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State 4-H Record Books


State 4-H Record Books for Beginners Documenting 4-H Work with Photos Photo Section 5 points Suggested Pictures 1 page of project work 1 page of leadership ... – PowerPoint PPT presentation

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Title: State 4-H Record Books

State 4-H Record Books
  • for Beginners

State Awards Program Philosophy
  • Record Books
  • Teach valuable Life Skills
  • Goal setting
  • Decision making
  • Record Keeping
  • Reporting
  • Summarize project work, leadership and community
    service activities
  • Share personal experiences
  • Provide short and long term data to share with
  • Provide intrinsic and extrinsic rewards

Why is Project Work Important?
  • Good project work involves all the elements of
    the 4-H Recognition Model
  • 4-H Record books are a picture of the 4-H
    members project work.
  • Record books are one way to determine a members
    progress and reward them for their effort.
  • Through project work they develop the leadership,
    citizenship and life skills 4-H is about.
  • Projects are how we develop our members into the
    people we want them to be.
  • It is not just for the Recordbook It is for
    youth development.

State 4-H Awards Selection Process
All 4-H Record Books and Award Applications Due
in State 4-H Office
All written material sorted and checked
Approximately 100 project, scholarship and
special award finalists participate in interviews
Interview scores are combined with written
material scores and state winners determined
Record Books Judged Review and Score written
material 18 committees 3 members on each committee
Up to 10 interview finalists selected from Hall
of Fame Blue Award Group
Interviews Conducted Interview Committees review
written materials and conduct interviews 9
committees 3 members on each committee
Up to 3 finalists and 3 alternates selected per
Level I Level II project. Score of 75 or
higher required
15-20 scholarship finalists selected for
interview. Final number is determined by number
of applicants with multiple entries.
Interviews confirmed and Interview schedule
State Winners Announced Honor Night
Assembly State 4-H Roundup
Counties notified by fax regarding members
selected as project, scholarship or special award
Parts of a 4-H Record Book
  • A folder official Record Book Folders/covers
    available through National 4-H Supply
  • The Oklahoma Report Form
  • A 4-H Story up to 6 pages
  • 3 pages of project pictures (up to 13 for

Locating 4-H Awards Information
  • State 4-H Awards Handbook
  • http//

State 4-H Website
State 4-H Website
Plan first Report later
  • Project Objectives

  • Use a road map
  • Project Objectives
  • (found in Awards Handbook)
  • Short term goals
  • What is to be done this year to meet objectives
  • Month by Month planning
  • Long term goals
  • Scholarships/Trips
  • State Winner

Project Objectives
  • Are available for stand-alone and AOP projects
  • Reflect current focus of projects
  • Include appropriate technology applications
  • Encourage planning
  • Insure well-rounded project experiences
  • Provide standards to measure project achievement
  • Encourage research and civic involvement

State 4-H Website
Summary of Projects and Objectives Updated
Planning Tools on the 4-H Website
Using Project Objectives
  • Planning Winning Programs

Planning with Members
  • Start with the objectives
  • Brainstorm activities which meet the objectives
  • Decide where activities should be reported
  • Take good notes

Plan the Work
Hands on Experience with Planning Tools
Hands on Activity
  • Divide into small groups
  • Select project objectives
  • Brainstorm activities a 4-H member could do to
    address the objectives
  • Record ideas on newsprint
  • Share with the group

Work the Plan
  • Keep record of project work, leadership and
    community service
  • Calendar
  • Project sheets from County Report Form
  • Spiral notebook
  • Whatever you will do consistently

At least 3 months before the due date
  • Prepare a rough draft of Oklahoma Report Form and
  • Compare work reported with project objectives
  • Leave space for work to be completed before the
    due date
  • Have someone unfamiliar with the project and/or
    the work read materials for clarity

1 month before due date
  • Prepare (almost) final draft
  • Proofread for errors
  • Double check margins, font size, spacing and
    other disqualifications
  • Get local leaders signature
  • Complete News Information Sheet and Interview
    Information Sheet

