STEELE COUNTY 4-H
RECORD KEEPING GUIDELINES
(For Club Record Check & County Record Judging)
1. Records are to be submitted in a standard green 4-H cover.
2. Only records for the current year are to be submitted. They should be complete and include any requested signatures. (Leaders may wait to sign records at the September Club Record Check). Arrange records in the 4-H Record Cover in this order:
· Participation Record – three pages plus up to one page of pictures and/or news clippings of 4-H activities outside of project work may be included.
· Generic Record – one page – this is printed on the last page of the “Participation Record” form. Always complete the top of this form even if you only have one project (your primary project) OR if you write your project stories on another sheet of paper. Only one picture may be included with each non-primary project story. You may add more pages for your generic project stories if necessary. These pages should follow the “Participation Record” form.
· Planning Calendar – for primary project and other 4-H work.
· Primary Project Record – use one of the forms below to report on your primary project. NOTE: livestock and dairy/dairy goat may have a second form to be included
* Small Animal/Pets/Pleasure Animals Record – 2 pages – use
if your primary project is rabbit, poultry, dog, cat, pet, horse
* Livestock Project Record – 4 pages – use if your primary project
is beef, sheep or swine
& Advanced Livestock Project Insert – 6th grade & up
only -- use in addition to “Livestock Project Record”
* Dairy/Dairy Goat Project Record – 4 pages – use if your
primary project is dairy or dairy goat
Dairy or Dairy Goat Lifetime Summaries – 2 pages
each - use one only depending on your primary project – use in addition to “Dairy/Dairy Goat Project Record”
* General Project Record – 2 pages – use for all non-livestock
projects
· Pictures for Primary Project – up to one page of pictures related
to your primary project work may be inserted here.
3. No scrapbooks please. Limit the items in your current 4-H Records to the
records and pictures listed above. Ribbons, newspaper clippings, extra
pictures, and past year’s records should not be included for record check or
County Record Judging. Extra record keeping forms not listed above but available to some project areas should not be included either – instead, use them as tools for keeping track of information throughout the year and transfer pertinent information to the records listed above. If you like, keep all these items in a binder or file that you can add to from year to year.
4. No preference will be given to typed over hand-written (pencil or pen)
records. But, neatness and readability may influence evaluation results if
understanding of the content is affected.
5. There will be three grade divisions. Breaks between divisions coincide with the County’s JUNIOR (3rd – 5th graders) and SENIOR (6th grade & higher) designations and the State Fair’s INTERMEDIATE (6th – 8th grade) and SENIOR (9th grade & higher) designations. Placement in divisions is based on the last grade the 4-Her has completed at County Record Judging time.
3rd – 5th grades - Junior
6th – 8th grades - Intermediate
9th grade & higher - Senior
6. 4-Hers are encouraged to rotate their primary record areas from year to year.
7. At County Record Judging, 4-Hers can only win once per project area at each grade level – Juniors, Intermediates and Seniors. They can, however, win more than once in the same grade level if they have a different project record evaluated each year.
8. Project records are checked by club leaders in July. At this record check, all records should be complete except for County Fair and post County Fair information and possibly, leaders’ signatures. Failure to have a project record checked makes you ineligible for special awards in that project area including championships, purple ribbons, County Fair awards, State Fair trips etc.
9. At your September club meeting, completed records MUST be turned in to the leader for final record check and possible submission for County Record Judging. At this time, leaders will sign the records as complete. Remember, it is a county policy that to be eligible for 4-H softball the next year, completed records must be checked by the club leader.
10. Club leaders will submit club records for County Record Judging in October.
11. At County Record Judging in the Fall, all project areas and grade levels will be judged separately. An evaluation committee will determine the winning records. Record Judging winners are recognized and receive their awards at the next
4-H Recognition Happening!
S: /4h/Records/Steele Co Record Keeping Guidelines Rev 5/10/10