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ES237 Report Help Sheets: You can use the following Excel chart to help you decide what programs and activities need to be reported in Youth Enrollment. In the Group Enrollment Form how do I know what information goes where and what information gets reported? The following chart will help you answer these questions. Click here to access the Excel chart Balancing the County 237 Report for 2007 - How to Instructions The following are two checks that you can do if your 237 doesn't balance. Topics located on this page: 2008 - New proceedures and applications: Backing up data using Nero, Roxio or a Memory, Flash drive Ohio 4-H Certificates and Membership cards
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Error Messages ******************************************************************************************************************************************************** How to Compress Youth Enrollment Data and Email the data file to the West Regional Office ******************************************************************************************************************************************************** SQL's used by counties for their Jr. Fair SQL – This SQL is one that you can use to filter information that could be used in creating a list of members taking non-livestock FCS type of projects which will include the following information. 7/08 The data that is filtered includes: club ID, club name, members first and last name, complete address, home phone, both parents names, age, birth date, email, project id and selected non-livestock FCS type project descriptions. Includes data from the category: member.
SQL – This SQL is one that you can use to filter information that could be used in creating a list of members taking market livestock projects which will include the following information. 7/08 The data that is filtered includes: club ID, club name, members first and last name, complete address, home phone, both parents names, age, birth date, email, project id and selected market project descriptions. Includes data from the category: member.
SQL – This SQL is one that you can use to filter information that could be used in creating a list of members taking livestock projects which will include the following information. 7/08 The data that is filtered includes: club ID, club name, members first and last name, complete address, home phone, both parents names, age, birth date, email, project id and selected Livestock project descriptions. Includes data from the category: member.
SQL – This SQL is one that you can use to filter information that could be used in creating a list of members taking non-livestock projects which will include the following information. 7/08 The data that is filtered includes: club ID, club name, members first and last name, complete address, home phone, both parents names, age, birth date, email, project id and selected market project descriptions. Includes data from the category: member. SQL – This SQL is one that you can use to filter information that could be used in creating a CloverBud list which will include the following information. 7/08 The data that is filtered includes: club ID, club name, members first and last name, complete address, home phone, both parents names, age, birth date, email, project id and project description. Includes data from the category: cloverbud.
SQL to filter data to give you the 4 -H child's name, project description, club, score, age and grade. Used by Meigs County - This data is used to print project cards for the 4-H booths.
SQL to filter data to give you the a list of members taking market hog projects that have competed QA in 2008. This SQL will give you the 4 -H member's name, complete address, club name, home phone and project id and email. Used by Fulton County ************************************************************************************************************************************************************* How to change the layout (page setup) for labels so that column 1 of the label doesn't get cut off. SQL – This SQL is one that you can use to filter information that could be used in creating a list of members taking Photography projects.
The following SQL will give project information for youth categorized as Other. Used by Madison County . 2008 Ohio State 4H Project Codes How to Compress Youth Enrollment Data and Email the data file to the West Regional Office Find SS numbers on your computer and or CD's (Print the Complete Find_SSN Directions: Using and Installing Virgina Tech's Find SSN How to delete project scores from the member records 2008 - New proceedures and applications: Under
Special Reports you should see the following Report Options:
If you do not see all of the above click on this link In the Group Enrollment Form how do I know what information goes where and what information gets reported? The following chart will help you answer these questions. Click here to access the Excell chart How to Merge 4H Members Names and Years in 4H to the Ohio 4H Member Achievement Certificate and or Ohio Volunteer Recognition Certificate. You use this one if you are printing the complete certificate.
How to Merge 4H members name and Years in 4H to a Ohio 4H member Achievement Certificate that is already printed. Use this one if you just need to add name and years in 4H to certificates that have already been printed. (Word template to go with this process) How to Install Blue Ribbon Youth Enrollment on a New Computer How to use the SQL to filter members' data and merge into Word to print labels. (These labels would contain first and last name, club name, project ID and project description). used by Greene Co. (Frequently used SQL's by counties)
Create and View Query – Cell Phone list - This SQL will give you members, cloverbuds and advisors name, phone number, cell phone, parent's name and parent's spouses' first name - used by Ashtabula County
SQL - This SQL will give you name, address, phone number, email, club name, project ID, project description, birth date & gender for youth taking specific market livestock projects - used by Washington Co. SQL - This SQL will give project information for youth categorized as Other. Used by Madison County . SQL – This SQL will provide you with a list of Members for selected projects. SQL - This SQL will give you Member Certification information for members listed as Livestock Quality Assurance in the member certification section – for youth ages 9-11 Year olds - used by Belmont Co. How to change the Ethnic race from balanced to white Create and View Query – This SQL will give you name, address, phone number, club ID, club name, project ID and project description for projects in 2007 that are complete – used by Geauga Co. SQL to generate a list of members taking poultry projects 151, 152, 153 & 166 - This create and view query will provide you with the following information: first name, last name, phone number, club name, address, project id number, for new and returned members, for members taking (poultry) projects 151 – 153 and 166.
