Family and Leaders User s Manual...Virginia 4HOnline Users’ Manual Page 15 How to Add a New...

FamilyandLeadersUser’sManual

2017

Publication4H-716P(4H-752P) 2017

Virginia4HOnlineFamilyandLeadersUser’sManual

IPledge

myHeadtoclearerthinking,

myHearttogreaterloyalty,

myHandstolargerservice,and

myHealthtobetter livingfor

myclub,mycommunity,my

country,andmyworld.

Team Members

Dr.TonyaPrice,ExtensionSpecialist,Virginia4-HSamanthaNagurny,ExtensionAgent,FairfaxCountyMandiDolan,ExtensionAgent,PittsylvaniaCountyAlyssaWalden,ExtensionAgent,StaffordCountyKellyMallory,ExtensionAgent,MadisonCountyKarrinTemple,ExtensionAgent,AlbemarleCountyandtheCityofCharlottesvilleKatieJenkins,UnitAdministrativeAssistant,MadisonCountyKimberlyMonroe,ProgramSpecialist,LoudounCountyCindyPuryear,ExtensionAgent,SpotsylvaniaCounty

Special Thanks to the Reviewers

JeremyJohnson,AssociateSpecialist,VirginiaCooperativeExtensionDr.TobyLepley,AssistantStateLeader,TexasA&MLenahNguyen,ExtensionAgent,FauquierCountyCathyWeaver,UnitAdministrativeAssistant,OrangeCounty

Table of Contents Introduction.................................................................................................................................................1

4HOnlineStructure...............................................................................................................................1

Short-TermYouthvs.Youth..................................................................................................................1

Contactsvs.AdultVolunteers...............................................................................................................2

VolunteerPositionDescriptions&ScreeningRequirements................................................................3

4HOnlineInfrastructureandSecurityMeasures.........................................................................................4

LogicalNetworkMap:...........................................................................................................................4

FirewallSecurity....................................................................................................................................4

VPNSecurity..........................................................................................................................................4

WebsiteSecurity...................................................................................................................................4

WebserverSecurity...............................................................................................................................5

DatabaseServerSecurity......................................................................................................................5

DatabaseSecurity.................................................................................................................................5

DataSecurity.........................................................................................................................................5

NetworkMonitoring.............................................................................................................................5

DatabaseBackups.................................................................................................................................6

PhysicalSecurity....................................................................................................................................6

HowtoEnrollin4-H.....................................................................................................................................7

ProcessesandHelpSheetsforClubLeaders&Families..............................................................................8

HowtoCreateaFamilyAccount...........................................................................................................8

HowtoAddaNewYouthEnrollment...................................................................................................9

HowtoAddaNewVolunteerEnrollment...........................................................................................15

HowtoLogintoanExistingFamilyAccount.......................................................................................19

HowtoLogintoaClubAccount..........................................................................................................20

RunningMemberReports.........................................................................................................................21

RunningMemberReports–FromClubAccount................................................................................21

HowtoRunMemberReports–FromFamilyAccount.......................................................................22

HowtoAccessandPrintAuthorizationForms(Individual).................................................................22

HowtoAccessandPrintAuthorizationForms(Multiple)...................................................................23

HowtoAccessandPrintHealthForm(Individual)..............................................................................24

HowtoAccessandPrintHealthForm(Multiple)................................................................................24

HowtoRe-Enrollin4-H.......................................................................................................................25

HowtoEditFamilyContactInformation.............................................................................................26

4HOnlineQuickResources.........................................................................................................................27

4-HDeliveryModes.............................................................................................................................27

Glossaryof4HOnlineTerms................................................................................................................29

Virginia4HOnlineUsers’Manual Page1

Introduction 4HOnlineisanonlinememberenrollmentandeventmanagementsoftwareownedanddevelopedbyRegistrationMaxLLC.4HOnlineishighlycustomizableandthusisalwaysimproving.Pleaseusethefollowingmanualasaguidetogettingstartedwith4HOnline.Pleasenotethat4HOnlineworksbestwiththefollowinginternetbrowsers:GoogleChrome,Firefox,andSafari.TheprogramisnotcompatiblewithInternetExplorer.

4HOnline Structure

Inordertounderstandhowtheprogramworks,itisnecessarytounderstandthestructureuponwhichitisbuilt.4HOnlineisbuiltonahierarchicalstructure.Eachlevelhasaccesstotheinformationinthelevelsbelowit.Thestructurefromthetopdownisasfollows:

• StateAdministratorAccount(programset-up)

• StateAccount(State4-HOffice)

• County/UnitAccount

• ClubAccount(someunitsmaynotusethislevel)

• FamilyAccount

• MemberProfile(mustlogintoafamilyaccounttoaccessthememberprofile)

The4HOnlineUsersGuideincludesresourcesforusingtheprogramattheDistrict,County/Unit,Club,andFamilylevels.

Short-Term Youth vs. Youth

Eventhough4-Hersparticipatingingroups(Jr.Camp,DayCamps,4-HDayattheCapitol,etc.)arereceivingaminimumofsixhoursofeducationalprogrammingandinmanycases,alotmore,theyarestillconsideredshort-term.Itisrealizedthatthisisn’tthebestterminologybutitishow“grouponly”4-Hersaredefinedwithin4HOnline.Withthatbeingsaid,forsmallergroupsorthoseyouworkcloselywith,likeJr.4-HCamp,those4-H’ersshouldbeenteredindividuallywithin4HOnline.Youthmembersaredefinedasthosewhoareenrolledina4-HClubandtakinga4-Hproject.Youthmemberscanalsobeenrolledintogroups,butclubenrollmentiswhatdifferentiatesshort-termyouthfromyouth.