General Guidelines
  • Margins
  • Top 1 inch
  • Bottom ½ inch
  • Left Side 1 ¼ inch
  • Right Side ½ inch
  • Larger margins OK
  • smaller DQ

General Guidelines
  • Recommended Fonts
  • Times New Roman 12
  • Arial 12
  • Courier 12
  • Smaller Fonts will be disqualified
  • Discouraged Fonts
  • Any narrow, condensed, script, or novelty fonts
  • Use of bold-face type, underlining, italics or
    color OK for emphasis

General Guidelines
  • Disqualifications
  • Previous Winner in the current level members
    may be named the State Winner in only one Level
    I, Level II project or Level III Scholarship
    during their 4-H Career
  • Anything extra check guidelines
  • Too many pages
  • Too much space
  • Reduced fonts
  • Smaller margins
  • Reduced spacing
  • Excess photos (more than 3 pages)

General Guidelines
  • Disqualifications
  • Member is not 14 by January 1 of current year
  • Member has graduated from high school and is
    older than 18 by January 1 of current year
  • Additional space or pages added to ORF
  • Section IA more than 2 pages
  • Section IB more than 1 page
  • Section II more than 2 pages
  • Section III more than 2 pages
  • Section IV more than ½ page
  • Section V more than ½ page
  • Sections IV V on separate pages

General Guidelines
  • Disqualifications
  • Line spacing - less than 6 lines per inch
  • Font smaller than 12 point
  • Copier Reductions to gain space
  • Margins less than
  • Left 1 ¼ inch
  • Right ½ inch
  • Top 1 inch
  • Bottom ½ inch

Oklahoma 4-H Report Form
  • Designed to report facts and figures
  • Divided into Sections
  • IA What have you done in this project?
  • IB What have you learned in this project?
  • II 4-H Leadership Experiences
  • III 4-H Citizenship Experiences
  • IV Awards in All projects
  • V Non-4-H Experiences

Oklahoma 4-H Report Form
  • Sections I-A, II and III
  • Based on linked text boxes
  • Cannot go to second page until first page is full
  • When the end of the field is reached, no more
    information will be displayed

Oklahoma 4-H Report Form
  • Formatting Suggestions
  • Use tables or graphs to illustrate repetitive
    activities or show time spent on project work
  • Use short statements to report one-time or
    short-term activities (include number of times or
    number of participants as appropriate)
  • Use short paragraphs to show impact of an
    intensive program, share details of a research
    project or career exploration activity
  • Selectively use bold type and/or color for
  • Be sure to show work toward each of the projects
    objectives in some part of the members 4-H
    Record Book

Technical Hints Reveal Formatting
Technical Hints Show all formatting marks
Oklahoma 4-H Report Form
Section I-A Project Work
Section I-A Project Work
  • 4-H Project Work 15 points
  • Concise summary of work done as a 4-H Member in
    the project
  • Should show growth in number and complexity of
  • Other Project Work 5 points
  • Summary or examples of how 4-H knowledge, skills
    and project work were applied in other
    organizations and/or settings

Technical Hint - Tables
Technical Hints - Tables
Technical Hints - Tables
Technical Hints - Tables
Technical Hints - Tables
  • Creating tables in spreadsheet (excel, etc.)
  • Advantages
  • It is not necessary to build the table from
  • The program will perform calculations (total the
    data) the information for you in most situations
  • Disadvantages
  • The default font is Arial 10. If the font is not
    changed to Times New Roman, Arial or Courier 12,
    the font will be too small and the book will be
  • The table will not automatically be sized to fit
    inside the text box several adjustments may be

Technical Hints - Columns
  • To create columns within a textbox, (the format
    for the ORF)
  • Create a table using previous instructions
  • Remove lines

Technical Hints - Columns
Technical Hints - Columns
Technical Hints - Columns
Section I-B Learning Experiences 5 points
  • Should reflect age-appropriate knowledge and
  • Should show growth in technical expertise and
  • Generally listed in chronological order
  • Should relate to project objectives some
    objectives can only be met by learning

