New Family Enrollment Guide August 2018 Revision

Transcription

1 New Family Enrollment Guide August 2018 Revision

2 Welcome to Pennsylvania 4-H! Enrollment for 4-H Members and Adult Volunteers We are glad you are interested in joining Pennsylvania 4-H! Enrollment in Pennsylvania 4-H is completed through 4HOnline. What is 4HOnline? 4HOnline is the online enrollment system for all new and existing Pennsylvania 4-H members and volunteers. Penn State Extension s 4-H Youth Development program and 4HOnline work closely to monitor and ensure the highest level of protection of information stored in 4HOnline. Neither Pennsylvania 4-H nor 4HOnline will share or sell any personal information to third-party vendors without your knowledge or permission. Why is Pennsylvania 4-H using 4HOnline? 4HOnline brings the 4-H community together and encourages involvement. Families can ensure their 4-H records are accurate, leaders can help manage 4-H clubs and the County Extension office can focus on providing information and quality 4-H experiences for youth. How does 4HOnline affect my family? Each family will need to complete their annual 4-H enrollment using the 4HOnline system. The county extension office will then review and accept each member s enrollment. When can I begin the process? Pennsylvania 4-H enrollment begins October 15 th for each program year. Check with your county extension office for more information. Before completing your online enrollment in 4HOnline, we encourage you to contact your local county extension office to discuss 4-H membership or becoming a 4-H volunteer with the 4-H Educator. Extension personnel can also assist with the enrollment process. You can find your local county extension office by visiting the website extension.psu.edu/programs/4-h/counties Reminders: A club fee must be paid for all youth members. Please check with your local county extension office for cost and payment options. Youth members will not have an active enrollment status until club fees are received. A 4-H member will not be allowed to register for any regional, state or national events (including Farm Show and county fair 4-H classes) or register an animal until membership status is active. Adult volunteers must also have an active status and have completed all training, screening and background check requirements prior to working with youth. Details on Pennsylvania 4-H s volunteer application and screening process can be found at extension.psu.edu/programs/4- h/leaders/policies/section-05 Family profile and member information should be entered by a parent/guardian and not a minor. Before you enroll, you will need a computer, internet access and a valid address. Ready? Let s go! 4HOnline New Family Enrollment Guide August 2018 Revision 1

3 1. Navigate to Notice that there is no www in the address. 2. Select the I need to set up a profile button. 3. Select your County this is the county of your 4-H club. 4. Enter a valid family address. The address entered will be the account login for the entire family. The family address may not belong to a minor. It must be valid address for you to receive 4-H information and reset your password. 5. Enter your family/household Last Name. This will be the name that appears on mailing labels The Brown Family, for example 6. Create and confirm a password. 7. Click Create Login. Step 1: Create a Family Profile If you receive a message that your account already exists, your address has already been used in 4HOnline. Instead, select I forgot my password to have a temporary password sent to you. Step 2: Add a Member to the Family Enrolling youth members and adult volunteers occurs on the Member List screen. 8. Enter your Family Information. Required fields are identified with a red asterisk (*) and/or bold type. Keep in mind that the information entered here is associated with the Family. If needed, you can edit this information for each 4-H member or adult volunteer. 9. Verify your 4-H county is set to your primary 4-H county, which may not be your county of residence. 10. Do not check the box to update member records with the same address at this time. 11. The Password Management section is only used if you want to set a new password. You can skip this section at this time. 12. Click In 4HOnline, clicking Continue works like a save. Any changes made without hitting Continue will be lost if you change pages. 1. In the dropdown box under Add a New Family Member, select Youth. 2. Click ADULT VOLUNTEERS: If there are adult volunteers in this family, you will return to the Member List and select Adult from the Add a New Family Member dropdown. Parents or guardians who are not volunteers should not enroll. 4HOnline New Family Enrollment Guide August 2018 Revision 2

4 Step 3: Personal Information Profile Information Enter information for each member completely. Required fields are identified with a red asterisk (*) and/or bold type. If needed, change the member s address (the family address will automatically fill in). Name: Enter the member s legal name. Cell Phone: If you prefer, members can receive text messages via 4HOnline (it is not a requirement). To receive text messages, a cell phone number must be provided. You must also check the box that You wish to receive notices via text message and select your cell phone provider. Years in 4-H: If this is the member s first year in 4-H, enter a 1. If you do not know the number of years, you may leave this field blank. Second Household (Youth members only): For situations where a member may spend time living in two different households, contact information for the second household can be entered here. Emergency Contact: If possible, the emergency contact should be an adult other than a parent (for youth members) or an adult other than yourself (for adult volunteers). Parents are always contacted first for youth members, but they may not be reachable during an emergency. 4-H County: This is the county where the member participates in 4-H. If s/he participates in more than one county, contact your local extension office so the 4-H educator can add the second county to the record. Volunteer Information Ethnicity and Race Residence Military Service of Family School Information (Youth members only) Youth members can serve in leadership capacities, but it is not an enrollment requirement. For adult volunteers, select Yes. Adults who are not volunteers should not enroll in 4HOnline. Choose Balance to identify the member/volunteer as a combination of races. Choose the residence type that best fits where you live. Select No one in my family is serving in the military if no one in the immediate family currently serves in the military. If the youth member is homeschooled, attends an alternate school or the school is not listed, select If you are unable to locate your school in the list above, please enter the school name and type in the fields below to enter the school information. After all information is entered, click Why do we ask for this information? The federal government mandates Pennsylvania 4-H report on the type of communities our programs reach and so we can better serve the diverse populations in our commonwealth! 4HOnline New Family Enrollment Guide August 2018 Revision 3