Forsmallergroupsorthoseyouworkcloselywith,likeJr.4-HCamp,those4-H’ersshouldbeenteredindividuallywithin4HOnline.Pleasenotethatshort-termmemberscanONLYbe


addedattheunitlevel.Familiescannotaddshort-termmemberstotheiraccount.Thus,afamilyprofileshouldbecreatedandthechildaddedtothatfamilyasashort-termmemberiftheyarea“grouponly”participant.Whenaddedasashort-termmember,youwillneedtoentertheprofileinformationforeachchildbutthemajorityofthatinformationiscollectedonthecampregistrationform.Afterprofileinformationhasbeenentered,thesystembypassestheclubandprojecttabssincetheyaren’tinvolvedineitherandtakesyoudirectlytothegroupstab.Forthoseyouthwhoparticipateinagroupbutalsoare“regular”4-Hmembers,meaningtheyareamemberofa4-Hclubandtakingaproject,youwouldentertheminasa“Youth”member.Doingthiswillallowyoutoselecttheirclub,projects,andaddthemtoagroup.Pleasenotethatforallgroupsyoucreate,agroupenrollmentsummarywillneedtobecompletedinorderforittocountontheES237report.The“total”onthegroupenrollmentsummarywouldbeallparticipants,regularandshort-termmembers,andthe“new”totalwouldbethosewhowereenteredasshort-termmembers.Forlargergroups,likeCharacterCounts!,in-schoolprogramming,etc.,thesegroupmembersdon’tneedtobeenteredindividuallybecauseinmanycases,theprofileinformationisdifficulttocollect.Thus,forthesegroups,youwouldcreatethegroupandcompletethegroupenrollmentsummarytoincludethesenumbersonyourES237report.

Contacts vs. Adult Volunteers

WithinVirginiaCooperativeExtension,therearetwoprimaryenrollmenttypesfor4-Hvolunteers,Contacts(low-levelscreening/short-termvolunteers)andAdults(high-levelscreening/long-termvolunteer).

Forfurtherclarification,frequencyofthevolunteerroleisnottheprimaryconsiderationwhenselectingtheappropriatevolunteertype,butthenatureofthepositionandwhetherthepositionisahigh-levelorlow-levelscreeningpositionismostimportant.Avolunteerwouldbeenteredasa“contact”within4HOnlineforthosevolunteersworkingunderthedirectsupervisionofaVCEfacultymemberoranotherhigh-levelscreenedvolunteer.The“contact”volunteertypeisalsoappropriateforourcollaborativevolunteers,anyperson,who,asapartoftheirnormalcompensatedemployment,assistsVCEintheaccomplishmentofasharedgoal(teachers,ParksandRecreationstaff,etc).Thesearevolunteersthatmaybeservingasanin-schoolleader,after-schoolleader,guestspeaker,oranyotherrolethatisanactivepartoftheiremployment.–SeeEnterContacts(Short-TermVolunteers).

Ifthevolunteerworksindependentlywith4-Hasaclubleaderorcampvolunteerorinanyadditionalhigh-screeninglevelrolesoutsidethescopeoftheiremployment,theywouldthenbeenrolledinto4HOnlineasan“adult”-SeeAddaNewFamilyandAdult.In4HOnline,volunteersthatcompletethe4-HOccasional/OneTimeVolunteerFormareconsidered“Contacts.”


Volunteer Position Descriptions & Screening Requirements

VolunteerTypePosition

Description

CriminalBackgroundScreening Interview

ReferenceCheck

Adult Volunteersthatprovidedirectsupervisionto4-Hyouthprograms,handle4-Hclubfunds,ortransportyouth.

REQUIRED* YES YES

*CriminalBackgroundScreeningRequiredevery3years,withtheexceptionof4-Hcampvolunteersage18andolderwhichmustcompleteannually

Contact Volunteerpositionsidentifiedwithlow-levelscreeningrequirementsasdeterminedbythecompletionoftheVolunteerPositionAnalysisandDescriptionFormVP-112.

NO NO NO

TheseOccasional/One-TimeVolunteerswillbeunderconstant/directsupervisionofaVCEfaculty/staffmemberordesignatedvolunteerandwillnotbeleftalonewithvulnerableprogramparticipants.Examplesmayinclude:RealityStoreVolunteers,GuestSpeakers,teachersintheclassroomduringschoolhours.

http://www.intra.ext.vt.edu/support/volunteer/490-804.pdf





4HOnline Infrastructure and Security Measures

Logical Network Map:

**Thisisalogicalrepresentationofthetrafficflowofthenetwork.Aphysicalwiringdiagramwouldlookquitedifferent.

Firewall Security

Alltrafficflowingthroughthefirewallissubjectedtoafullpacketinspection;thisallows4HOnlinetorunIPS(IntrusionPrevention),IDS(IntrusionDetection)andanti-virus/anti---malwarescannersonallrequests.Alltraffictoandfrombotnetserversareblocked.Inaddition,onlytrafficoriginatingfromUSorCanadaIPaddressesareevenallowedtogettopointofpacketinspection,allothertrafficisdroppedimmediately.

