Groups and

Group Enrollments

Section I. Overview of Groups

Section II. Add or Edit Groups

Section III. Overview of Group Enrollments

Section IV. Create Group Enrollments

Section V. Reporting Camps

Becky Nibe, Iowa State University 4-H Youth Development Program. Permission given to adapt for Florida 4-H. June 2013. Revised June 5 2017.

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4HOnline Help Sheet

SECTION I: OVERVIEW OF GROUPS

4HOnline uses the Groups feature as a means to identify individual participants of a program or

event. For example, a Group can be created for a summer day camp and then individual profiles

can be added to the Group. By adding individual profiles to a Group, running reports for UF Of-

fice of Youth Conferencing Services (OYCS) audits will be quick and simple. It will also make

it easy to send out e-mails to participants through 4HOnline and/or generate a list of mailing ad-

dresses for the participants.

A 4HOnline Group will need to be created for a UF/IFAS 4-H Program before individual profiles can be added

to the Group. Groups can be created in 4HOnline at the County or State Level. If the program involves youth

and/or adults from more than one county, the event must be created at the State Level. Contact the State 4-H

Information Management Coordinator to have a State Level Group created. The following table lists the infor-

mation needed to set-up a Group in 4HOnline:

Field Information Needed Example

Title Title of the program UF/IFAS REC Teen Researcher Days

Description Brief description of the program and who

it is for

3 day, overnight program for youth ages 13-

18

Group Type Camp, Group, School or Other

Other

Agency N.A. N.A.

Delivery Mode How the program should be reported on

the ES237*

4-H Special Interest/Short-Term Program

Report Method None None

Parent Group None None

Contact UF/IFAS Faculty leading the program Dr. John Smith

Address Line 1 & 2

City, State, Zip

Mailing Address of UF/IFAS Faculty

leading the Program

123 Research Drive.

Marianna, FL 32447

Phone and E-mail: Phone and e-mail of UF/IFAS Faculty

leading the Program

555-555-5555; jsmith@ufl.edu

Meeting Location Location of the program UF-IFAS REC-Marianna Beef Unit

Meeting Time Date (s) of the program November 1-3, 2013

Notes Specify who is supervising youth. Faculty and Volunteers responsible for su-

pervising youth

Is this unit/group in a racially mixed

community?

Check this box if yes.

Allow other managers to assign

members and group enrollments to

this Group

Check this box if other county managers and club leaders can add youth profiles to this

Group in 4HOnline.

Allow members to register in this

group

Check this box if parents/guardians can add youth profiles to this Group in 4HOnline.

(recommended to leave this box unchecked)

Do not allow members to register

for this group or see their registra-

tion in this group

Check this box if parents/guardians can not add youth profiles to this Group or see the

name of the Group listed on their profiles. (recommended to check this box)

*Delivery Mode Options Include:

Special Interest/Short Term Programs

Overnight and Day Camping Programs

School Enrichment Programs

Individual Study/Mentoring/ Family Learning Programs

After-School Programs (non-club, long term)

Instructional TV/Video/Web Programs

Not Connected with Youth Group (Delivery mode not reported to the ES237)

Administrative / Organization Unit (Delivery mode not reported to the ES237)

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4HOnline Help Sheet

SECTION II: ADD OR EDIT A GROUP

1. On the dashboard, click on the Groups

icon (Figure 1).

2. To add a new county-level group, click

Add Group (below the dashboard

icons). Complete each field that is ap-

propriate for the Group. See the table in

Section I for examples of what to put in

each field.

PROCESS FOR ADDING MEM-

BERS TO A GROUP

1. From the Search screen of the Enrollment

tab, use the search options to locate the members to be add-

ed to a Group.

2. Click on the Flag Options button, select Clear All Flags.

3. Check/flag the box beside the individual youth and/or

adult profiles you would like to add to a Group. You may

flag multiple profiles.

4. Once you have the profiles flagged, click on the Add

Flagged button and then select Add to Group.