5 Step 4: Complete Additional Information The Additional Information page lists different consents for youth members and adult volunteers. Please read all information and authorizations on this page carefully. Youth Member Code of Conduct Photo and Media Release Youth Risk and Liability Release All authorizations contain a required consent and Parent/Guardian signature. The Member Code of Conduct also requires the member s signature.* Adult Volunteers 4-H Volunteer Risk Waiver Form Acknowledgement of Equal Access Volunteer Code of Conduct Photo and Media Release All authorizations contain a required consent and signature.* Once you understand each authorization, click the checkbox or radio button to provide consent and sign your name. These fields will be locked for editing after the enrollment has been submitted. * By typing your name into the signature boxes, you agree to allow the Pennsylvania 4-H Program to use your typed name as your legal electronic signature. Medical Treatment Authorization Form Additional Needs and Support This form is not required for 4-H enrollment. It is only required when attending certain 4-H events. If the youth member is registered to attend an event that requires the medical form, your 4-H educator or club leader will let you know. The form must be completed in hard copy and turned into your local county extension office prior to the event. Additional Needs and Support information is not required, but helpful for 4-H educators. Permission to Travel After all information is entered, click The Permission to Travel form is not required for 4-H enrollment. The form is required when any youth will be transported by an authorized adult. The form must be completed in hard copy and turned into your local county extension office and/or authorized adult prior to traveling. Step 5: Add Clubs and Projects On the Participation screen, select the clubs and projects in which you intend to participate. You will see three tabs: Clubs, Projects and Groups. You do not need to select a Group. Clubs To enroll in Pennsylvania 4-H, each youth member must enroll in at least one club. 1. In the Clubs tab, select your Club(s) from the Select a Club dropdown menu. 2. If you are a volunteer, select your role from the Select a Volunteer Type dropdown menu. 3. Click the button. If the youth enrolls in more than one club, be sure to designate which is the Primary club. Projects New for , project selection is required for enrollment. Please reach out to your club leader or 4-H educator if you need assistance. 1. Select the Club, Project and Years in Project. If you are new to 4-H or this is a new project for you, select 1 for Years in Project. Cloverbud members may only select a project with Cloverbud in the title. 2. If you are a volunteer, select your role from the Select a Volunteer Type dropdown menu. 4. When finished, click 3. Click the button. 4. When finished, click You must first select a club before a project can be added to the record. If you do not hit Continue after selecting your project, your enrollment in that project will not be saved. 4HOnline New Family Enrollment Guide August 2018 Revision 4

6 Step 6: Submit Information Once you are sure that all of your information is accurate, click Submit Enrollment. After completing the enrollment submission, the Member List screen will load. The member you added will appear in the list with a Pending enrollment status. Repeat Steps 2-6 to add another youth member or adult volunteer. So what s next? You will receive two notifications. The first will state that the enrollment has been submitted to your county extension office and that enrollment is pending their approval. Once the enrollment is approved, you will receive another stating membership has been approved. Keep your login (family address) and password handy so you can log into 4HOnline at any time. Logging in allows you to update records, view newsletters and run member reports, as needed. Login Trouble Q: I forgot my password or address. Should I set up a new profile? A: NO! If you create a second profile, you will create a duplicate record and we won t be able to accurately track your information. Q: I forgot what address I should use. How can I get it? A: Contact your local county extension office and they will look it up for you. Q: I forgot my password. How do I get it? A: If you forgot your password, choose the I forgot my password option on the login screen to have a new temporary password sent to you. You can also contact your local county extension office for assistance. Q: I reset my password, but I still can t login. Help! A: Passwords are case sensitive. Try copying and pasting the password. If that doesn t work, please contact your local county extension office for assistance. Q: My address has changed. How do I update it? A: Contact your local county extension office so they can change it on your existing record. Please do not create another record with the new address! Frequently Asked Questions Profile Questions Q: What if I participate in clubs in more than one county? A: When enrolling, select your primary 4-H county and then contact your county 4-H educator to add the second. After the second county is added, you can then select your club from the second county. Q: How do I pay the enrollment fee? A: Payment of fees is determined by each county. Check with your 4-H club leader or your county 4-H educator for details. Q: I completed my profile over a week ago, but it s still pending. What should I do? A: Contact your local county extension office to ask if your enrollment has been approved and, if not, why. During peak enrollment times, it can get very busy and we appreciate your patience. Q: When a new 4-H year starts, will I need to do this all over again? A: No! When you reenroll next year, you will only need to verify your information is still correct and then resubmit. You can also update your information during reenrollment. Please reach out to your local county extension office for help! We are here to help make sure your enrollment in 4-H is smooth and successful! extension.psu.edu/4h Penn State College of Agricultural Sciences research and extension programs are funded in part by Pennsylvania counties, the Commonwealth of Pennsylvania, and the U.S. Department of Agriculture. This publication is made possible through Pennsylvania 4-H educational materials fees. This publication is available in alternative media on request. Penn State is an equal opportunity, affirmative action employer, and is committed to providing employment opportunities to all qualified applicants without regard to race, color, religion, age, sex, sexual orientation, gender identity, national origin, disability, or protected veteran status. The Pennsylvania State University HOnline New Family Enrollment Guide August 2018 Revision 5