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How to Create a Profile in 4-H Online The first step to becoming a 4-H member, volunteer, or event participant is creating a profile in the 4-H Online data management system. Maryland 4-H uses the 4-H Online system to manage all aspects of the 4-H program, including membership, events, projects, activities, and communications. All youth and adults who participate in Maryland 4-H must have a 4-H Online profile. Creating your 4-H Online profile is easy and only takes a few minutes. 4-H Online profiles are Family-Based, which means every family creates a “master” profile with its own login ID and password. A file is created under the family profile for each family member involved in Maryland 4-H. A family profile may contain both youth and adults. When you create your family profile, you should add the following “members”:

• Youth (ages 5-18) members of the 4-H or Cloverbuds (pre-4-H) program • Adults who have been appointed as UME Volunteers • Parents/guardians of 4-H youth members who are NOT UME Volunteers (Optional) • Adults who are not Volunteers or Parent/Guardians, but who participate in 4-H events or activities

(called “Contacts”) Not every Family Profile will contain all of these types of members. Some profiles may contain only youth members, while others will have only adults. Some profiles may have both. Once a family profile is created, it will exist for as long as members of that profile are involved in the 4-H program. New profile members may be added at any time, and members who are no longer involved in 4-H may be removed (archived).

Creating Your Profile Go to https://maryland.4honline.com (note there is no “www” in this web address) You will see this page:

Click the “I need to set up a profile” button. Additional fields will appear.

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1. Setting up a Profile You must fill in all fields before clicking the “Create Login” button. E-mail: You must enter a valid e-mail address. This will be your log-in and you will receive 4-H Online Communications at this address. It will also be the e-mail where a password re-set will be sent, if you ever forget your password. County: Select the primary county in which you plan to participate in 4-H. This is usually the county you live in. Password: This will be the password you use to log in to your account. Be sure to write it down and keep it in a safe place, or remember it for future use. 4-H Online administrators cannot see your password and will never ask you for it. If you forget your password you will need to contact your County 4-H Office to have it re-set. Role: Choose “Family.” All other roles are for administrators. When all fields are filled, click “Create Login” to proceed.

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2. Profile Information Complete the fields for family information. Fields marked with a red asterisk are required. You will add members of your family to the profile. Click the box beside “update member records with the same address” if you want this address to automatically appear in each family member’s file. Password Management: You do not have to re-set your password at this time, unless you want to. The password you created on the first screen is now your active password. Click “Continue” when your profile information is complete.

3. Member List Add members to your family profile one at a time. For each person you want to add, select the appropriate type from the drop-down menu and click “Add Member.” Each time you add a member new screens will open, where you will fill out membership information for that person. When you finish adding a member’s information you will return to this screen and have the option to add another person.

Family member types are: • Youth – 4-H members ages 5-18 on

January 1 of the current year • Adults – UME Volunteers and non-

volunteer parents/guardians • Contacts – Adults who are not

volunteers or parents/guardians

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4. Profile Member Information For each member you add to the family profile, complete the required screens. The screens are slightly different for youth, adults, and contacts. Fields marked with a red asterisk are required. Youth Personal Information Some fields are populated with the family profile information. If you want to change them, do so here: • E-mail – This is the e-mail address

associated with your family profile. If the 4-Her would like to receive communications at a different e-mail address, provide it in this space.

• Last Name – If the youth member’s last name is different than the Family Profile name, be sure to change it on this page

• Cell Phone – You may provide the youth/teen’s cell phone number if you wish. This is an OPTIONAL field.

• Text Messaging – If you want text messages to be sent from 4-H Online to the cell number listed, check the box AND select your provider. Charges may apply and are the responsibility of the 4-H member/family.

• Parent Names – The name of at least one parent/legal guardian must be provided. Phone numbers for each parent/guardian are recommended.

• Second Household – If the youth lives/spends time in two homes, you may provide information for a second residence. Check the “Second Household Send Correspondence” if you would like 4-H Online Communications to be sent to this household in addition to the Family Profile e-mail/address.

• Emergency Contact Information - Emergency Contact should be someone other than a listed parent/guardian. This contact should be a “backup” if parents cannot be reached.

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• Volunteer – Click “no” for youth members.

• Ethnicity & Race – Please check all that apply. You may choose “prefer not to answer” but you must check at least one option in each field.

• Residence – Choose the one that best applies to the youth’s primary residence.

• Military Service – Choose one option from the drop-down menu. If a family member is serving, select an option from the branch and service component menus.

• School Information – Select the youth’s school from the drop-down menus, or add the school name and type. Select the youth’s current grade (at the time of enrollment)

Once you have completed all fields, click “Continue” to advance to the Additional Information screen.

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Adult Personal Information Some fields are populated with the family profile information. If you want to change them, do so here: • E-mail – This field defaults to the e-mail

address associated with your family profile. If the adult would like to receive communications at a different or additional e-mail address, provide it in this space. NOTE: Providing a different e-mail address in this field does not change the e-mail address associated with the family profile, which is your login ID.