VPN Security

4HOnlineusesaVPNtunneltoconnecttoourserversformaintenanceanddevelopment.VPNstandsfor“VirtualPrivateNetwork”,itcreatesavirtualencryptiontunnelthroughwhichalltrafficflows.ThiscompletelyblindsanyonenotauthenticatedfromseeingtheinformationthatisinsidetheVPNtunnel.ThesystemusesAES-256encryption,whichiscurrentlythemostsecureencryptionmethodavailable.ItissaidthatitwouldrequireseveralbillionyearswithmoderncomputinghardwaretocrackanAES-256cypher.

Website Security

AllwebtraffictoandfromourwebserversrunthroughTLS(replacedSSL)encryption.Thisencryptsalldataandpreventsanyoneotherthantheusers’browserandourwebserversfromknowingtheinformationthatisbeingrequestedandsent.


Webserver Security

4HOnlinemaintainswebserverswiththelatestsecuritypatchesandupdates.Theyalsorunanti-virussoftwareonthewebserversthemselvesinadditiontotheanti-virusonthefirewallasanextrameasure.Allwebserversruntheirownlocalfirewallsthatonlyallownecessarytrafficin.OnlytheChiefExecutiveOfficer(CEO)andChiefTechnologyOfficer(CTO)areallowedtologin(viaVPN)totheserversthemselves,narrowingthepossibilityofabruteforcepasswordattack.

Database Server Security

4HOnlinemaintainsthedatabaseserverswiththelatestsecuritypatchesandupdates.AllinternalnetworktrafficbetweenthewebanddatabaseserversisencryptedwithTLSencryptiontopreventanyunauthorizedcomputersfromsnoopingdatabasecredentials.WhilepublicInternettrafficshouldnevertouchthedatabaseservers,4HOnlinerunsanti-virussoftwareonthedatabaseserversasanextrameasure.Alldatabaseserversruntheirownlocalfirewallsthatonlyallownecessarytrafficin.OnlytheCEOandCTOareallowedtologin(viaVPN)totheserversthemselves,narrowingthepossibilityofabruteforcepasswordattack.

Database Security

AccesstothedatabasesisonlyallowedfromauthenticateduserswhoarecomingtotheserverthroughtheVPNtunnel.OnlytheCEOandCTOareallowedtologindirectlytoproductiondatabases.Developersarenotallowedtologintoproductiondatabasesandeachdevelopermaintainstheirownusernameandpasswordonthedevelopmentdatabases.Eachapplicationalsohasaseparatelogintothedatabase.4HOnlineusesfine-grainedpermissionsanddonotallowdevelopersaccesstothedatathattheydon’tneed.4HOnlinemaintainslogsofalllogins.

Data Security

AllsensitivedataisencryptedinthedatabaseusinganAES-256encryptionalgorithm.Allpasswordsare“one-wayhashed”,meaningthehashitselfcannotbedecryptedtoshowapassword.Thisiswhy4HOnlinehastoresetpasswordsandcannottellyouwhattheexistingpasswordis.

Network Monitoring

Allnetworkphysicalandvirtualassetsaremonitoredinreal-timewithaSIEMsystem.Thissystemwillalertsystemadministratorsimmediatelyinthecaseofsuspiciousactivityonaserverornetworkdevice.4HOnlinerunsweeklysecurityvulnerabilityscansoneachsystemonthenetworkandimmediatelypatchallunitswithmanufacturerrecommended/requiredupdates.


Database Backups

AlldatabasebackupsareencryptedusingAESencryption.Thedatabaselogsarebackedupevery30minutesthroughoutthedaywithfullbackupsbeingperformedeverynight.4HOnlinecurrentlymaintains30-minutestepsofbackupsgoingback2weeks,fullbackupsfor6months.Thedataisarchivedtomirroredbackupserversatthedatacenterinadditiontothelocalcopies.WeeklyfulldatabasebackupsarearchivedtoaUSbasedsecuretriple-replicatedoff-sitebackupservicethatprovidesanadditionalAES-256encryptionofthealreadyAES-256encryptedbackups.OnlytheCEOandCTOhaveaccesstothearchivedbackups.

Physical Security

The4HOnlineserversarelocatedatDataFoundrydatacentersinAustin,Texas.Accesstothecabinetrequirespassingthrough4stagesofbiometricauthenticationinadditiontoapersonalIDcheckinordertogetthekeytothecabinetitself.Moreinformationisavailableathttp://www.datafoundry.com/data-centers/

4HOnlinetakesthesecurityofyourdataveryseriously.Thecompanyunderstandsthesensitivityofthedatathattheymanage.4HOnlinedoeseverythingwithinitscapacitytoinsurethattheinformationiskeptsafeforyourpeaceofmindaswellasours.

UsedwithpermissionfromRegistrationMaxLLC.


How to Enroll in 4-H 4-Hbeganover100yearsago,andhassincegrownintothelargestyouthdevelopmentprograminthenation.4-Hpreparesyoungpeopletobeleadersintheircommunityandaroundtheworldthroughhands-onexperiencesalongsidetheirpeersandcaringadults.4-HisdeliveredthroughtheCooperativeExtensionService—reachingeverycornerofournation.Communityclubs,afterschoolprograms,schoolenrichment,camps/workshops,andspecialinterestprogramsareallwaysyouthcanbeinvolvedwiththe4-Hprogram.

ContactyourlocalExtensionOfficetofindoutthe4-Hprogramsofferedinyourarea.

Selectaclub/activityinwhichyouwishtoparticipateandgiveitatry!Attendmeetings,getinvolved!

