State 4-H Record Books

1
State 4-H Record Books

• for Beginners

2
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

3
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 that reside at the
  heart of 4-H.
• Projects are how we develop our members into the
  best adults than can be.
• It is not just for the record book. It is for
  youth development.

4
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
• 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
• 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 Level III IV scholarship finalists
selected for interview. Final number is
determined by number of applicants with multiple
entries.
Interviews confirmed and Interview schedule
completed
State Winners Announced at Honor Night Assembly
at State 4-H Roundup
Counties notified by email regarding members
selected as project, scholarship or special award
finalists
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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!

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Locating 4-H Awards Information

• All information pertaining to the Oklahoma 4-H
  Awards Programs can be found at
• http//oklahoma4h.okstate.edu/awards/handbook.htm

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Plan First Report Later

• Project Objectives

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Planning

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

9
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

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Summary of Projects and Objectives Updated
annually
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Planning Tools on the 4-H Website
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Using Project Objectives

• Planning Winning Programs

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Planning with Members

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

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Plan the Work
Hands on Experience with Planning Tools
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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

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Work the Plan
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Monthly

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

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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

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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

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General Guidelines

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

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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

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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 his/her 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)

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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

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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

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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

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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

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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
  emphasis
• Be sure to show work toward each of the projects
  objectives in some part of the members 4-H
  Record Book

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Technical Hints Reveal Formatting
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Technical HintsShow all formatting marks
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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

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Technical Hint - Tables
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Technical Hints - Tables
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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

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Technical Hints - Columns

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

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Technical Hints - Columns
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Technical Hints - Columns
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Technical Hints - Columns
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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

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Section I-B Learning Experiences 5 points
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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

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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

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Section II Leadership Experiences
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Section IIICitizenship 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

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Section IIICitizenship 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.

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Section IIICitizenship Experiences
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Section IV 5 points4-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

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Section IV 5 points4-H Awards in All
Projects/Activities

• 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

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Section IV 5 points4-H Awards in All
Projects/Activities
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Section V- 5 pointsNon-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

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Section V- 5 pointsNon-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

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Section V- 5 pointsNon-4-H Experiences
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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

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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.

54
Food Science - chart
Activity 2009 2010 2011 2012 Total
New recipes tried
Snacks prepared
Meals Planned Prepared
Recipes Analyzed
Recipes Modified

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The 4-H Story
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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

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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

58
Documenting 4-H Work with Photos
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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

60
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

61
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

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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

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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

64
Creating Photo Pages with digital photos
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Creating Photo Pages Cropping/Resizing
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Creating Photo Pages Arranging Photos
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Creating Photo Pages Writing Captions
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Creating Photo Pages Writing Captions
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Overall Record Book5 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

70
Reporting 4-H and Non-4-H Work
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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.).

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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.

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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.

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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.

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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

76
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

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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

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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)

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What Judges Look For
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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

81
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

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State 4-H Record Books

• for Beginners