Kansas State University

4HOnline 1.0 and 4-H Online 2.0 Updates & Reminders

Submitted by Terry Roberts

Hello 4HOnline Managers,

Today, July 15, is the deadline to ensure participating youth and adult volunteers are "active," so ES-237 Report preparation may begin.  To check who is not yet actively enrolled in your county, run a search for incomplete and pending youth/adults or you may run a Shared Report titled "Member Status Check" within the "Preparing for Rollover" folder.  Please follow up with these families.

Youth
If a youth did participate, encourage them to complete the enrollment process and accept their enrollment. They may need your assistance if local project deadlines are in effect within the system. Incomplete youth may still pay online, mail a check or request a waiver for the $15 Program Fee. Pending youth may only mail a check or request a waiver, since the online payment area is no longer available.

If a youth did not participate, you may remove their current program year which will make them inactive, or you may delete their youth profile if this was to be their first year. The options for this exist within the youth's enrollment, at the bottom of their Personal Information page.

Adults
If the adult was in the midst of volunteer screening, encourage them to complete the process. If the screening process cannot be completed and their online enrollment cannot approved in time, ensure you have documentation of the adult and their progress outside of 4HOnline system.
If an adult did not participate as a volunteer or start the volunteer screening process, you may remove their current program year which will make them inactive, or you may delete their adult profile if this was to be their first year. The options for this exist within the adult's enrollment, at the bottom of their Personal Information page.

If an adult did not participate as a volunteer or start the volunteer screening process, you may remove their current program year which will make them inactive, or you may delete their adult profile if this was to be their first year. The options for this exist within the adult's enrollment, at the bottom of their Personal Information page.

If youth members and adult volunteers are not "active" prior to system shut down, negative consequences will occur. Depending on whether the person had a new or established record also makes a difference.

• If the record is new this year and has never gone through rollover (when the system updates to a new program year from the previous program year), the record won’t migrate to 2.0. This means the record would not exist in 2.0. The youth/volunteer will also not count as a participant in your county's federal ES-237 report.
  
  
• If the record is established (with a membership ID) meaning the record has been active at some point in the past, the record will migrate – however – if not active by shutdown, this year’s information won’t be saved. The youth/volunteer will also not count as a participant in your county's federal ES-237 report. These member records will exist in 2.0, but only their last active year will be present.

Please let me know if you have any questions about this topic, the ES-237 report process (due August 1) or 4-H Online 2.0 prep and migration, please reply - I'm happy to help!

Thank you,
Terry Roberts

Important Deadlines

We will be migrating to 4-H Online 2.0 on August 14, 2020 and your help is needed to successfully finish the Program Year in 4HOnline 1.0 early.  The official announcement explaining transition details was shared April 15 via the KSRE Listserv; here are the important dates to remember:

If you have additional questions, please share with a Kansas 4-H Youth Development Specialist, Wade Weber, or Terry Roberts.

Staff Manager Permission Changes
The State 4-H Office must manually create each staff member’s “Manager Account” in 4-H Online 2.0.  In order to set up the system with local Extension preferences, we need your help by September 1, 2020.

Each local Extension office should review the Manager Permissions List and ensure staff with 4-H responsibilities have appropriate access.  Please note it will be possible to give limited permissions (none/read/write) in several different areas in 4-H Online 2.0, and more may become available in the future!  Currently permissions may be customized in the following areas:

• Family - Information
• Member - Personal Information
• Member - Health Information
• Member - Club/Group Participation Information
• Enrollment Approval
• Broadcast Email/Text
• Groups Creation

Unless changes are requested, the current 4HOnline 1.0 Primary Admin will be assigned as the Primary Admin for 4-H Online 2.0 and staff managers on the list will be given full permissions to each area.  If no changes are needed for your local Extension office, no action is necessary; however, if a staff member is missing from the Manager Permissions List or permissions should be adjusted, please submit those changes to Qualtrics.

Please review the Manager Role & Permissions Guide to better understand the different areas and permissions available. Worksheets for county and district have also been created to aid staff in preparation of submitting answers online.

For more information about 4-H Online 2.0, visit the 4-H Online 2.0 Staff Resources webpage.  If you have any questions regarding manager permissions in 2.0, please contact Terry Roberts at teresaroberts@ksu.edu.

New Sponsored Program Fee Process
Kansas 4-H Youth Development is able to offer "coupons" for purchase to those who wish to sponsor a percentage or the full amount of the $15 Kansas 4-H Program Fee for youth members. This will take the place of the "Group Payment" process that was utilized previously. Instead of submitting specific names, sponsors will submit the number of coupons they want along with payment. This new sponsor payment method will allow for greater flexibility and speed up the enrollment activation process significantly! 

The State 4-H office will be ready to begin filling orders September 1st for the 2020-2021 Program Year, but sponsors may begin placing orders and sending payment now.

For more information, click here or visit the 4-H Online 2.0 Staff Resources webpage.  If you have any questions about sponsor payments in 2.0, please contact Terry Roberts at teresaroberts@ksu.edu.

Manager Email Addresses
We have recently learned that email addresses for login purposes cannot be duplicated in 4-H Online 2.0. This will include Managers and is a change from 1.0.

Since our 1.0 data will be imported into 2.0, any 4HOnline 1.0 Manager using the same email address for both a Manager account and a Family account were contacted via email recently and asked to change their 4HOnline 1.0 Family account's email address by July 15.  This communication was only sent to impacted users; however, all should be aware that email addresses for login purposes cannot be duplicated in 2.0.

Please contact Terry Roberts at teresaroberts@ksu.edu if you have any questions about manager and family email addresses.