April 15, 2020
Kansas 4-H Migrating to 4-H Online 2.0!
Hello KSRE professionals with 4-H responsibilities,
We, in the Kansas 4-H Youth Development Department have a very exciting update to share with you.
RegistrationMax LLC, owners and developers of 4HOnline (https://www.4honline.com/) have created a new version of the 4-H online enrollment system. This new system has been named “4-H Online 2.0.” For ease of communication in the remainder of this message, the original 4HOnline system will be referred to as “4HOnline 1.0.”
We are pleased to share new features and benefits including:
• Club management to allow youth officer and club leader login
• County event creation and management
• Event registration to allow non 4-H registration
• Simpler program fee payment method for sponsored youth
• Support of Spanish language
• True mobile-friendly capabilities
• YQCA integration
• ADA compliance
We are committing to providing monthly updates in the Kansas 4-H Tip Sheet (https://www.kansas4-h.org/tipsheet/) about the progress of migrating to 4-H Online 2.0. We are also working on over the next month communication templates you can use as a local unit to be shared with parents and volunteers along with video featurettes showcasing the improvements to 2.0 that you can share on social media. Lastly, over the summer, we will feature “how to” videos explaining different features of 4-H Online 2.0.
CHANGES AHEAD
Working within the time frame given by our vendor, RegistrationMax, the 4HOnline 1.0 system will shut down for public enrollment or changes on August 14, 2020. Staff may only view data after this point, and families will not be able to login to the system. No 4Honline enrollment system will be available for families from August 14-September 30, until 4-H Online 2.0 opens on October 1, 2020.
To prepare for this transition period:
- All participating youth members and adult volunteers must be “Active” in 4HOnline 1.0 no later than July 15, 2020.
- All 4-H Program Fee payments (family and sponsor) must be received by the State 4-H office for “Pending” youth members no later than July 15, 2020.
- Local Extension units must complete the ES-237 process in 4HOnline 1.0 early – no later than August 1, 2020. New staff resources are located at: https://www.kansas4-h.org/staff-downloads/resources/4h-online.html.
- Local Extension staff should utilize PEARS to report any youth activities/programs for the ES-237 that occur between August 1 and September 30. Instructions for this process are included in the new staff resource and should be completed no later than October 15, 2020.
The paper “Kansas 4-H Youth Enrollment and Participation Form for staff entry” is available at: https://www.kansas4-h.org/staff-downloads/resources/index.html, but new families wishing to enroll after the July 15 deadline should be encouraged to wait until the 2020-2021 4-H Program year, which begins on October 1, 2020.
FUTURE COMMUNICATIONS
Support resources and staff training information will be shared this summer as soon as they are developed. Specific dates and details will be shared as soon as possible. As stated above, we are committing to providing monthly updates in the Kansas 4-H Tip Sheet about the progress of migrating to 4-H Online 2.0. We are also working on over the next month communication templates you can use as a local unit to be shared with parents and volunteers along with video featurettes showcasing the improvements to 2.0 that you can share on social media. All 4-H Online 2.0 announcements will be emailed to the KSRECounties listserv and posted on the new 4-H Online 2.0 webpage at: https://www.kansas4-h.org/staff-downloads/resources/4h-online-2.html.
Thank you for your cooperation as Kansas 4-H wraps up the 2019-20 Program year early in 4HOnline 1.0, especially during these uncertain times!
IMPORTANT DATES
July 15 - Program fee payment deadline to State 4-H office. Participating adult volunteers and youth must be “Active”
August 1 - ES-237 deadline in 4HOnline 1.0
August 13 - Last day to edit in 4HOnline 1.0
August 14 - 4HOnline 1.0 is closed for families and staff edits; Staff will only be able to view data. Families do not have access
October 1 - 4-H Online 2.0 opens for families
October 15 - PEARS entries for 2019-20 youth activities and programs for the ES-237 report
If you have any additional questions, please share with a Kansas 4-H Youth Development Specialist, myself (wweber@ksu.edu) or Terry Roberts (teresaroberts@ksu.edu).