2016 State Fair 4-H Static Exhibit, Communications, and Awardrobe Entry. FairEntry Help Sheet For Staff

Transcription

1 2016 State Fair 4-H Static Exhibit, Communications, and Awardrobe Entry FairEntry Help Sheet For Staff Updated 6/9/16 Sarah Lenz Awardrobe Clothing Event 515/ Sarah Kinrade Communications Event Natalie Lord Static Entries Mitch Hoyer Phil Heckman Cayla Taylor

2 Table of Contents Section 1: Logging in to Fair Entry Section 2: Approving Exhibitors Section 3: Creating Teams for Team Entries Section 4: Making Awardrobe (Clothing Event) Entries Section 5: Making Communications Entries Section 6: Making Static Entries

3 2016 State Fair 4-H Static Exhibit, Communications, and Awardrobe Entry FairEntry Help Sheet For Staff Section 1: Logging In 1. Go to In the upper, right corner, click on Staff Sign-in 2. On the Staff Sign-in screen under the 4HOnline sign-in, select Iowa 4-H Youth development as the organization, and County as the role. Click Sign in with 4HOnline 3. On the pop-up screen, In the field, type your county address; for example (Make sure that you have your browser set to allow pop-ups on this page.) 4. Enter your county 4-H Online Manager password 5. Click/Select Iowa State Fair Exhibits & Communication

4 2016 State Fair 4-H Static Exhibit, Communications, and Awardrobe Entry FairEntry Help Sheet For Staff Section 2: Creating Approved Exhibitors 1. You should see a page that looks like this. Click inside the box that says, Search by Exhibitor or Exhibitor # and search for the youth you wish to enter a State Fair Communications Exhibit for. Click the Search button. 2. Your search should return a list of potential exhibitors that match your search parameters. Click the View button next to the name of the young person you wish to make entry for. 3. In most cases, this youth will not yet have an exhibitor record. Click the Create Approved Exhibitor Button. This will cause a warning message to appear. Click Okay. The Static & Communications Fair does not use invoices so it is safe to override this warning.

5 2016 State Fair 4-H Static Exhibit, Communications, and Awardrobe Entry FairEntry Help Sheet For Staff Section 4: Making Awardrobe Clothing Event Entries 1. You should see a page that looks like this. Click inside the box that says, Search by Exhibitor or Exhibitor # and search for the youth you wish to enter an Awardrobe Clothing Event Exhibit for. Type there name and click the Search button. 2. Your search should return a list of potential exhibitors that match your search parameters. Click the View button next to the name of the young person you wish to make entry for.

6 3. Click the Add an Entry under the Entry Section for the Exhibitor. 4. Click, Select in the Clothing Event Department. 5. Click Select for the proper division.

7 6. Click Select FOR ONLY THE SENIOR LEVEL CLASS IN THE DIVISION. 7. Click Continue after you have selected the Department, Division, and SENIOR level Class. 8. Click Edit in the Entry Questions Area. A Pop-Up will appear.

8 11. Choose the type of entry you are making for this youth. The numbers of entries that can be made for each type on entry are in the question description. Fair Entry will not prevent you from doing this incorrectly. Only make entries of the correct type. Depending on which region your county is in you will participate on Thursday or Friday. Choose the correct day for your county. 10. Using information from the Youth s PRE-Form answer Questions # 1-4. Please double check the show commentary for grammar, spelling, punctuation, and proper sentence structure. If necessary, please include a phonetic pronunciation of the Youth name as well to aid in the fashion show.

9 12. Type your contact information into the fields for questions #7-9. We already have the means of contacting the youth; these fields allow us to contact the county staff in case there is a question. 13. When you are ready to upload your exhibitors Report Form and Photo, the Report Form must be in PDF form and Photos must be in JPG, GIF, PNG or TIF form when it is saved as well as uploaded. See steps #14-17 for step by step instructions on how to convert word documents to PDF Files. 14. To save the reports as a PDF when it is a word document, on the home page click on File

10 15. On the left hand side of the screen, Click Save As then click Browse. A Save As pop up box will them comes up on your screen. 16. Once you have the Save As box click the down arrow in the Save As Type field. (right below the File Name field) Al list of options will come up, look through the list till you see an option that says PDF, GIF, PNG, or TIF. 17. Click on the option you want to use (for the report, if it s in word PDF will be the one you will want to choose) and you will see the field change. Then click Save in the lower right hand corner of the box.

11 18. Once you have your Report saved as a PDF, you may need to repeats steps #14-17 in order to reformat your photograph as a JPG, GIF, PNG, or TIF file. 19. Once the Report is in the PDF file format and the Picture is in JPG, GIF, PNG, or TIF format you are now ready to upload them both to Fair Entry. To upload Exhibitors Report and Photo click the Edit Button in the second Entry Files box. (located near the bottom of the page) 20. Click on Select File, then find your document on the Open tool bar that will pop up, once you found your file, click on it, it will them appears in the File name box, click Open.

