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RECORD KEEPING

Why Keep Records?
What‘s a 4-H Record Book?
Guide to 4-H Record Keeping
Parts of the 4-H Record Book
4-H Record Keeping Hints and Reminders
Assembling Your Record Book
Fairfield County Guidelines
Leader Notes
The 4-H Cover Sheet
The 4-H Activity Record
The 4-H Member Goals
The 4-H Member Financial Summary
The 4-H Project Record Sheets
Choosing the Right Project Record
Fairfield County Goal Sheets
Samples of Completed 4-H Record Books

WHY KEEP RECORDS?
4-H members are encouraged to keep records as part of the 4-H experience. Why? There are practical reasons to keep records. Record Keeping helps:

• measure progress made in 4-H project(s);
• plan the direction of future 4-H project(s);
• identify expenses and income of 4-H project(s);
• serve as a reminder of 4-H activities and experiences; and
• 4-Hers note their growth over several years.

When keeping records, 4-Hers also learn life skills such as:
• planning and organization;
• setting reasonable goals and tracking progress of goals
• budgeting;
• written communication skills;
• attention to detail;
• following directions;
• meeting deadlines;
• making decisions;
• setting priorities;
• self awareness and pride in accomplishments

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WHAT’S a 4-H RECORD BOOK?
A 4-H Record Book is not a mysterious thing- it is simply a written record of the 4-Her’s events, activities, awards and projects in a given year. 4-H members are encouraged to keep records as part of the 4-H experience. 4-H records will not only present a picture of growth and development as a 4-H member, but in keeping records, 4-Hers will develop good record keeping habits that will prove invaluable throughout life.

A complete 4-H Record Book has 5 parts. A completed Record Book includes a:
1. Green Connecticut 4-H Record Book Cover Sheet
2. 4-H Activity Record
3. 4-H Member Goals Sheet
4. 4-H Member Financial Summary
5. 4-H Project Record Sheets for each individual project undertaken during that year

All members must use the same Green 4-H Record Book Cover Sheet, the 4-H Activity Record, the 4-H Member Goals Sheet and the 4-H Member Financial Summary Sheet. 4-H Project Record sheets that 4-Hers use will vary depending on their projects i.e. horse, community service, nutrition, technology, etc

All of the above can be obtained from the State 4-H web site- www.4-h.uconn.edu or the Fairfield County 4-H Office.

Please note- If you are submitting Record Book for Eastern States, you must use the State 4-H Member Goals Sheet. All other 4-Hers should use the Fairfield County 4-H Goal Sheets.

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GUIDE TO 4-H RECORD KEEPING - PARTS OF THE 4-H RECORD BOOK

Green 4-H Record Book Cover Sheet
Includes the 4-H member’s name, address, date of birth, club or lone member status and county
The 4-H Activity Record includes the following info for the given 4-H year:
• General information regarding you, your age and your club
• Public speaking, leadership and community service activities
• County recognition received
• Participation in local, county, state or national activities and programs
• The 4-H Story
• Leader’s and member’s signatures
• Selected photos or news articles
4-H Member Goal Sheet
Goals are listed for the 4-H year and then the progress is monitored
4-H Member Financial Summary
A Summary of project expenses
4-H Project Records
For any given year, 4-Hers keep a Project Record Sheet for each individual project

Every 4-Her, regardless of their project, complete the same 4-H Activity Record, 4-H Member Goal Sheet and 4-H Member Financial Summary. Project Records vary according to a 4-Her’s project.

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GUIDE TO 4-H RECORD KEEPING - HINTS AND REMINDERS

In General

• Some lines on record sheets may not pertain to you. Use the abbreviation N/A where non-applicable is appropriate.
• Not every line must be filled in, but all sections must be filled in and up to date.
• Sometimes you will have to decide where to put your information. Try to list specific info only once. Have questions??? Ask you leader!
• If you need more room on a sheet, you may photo copy the page or request additional pages from the 4-H office.
• A Record Book is not scrapbook - Any certificates, event programs, ribbons or other items of recognition should not be kept in record books, but can be put in a 4-H scrap book along with news clippings and photos.
• Your 4-H leader should review your records at the end of the year and sign them on the third page of the Activity Record. Their signature implies that they have read all parts of your record books. If you are an individual member, you can have someone who is familiar with your work review your records.
• Remember to describe your level of involvement—was it a leadership role or an active participant role? Leadership is holding an office, being on a committee or leading an activity. Leadership is also helping to plan or conduct an event or activity. Participation is attending.

