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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
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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.”
Virginia4HOnlineUsers’Manual Page3
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.
Virginia4HOnlineUsers’Manual Page4
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.
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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.
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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.
Virginia4HOnlineUsers’Manual Page7
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.
Virginia4HOnlineUsers’Manual Page8
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.
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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.
Virginia4HOnlineUsers’Manual Page10
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
Virginia4HOnlineUsers’Manual Page11
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.
Virginia4HOnlineUsers’Manual Page12
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.
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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!
Virginia4HOnlineUsers’Manual Page14
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.
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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.
Virginia4HOnlineUsers’Manual Page16
● 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.
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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.
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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?
Onceyourenrollmenthasbeensubmitted,itissenttotheUnitExtensionOfficetobeapproved.Youshouldgetamessagebackindicatingyourenrollmenthasbeensubmitted.Ifthereareanyproblemswithyourenrollment–incorrectormissinginformation,etc.–youwillgetane-mailwithinstructionsforloggingbackin(withthesameemail/passwordyousetup)andcorrectingthose.Iftherearenoproblems,youwillreceiveane-mailstatingthatyouhavebeenacceptedandwillhaveaccessonlinetoyourenrollmenttomakeanyupdatesthroughoutthe4-Hyear.
Keepyourlogin(familyemailaddress)andpasswordhandysothatyoucanlogintotheprogramandupdateyourrecordswheneveryouneedto.
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How to Login to an Existing Family Account
1. Gotova.4honline.com
2. ThesystemwilldefaulttotheoptionIhaveaprofile.Enteryouremailaddressandpassword.
3. LeaveyourroleasFamilyandclickLogin.
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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
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Running Member Reports Running Member Reports – From Club Account
Forallmemberreports,youneedtologinto4HOnline,andthenlogintotheclub.Onceattheclubdashboard,selectsearch
Thiswillbringyoutoalistofclubmembers.UsethisastheHomepageforrunningmemberreports.
Followthestepslistedatthereportsbelowforspecificforms.
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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)
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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.
Virginia4HOnlineUsers’Manual Page24
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.
Virginia4HOnlineUsers’Manual Page25
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?
Onceyourenrollmenthasbeensubmitted,itissenttotheUnitExtensionOfficetobeapproved.Youshouldgetamessagebackindicatingyourenrollmenthasbeensubmitted.Ifthereareanyproblemswithyourenrollment–incorrectormissinginformation,etc.–youwillgetane-mailwithinstructionsforloggingbackin(withthesameemail/passwordyousetup)andcorrectingthose.Iftherearenoproblems,youwillreceiveane-mailstatingthatyouhavebeenacceptedandwillhaveaccessonlinetoyourenrollmenttomakeanyupdatesthroughoutthe4-Hyear.
Keepyourlogin(familyemailaddress)andpasswordhandysothatyoucanlogintotheprogramandupdateyourrecordsasneeded.
Virginia4HOnlineUsers’Manual Page26
How to Edit Family Contact Information
1. Gotohttp://va.4honline.comandlogintoyourexistingprofile.Forassistance,seeHowtoLogintoanExistingFamilyAccount
2. NexttoyourfamilynameonthelefthandsideofthescreenclickEditFamily.
3. ThesystemwillthentakeyoutotheFamilyInformationpagewhereyoucanupdateyourFamilyContactInformation.UpdateyourinformationandclickContinue.YourFamilyContactInformationhasnowbeensuccessfullyupdated.
Virginia4HOnlineUsers’Manual Page27
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.
Virginia4HOnlineUsers’Manual Page28
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.
Virginia4HOnlineUsers’Manual Page29
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.
Virginia4HOnlineUsers’Manual Page30
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)
Virginia4HOnlineUsers’Manual Page31
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.