Onceyou’veselectedaclub/activity,you’rereadytoenrollin4-H!

Enrollmentishandledonlinethroughthe4-HOnlinesystem.https://virginia.4honline.com

However,ifyoudon’thaveaccesstoacomputerorarehavingtroublenavigatingthesystem,pleasecontactyourlocalExtensionOfficetocompletehardcopiesoftheenrollmentandauthorizationforms.

Toutilize4-HOnline,youwillneed:

• Acomputer• Internetaccess.Ifyouneedassistanceaccessingtheinternet,pleasecontactyour

countyExtensionoffice.• Avalide-mailaddress• Awebbrowser(Ex:Firefox,GoogleChrome)Pleasenote:InternetExplorerisnot

compatiblewith4HOnline.

YourlocalExtensionofficeorclubleaderwillhavedetailedinstructionsonhowtocompleteyouronlineenrollmentorclickonthislink:http://www.pubs.ext.vt.edu/4-H/4H-385/4H-385.html

Enrollmentmustbecompleted/updatedannually.


Processes and Help Sheets for Club Leaders & Families

How to Create a Family Account

AFamilyaccountmustbecreatedfirst.Youwillenrolleachindividualmemberunderthefamilyaccount.

1. Gotothe4HOnlineloginscreenat:https://va.4honline.com.

2. SelectIneedtosetupaprofile.Adropdownmenuwillappear.

3. Selectthecountyinwhichyouwishtojoin/enroll.

4. Enteravalidfamilyemailaddress.*E-mailaddressesmustbevalidinorderforyoutohaveaccesstoyourenrollmentinformation—it’syouraccountloginaswellashowyoureceiveinformation.Ifyoudonothaveanemailaddress,contactyourlocalextensionofficeforassistance.*

5. Confirmyoure-mailaddress.

6. Typeinyourparent/guardian/householdlastname.(Thiswillbethenamethatappearsonmailinglabels—“TheSmithFamily”forexample.)

7. Createyourpassword–mustincludelettersandnumbers/symbolswithaminimumof8characters.

8. ClickonCreateLogin.


9. ThisistheFamilyInformationpage.Fillinallyourpersonalinformationcorrectlyandcompletely.Makesurethatyou:

ChooseyourcorrespondencepreferenceaseitherMailorEmail.

ChecktheUpdateMemberRecordsboxatthistime.Thiswillcarrytheinformationoveramongstfamilymembersanditwillnothavetobere-enteredforeachperson.

10. PasswordManagementisusedonlywhenyouneedtochangeyourpassword.

11. ClickontheContinuebuttonatthebottomofthepage.

How to Add a New Youth Enrollment

1. LogintotheFamilyAccount.

2. Fromthememberlistpage,InthedropdownboxunderAddaNewFamilyMember,selectYouthandclickonAddMember.


3. ThenextscreenistheYouthPersonalInformationscreen.Fillinallinformationforthismembercorrectlyandcompletely.Fieldswiththeredstarorthatareboldarerequired,otherfieldsaretobefilledinasappropriate.

ImportantFields:

● IftheyouthhasaDIFFERENTe-mailaddressthanthefamilyoneenteredatlogin,enteritinthetopbox.

● Ifhis/herlastnameisdifferentthantheparent/guardian/householdname,makethatchangeonthispage.

● FortheYearsin4-H,enter1ifthisisthefirstyearotherwiseenternumberofyears.

● Ifthereareparents/guardiansthatdonotliveinthesameresidenceasyou,youmayentertheirmailinginformationunderSecondaryHousehold.

● Ethnicity–ifyouconsideryourself/childtobeapartoftheHispanicculture,markyes.YoumaychooseanyoftheotheroptionslistedbelowormarkPreferNottoState.Thechoiceisyours.

● Chooseyourresidence.

● CompletetheMilitaryServiceofFamilyonlyifitapplies.

● Selectyourchild’scurrentgradeinschool.

● Textmessaging:Thisisoptional.Enteracellnumber,checktheboxifyouarewillingtoreceivetextmessagesvia4-HOnline,andchooseyourproviderfromthelist.Textswillbeusedforlastminutemeetingnoticesandotherpriorityinformation,onlyfrom


countystaff,notauto-generatedthroughtheprogram.Standardtextmessagechargesmayapply;seeyourcarrierfordetails.

● Besuretoenteranemergencycontactnameandatleastonephonenumber(requiredfields).ThisshouldbesomeoneOTHERthanaparent,ifpossible.Parentsarealwayscontactedfirst,butwhoshouldbecallediftheparentsarenotavailable?

● Whenyouhavecompletedthispage,clickContinue.ThisbringsyoutotheAdditionalInformationpage.

YouarenowattheAuthorizationsandReleasespage

1. Allfieldsarerequired.

2. Selectanoptionifthereisachoice,orchecktheIagree…box.

3. YouMUSTcheckaboxonthe

o EquineWaiver

o MediaRelease

o PrivacyStatement

o CodeofConduct.

Youwillnotbeabletomoveforwardwithoutthesefieldsbeingcompleted.

4. DigitalSignatures

o Enterboththenameoftheparent/guardianandtheyouth.Bothfieldsmustbefilledinbeforeyoucanclickthe“Continue”button.

ByloggingonwithyouruserIDandpassword,youareindicatingthatyouarethecorrectpersontoagreetotheterms.