Cover Page
• List name, Address, date of birth, the name of your 4-H club, and the county you live in (Fairfield)

4-H Activity Record
• Insert name, age as of January 1st of the 4-H year, number of years in 4-H including this year and the
current year.
• List how many meetings were held by you and how many of those you attended.
• List any demonstrations, presentations, exhibits, speeches etc. you gave or articles you wrote and their dates and topics. Be sure to include public speaking in your club, the county program and other places. Also include any time you were a mistress/master of ceremonies, or had a speaking part at the County Recognition program.
• List any leadership experiences- offices or committees and the level of leadership, i.e. chair, member etc. Be sure to list the name of the office, committee or an activity and then describe your leadership role. If you attended an event or club meeting, that is participation, not leadership. Be sure to list club and county positions and indicate which was club or county.
• List and explain your involvement in citizenship and community service activities this year.
• List County recognition received- at the Fair, county awards, Nutrition Fair, Public Speaking, or specific County events related to your project(s)
• List your participation in local, county, state or national activities and programs. Do not list club meetings. Include such things as clinics, workshops, 4-H Public Speaking, Dog Show, Fashion Revue, Nutrition Fair, Eastern States Exposition, Citizenship Washington Focus, Teen Connection, Teen Leadership, 4-H Camp, Fund Raising, just to name a few.
For Example- Feb 09- Horse Show Ad Camping- raised $135 dollars-local level.
March 14- CT 4-H Expressive Arts Day- entered 3 photos –state level
March 14- CT 4-H Expressive Arts Day - entered 1 art project - state level
Aug 09 - Fair Book Contest - entered one - local level
• Not sure if the activity is at the local, state or national level? Think about where the participants were from. If they were all from your county or from a few counties operating jointly to put on a 4-H Fair for example, that would be considered local. If most counties in the state participate, it is an event at the state level. If it is a New England 4-H event, it is a multi-state event. If more than one state participates beyond the New England area, it would be considered the national level.
• Write a story about what 4-H has meant to you this year. This can be general in nature, explaining what you enjoy about your club or it can be a more specific accounting of a particular activity you enjoyed or trip you took as part of your 4-H membership. Write about how 4-H has helped you grow and what you have learned this year. Please make sure you answer all the questions asked for your story.
• One or two selected pictures or clippings that apply specifically to you and your project can be included in your record book.

4-H Member Goal Sheet
• There are two options for you to consider- use either the Fairfield County 4-H Goal Sheet Option 1 or the Fairfield County 4-H Goal Sheet Option 2. A completed Goal Sheet is provided.
• The first section should be completed at the beginning of the year. 4-Hers should think about what they would like to accomplish or learn this year. It is common to select at least 2 goals. Complete as many Goal Sheets as needed.
• The second section of the Goal Sheet is done at the end of the year. Be sure to evaluate progress to date. Answering each question on the form will help 4-Hers plan for the next year.

4-H Member Financial Summary
There are two options to sue this form
• Summarize categories of expenses from individual projects, i.e. Nutrition Project, Dog Project, etc.
• Use the form to itemize expenses in one project- Clothing Project- patterns-fabric- notions, etc.

4-H Project Records
For any given year, 4-Hers keep a Project Record Sheet for each individual project. Each project area has a different Project Record. Not sure which Project Record to use? Check out the Fact sheet- Choosing the Right Project Record. Click here to go to the project records section.

Members with animal projects
• Should keep track of feeding, growth and training of your animal. List the types of feed used, chart the growth once a month in pounds or tape measurements if possible. Comment on the animal’s overall condition and appearance.
• Large animal projects (dog, dairy, beef, sheep, swine, llama, goat and horse) complete 1 Project Record Sheet on each animal.
• Small animals complete 1 Project Record Sheet for each species.