• Last Name – If the adult member’s last name is different than the Family Profile name, be sure to change it on this page

• Cell Phone – It is strongly recommended you provide a cell phone number if you have one. Your primary phone number will be used first for contacts but a cell phone can be a valuable back-up.

• Emergency Contact Information - Emergency Contact should be someone in the local area who can respond promptly in case of an emergency (spouse, extended family member, neighbor, friend).

• Ethnicity & Race – Please check all that apply. You may choose “prefer not to answer” but you must check at least one option in each field.

• Residence – Choose the one that best applies to the youth’s primary residence.

• Military Service – Choose one option from the drop-down menu. If a family member is serving, select an option from the branch and service component menus.

Once you have completed all fields, click “Continue” to advance to the Additional Information screen.

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Contact Personal Information The Contact Personal Information page is the same as the Adult Personal Information Page, but does not collect information about Volunteer Status, Ethnicity, Race, Residence, or Military Service. See the notes in the Adult Personal Information Section above for instruction in completing this page. Once you have completed all fields, click “Continue” to advance to the Additional Information screen.

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Additional Information Youth and Adult family members will be asked to read and sign agreement and release forms and provide additional information. Electronic signatures are provided by youth and adults typing their names into the designated fields (required). Screens are similar for Youth and Adult pages. Contacts are not asked to provide additional information. Youth Releases & Agreements: • Maryland 4-H Youth Code of Conduct • Maryland 4-H Publicity Release • Animal Science Code of Ethics

Agreement Adult Releases & Agreements: • Maryland 4-H Adult Code of Conduct • Maryland 4-H Publicity Release

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T-Shirt Size - Youth and adults are asked to provide their t-shirt size. T-shirts may be given to participants in designated events such as camps, shows, and contests. Click “Continue” when all information for this page is provided.

Adult Skills & Volunteer Interest – Adults are asked to list hobbies, skills, and abilities they may be willing to share with/teach to 4-H youth or put to use in helping manage 4-H clubs, programs, or events. Adults are also asked to indicate their interest in becoming or serving as a certified UME/4-H Volunteer. Click “Continue” when all information for this page is provided.

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Health Information Youth and Adults are asked to provide information related to their physical, social, and emotional health. The questions relate to allergies, dietary restrictions, physical or educational limitations, special needs, etc. Both youth and adults are strongly encouraged to complete the Health Information section so 4-H professionals are able to help your family fully participate in 4-H activities. This information is used for program planning purposes ONLY. Additional health forms may be required for certain 4-H events or activities such as camps, contests, etc. Any additional health information will be collected as part of the registration process for the event. As with all information you provide to the 4-H Online registration system, your health information will be protected as confidential. Only 4-H professionals with administrative access to your county’s records will be able to access it. Click “Continue” when all information for this page is provided.

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Club and Project Selection Youth must select at least one club from the dropdown menu. The menu will list all clubs that are accepting members, in the county 4-H program the family is joining. To select a club, highlight the club name and click the “Add Club” button. The club will then show under the “Club List” banner. Youth may join more than one club, but they must designate which one will be their Primary club of membership. Youth must also select at least one 4-H project. There is no limit to the number of projects a 4-Her can carry, but s/he must be willing to complete project work in each of the selected projects. Project work may include attending meetings, completing exhibits, giving talks, etc. Projects open to Clover members (ages 5-7) are limited. Youth new to 4-H who do not know what projects they want to pursue are encouraged to select the “Exploring 4-H” project. To select a project, choose one from the dropdown list, indicate how many years you have participated in that project (“1” for first year), and click “Add Project.” You may select project materials from the drop-down list if you wish, but they are not required. Adults are not required to select a club or project, but they choose one if they wish. If the adult chooses a club, their profile will then be associated with that club and their name will appear on the club leader’s roster as either an adult Volunteer or non-Volunteer adult (parent/guardian).

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5. Submit Enrollment When you finish adding your 4-H project(s), click the “Submit Enrollment” button at the bottom of the screen.

6. Member Status Once the enrollment has been submitted the family profile’s Member List will display. You can add another member to the family profile at this time, following the same process. The newly-added 4-Her or adult will be listed under the blue Member/Volunteer List bar. The youth or adult will also receive an e-mail at the address listed on the family profile, confirming that the enrollment has been received. Enrollment of Youth and Adults must be approved by the County 4-H Office by changing the member status in 4-H Online. Until that approval is made, the person’s Enrollment Status will be “Pending.” Once approved, the enrollment status will change to “Active.” You will also receive another e-mail confirming your enrollment has been approved. Contacts do not have to be approved by the County 4-H Office. Once a contact submits member information, s/he will be listed in the family profile as “Contact” and the record is complete.

If you have questions or encounter difficulty in creating your 4-H Online profile, please contact your county Extension Office for assistance. You can find your county office’s phone number by looking in the phone listing or online for “University of Maryland Extension _(your county’s name)_ County.”