SQL to generate
a "master enrollment sheet" for each club. Data collected includes:
Club Id, Club Name, Member/Leader ID, Member/Leader Last Name, Member/Leader
First Name, Address, City, State, Zip, Phone, Age, Birthdate, Years
in 4-H, Parent Last, Parent First, School, Grade, Project ID &
Project Description - Instructions,
click here SQL - that could be used for Skill-A-thon Contest Registration and Score Sheet - SQL to select 4-H'ers Name and Club to filter out a range of projects at one time whose members are age 15 to 18 (This example has beef projects) The select lines will give you the information that is filtered from this SQL or Create and View Query. SQL - 4-H'ers Name and Club to select members taking 139 Market Hog Project that are Age 15 to 18 SQL to export data from a secondary club. 6.6.07 This SQL will give you data that can be exported to an Excel file. One county has used this for their 4-H Camp to collect camper name, age, grade, address and phone number. The campers were entered as a Club (ID # 888) this number can be setup in the club /unit codes, and is identified as an overnight camp. The data can be exported as an Excel file so you can sort for tribes, cabins, etc. This SQl will give you a list that includes member name, and both parents. Additional SQL's can be found toward the bottom of this page. Merging Data Files To Fair - What files get merged? How to track members that have taken the written test for Quality Assurance? How to get the Member Certification Query tab to appear in the Additional Queries list. - click here Youth Group Enrollment form - What data goes where? What to do with the project files during the roll over of data for 2007 - When you go to reset the project files for 2007 make sure that you do not to use the Utility to delete the Member Project file, but use the Empty Table option instead when you reset your files for 2007? Go to Utility>>File Utilities, and in the list, highlight Youth2d.db. Then choose File>>Empty Table. This will prevent you from having a problem with your project files next year. This will do the same thing as Delete Member Projects. If you do NOT remove the projects from the member's record at re-enrollment time, you will not need to do this.
2008 Ohio State 4H Project Codes Utilizing the Project Literature section of Blue Ribbon: Counties that are utilizing the Project Literature section of Blue Ribbon are having a problem when they have project literature that is a requirement for more than one project. Example: Project literature number 117R entered as required for project 113. However, 117R is also a requirement for projects 114, 115 and 119. Blue Ribbon will not allow them to enter 117R again as a requirement for those additional projects. Solution: Create 4 literature records for literature piece 117R. One record would be created for each project. The file will allow you to put in multiple records for the same literature code, as long as the project code is different. Pod Casts:(Includes Powerpoint, step by step instructions and audio) How to make the font size smaller when using the queries to create labels (~5min) How to Remove SS Numbers (~1 min) Compressing the Youth Enrollment data folder to send to the West Regional Office (~7 min) _________________________________________________________________________________________________________ Blue Ribbon Youth Enrollment Program Manual version 2.5 & 2.6 _________________________________________________________________________________________________________
Using Nero to back up Youth Enrollment data on a CD Using Roxio Easy CD Creator to back up Youth Enrollment data on a CD Using a Memory or Flash drive to back up Youth Enrollment data _________________________________________________________________________________________________________ When using the certificates or membership cards you first create your data list using the member query in Youth Enrollment. The data list gets saved as an Excel file and then you use the mail merge in Word to complete the process. New Ohio 4-H Member Certificate (word document)- updated 8/6/08 New Ohio 4-H Volunteer Certificate (word document) - updated 8/6/08 NEW OHIO 4-H Member Certificate (word document) - pre set to merge name and year in 4-H with certificate - updated 8/6/08 ***How to complete merge. NEW OHIO 4-H Volunteer Certificate (word document) - pre set to merge name and year in 4-H with certificate - updated 8/6/08 ***How to complete merge. How to Merge 4H members name and Years in 4H to a Ohio 4H member Achievement Certificate that has already been printed. You just need to add name and years in 4H. (Word template to go with this process) What counties are using for certificates throughout Ohio - 4-H Member Certificate Examples Ohio 4-H Membership Cards New Ohio 4-H Member Membership Cards - pre set to merge with data - updated 8/6/08 ***How to complete merge. New Ohio 4-H Volunteer Membership Cards - pre set to merge with data - updated 8/6/08 ***How to complete merge. Back of the Ohio 4-H Membership Card - for both the advisor and member _________________________________________________________________________________________________________ How to update your Fair Management program YOUTH Enrollment - General FAQs Definitions: Category