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4-H RECORD KEEPING - ASSEMBLING YOUR RECORD BOOK
Members are asked to keep records for all years in one record book, with the current’s year placed on top.
Use notebook dividers to separate each year. Books are assembled in the following order:

1. Green Connecticut 4-H Record Book Cover Sheet
2. 4-H Activity Record
3. 4-H Member Goals Sheet
4. 4-H Member Financial Summary
5. 4-H Project Record Sheets

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4-H RECORD KEEPING - FAIRFIELD COUNTY GUIDELINES
Records Books are kept in plastic covered notebooks with the Green 4-H Cover Sheet inserted into the plastic front cover. The 4-H year is October 1 to September 30. Leaders usually give new records to members in the fall. Completed Record Books are usually due to the 4-H office sometimes during September. Once submitted to the office, Record Books are evaluated. Leaders and 4-H alumni serve as evaluators. Record Books are judged on the Danish system. All 4-Hers receiving a blue ribbon are eligible to exhibit their Record Books in the Record Book division in the Fairfield County 4-H in October.

4-H RECORD KEEPING - LEADER NOTES
Tips from Successful leaders about Record Keeping!

• Start early in the 4-H year
• Buddy up an older experienced youth with young or new members for that one-on one attention
• Work on Record Books on a regular basis
• Set aside a few minutes at each meeting to work on record keeping or
• Set aside a larger part of every 3rd or 4th meeting for record keeping.

The Leader Training Series by New Jersey 4-H Rutgers Cooperative Extension has great Record Keeping info for leaders

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4-H RECORD KEEPING - CHOOSING THE RIGHT PROJECT RECORD

A Project Record Book is made up of an Activity Record, 4-H Member Goals Sheet, 4-H Member Financial Summary, and 4-H Project Record Sheets. Every youth in 4-H, regardless of their project, uses the same Activity Record, 4-H Member Goals, 4-H Member Financial Summary, Youth choose different project records based upon their project. There are 14 Project Records. A Project Record may include several types of projects. The list below shows projects associated with each project record.

PROJECT RECORD

PROJECTS AVAILABLE

Citizenship and Community Service

Community Service, Government, International Study, Exchange Programs Domestic/International

Communications & Expressive Arts

Drama/Theater, Communications Arts, Music/Sound, Visual Arts, Speaking/Radio/TV, Writing/Print Arts & Crafts, Performing Arts, Draw/Paint/Sculpture, Clowning/Mime, Graphic Arts/Displays/Exhibits, Dance/Movement, Photography/Video Collections

Environmental Education & Earth Sciences

Collections, Forestry, Weather & Climate, Wildlife & Fisheries, Earth, Water & Air, Geology & Minerals, Archery, Waste Management, Water, Composting, Recycling, Outdoor Education/Recreation, Adventure/Challenge, Soils & Soil Conservation, Household Hazardous Wastes, Environmental Stewardship (general), Energy (general, home, farm, transportation)

Healthy Lifestyle – Foods and Nutrition

Foods & Nutrition, Foods Safety, Food Preservation

Leadership

Leadership is planning, organizing, implementing and evaluating. Participation in an activity or event is not leadership.

Plant Science

Plants, Gardens-Fruit/Vegetables, Crops & Weeds, Ornamental Horticulture Flower Gardening/House Plants

Animal Study

Animal projects where the 4-Her does not own their animal

Workforce Preparation

Career Exploration & Employability, Entrepreneurship

Small Animal

Birds & Poultry (caged birds, chickens, pigeons, waterfowl), Rabbits/Cavies, Small Animals/Lab Animals

Large Animals

Animals, Horse/Pony, Aquaculture, Beef, Llama/Alpaca, Sheep, Cats, Swine, Dogs, Working Steer, Dairy Cattle, Goats (dairy, hair, meat)

Science and Technology

Aerospace, SPACES, Bicycle, Marine Science, Animal Science, Computer Technology, Aquatic Science, Electric, Entomology & Bees, Electronics, Food Science, Meat Science, Astronomy, Plant Science, Chemistry, Math, Veterinary Science, Physics, Auto, Science/Technology, Literacy, Engines, Tractors & Field Equipment, Wood, Science/Industrial Arts, Poultry Science/Embryology

Consumer and Family Sciences

Consumer Education, Child Development/Care, Babysitting, Home Environment, Clothing & Textiles, Parenting & Family Life Education

Healthy Lifestyle –Health, Fitness and Sports

Fitness & Sports, Growth, Development & Disease, Healthy Lifestyle Education, Mental & Emotional Health, Physical Health, Sexual Health

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4-H RECORD KEEPING - COMPLETED EXAMPLES OF
4-H RECORD BOOKS

Want to see a completed Record Book? Clovers are 4-Hers aged 7-8 years of age. Juniors are 4-Hers 9-12 years of age. Seniors are 4-Hers aged 13-19 years of age.

