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Kansas 4-H Tip Sheet

January 13, 2023

State 4-H Event Registrations

Submitted by Sarah Maass

Dear Extension Staff:

There has been frustration revolving around the event registration process, specifically knowing who has registered for an event and what they owe from each Extension Unit and the invoicing.

As a state staff, we have discussed several options. With our capacity, we are wanting to work smarter and not harder. For Dog Judges Training, Horse Panorama, Ambassador and Communication Training, and Citizenship In Action, we are going to try a revised way to communicate this information. Once these events have been concluded, we will re-evaluate this process and make any necessary changes. We welcome feedback from you on this process as to how it does or doesn’t work, knowing that not everyone will be 100% satisfied. There will need to be some give and take on everyone’s part.

For this to be successful, this will require anyone who will need this information to be on Microsoft Teams. If you are not on the KSRE Resources Team, you will need to have someone who is already a member of the KSRE Resources Team in your office to request you to be added to the Team by following the steps illustrated in the email sent on January 6, 2023.

The registration documents will be posted in the KSRE Resources Team under the Youth Development Team Channel. These files will be located at Files > State Events > Registrations > Event Name > 2023.
For up to the first four weeks registration is open, we will post the current registration lists for the events on Wednesday morning. The last two weeks of open registration for the event, we will post the current registration lists several times throughout the week. A notification will also be in the Youth Development Team Channel, so you know it has been posted.

With the very first posting of the registration list for each event, an email will be sent to the KSRE Listserv and posted in Teams giving notification. From then on, the notification will only be posted in the Youth Development Team Channel.

Our goal is to send out invoices within 5 business days of the event registration closing. When invoices are sent, they will come from the State 4-H Office and we ask that payment is received within 30 days.

In short:

  • Make sure anyone needing event registration information is on KSRE Resources – Youth Development Teams Channel (follow the steps illustrated above).

  • First 4 weeks of open registration, lists will be posted in the Youth Development Teams Channel on Wednesday mornings.

  • For the final 2 weeks of open registration, lists will be posted in the Youth Development Teams Channel Monday and Wednesday mornings and Friday the end of the day. Notification will be sent in Teams.

  • The first time a registration list is posted for an event, an email will be sent to the KSRE Listserv in addition to the notification in Teams.

  • Each time an updated list is uploaded into Teams, a notification will be sent in Teams.

  • Our goal is to send out invoices within 5 business days of the event registration closing. When invoices are sent, they will come from the State 4-H Office and we ask that payment is received within 30 days.

Do not hesitate to reach out with any questions or feedback. We appreciate your flexibility and understanding as we continue to make the best better.

Sarah