5. AdditionalInformation

o TypeinOfficeHeldifapplicable.

o T-shirtSize

6. Whenyouhavecompletedthispage,clickContinue.

YouarenowattheHealthpage

7. Pleaseprovidedetailedhealthinformationfordeterminingappropriatesupervision,support,andaccommodations.

8. Besuretoincludeallpersonswithpermissiontopick-uptheyouthfroma4-Hevent.ONLYthepeoplelistedwillbeallowedtopick-uptheyouthfroma4-Heventoractivity.

9. Whenyouhavecompletedthispage,click"Continue."

YouarenowattheClubs/Projects/Groupspage.Thisiswhereyouwillselecta4-Hclubandprojectsforthecurrent4-Hyear.

Clubs

10. ClickontheClubtab.

11. Selectthecorrectclubfromthedropdownmenuandclickonit.

12. SelectAddClub.

WhatifIbelongtomorethanoneclub?

13. Ifyourchildisamemberofmorethanoneclub,addthenextonethesameway.

14. Ifyourchildisamemberofmorethanoneclub,youwillneedtoselectaprimaryclub.Clickonthedotnexttotheirprimaryclub.


15. ClicktheContinuebutton.

Projects

16. ClickontheProjectstab.

17. UnderSelectaProject,clickonthedropdownmenuandselectthefirstprojectforthisyouth.

18. YearsinProject–musthave1for1styearmembers.

· Forreturningmembers,theyearsareautomaticallyupdated.

19. ClickonAddProject.

20. Foreachadditionalprojectthatyouwanttoadd,repeatthestepsabove.

Groups

21. Thistabisusedwhenyoubelongtoagroupthatisnotanorganizedclub.Forexample:youarepartoftheCountyYouthLeadershipCouncilthatisnotaclub,buta4-Hgroup.YourlocalExtensionofficecanhelpyoudetermineifyouneedtousethistab.

Onceyouhaveenteredallyourclubs,project(s),andgroups,clickonSubmitEnrollmentandyouaredone!


I have another youth in my family I need to enroll

Ifthereisanotheryouth(oranadultleader)inyourfamilyenrollingin4-H,youwillneedtorepeatthisprocessforthem.ThereisanoptiontoCopyParentInformationfromAnotherYouthRecorddropboxthatwillshortentheprocesssomeforthesecond(andbeyond)youth.

My enrollment(s) are done. Now What?

Onceyourenrollmenthasbeensubmitted,itissenttotheUnitExtensionOfficetobeapproved.Youshouldgetamessagebackindicatingyourenrollmenthasbeensubmitted.Ifthereareanyproblemswithyourenrollment–incorrectormissinginformation,etc.–youwillgetane-mailwithinstructionsforloggingbackin(withthesameemail/passwordyousetup)andcorrectingthose.Iftherearenoproblems,youwillreceiveane-mailstatingthatyouhavebeenacceptedandwillhaveaccessonlinetoyourenrollmenttomakeanyupdatesthroughoutthe4-Hyear.

Keepyourlogin(familyemailaddress)andpasswordhandysothatyoucanlogintotheprogramandupdateyourrecordsasneeded.


How to Add a New Volunteer Enrollment

Determinewhattypeofvolunteeryouare.UsetheVolunteerPositionDescriptions&ScreeningRequirementschartfoundonpage8

Ifyouarenewto4HOnline,anddonotalreadyhaveafamilyprofile,followthestepsonHowtoCreateaFamilyAccount

Ifyouhaveafamilyaccount,loginto4HOnlineat:http://va.4honline.com

Onceyoucreateyouraccount,orlogintoyourfamilyaccount:

1. InthedropdownboxunderAddaNewFamilyMember,selectadultandclickonAddMember.

2. ThenextscreenistheAdultPersonalInformationscreen.Fillinallinformationcorrectlyandcompletely.Fieldswiththeredstarorthatareboldarerequired,otherfieldsfillinasappropriate.

ImportantAreas:

● IftheadulthasaDIFFERENTe-mailaddressthanthefamilyoneenteredatlogin,enteritinthetopbox.

● Iftheirlastnameisdifferentthanthehouseholdname,makethatchangeonthispage.

http://va.4honline.com


● Chooseyourcorrespondencepreference

● Textmessaging:Thisisoptional.Enteracellnumber,checktheboxifyouarewillingtoreceivetextmessagesvia4-HOnlineandchooseyourproviderfromthelist.Textswillbeusedforlastminutemeetingnoticesandotherpriorityinformation,onlyfromcountystaff,notauto-generatedthroughtheprogram.Standardtextmessagechargesmayapply;seeyourcarrierfordetails.

● FortheYearsin4-H,enter1ifthisisthefirstyearotherwiseenternumberofyears

● Besuretoenteranemergencycontactnameandatleastonephonenumber(requiredfields).ThisshouldbesomeoneOTHERthanaparent,ifpossible.Parentsarealwayscontactedfirst,butwhoshouldbecallediftheparentsarenotavailable?

● Datelasttrained–Pleaseprovidethedateofyourmostrecentvolunteertraining

● Ethnicity–ifyouconsideryourself/childtobeapartoftheHispanicculture,markyes.Youmaychooseanyoftheotheroptionslistedbelowormarkprefernottostate.Thechoiceisyours.

● Chooseyourresidence

● CompletetheMilitaryServiceofFamilyonlyifitapplies.

● Whenyouhavecompletedthispage,clickContinue.

● ThisbringsyoutotheAdditionalInformationPage.

