Instructions for Running 2005 ES-237 Using ED
These instructions describe the procedure for completing ES-237 using the Extension Database (ED). You should have a good working knowledge of ED and be familiar with the ES-237 report before completing ES-237.
Please read and understand all the instructions that are included in this document before beginning.
This report is due to the state office on or before September 30
Note: These instructions include new guidelines that were announced in the fall of 2003. Please read carefully as you complete the 2005 report.
The January 2004 CCC article below provides additional information regarding the new guidelines.
2004 ES237 Changes
As you plan for the coming year, I would encourage you to take a look (NOW) at the new reporting requirements for the 2004 ES237 report. (On our website – listed under educators/ New Race Screens in ED – coming soon to your version of ED) There are NEW definitions for 4-H delivery modes. (Scroll down to the bottom of the ED instructions for definitions.) You will specifically want to note the special interest definition that has a requirement for six hours of contact with the youth in order to report. Also, note that school enrichment involves groups of youth receiving a sequence of learning experiences in cooperation with school officials during school hours.
The new race/ethnic categories are required by USDA for the ES237 report. I’ve received some calls with questions regarding the categories. They were not presented as an option and are the categories to which you will report in the ES237 for 2004. PLEASE do not write your own definition for the word ethnicity and DO NOT make your own decision that certain race categories are not needed in your community. (An individual may check more than one race category.) Let the person completing the form determine their own race and ethnicity as he/she interprets the terms.
I would recommend that the Ag Day reporting that many of you do in the spring should appear in 2004 under school enrichment. (Right now we find it all over the place.)
You may find in 2004 that you will have some youth contact that may ultimately only appear in your SAM reporting and not in the ES237 report. I would suggest this is where you will report 4-H recruitment.
While recruitment you do in the schools is essential to what we do, I’m not sure that what I’ve witnessed would be considered an educational program. I consider it a BIG stretch to call most of those classroom visits an educational program. I do not consider assembling Junior Leaders going to schools to “talk” about 4-H to be an educational program. You’ll need to make the case (with me) for why those contacts would appear in the ES 237.
- Renee McKee
It is important you perform each step in the order listed. Proper functioning of the calculators and reports will not occur otherwise.
The ES-237 “Main Menu” screen also has information to help you complete this process. Be sure to scroll and read all the information provided.
Before You Begin
The host can be the only person using the ES-237 section of the database while calculating unless you have a server version of ED. It would be better if no other staff uses any other section of ED during this procedure.
First step: Changes to Delivery modes, Race, and Ethnicity.
As stated last fall the Federal guide lines have changed for delivery modes and Race. These steps should have already been noted however they are here for review.
There have been changes to the Delivery modes. Please take note to the definitions that follow.
Clubs:
There is no longer a Organized Club. Please go into your club section and change the type. Generally it will change to Organized 4-H.
4-H Groups:
The modes have change here as well. Please take special note to Special interest. This requires 6 contact hours.
DEFINITIONS OF 4-H DELIVERY MODES
1. Youth members of organized 4-H clubs.
An organized group of youth, led by an adult, with a planned program that is carried on throughout all or most of the year. 4-H clubs may meet in any location and typically have elected officers and a set of rules approved by the membership to govern the club.
· 1a. Community clubs typically meet in the evenings or on weekends and offer self-chosen multiple learning experiences and activities.
· 1b. In-school clubs meet during school hours, but have officers and planned activities beyond school enrichment.
· 1c. 4-H after-school clubs are organized within child care settings. They have officers and planned activities.
· 1d. Military 4-H clubs are organized by the Armed Forces, often on military installations, and principally for military dependents.
2. Youth participating in 4-H special interest/short-term programs.
Groups of youth meeting for a specific learning experience that involves direct teaching by extension staff or trained volunteers, including teachers. Program is not part of school curriculum and not restricted to members of 4-H clubs. Multiple-day meetings, for example on college campuses, should be reported as short-term programs. The direct audience contact hours should be at least six for enrollment to be reported.
3. Youth participating in 4-H camping programs.
Youth taking part in an Extension-planned educational experience of group living in the out-of-doors.
· 3a. Overnight camping includes being away from home at least one night (resident, primitive, or travel camping) and is not restricted to members of organized 4-H clubs.
· 3b. Day camping consists of multiple-day programs, with youth returning home each evening.
4. Youth participating in 4-H school enrichment programs.
Groups of youth receiving a sequence of learning experiences in cooperation with school officials during school hours to support the school curriculum. Involves direct teaching by extension staff or trained volunteers, including teachers.
5. Youth participating in 4-H individual study/mentoring/family learning programs.
Planned learning that occurs independently of a formal group setting, such as a club, as an individual, paired, or family learning effort. Self directed, usually with limited adult involvement except for parents (or mentor). Examples include selfstudy, home study courses, advanced placement courses, mentoring or shadowing with an "expert," whole families learning together.
6. Youth participating in school-aged child care education programs.
Educational programs offered to youth outside of school hours, usually in a school or other community center and incorporating 4-H curricula. The primary purpose is to provide care for youth while parents are working or unavailable. (4-H clubs in school-age child care settings should be reported under "1c Organized 4-H After School Clubs.")
