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4-H Access Enrollment How to sign up for Online trainings 237 verification reports for Access Enrollment. Science Ready projects - National 4-H Council's supportive information When entering Volunteers information in Access Enrollment, their grade should be listed as follows:
When entering volunteer information what is the best way to list their grade in school, leave it blank, not in school, etc. Typically adult volunteers are listed as being "Post High School," which implies ages 18+. "Not in School" applies to a person who is under 5/Pre-Kindergarten. You may also leave the grade blank. Volunteer demographics (including grade, gender, ethnicity, race, etc.) are not calculated into your total demographics for the ES-237, so leaving a grade field blank for a volunteer would not make any difference in the way your numbers balance. ***************************************************************************************************************************************************** URLs to Create Reports in Access Enrollment: When you use the following URL's make sure that you are in the dashboard when you copy and paste the URL that you want to use.
Volunteer's Email addresses - includes First name Last name, email address, volunteer type - activity, project, general), Interaction type - (direct, indirect, middle manager) Club Involvement year 2011 Copy and paste this URL into Access Enrollment - if you decide that you want to keep this link add it to your bookmarks - https://enrollment.4h.org/report/people?columns[households][zip]=1&columns[users][first_name]=1&columns[users][middle_initial]=1&columns[users][email]=1&columns[users][last_name]=1&columns[users][primary_phone]=1&columns[users][mobile_phone]=1&columns[households][street1]=1&columns[households][street2]=1&columns[households][city]=1&columns[households][state]=1&columns[users][volunteer_type]=1&columns[users][interaction_type]=1&columns[clubs][name]=1&columns[involvements][year]=1&filter=Only+volunteers&secondary_parent_filter[status]=Any&secondary_parent_filter[year]=&filters_all[0][column]=involvements.year&filters_all[0][matcher]=eq&filters_all[0][value]=2010&filters_all[0][sel]=&filters_any[0][column]=&filters_any[0][value]=&filters_any[0][sel]=&page=1 Volunteers Contact Information - includes first name, last name, address, email, phone, volunteer type - (general, activity, project), Interaction type - (Direct, indirect, middle manager), club name and club involvement year (2011) - Copy and paste this URL into Access Enrollment - if you decide that you want to keep this link add it to your bookmarks - https://enrollment.4-h.org/report/people?columns[users][first_name]=1&columns[users][middle_initial]=1&columns[users][email]=1&columns[users][last_name]=1&columns[users][volunteer_type]=1&columns[users][interaction_type]=1&filter=Only+volunteers&secondary_parent_filter[status]=Any&secondary_parent_filter[year]=&filters_all[0][column]=involvements.year&filters_all[0][matcher]=eq&filters_all[0][value]=2011&filters_all[1][column]=users.email&filters_all[1][matcher]=like&filters_all[1][value]=%40&filters_all[2][column]=&filters_all[2][value]=&filters_all[2][sel]=&filters_any[0][column]=&filters_any[0][value]=&filters_any[0][sel]=&page=1 Club Roster Information - includes names (members and volunteers), address, township, email, phone numbers(s), parents names, gender, 4-H age, years in 4-H, school, club name, club involvement type (member, volunteer), participation year 2011, project state name, project state name - Copy and paste this URL into Access Enrollment - if you decide that you want to keep this link add it to your bookmarks - https://enrollment.4h.org/report/people?columns[households][zip]=1&columns[users][first_name]=1&columns[households][township]=1&columns[users][middle_initial]=1&columns[users][email]=1&columns[users][last_name]=1&columns[users][primary_phone]=1&columns[users][mobile_phone]=1&columns[users][birth_date]=1&columns[users][work_phone]=1&columns[households][street1]=1&columns[households][street2]=1&columns[parents][first_name]=1&columns[households][city]=1&columns[households][state]=1&columns[parents][last_name]=1&columns[users][gender]=1&columns[involvements][four_h_age]=1&columns[users][school]=1&columns[involvements][four_h_years]=1&columns[clubs][name]=1&columns[involvements][type]=1&columns[participations][year]=1&columns[project_county_code_maps][county_code]=1&columns[project_state_code_maps][state_code]=1&filter=All+types&secondary_parent_filter[status]=Any&secondary_parent_filter[year]=&filters_all[0][column]=participations.year&filters_all[0][matcher]=like&filters_all[0][value]=2011&filters_all[1][column]=&filters_all[1][value]=&filters_all[1][sel]=&filters_any[0][column]=&filters_any[0][value]=&filters_any[0][sel]=&page=1 Members taking Woodworking Projects -includes members name, age, club name and project name - Copy and paste this URL into Access Enrollment - if you decide that you want to keep this link add it to your bookmarks - - https://enrollment.4-h.org/report/people?columns[users][first_name]=1&columns[users][middle_initial]=1&columns[users][last_name]=1&columns[involvements][four_h_age]=1&columns[clubs][name]=1&columns[project_state_code_maps][state_code]=1&filter=All+types&secondary_parent_filter[status]=Any&secondary_parent_filter[year]=&filters_all[0][column]=participations.year&filters_all[0][matcher]=like&filters_all[0][value]=2011&filters_all[1][column]=project_state_code_maps.state_code&filters_all[1][matcher]=in&filters_all[1][sel]=2003200420052006&filters_all[1][value][]=2003&filters_all[1][value][]=2004&filters_all[1][value][]=2005&filters_all[1][value][]=2006&filters_all[2][column]=&filters_all[2][value]=&filters_all[2][sel]=&filters_any[0][column]=&filters_any[0][value]=&filters_any[0][sel]=&page=1 Members Contact Information - includes first name, last name, address, email, phone, club name and club involvement year (2011) - Copy and paste this URL into Access Enrollment - if you decide that you want to keep this link add it to your bookmarks - https://enrollment.4-h.org/report/people?columns[households][zip]=1&columns[users][first_name]=1&columns[users][middle_initial]=1&columns[users][email]=1&columns[users][last_name]=1&columns[users][primary_phone]=1&columns[users][mobile_phone]=1&columns[households][street1]=1&columns[households][street2]=1&columns[households][city]=1&columns[households][state]=1&columns[clubs][name]=1&columns[involvements][year]=1&filter=Only+youth&secondary_parent_filter[status]=Any&secondary_parent_filter[year]=&filters_all[0][column]=involvements.year&filters_all[0][matcher]=like&filters_all[0][value]=2011&filters_all[1][column]=&filters_all[1][value]=&filters_all[1][sel]=&filters_any[0][column]=&filters_any[0][value]=&filters_any[0][sel]=&page=1
Parent Report For Current Program Year This report returns the following contact information for PARENTS of youth who are currently enrolled in the 2011 4-H program year: The report includes: First Name (of Parent), Last Name (of Parent), Street 1, Street 2, City, State, Zip, Email, Primary Phone, Mobile Phone, Work Phone, and Other Phone. If you select "Return to Report Builder" from the results page, you'll be able to see the columns and filters that were set to generate this report. All you'll need to do is export this report to CSV, and remove the names from the first two columns (names of youth) and you'll have a mailing list of parents of 2011 program year youth.https://enrollment.4-h.org/report/people?columns[households][zip]=1&columns[users][first_name]=1&columns[users][middle_initial]=1&columns[users][last_name]=1&columns[households][street1]=1&columns[households][street2]=1&columns[parents][first_name]=1&columns[households][city]=1&columns[parents][middle_initial]=1&columns[households][state]=1&columns[parents][last_name]=1&filter=Only+youth&secondary_parent_filter[status]=Any&secondary_parent_filter[year]=&filters_all[0][column]=&filters_all[0][value]=&filters_all[0][sel]=&filters_any[0][column]=&filters_any[0][value]=&filters_any[0][sel]=&page=1 *********************************************************************************************************************************************************** Questions & Answers - 2011 *** Access Enrollment question: Is there a way to find projects that aren't yet affiliated with clubs? Answer: Run an unfiltered report with the following fields checked off: Name Fields, project county name, Participation Club Name. Sort the report by Project County Name Column. Projects without club affiliations will have the "Participation Club Name" field blank. *** Access Enrollment question: In the add filter section what is the difference between "all these conditions" and "any of these conditions"? Access Enrollment answer When you set a filter under "All" conditions, this tells the reporting system that any information is this section must be true of all people in the report. Filters set under "Any" conditions will tell the system to find people who fit in one or more of the conditions set, but not necessarily all of them. The image below "see url" shows that all people must be only in the 2011 program year. It also shows under any that there are a few different categories that I am seeking results for, such as people from different cities, different clubs, different involvement types, etc. Most people won't match all of those conditions, so they're listed under "any." See the followinf URL for an example image: http://s3.amazonaws.com/satisfaction-production/s3_images/469605/Screen_shot_2011-04-15_at_2.44.25_PM.png
***How do I run a report to display ALL the information for each 4-H member? First check off all fields which are applicable to members in the People Report. The fields you should NOT check off are; ******************************************************************************************************************** From Access Enrollment: Ohio calculated fields are now live. This means you can now create a member record with a bday and have grade and 4h age fields left blank. When the record is saved the 4hage, member age category and grade will be auto calculated. You may want to double check the grade to make sure that it is correct.