YouarenowattheAdditionalInformationpage

3. Allfieldslistedbelowarerequired.

o Approval/Emergencyauthorizationo EnrollmentAgreemento EquineWaiverReleaseo Privacystatemento StandardsofBehavioro VolunteerSelf-Disclosureo Mediarelease

4. Selectanoptionifthereisachoice,orchecktheIagree…box.


5. Youwillnotbeabletomoveforwardwithoutthesefieldsbeingcompleted.

6. Onlythevolunteerenrollingcanprovideconsentanddigitalsignatures.ByloggingonwithyouruserIDandpassword,youareindicatingthatyouarethecorrectpersontoagreetotheterms.

7. CompleteallAdditionalInformationfields

8. Whenyouhavecompletedthispage,clickContinue.

YouarenowattheClubs/Projects/Groupspage.Thisiswhereyouwillselecta4-Hclub/projectyouarevolunteeringwithforthecurrent4-Hyear.

Clubs

9. ClickontheClubtab

10. Selectthecorrectclubfromthedropdownmenuandclickonit.

11. Selectyourvolunteertype/role

12. SelectAddClub.

WhatifIvolunteerformorethanoneclub?

Ifyouvolunteerformorethanoneclub,addthenextonefollowingthestepslistedabove.

13. Clickonthedotnexttoyourprimaryclub.

14. ClicktheContinuebutton.

Projects

15. ClickontheProjectstab

16. UnderSelectaProjectclickonthedropdownmenuandselectthefirstprojectforthisvolunteer.


17. YearsinProject–musthave1for1styearmembers.

· Forreturningmembers,theyearsareautomaticallyupdated.

18. ClickonAddProject.

19. Foreachadditionalprojectthatyouwanttoadd,repeatthestepsabove.

Groups

20. Thistabisusedwhenyoubelongtoagroupthatisnotanorganizedclub.Forexample:youarepartoftheCountyyouthleadershipcouncilthatisnotaclub,buta4-Hgroup.Yourlocalextensionofficecanhelpyoudetermineifyouneedtousethistab.

21. Onceyouhaveenteredallyourclubs,project(s),andgroupsyoucantoclickonSubmitEnrollmentandyouaredone!

My enrollment (s) are done. Now What?


Keepyourlogin(familyemailaddress)andpasswordhandysothatyoucanlogintotheprogramandupdateyourrecordswheneveryouneedto.


How to Login to an Existing Family Account

1. Gotova.4honline.com

2. ThesystemwilldefaulttotheoptionIhaveaprofile.Enteryouremailaddressandpassword.

3. LeaveyourroleasFamilyandclickLogin.


How to Log into a Club Account

1. Onlythosewhoareenrolledaslongtermvolunteersaregivenclubaccess2. IfyouareanenrolledlongtermvolunteercontactyourlocalExtensionofficeandask

themtogiveyoupermissiontoaccesstheclub3. Extensionstaffand/orthe4-HclubleadermustapproveyourrequestforClubaccess4. Youwillreceiveconfirmationofaccessandapassword(differentfromyourfamily

loginpassword).Thisisthepasswordyouwillusetologintoyourclubaccount.5. Onceyouhavepermissiontoaccesstheclub,loginvia:https://va.4honline.com

7. Thisscreenontherightwillappear

8. FindyournameunderSelectProfile

9. Onceyouselectyournametheclubwillautomaticallyfillin

10. Enterthecasesensitiveclubpassword.

11. ClickLogintoClub

12. Thiswilltakeyoutoyourclubscreen/dashboard

13. Thefirstscreenistoconfirmanymembersneededclubapproval

https://va.4honline.com


Running Member Reports Running Member Reports – From Club Account

Forallmemberreports,youneedtologinto4HOnline,andthenlogintotheclub.Onceattheclubdashboard,selectsearch

Thiswillbringyoutoalistofclubmembers.UsethisastheHomepageforrunningmemberreports.

Followthestepslistedatthereportsbelowforspecificforms.


How to Run Member Reports – From Family Account

1. Logintoafamilyaccount

2. FindMemberReportsboxontheMemberListpage

3. SelecttheMember’snameandthereport.ThereportwillshowinPDFformat

Keepinmind-BoththeHealthFormandAuthorizationformareneededifamemberneedsmedicalattention.Thisisduetothefactthatthepermissiontotreatisfoundontheauthorizationform,andthehealthinformationisfoundonthehealthform.

How to Access and Print Authorization Forms (Individual)


FollowthestepsaboveunderRunningMemberReports.UndertheReportdropdownmenu,select“AuthorizationForm”

How to Access and Print Authorization Forms (Multiple)

1. OntheEnrollmentHomepagesearchformembersyouwishtoruntheauthorizationformsfor,andflagtheirnames

2. ClickonReports

3. SelectStandardReports

4. ClickonMember-Authorizationform–Youth/AdultFlagged(youcanselectAdultmemberorYouthmember)

5. Thereportwillappearinapreviewformat.YoucansaveitasaPDForExcelformat,orprintthedocument.


How to Access and Print Health Form (Individual)

FollowthestepsaboveunderRunningMemberReports.UndertheReportdropdownmenu,selectHealthForm

How to Access and Print Health Form (Multiple)

1. OntheEnrollmentHomepagesearchformembersyouwishtorunthehealthformsfor,andflagtheirnames

2. ClickonReports

3. SelectStandardReports

4. ClickonMember-Healthform–Youth/AdultFlagged(youcanselectAdultmemberorYouthmember)

5. Thereportwillappearinapreviewformat.YoucansaveitasaPDForExcelformat,orprintthedocument.


How to Re-Enroll in 4-H

1. Members/volunteersmustenrollin4-Hannually.2. AfterOct.1ofthecurrent4-Hyear,gotothe4HOnlineloginscreenat

https://va.4honline.com3. LogintoyourfamilyaccountusingthestepsfoundatHowtoLogintoanExisting