5. In the popup window (Figure 2), select the desired Group.

6. Click on Add Members to Group.

Other Notes:

1. It is also possible to log in to an individual member

profile and go to their Participation tab and add them

to a Group. Another option is to click on a member’s

name in the search results screen and add Group mem-

bership via the Member Options popup panel.

2. To view group membership and/or remove members

from a group, click on the Groups tab on the Search

screen (Figure 3).

Figure 1: The Groups section shows the Level, Group Type, Title, Delivery

Mode and Description of each Group. Click Edit to update information.

Click Add Group to create a new Group.

Members flagged will

be listed here. Make

sure you have the

correct Group in the

drop-down menu.

Click [Add Members

to Group].

Figure 2: This is the popup window where you will

add flagged members to the desired Group.

Figure 3: To remove members from a Group, flag

their profile and click the Remove All Checked From

Group button.

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4HOnline Help Sheet

Section III: OVERVIEW OF GROUP ENROLLMENTS

Group Enrollment – This is a set of numbers that represent the actual number of participants (youth and

adults) and the ethnicity, race, gender, grade and location of each. A group enrollment should be created

after the event, because that is the only point at which you know who actually participated.

Points to consider before creating a Group Enrollment:

The purpose of group enrollments is to report youth and adults who are not currently enrolled in a county 4

-H program and who have not participated in a 4-H Group Enrollment Program during the current program

year.

Sometimes programs will have a mix of 4-H club members, previous participants and new participants.

Duplicates are youth who have already been counted—either because they have an individual record

(club members) or because they have been entered on a prior group enrollment record this year.

According to federal definitions, only educational events of six or more hours in duration are eligible to be

counted on the annual ES237 report. You can enter events that are less than 6 hours, but the delivery mode

needs to be set to “Not Connected with a Youth Group”. This is the only way to ensure these numbers do

not count on the ES237.

When creating a new group enrollment, keep the following in mind:

You will have to assign a Group to the Group Enrollment Form.

You may use a Group from a previous year, but you must create a new Group Enrollment each year. Even

if you are working with the same Group, you can not change the date, member distribution data or volun-

teer distribution data on a form from the previous year.

When you are finished entering all the data, check the Submit Form box, and then click Save Form. Al-

ways Submit when you Save—you can go back into the record until August 15 and make changes if you

need to, even if it has been submitted. Just click Edit to make changes.

If you do change a record, you will be required to save it again even though it was submitted once.

Group Enrollment Numbers and ROAs Numbers: What’s the Difference?

Group Enrollments can be a good tool to help keep track of numbers for your Report of Accomplishment (ROA), but

keep in mind that there are some differences in how you count participants. For example, let’s say you co-teach a six

hour 4-H program involving new 4-H participants from your county and two other counties. After the event you should

create a Group Enrollment Form to record the participants from your county only. These numbers would count towards

your County ES237. However, when recording numbers for your ROA Workload data, you can count each participant

from all three counties.

In addition, participants receiving less than 6 hours of educational programing can be reported to your ROA, but not to

the ES237.

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4HOnline Help Sheets

SECTION IV. CREATE GROUP ENROLLMENTS

Adding a new group enrollment record

On the dashboard, choose the Group Enrollment icon.

This brings up a different Search screen at the top,

with a top left corner option to Add Group Enrollment

(Figure 4).

Step screen 1: Program Information (Figure 5)

1. Required fields are: Program Name, Start/End

dates, 4- H Year, Group, Del. Mode, Hours and

Projects.

2. Be sure that your start/end dates are both within the pro-

gram year.

3. Select your Group. If you have created a Group for this

program, the Delivery Mode should automatically select.

4. Presenter, location and zip code are optional, but can be

useful for keeping track of records for ROAs.

5. Enter the number of educational hours each participant

received during the program.

6. Select a project, and remember to click the Add Project

button. You can add additional projects/curriculum if you

need. Be sure to click Add Project after each one.

7. Click Continue to go on to the Member Distribution

Screen.

Note: If you are not ready to enter all of your numbers to complete your group enrollment form, you MUST hit save on the

bottom of the Volunteer Distribution page in order to keep the information you have already entered.