Camtasia programs: Title: Access Enrollment - Advisors imputting data into the program, this program goes step by step on how to enter data using advisors Copy and paste the entire link below to view this camtasia program using Internet explorer. This program is designed to help advisors to imput data into Access Enrollment. **Presenter name: Jim Elder Copy and paste the complete link into your web browser: http://presenter.cfaes.ohio-state.edu/elder.2/Access_Enrollment_using_report_3.24.10_-_Web_(800x600)_-_20100326_04.22.20PM.html **Presenter name: Jim Elder Copy and paste the complete link into your web browser: http://presenter.cfaes.ohio-state.edu/elder.2/Access_Enrollment_Basics_-_Loggin_dashboard_getting_help_7.6.10_7_min_-_Web_(800x600)_-_20100706_03.04.04PM.html **Presenter name: Jim Elder
Copy and paste the complete link into your web browser:
How To's: How can I print mailing labels for my county? Go to the following site:http://getsatisfaction.com/4-h/topics/how_can_i_print_mailing_labels_for_my_county ****************************************************************************************************************************************** Access Example Reports: Access Enrollment: List of report filter key words. (Ones highlighted in yellow are those most used to generate reports.) Report selections for Active Advisors - by Kathy Biery Report selections for Enrollment - by Kathy Biery Report selections for parent list and address of active members - by Kathy Biery Report selections for projects - by Kathy Biery Report selections for Active Members 2010 Report to Create Member Achievement Certificates 2010 (to export into Excel and merge into the certificate in Word) Report to Create Advisor Achievement Certificates 2010 (to export into Excel and merge into the certificate in Word) Sending only Parent & Leader Emails To generate a report of all advisors and members by county in 2010
********************************************************************************************************************************************** Blank Youth Group Enrollment Form 2010 How do I get a blank enrollment form for my county? We have made live our new Online Enrollment feature. From the log-in screen, below where you'd enter your OpenID, is an option for users to "Join 4-H," as either Youth Members or Volunteers. If you'd like to print a copy of an enrollment form, you can follow the first couple of steps in the online enrollment process (select your state, county, and choose between a youth member and volunteer enrollment). This will generate a partially completed form (based on the State/County information provided) that you can print out. If you need to make adjustments to anything on this form please email enrollment@4-h.org and we can send you a template of the enrollment Typically adult volunteers are listed as being "Post High School," which implies ages 18+. "Not in School" applies to a person who is under 5/Pre-Kindergarten. You may also leave the grade blank. Volunteer demographics (including grade, gender, ethnicity, race, etc.) are not calculated into your total demographics for the ES-237, so leaving a grade field blank for a volunteer would not make any difference in the way your numbers balance.</ Sample Blank Enrollment Form for Access Enrollment (Word Doc.) Blank Member Enrollment Form used by Ross Co. for Access Enrollment (Excel Doc.)
Blank Advisor Enrollment Form used by Ross Co. for Access Enrollment (Excel Doc.) ************************************************************************************************************************************************ How to merge data from Access Enrollment into the WinFair program. Hi Jim, Yes we (Martech) did work with counties that utilize the 4H Access. We have been able to successfully merge those that have called us about The attached documentation (also available in Windows Fair Management Help – Important Documentation) instructs the user on how to create a file that can be merged into Windows Fair Management from either program. As with any merge, the resulting merged data is only as good as the source and the merge method. The documentation specifically states format criteria so that the source data is merged correctly. To access directions click this link
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