FamilyAccounta. Ifyoudonothaveafamilyaccount,youneedtofollowthestepsonHowto

CreateaFamilyAccount.b. DONOTENTERANOTHEREMAILORSETUPANOTHERACCOUNT.Contactyour

localExtensionofficeforassistance.c. IfyouforgotyourpasswordyouwillneedtoclickonIforgotmypassword

4. Reviewandupdatetheinformationforeachyouth.a. ClickontheEdittabtoaccesstheyouth/volunteerspersonalinformation.b. Makenecessarychanges.c. DONOTupdatetheschoolgrade-itwillautomaticallyupdate.Youmayneedto

updateschoolname.d. HealthInformationwillrolloverfrompreviousyear.Pleasereviewandmake

changesasnecessary.e. Ifyouneedtoadd/deleteacluborprojectdosoatthistime.

5. ClickEnrollfor[datesofcurrent4-Hyear].

My enrollment(s) are done. Now What?


Keepyourlogin(familyemailaddress)andpasswordhandysothatyoucanlogintotheprogramandupdateyourrecordsasneeded.

https://va.4honline.com


How to Edit Family Contact Information

1. Gotohttp://va.4honline.comandlogintoyourexistingprofile.Forassistance,seeHowtoLogintoanExistingFamilyAccount

2. NexttoyourfamilynameonthelefthandsideofthescreenclickEditFamily.

3. ThesystemwillthentakeyoutotheFamilyInformationpagewhereyoucanupdateyourFamilyContactInformation.UpdateyourinformationandclickContinue.YourFamilyContactInformationhasnowbeensuccessfullyupdated.

http://va.4honline.com


4HOnline Quick Resources

4-H Delivery Modes

Communityclubs:Typicallymeetintheeveningsoronweekendsandofferself-chosenmultiplelearningexperiencesandactivities.

In-schoolclubs:Meetduringschoolhours,buthaveofficersandplannedactivitiesbeyondschoolenrichment.

4-Hafter-schoolclubs:Organizedwithinafter-schoolprogramsadministeredbyCooperativeExtensionstafforotherorganizations(i.e.otheryouthdevelopmentorganizations,housingauthorities,faith-basedgroups).Participantsidentifythemselvesas4-Hmembersand/orvolunteers.Theymayhaveofficersaswellaselementsofaclubstructure.

Military4-Hclubs:OrganizedbytheArmedForces,oftenonmilitaryinstallations,andprincipallyformilitarydependents.

Special-InterestandShort-TermPrograms:GroupsofyouthmeetingforaspecificlearningexperiencethatinvolvesdirectteachingbyExtensionstaffortrainedvolunteers,includingteachers.Theprogramisnotpartofschoolcurriculumandnotrestrictedtomembersof4-HClubs.Multiple-daymeetings,forexampleoncollegecampuses,shouldbereportedasshort-termprograms.Thedirectaudiencecontactdurationshouldbeatleastsixhoursforenrollmenttobereported.

OvernightCampingPrograms:TheyouthtakingpartinanExtension-plannededucationalexperienceofgrouplivingintheout-of-doors.Overnightcampingincludesbeingawayfromhomeatleastonenight(resident,primitive,ortravelcamping)andisnotrestrictedtomembersoforganized4-HClubs.

DayCampingPrograms:TheyouthtakingpartinanExtension-plannededucationalexperienceofgrouplivingintheout-of-doors.Daycampingconsistsofmultiple-dayprograms,withtheyouthreturninghomeeachevening.


SchoolEnrichmentPrograms:Groupsofyouthreceivingasequenceoflearningexperiencesincooperationwithschoolofficialsduringschoolhourstosupporttheschoolcurriculum.InvolvesdirectteachingbyExtensionstaffortrainedvolunteers,includingteachers.

IndividualLearning/Mentoring/FamilyLearningPrograms:Plannedlearningthatoccursindependentlyofaformalgroupsetting,suchasaclub,anindividual,paired,orfamilylearningeffort.Thisisself-directed,usuallywithlimitedadultinvolvementexceptforparents(ormentor).Examplesincludeself-study,homestudycourses,advancedplacementcourses,mentoringorshadowingwithan"expert,"and/orwholefamilieslearningtogether.

School-AgedChildCareEducation:After-Schooleducationalprogramsofferedtoyouthoutsideofschoolhours,usuallyinaschoolorothercommunitycenter.Theafter-schoolprogrammustbesupportedbyExtensionbytrainingtheafter-schoolstaff,infusing4-Hcurriculaintotheprogram,and/orothersignificantsupportsuchasconductingneedsassessments,evaluations,and/orresourcedevelopment.Theprimarypurposeoftheprogramistoprovidecare,developmental,andeducationalexperiencesforyouthwhileparentsareworkingorunavailable.Asgeneralguidance,facilitiesorsettingsshouldoperateapproximatelythreedaysperweekandtwohoursperday(e.g.sixhoursperweek)foraboutfivemonthsoftheacademicyearorthreedaysperweekforsixhoursperday(e.g.18hoursperweek)and/orforatleasteightweeksinthesummer.Theyouthintheseprogramsshouldbeenrolledas4-Hmembersinthecountyprogram,havethebenefitsofall4-Hprogramsandactivities,andidentifythemselvesas4-Hmembers(4-HClubsinafter-schoolsettingsshouldbereportedunderOrganized4-HAfter-SchoolClubs).