Group Enrollments: Important Reminders

1. The capability for you to enter group enrollments to count on the ES237 will END on August 15.

2. Duplicates are youth who have already been counted—either because they have an individual record (club members) or be-

cause they have been entered on a prior group enrollment record.

3. According to federal definitions, only educational events of six or more hours in duration are eligible to be counted on the an-

nual ES237 report. Make sure you have a non-ES237 delivery mode selected for programs that are less than 6 hours.

4. EFNEP programs should be reported to the ES237. Do not report FNP programs to the ES237. If you enter a group enrollment

for FNP program, you need to select the “Not Connected to a Youth Group” Delivery Mode so it does not affect the ES237.

5. For grant reporting purposes, please specify the number of military youth for all programs.

Figure 4: The Group Enrollment icon is located on the

Dashboard.

Figure 5: This is the screen for Step 1 of the Group

Enrollment Process. Required fields are circled.

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4HOnline Help Sheet

Step 2: Member Distribution (Figure 6)

1. Gender: this is the only place that you will enter in

ALL youth participants (4-H ages 5-18) . In the

example at right, there were 30 kids, and 6 of

them were club members (or had been recorded on

a different program). The total NEW (unrecorded)

youth for this program is 24. Do not count adults

in the Member Distribution. Adults are not report-

ed to ES-237 Delivery Modes.

2. Ethnicity/Race: At this point, you record Ethnic/

Race of only the 24 new youth.

3. Residence: Again, only enter the new youth.

4. Grade: Again, only the new youth. Remove dupli-

cates.

5. When you are finished, and all four totals are the

same (24 in this example), you can click Continue.

If your totals do not balance, you will get an error

message and will be required to adjust your fig-

ures before going on.

Step 3: Volunteer Distribution (Figure 7 on the

next page)

1. This screen can be left blank if there are no new

volunteers to record for the event. New volunteers

are those who have not been previously record-

ed—either with an active volunteer member pro-

file or on a previous group enrollment in the cur-

rent 4-H year. There is NO provision for duplicate

volunteers on this screen, as all recorded

should be new.

2. Ethnicity/Race—indicate ethnicity and race sepa-

rately for youth (still in K-12) and adult (above

HS) volunteers.

3. Classification—Direct volunteers have contact

with youth, indirect volunteers do not. Again, sepa-

rate adult & youth volunteer sections.

Figure 6: This is what the Member Distribution Screen Looks

like. Notice there are not blank spots. A ZERO must be in a

spot if there are no participants.

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4HOnline Help Sheet

4. Training Distribution—if you provide training to the

volunteers that worked with this event, indicate what

type of training (A, B, or C), and whether the at-

tendees at the training were youth or adults.

5. Other Adults would be a place to record the parents

who attend a program with their kids. Topic would be

Parenting.

Submitting Group Enrollment Forms (Bottom of Fig-

ure 7)

1. When you are finished entering all the data, click the

Submit Form box, and then click Save Form. If you

do not check submit, the data will not be included on

your ES237. Always Submit when you Save—you

can go back into the record until August 15 and make

changes if you need to, even if it has been Submitted.

2. To change a record, on the Search screen, locate the

record you want, and click Edit.

3. If you do change a record, you will be required to hit

Save Form again.

Tips for Groups and Group Enrollments

Always do a search first before adding a Group.

Establish your Group names and descriptions in ad-vance and be consistent in how you name Groups.

You can add a Group Enrollment without stats and lat-er edit it when you are ready to add stats from the event.

Make sure all data areas have a number in them. If no participation make sure it says "0" or it will not calcu-late or allow you to advance.

For 4-H Tropicana Public Speaking, create a separate Group Enrollment for each grade level, at each school, and list the last names of each teacher as the Present-ers. If you have grades 4, 5, and 6 at the school, you would create three 4-H Tropicana Group Enrollments for a school.

Figure 7: This is what the Volunteer Distribution Screen

Looks like. Notice there are no blank spots. A ZERO must

be in a spot if there are no participants.