Clover Record Book Sample
Junior Record Book Sample #1
Junior Record Book Sample #2
Senior Record Book Sample

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If you are applying for Eastern States or a State activity or event, you must the CT 4-H Goal Sheet. These can be obtained through the State 4-H website - All other county 4-Hers may use either Fairfield County Goal Sheet- Option 1 or Option 2


GOALS- Option #1

Directions – Fairfield County 4-H is piloting a new GOAL sheet - Use either option - GOALS option #1 or
GOALS option #2. Choose no more than 3 goals. Use a separate Goal Sheet for each goal you choose.

Setting goals and then checking progress on the attainment of those goals is an important part of 4-H. Do
Sections A and B in the beginning of the year. Do sections C and D before you turn in your Record Book.

Name_______________________________ Years in 4-H_________

4-H Program year _____________

(If you are applying for Eastern States, you must use the State 4-H goal sheet listed on the State 4-H web page)

Section A. What is your goal for 4-H? Choose a goal related to your project or some other aspect of 4-H (leadership, public speaking, community service, etc)

My goal in 4-H this year is to __________________________________________________

_________________________________________________________________________

_________________________________________________________________________

Section B. How will you reach your goals? This is your action plan to attain your goals. Be specific and list each thing you must do to reach the goal.

To accomplish this goal I will: ________________________________________________

________________________________________________________________________

________________________________________________________________________

________________________________________________________________________

________________________________________________________________________

________________________________________________________________________

________________________________________________________________________

________________________________________________________________________

________________________________________________________________________
Piloted 10/08

Section C. Did you accomplish your goals? If not, why? What skills did you learn or improve?

________________________________________________________________________

________________________________________________________________________

________________________________________________________________________

________________________________________________________________________

________________________________________________________________________

________________________________________________________________________

________________________________________________________________________

________________________________________________________________________

________________________________________________________________________

________________________________________________________________________

________________________________________________________________________

________________________________________________________________________

Section D. For next year . . . Would you improve or change your goals? Why and/or How?
________________________________________________________________________

________________________________________________________________________

________________________________________________________________________

________________________________________________________________________

________________________________________________________________________

________________________________________________________________________


GOALS - Option #2
Directions – Fairfield County 4-H is piloting a new GOAL sheet - Use either option - GOALS option #1 or GOALS option #2. Choose no more than 3
goals. Use a separate Goal Sheet for each goal you choose.
Setting goals and then checking progress on the attainment of those goals is an important part of 4-H. Do the first two columns in the beginning of the year.
Do the last three columns before you turn in your Record Book.

Name_________________________________________________________ Years in 4-H_________ 4-H Program year _____________
(If you are applying for Eastern States, you must use the state 4-H goal sheet. See the state 4-H web page).

What is your goal? Choose a goal related to your project or some other aspect of 4-H (leadership, public speaking, community service, etc.)

How will you reach your goals? This is your action plan to attain your goals. Be specific and list each thing you must do to reach the goal.

Did you accomplish your goals? If not, why?

What skills did you learn or improve?

For next year . . . Would you improve or change your goals? Why and/or How?

Piloted 10/08


SAMPLE

GOALS
This sample Goal Sheet will help you regardless of which Goal Sheet you use.

Section A. What is your goal for 4-H? Choose a goal related to your project or some other aspect of 4-H (leadership, public speaking, community service, etc.)

Goal
My goal in 4-H this year is to
Improve my public speaking skills

Section B. How will you reach your goals? This is your roadmap to attaining your goals. Be specific and list each thing you must do to reach a goal.

To accomplish this goal I will:
Attend the speechmaking workshop at the Fair
Read the 4-H materials on demonstrations
Prepare a demonstration
Give my demonstration at home and ask for feedback
Give my demonstration to my club and ask for feedback
Give my demonstration at the County Public Speaking program
I will also participate more in club meetings, talking at least once per meeting.


Section C
. Did you accomplish your goals? If not, why? What skills did you learn or improve?
I kind of accomplished my goal to improve my public speaking skills. I learned how to organize my material and talk in front of others. I was disappointed that I got a Red ribbon at the County program, but the judge said I did a great job for a second year speaker. I am less afraid to speak in front of others.

Section D. For next year would you improve or change your goals? Why and/or How?
If I chose this goal for next year, I would change my goal to doing a power point presentation instead of a regular demonstration. I think learning how to do a power point presentation will help me in school.

Piloted 10/0

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