TV/Video/WebPrograms:YouthofferedlearningexperiencesthroughExtensionviabroadcastorclosedcircuittelevision,includingsatellitetransmissionorvideotapereplaysofsuchseries;mayalsoincludeinstructiondeliveredbyinternet.


Glossary of 4HOnline Terms

4-HAge:Amember’sagecalculatedasof12:01a.m.onOctober1ofthecurrentprogramyearinsteadofbyhisorheractualbirthdate.The4-HAgecut-offis11:59p.m.onSeptember30.

Active:Thestatusofamemberwhohascompletedallofthestepsrequiredforenrollment

Activity:Activitiesinwhichmembersparticipatethatshouldbepartoftheenrollmentrecord.

Adult:Aregisteredadultvolunteer

Archived:Amemberwhowasactiveatonetime,butisnotparticipatingthisyear

Authorizations:Legalagreements(usuallyonanenrollmentorregistrationform)thatrequireaparentormembersignature

Cloverbud:A4-Hparticipantwhois5,6,7,or8yearsold

Club:4-Hclubsfollowaplannedprogramandoffermultiplelearningopportunitiesforyouththatareself-directed.Clubscanmeetinavarietyoflocationsandtypicallymeetintheeveningsandontheweekends.Typesofclubsinclude:community,in-school,after-school,andmilitary.Clickhereofadefinitionofeach.

ClubLeader:Anadultvolunteerresponsibleforalocal4-Hclub

Contact:Anon-4-Hmemberassociatedwith4-Hinsomeway.Contactscanincludeboardmembers,committeemembers,donors,etc.

DeliveryMode:aclassificationforthevarioustypesof4-HClubsorareasofinvolvement

Ethnicity:Differentthanrace,ethnicityhastwoclassifications:HispanicorLatinoorNon-HispanicorLatino.HispanicorLatinoisapersonofMexican,PuertoRican,Cuban,CentralorSouthAmerican,orotherSpanishcultureororigin,regardlessofrace.Non-HispanicorLatinoisallothers.

FamilyAccount:Isyourfamilyprofileinclusiveoffamilyemailaddress,lastname,mailingaddress,phonenumber,andunit.Allmemberswithinthefamilywillbeenrolledin4-Husingthefamilyaccount.

Group:Anygroupofpeoplethattheuserwouldliketokeeptrackoftogether.Thesecouldbecamps,classes,committees,etc.


HelpSheet:Aquickreferencethatdescribeshowtoperformaspecifictaskin4HOnline

InActive:Amemberwhowasactiveatonetime,buthasnotre-enrolledforthecurrentprogramyear

Incomplete:Memberhasstartedtheenrollment/registrationprocess,buthasnotsubmittedittotheunitofficeforapproval

Intermediate:A4-Hmemberwhois12or13yearsold

Junior:A4-Hmemberwhois8,9,10,or11yearsold

Manager:AStateorCountyemployeeusing4HOnlineasastateorcountyadministrator

MemberID:AnIDnumberuniquetoeachmemberenrolledthrough4HOnlineinVirginia

Pending:Membershavesubmittedtheirenrollmentinformation,butneedtobeconfirmedattheUnitand/orStatelevel

PrimaryClub:Aclubinwhichamemberparticipatesmostoften

Profile:Eachindividualmember(youthoradult)willcreateaprofilewithinthefamilyaccounttoenrollin4-H.

ProjectLeader:Anadultvolunteerresponsibleforcertainprojectareavs.aspecificclub

Project:Aspecificareaofstudyorconcentrationforthe4-Hprogramyear

Re-enrollment:Whenanexistingmemberenrollsforthenextprogramyear

Second4-HCounty:Acounty,outsidethemember’shomecounty,inwhichthememberparticipates;ofteninasingleprojectarea

SecondaryClub:Aclubinwhichamemberparticipates,ofteninasingleprojectarea

Senior:A4-Hmemberwhois14,15,16,17,18or19yearsold

Youth(Short-Term):Ayouthmemberwhoonlyparticipatesina4-Hgroup,nota4-HClub,foraportionoftheyear.OftenJr.Campmembersmaybeshort-term.

Youth:Ayouth4-Hmember(ages5–19)


4-H is a community of young people across America who are learning leadership, citizenship, and life skills.

Publication4H-716P 2017

www.ext.vt.edu

VirginiaCooperativeExtensionprogramsandemploymentareopentoall,regardlessofage,color,disability,gender,genderidentity,genderexpression,nationalorigin,politicalaffiliation,race,religion,sexualorientation,geneticinformation,veteranstatus,oranyotherbasisprotectedbylaw.Anequalopportunity/affirmativeactionemployer.IssuedinfurtheranceofCooperativeExtensionwork,Virginia

PolytechnicInstituteandStateUniversity,VirginiaStateUniversity,andtheU.S.DepartmentofAgriculturecooperating.EdwinJ.Jones,Director,VirginiaCooperativeExtension,VirginiaTech,Blacksburg;M.Ray

McKinnie,InterimAdministrator,1890ExtensionProgram,VirginiaStateUniversity,Petersburg.

Family and Leaders User s Manual...Virginia 4HOnline Users’ Manual Page 15 How to Add a New...

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