Section I-B Learning Experiences 5 points
Section II Leadership Experiences
  • 4-H Leadership 15 points
  • Relates directly to the project reported
  • Projects led, organized or assisted
  • 4-H visible as lead group/organization
  • Other Leadership 5 points
  • Leadership in other 4-H projects
  • Use of 4-H Leadership skills to benefit other

Section II Leadership Experiences
  • Use this section to report
  • Teaching opportunities experiences
  • Details of activities organized
  • One on one assistance
  • Number reached through activities
  • Members role in Youth Adult Partnerships
  • Promotional Leadership
  • Officer responsibilities

Section II Leadership Experiences
Section III Citizenship Experiences
  • 4-H Citizenship 15 points
  • Community service projects/activities related to
    the project reported which are organized
    by/through 4-H
  • Individual service activities representing 4-H
  • Other Citizenship 5 points
  • Community Service related to other 4-H projects
  • Community projects organized by other groups

Section III Citizenship Experiences
  • Use this section to report
  • Participation in Service Learning activities
  • Activities which foster greater understanding of
    community issues
  • Donations, community fund raisers, Food or
    clothing drives etc.
  • Involvement in special causes Heart Association
    or Diabetes education, volunteer for local Red
    Cross, Salvation Army, Ronald McDonald House, etc.

Section III Citizenship Experiences
Section IV 5 points 4-H Awards in All
  • Report project-related accomplishments first
  • Significant awards
  • Summarize or group similar types of recognition
  • Do not exceed ½ page

Section IV 5 points 4-H Awards in All
  • OK to group like awards
  • Received county medals in Dog, Fabrics and
    Fashions, Food Preservation, and Sheep
  • Selected to attend Denver, Kansas City, National
    Congress and Citizenship Washington Focus
  • Grand Champion Bread in County Fair 5 years
  • Grand Champion Fashion Revue entry 6 years
  • Breed Champion Wether 2 years

Section IV 5 points 4-H Awards in All
Section V- 5 points Non-4-H Experiences
  • If project-related activities have been reported
    in other sections, do not repeat
  • Include significant awards/participation
  • Summarize or group similar types of recognition
  • Do not exceed ½ page

Section V- 5 points Non-4-H Experiences
  • OK to group like activities
  • Superintendents Honor Roll 6 years
  • Academic awards in History, English and Math
  • Single entries for emphasis
  • Valedictorian of graduating class
  • Selected to serve as Senate page

Section V- 5 points Non-4-H Experiences
Formatting Tips
  • No preferred way
  • Use a chart for activities which are done every
    year or several times a year
  • Use impact statements or summaries to emphasize
    special projects
  • Use lists to show that public speaking or judging
    activities were project-related

Food Science - statement
  • Organized a food science project club that met
    once per month during the school year. Average
    monthly attendance was 14. Participants learned
    healthy eating and activity habits. From the
    beginning of school to the end of the year,
    members increased activity levels by average of
    20 minutes per day.

Food Science - chart
Activity 2003 2004 2005 2006 Total
New recipes tried
Snacks prepared
Meals Planned Prepared
Recipes Analyzed
Recipes Modified

The 4-H Story
The 4-H Story
  • Complements the facts in the Oklahoma Report Form
  • Shares the members feelings
  • Tells who, what, when, where, why and how the
    facts in the ORF came to be
  • Must be double spaced
  • Must be no more than 6 pages

The 4-H Story 15 points
  • Project Growth 5 points
  • Document change over time in skill, ability,
    numbers, etc
  • Personal Growth 5 points
  • Examples of how 4-H and this project has impacted
    the member and others
  • Application of 4-H knowledge and skills
  • 5 points
  • Examples of leadership and service and
    application of skills in other settings

Documenting 4-H Work with Photos
Photo Section 5 points
  • Suggested Pictures
  • 1 page of project work
  • 1 page of leadership activities
  • 1 page of citizenship activities
  • Photography books only
  • up to 10 additional pages to illustrate
  • 3-4 pictures per page
  • Up to 6 pictures if digitally cropped and
    captions printed as one unit
  • Descriptive Captions
  • Attractive Presentation