Figure 8: If desired, the Group Enrollment records can

be exported to Excel for viewing by clicking on the

[Quick Exports].

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4HOnline Help Sheet

SECTION V: REPORTING DAY AND OVERNIGHT CAMPS

4-H camp programs are common across the state.

The information on this page will help ensure that

you are accurately reporting camp programs in

4HOnline.

ES237 and Camps

Notice on the first page of your 4HOnline county

ES237 report that day camps and overnight camps

have their own delivery mode fields (Figure 9). In

order to report numbers to one or both of these

fields, you must submit a Group Enrollment Form

with day camp or overnight camp set as the deliv-

ery mode. There is no other way to report camp

numbers in 4HOnline.

4-H Club Members Attending Camp

More than likely 4-H club members will attend

your camps. It is important to remember to include

these youth as duplicates on your camp Group En-

rollment Forms. If 100% of your campers are 4-H

club members, you still want to create a Group En-

rollment Form and list all the participants as dupli-

cates. This is the only way to report their participa-

tion in the ES237 camp fields. Remember, dupli-

cates are included on the first page of the ES237

and in the Project categories on page five. The

fields on page two (Figure 10) do not include duplicates.

Camps Vs. Short-Term/Special Interest Programs

A day camp or overnight camp program should include planned activities that engage youth in individ-

ual and group educational and developmental experiences that use the outdoor environment as a re-

source. This aligns with 4-H National Headquarters' definition of camps. While it may make more sense to

market a program as a camp, keep in mind that we report our ES237 data to National and they expect us use

their definitions.

If you have a sewing day camp or a robotics day camp, you will want to report these programs with the deliv-

ery mode set to short-term/special interest. This delivery mode is a more appropriate than the camp delivery

mode if these camps do not include outdoor environmental education experiences. Keep in mind that National

does not consider outdoor play as environmental education experiences.

Figure 9: Page 1 of the ES237 accounts for duplicates. For exam-

ple, an individual youth can count in the Organized 4-H Commu-

nity Club delivery mode and in the Overnight Camping delivery

mode.

Figure 10: Page 2 of the ES237 removes duplicates. For exam-

ple, a club members of an Organized 4-H Community Club is

counted on this page by submitting a member enrollment

through 4HOnline. If this same member is counted as a dupli-

cate on a Group Enrollment Form, the member is not counted

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4HOnline Help Sheet

Camps and the UF/IFAS Youth Protection Policy

Remember that if UF/IFAS Faculty, Staff

and/or Volunteers are providing supervision

during a 4-H camp (and other 4-H pro-

grams), then youth and volunteers must have

individual profiles in 4HOnline and these

profiles must be added to program Groups.

This enables you to determine who partici-

pated in your camps. Pages two and three of

this document cover how to create a Group

in 4HOnline and how to add profiles to a

Group.

Here are few things to keep in mind about Camp Groups and Group Enrollments Forms for Camps:

1. Residential Camp Groups (Cloverleaf, Cherry Lake, Ocala and Timpoochee) have been created at the state

level. Your overnight campers and volunteers should be added to these Groups.

2. Groups for county day camps and other county programs will need to be created at the county level. If the

program involves multiple counties, the Group should be created at the state level.

3. OYCS expects profiles to be added to Groups before the program takes place or at least by the first day of

the program.

4. You still have to create a Group Enrollment Form to report to the ES237. You can not just add profiles to

Groups.

5. If a youth is a new participant on a Group Enrollment Form for your Marine Science Camp in June. This

same youth is a duplicate on your Group Enrollment for your overnight camp in July.

6. If you have a program that is less than 6 hours, then you would not report it to the ES237.

7. Once a Group is created and profiles are added you can use the Groups Standard Filter when creating a

custom report. This will allow you to generate a report that includes only the Group participants (Figure

12).

Figure 11: Adding profiles to Groups is how you can identify which

youth and volunteers participated in a program.

Figure 12: Once a Group is

created and profiles are

added you can use the

Groups Standard Filter

when creating a custom

report. This will allow you

to generate a report that

includes only the Group

participants.