtain 19 points to be inducted into the Honors Club. • Gold = 3 points • Silver = 1 point

  27. Chartering and other records

  28. What to do to support chartering • Help plan educational experience for your club. • Help plan community service experiences for your club. • Assist officer in completion of Secretary and Treasurer end of the year report forms.

  29. Annual Treasurer's Report* • Complete Account Journal • Organized by Month • Bank Statement • Cash Receipts • UW Reimbursement Form and Receipts • Inventory Report • Annual Financial Report • Annual Financial Review Form

  30. Annual Secretary’s Report* • Club Goals* • Roll Call • Minutes for Club Meetings • Use the template • Be sure motions are recorded • Motions need to be recorded to approve expenses.

  31. Creating Club By-Laws • Use the template.* • What do member control? • Club size limits • “Duties” of members • Recognition of member and leaders • Dues • Officers • Positions • Who can run • Committees • Meeting times and dates • Be careful to put things in writing you are not able or willing to enforce for everyone.

  32. Questions?

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