Creating Photo Pages Photos from film
  • Manually crop photos -
  • Use 3-4 per page
  • Layout photos on paper
  • Trace around photo with pencil
  • Measure from edge of paper
  • Create text boxes on a blank page
  • Print a test copy
  • Place photos on test copy and adjust alignment as

Creating Photo Pages Photos from film
  • Use high quality paper for mounting
  • 26 or heavier
  • Attach photos securely with
  • Rubber cement
  • Glue stick
  • Art/scrapbooking corners
  • Double-stick tape

Editing Digital Photos
  • Digital Photo Editing Software
  • Adobe Photoshop
  • Superior for complicated photo manipulation
  • Excellent light and color correction
  • Difficult to create photo pages with captions
  • Microsoft Digital Image
  • User-friendly good for novice users
  • Relatively easy to create photo pages with
  • Broderbund Print Shop
  • Limited photo manipulation options
  • Scrapbook-like cropping tools
  • Designed to create pages with photos, artwork and

Digital Photos
  • For Best Results
  • Use photo editing software to crop, resize,
    correct lighting, eliminate distracting
    backgrounds, etc.
  • Use your word processing program to create photo
  • Print completed pages on photo paper
  • Matte will be less likely to fingerprint
  • Glossy will have better detail

Creating Photo Pages with digital photos
Creating Photo Pages Cropping/Resizing
Creating Photo Pages Arranging Photos
Creating Photo Pages Writing Captions
Creating Photo Pages Writing Captions
Overall Record Book 5 points
  • Well organized
  • Tabs for ORF, Story and Photos are helpful, but
    not required
  • Easy to read
  • Effective use of bold fonts, white space and
    color to draw attention to headings etc.
  • Correct spelling and grammar
  • Dont depend on spell and grammar check
  • No extra materials

Reporting 4-H and Non-4-H Work
A word about other organizations
  • 4-H members often belong to other organizations,
    and they utilize the knowledge and skills gained
    as a 4-H member in that other organization
    (church youth group, FFA, FCCLA, FBLA, Boy/Girl
    Scouts, Jr. Breed Associations, etc.).

What to Report
  • Work done as a 4-H member should be reported as
    4-H work in a county or state
  • 4-H record book.
  • Work done as a member of another youth group
    should be reported as non-4-H work in a county or
    state 4-H record book.

If youre not sure
  • Ask this question
  • If those who were there and saw, heard or
    benefited from my actions were asked what
    organization I represented would probably not say
    4-H, then report it as non-4-H work.

  • A 4-H member raises beef cattle, but exhibits
    market cattle as an FFA member
  • The same member organized a 4-H Beef project club
    which met regularly, had educational programs and
    conducted service projects.

  • The church youth director knows that you show
    sheep as a part of your 4-H work and asks you to
    provide a lamb for the living Nativity scene
  • You get volunteers from your livestock project
    club to provide animals and participate in the
    living Nativity scene

  • Because of your success in 4-H Share the Fun, the
    music teacher recruits you to be in school
  • You recruit members of your school music, drama
    or dance group to become 4-H members and
    participate in Share the Fun

  • You accompany your church youth group to sing at
    the nursing home
  • You recruit members of your church youth group to
    go with your 4-H club to sing at the nursing home

Call it what it is
  • Related work done as a member of another
    organization or group should be reported as
  • _________ Project work conducted as a member of
    ___________ organization(s)

What Judges Look For
Level I Projects
  • Work toward all of the objectives for the project
  • A well rounded program
  • A variety of leadership experiences
  • Citizenship activities that relate to the project
  • Application of knowledge and skills learned
    through 4-H in other settings

Level II Projects
  • Project experiences that meet the broad
    objectives of Level II projects
  • Sustained leadership and community service
  • Research, evaluation and career exploration
  • More than a continuation of Level I project work

State 4-H Record Books
  • for Beginners