& Status definitions In the Group Enrollment Form how do I know what information goes where and what information gets reported? The following chart will help you answer these questions. Click here to access the Excell chart
E-mail Preferences to email using Youth Enrollment How to transfer a Members' Project Information from and old club to a new club How to change the Data Path to view either 2006 or 2007 data Key
Violation Error Message How to Compress Youth Enrollment Data and Email the data file to the West Regional Office How to add customized information to the 4-H Enrollment and Re-Enrollment Forms How to change the data path when Youth Enrollment won't open How to keep tract of 4-H campers in the members / leaders section of Blue Ribbon Members' Age is not Calculating Correctly Packing tablesRemove duplicate projects Restructuring Corrupted Data files with Datafix Using datafixList of files in the data folder Using the File Utilities Option ADDING OTHERS INTO THE MEMBER FILE Add
a New Member or Parent How to Generate a Email list from Blue Ribbon to copy and paste into Eudora How to delete Social Security numbers from the members record How to Create a User Defined Check Box How to Create a Report from the User Defined Checkbox How to get rid of Unlinked Parents How to mark all advisors as direct advisors How to track Cloverbud Advisors to Print out Reports and Labels Making sure you have all necessary information marked so your 237 report will balance Saving
Reports in Excel Using the Club Query to Delete a Disbanded Club The member's age is not calculating correctly! What should I do? Click here to access instructions
*** - It is best to copy and paste the SQL into Word first and then copy and paste from Word into Youth Enrollment. SQL's SQL - that could be used for Skill-A-thon Contest Registration and Score Sheet - SQL to select 4-H'ers Name and Club to filter out a range of projects at one time whose members are age 15 to 18 (This example has beef projects) The select lines will give you the information that is filtered from this SQL or Create and View Query.
This SQL will allow you to obtain the following information: first name, last name, phone number, club name, address, project id number, new and returned members, members age 9-11 & 15-19, female members, for members taking (leadership) projects 370 - 374, 391 - 394, & 377
This SQL will allow you to obtain the following information: first name, last name, phone number, club name, address, project id number, new and returned members, members age 9-11 & 15-19, female members, for members taking (horse) projects 173 - 175, 177, 180 -182, 185, 188 & 189. SQL to pull members with no projects assigned SQL - Creating a mailing list of members from the activity file
SQL - that would contain enrollment type data that I can export into Excel.
SQL - to mark all advisors as direct advisors.
SQL - to delete Social Security numbers from the member records.
SQL
- To make sure that all of your members have projects assigned to
their records. How to use the Create and View Query - “Selecting project information” How to use the Create and View Query Feature Member Query - Adding Projects to Several Members at One Time SQL Definitions & Sample SQL's (Selected, Query, Lists) Using the Null Command to Find Missing Data Using the Project, Activity and Award Query View and Create Query Formulas - combinations of data from both the member and project query How do I get rid of all the email addresses in Blue Ribbon so I can start from scratch? Click here to access instructions How to Install Blue Ribbon Youth Enrollment on a New Computer How to Network Blue Ribbon Youth Enrollment so that data can be entered from any computer
Entering Volunteer enrollments Reports / Printing: How do I get a condensed report for a specific club? This report will help you to create a condensed report by club, which includes projects, etc. This report is usually 1-2 pages in length compared to 10-12 pages. Click here to access instructions How
to Print a Condensed Report for a Specific Club Blue Ribbon Youth Enrollment – Generating Reports: * Member / Leader Listing by Club Report 2008 Ohio State 4H Project Codes _____________________________________________________________________________ Balancing the County 237 Report for 2007- How to Instructions The following are two checks that you can do if your 237 doesn't balance.
Year End Processing Why and How to Process Year End Files (doc) Did you know that Martech has tips and tutorials on their website? Tip sheets are detailed information and instructions on a single item. These informative sheets are a supplement to the frequently asked questions page on the web site or your user manual. All sheets can be viewed and printed with the Adobe Acrobat reader. If there is a topic you would to see as a tip sheet, please let us know. Email martechsys@yahoo.com.
How to
backup your data with Window XP's Zip Utility
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