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 decision-makers • 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 member’s project work. • Record books are one way to determine a member’s 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.

All 4 -H Record Books and Award Applications Due in State 4 -H Office State 4 -H Awards Selection Process All written material sorted and checked Approximately 100 project, scholarship and special award finalists participate in interviews Record Books Judged Review and Score written material 18 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 Up to 10 interview finalists selected from Hall of Fame Blue Award Group 15 -20 scholarship finalists selected for interview. Final number is determined by number of applicants with multiple entries. Counties notified by fax regarding members selected as project, scholarship or special award finalists Interviews Conducted Interview Committees review written materials and conduct interviews 9 committees 3 members on each committee Interviews confirmed and Interview schedule completed Interview scores are combined with written material scores and state winners determined State Winners Announced Honor Night Assembly State 4 -H Roundup

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 Photography • NOTHING ELSE!

Locating 4 -H Awards Information State 4 -H Awards Handbook http: //oklahoma 4 h. okstate. edu

State 4 -H Website

Forms/Applications

Plan first – Report later Project Objectives

Planning • 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 annually

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

Monthly • 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 Story • 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 leader’s 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 IV – 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 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 emphasis • Be sure to show work toward each of the project’s objectives in some part of the member’s 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 activities • 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 Creating tables in spreadsheet (excel, etc. ) programs Advantages: • It is not necessary to “build” the table from scratch • 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 disqualified • The table will not automatically be sized to fit inside the text box – several adjustments may be necessary

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

Section I-B – Learning Experiences 5 points • Should reflect age-appropriate knowledge and skills • Should show growth in technical expertise and skill • 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 organizations/groups

Section II Leadership Experiences Use this section to report • Teaching opportunities & experiences • Details of activities organized • One on one assistance • Number reached through activities • Member’s 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 Mc. Donald House, etc.

Section III Citizenship Experiences

Section IV – 5 points 4 -H Awards in All Projects/Activities • 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 Projects/Activities OK to group like awards 1. 2. 3. 4. 5. 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 Projects/Activities

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 New recipes tried Snacks prepared Meals Planned & Prepared Recipes Analyzed Recipes Modified 2003 2004 2005 2006 Total

The 4 -H Story

The 4 -H Story • Complements the facts in the Oklahoma Report Form • Shares the member’s 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 technique/skill • 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 needed

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 captions • Broderbund® Print Shop – Limited photo manipulation options – Scrapbook-like cropping tools – Designed to create pages with photos, artwork and text

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 pages • 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

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 – Don’t 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 you’re 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. ”

Decisions… • 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.

Decisions… • 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

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

Decisions… • 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