12 21. Repeat step 19 to upload the picture of your exhibitor. It is recommended that the photo be 2 MB or smaller. Once you have both files uploaded two green check marks will appear that indicates both the Report and Picture were successfully uploaded. If everything looks ok and the report matches the picture, then you can click Ok. 22.Next, click the Edit Button in the Club field. (located on the left hand side of the screen) 23. A Pop-up will appear. Click where it says Search to find the exhibiters Club. Type in the club name and it will appear for you. Click the button next to the correct Club. Then Click Save.

13 24. This Awardrobe entry is complete. Since you are a Logged into FairEntry as a County manager all entries you make are Live as soon as you create them. There is no further submission step. Click the Exhibitors tab at the top of the screen, to add another entry. If you have any questions that we can help you with you can contact Sarah Lenz, 4-H Awardrobe Clothing Event Coordinator at sjlenz@iastate.edu (515)

14 2015 State Fair 4-H Static Exhibit, Communications, and Awardrobe Entry FairEntry Help Sheet For Staff Section 5: Communication Entries 1. You should see a page that looks like this. Click inside the box that says, Search by Exhibitor or Exhibitor # and search for the youth you wish to enter a State Fair Communications Exhibit for. Click the Search button. You can also search for Teams that you have created by selecting the Team exhibitor type. 2. Double check to make sure that the Communication Exhibitor has a t-shirt size selected. Then click the Add an Entry under the Entry Section for the Exhibitor. The process is similar for Team entries, but you do not need to select a T-shirt size for the Team, as each individual should already have a T-shirt size in their Exhibitor Record.

15 3. Click Select in the Communications Department. It may appear as though you might not be able to enter, but as a county manager you have the ability to override the restriction options. 4. Click Select in the appropriate Division. 5. Click Select in the appropriate Class. 6. Once you have the Correct Department, Division, and Class, click Continue

16 7. Click the Edit Button in the Entry Questions Area. 8. Complete questions 1-4 (Extemporaneous Speaking will end on question #1). Select your preferred date for this exhibit, (If you reserved a time for your county this would be where you would select one of those reserved times.) Select your time of day preference that corresponds to the date selected above. Enter the Exhibit Title and then the Topic/Subject of the presentation.

17 9. Complete all other questions. Questions may be slightly different depending on the type of entry you are making. After completing the equipment section click the Save button. 10. Click the Edit Button in the Entry Questions Area. 11. A Pop-up will appear. Click the button next to the correct Club. Then Click Save.

18 12. This Communication entry is complete. Since you are a Logged into FairEntry as a County manager all entries you make are Live as soon as you create them. There is no further submission step. Click the Exhibitors tab at the top of the screen, to add another entry. Once you have completed all Communications entry please Sarah Kinrade at 4h.comm@gmail.com or and let her know that entries for your county have been completed. Questions about the Communications entry process can also be directed to this .

19 2016 State Fair 4-H Static Exhibit, Communications, and Awardrobe Entry FairEntry Help Sheet For Staff Section 5: Making Static Exhibit Entries 1. You should see a page that looks like this. Click inside the box that says, Search by Exhibitor or Exhibitor # and search for the youth you wish to enter a static State Fair Exhibit for. Click the Search button. 2. If you would like to make a team entry as opposed to an individual, mark the Team box underneath the Exhibitor Type option. See Section 3 for information about creating teams. 3. After your search click View on the person or team you wish to make entry for.

20 4. Click the Add an Entry under the Entry Section for the Exhibitor or Team. 5. Click Select in the Static Department. It may appear as though you might not be able to enter, but as a county manager you have the ability to override the restriction options. 6. Click Select in the appropriate Division. 7. Click Select in the appropriate Class.

21 8. Once you have the Correct Department, Division, and Class, click Continue 9. Click the Edit Button in the Entry Description Area. 10. A Pop-up will appear. Click in the Entry Description Field to begin typing an Exhibit Description. Exhibit Descriptions should be very specific, but not more than 500 words. (Example: 8 x10 Photo of a white Easter lily in a red room in a single black matte) When description is complete, click the Save button.

22 11. Click the Edit Button in the Entry Questions Area. 12. A Pop-up will appear. Click the Units Button to choose number of years the youth has exhibited in the project area. Click the Units Button to choose number of pieces make up this particular exhibit. If this is a team or club entry, enter the names of the individual exhibitors, or the name of the club/group under which the entry is made. When selections are complete, click the Save button. 13. Click the Edit Button in the Club Area. 14. A Pop-up will appear. Click the button next to the correct Club. Then Click Save.

23 15. If you would like to upload a photo of this exhibit click the Edit button. 16. You will get a pop-up that says, Edit Entry Files, Click the box that says, Select Files, and then navigate to where you saved the picture on your computer. It is recommended to not exceed 2 MB for file uploads, larger photos, may cause errors. 17. This static entry is complete. Since you are a Logged into FairEntry as a County manager all entries you make are Live as soon as you create them. There is no further submission step. Click the Exhibitors tab at the top of the screen, to add another entry. 18. When all static entries have been entered from your county, or if you have questions, please 4hexhibits@gmail.com and notify them that your entries have been submitted.