7. Youth participating in instructional TV/video programs.
Youth offered learning experiences through Extension via broadcast or closed circuit television, including satellite transmission, or videotape replays of such series.
Race and Ethnicity:
First before we go any further let me give you an excerpt from the CES-237 guidelines.
In group enrollment situations, where 4-H leaders complete enrollment on the group, they may use their best estimate of the racial and ethnic makeup of the individuals.
So if you are not sure, use your best estimate on race.
Also please note that this will need to be done not only for 4-H’ers and your 4-H groups, but your volunteers as well. This is done for the individuals both 4-H and Volunteers off of the 4-H general info screen. Make sure both the Ethnicity and Race are set for your members.
4-H groups are done in the groups section of ED.
Please note that you must put in the total for your Not Hispanic and Hispanic. Next year this will be automatic. Also as you are entering numbers you must have all totals match including the Hispanic and Not Hispanic.
Add all your School Enrichment, Special Interest, Overnight Camps using the 4-H Groups button on the “Main Menu”. Training and Activities have been moved to the ES237 section of ED. If you have entered in activities into the activities section of ED these will transfer when you calculate.
If you make changes to any of these after the calculations are done you will have to re-calculate for your ES-237 report to be accurate.
ES-237 Menu Button
From the “Main Menu” press the yellow ES-237 button to display the ES-237 screen.
Starting the year off.
· Click on the orange “Reset” button. (This is done once per year to reset all the totals for the present year.)
· Enter the current year in the “Year” box, i.e. 2004, so report will know what year to calculate.
· Set the County field to your county.
· Set the E-mail address to your e-mail address. This is used for me to e-mail you any problems that may be in your federal report..
Checking Records
Click on the blue “Check” button to make sure you do not have any missing data for any of the required fields for the records found. The following message will be displayed if empty records are found:
“Some of your records are missing important entries. Check over the following fields, Residence, Grade, Gender, Race, Club type, Leader type and Division. OK.”
Click “OK” to proceed.
The “Check” step will find all records that need data entered and take you to the 4-H “General Info” screen to enter data for “Grade, Race, Residence, and Gender” fields. Look over these fields and then check the “Affiliations” screen to make sure the “Club, Project, Affiliation and Number of Years” fields are entered.
Note: Use the Rolodex to move through the records that are missing data. You will need to completely enter missing data for all records found.
Click on the “Main Menu” button to return to the “Main Menu”. Click on the ES-237 button to return to the ES-237 “Main Menu” screen.
Keep re-running the “Check” until you get a “No records match this request” dialog box displayed. Press the “Continue” button to re-display the ES-237 “Main Menu”.
Calculations
Please note to click on the “Yes/No” radio button if you want to include “Junior Leaders in Adult Summary” report before calculating. This should be set to “Yes” unless you have put the Jr leaders in the Leader affiliations section.
Click on the blue “Calculate” button to begin the calculations. The screen will display the different phases of the Summary Calculations. Please note that this will take some time to complete, so, be patient.
Volunteer Edit
If you do not have any additional adult volunteer groups to add, skip this step. Normally you will not add in here because you would have entered this information through the 4-H Leader Affiliations screen. Adding in the Adult affiliations in this section of Ed will allow you to keep a history of these volunteers.
Also remember that this is where we take the data from for State Fair tickets given to the counties so this needs to be accurate.
If you do need to add more groups, click the “Volunteer Edit” button to add any additional volunteer groups.
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Click on the “New” button to enter the volunteer data.
“Tab” to move to the first “Type” field to enter “Adult” or “4-H” for type of member from the drop-down list.
“Tab” to the second “Type” field (if you entered information in the first “Type” field, your cursor will move automatically) to select “Direct Volunteer”, “Indirect Volunteer”, or “Middle Managers” from the drop-down list.
· Direct Volunteer is unpaid support for the 4-H program through face-to-face contact with youth, by a youth or adult, i.e., project leader, club leader, camp counselor, or teacher.
· Indirect Volunteer is unpaid support for the 4-H program by a youth or adult which does not include face-to-face contact with youth, i.e., boards, committees.
· Middle Manager is unpaid service to or leadership of other volunteers by a youth or adult, beyond the club or unit level.
Enter the number of “Males” and “Females” for each of the race and Ethnicity fields for the volunteer affiliations.
Enter in your county in the county field.
Press the “Back” button to return to the ES-237 “Main Menu”.
Training and Activities.
If you don’t have any other trainings or activities to enter, then skip this step.
The host has to first open these files before anyone else can get to them. To open either of these just click on the button. Then anyone logged into ED can enter this data.
By clicking on the Activities you will see the following screen.
You only need to enter in the group activities. The ones you entered into the 4-H activities sections will transfer automatically. Use the buttons just like you would in any other part of ED for Example the “New” button means new record.
To print out your report here, click on the Summary button, then enter in the year you want to find. Click continue and then print the report.
By clicking on the Training button
This works pretty much the same as the activities section. The only difference is to get your print out you must first find the year you want. Then click on the print button.
Project Only - This is used when you do not need to run the entire calculation for the final ES-237 report. You do not need to click on this button as part of the final ES-237 report.