Upcoming Year End Rollover

June 24, 2014

When is End of Year?Two dates are important:

September 1: This is when the rollover occurs. After this date, data in 2013-2014 cannot be

changed. Any enrollments after this date will be in the 2014-

2015 enrollment year.October 31: Deadline for entering any group

enrollments for 2013-2014. All group enrollments for 2013-2014 must be

entered by this date to count on the Federal report.

What happens at end of year?Database rolls over automatically.

No need to manually create the new year or do anything special.

All active members become inactive.Data is still accessible, but is read only.Contacts remain as-is because they do not

count on report.You can still add awards and activities to

member records.

Statuses and What They MeanInactive: Active prior 4-H year, but not re-

enrolled yet this year.Incomplete: Initial or re-enrollment process

has started, but not submitted yet.Pending: Family submitted enrollment.

Awaiting acceptance from Club or County.Active: Fully enrolled member.Archived: Formerly Inactive. Set by county.

Last Year’s Data and ReportsSelect “Previous 4-H Year” on the Reports

screen just above the list of reports.Any report you run will be using last year’s

data.

Last Year and Current Year DataYou can also combine this year and last year

data in one report.Leave Quick Filter at “Current 4-H Year”Edit the report.Check the box for “Include All Records”Check the boxes for “Active” and “Inactive”Add Custom Filter for [Last Active Year]

[Equal to] [2013] AND [Last Active Year] [Equal to] [2014]

What Needs to be Re-entered?All information on Personal Information page

remains intact. Grade and Years in 4-H advance.

Authorization forms are cleared.Health information remains.Clubs and Projects list remain.

Years in Project advances.Leaders will not see screening page except

for 4 year background check interval.

What Does NOT Need To Be Done?

You will not be sending your enrollment data to the state office. All data is already available and the Federal ES-237 report will be automatically generated.

Manually creating the new enrollment year and initializing the dataset.

What DOES Need To Be Done?You will still need to send your Volunteer

training and your Civil Rights reports to the state office as in past years.

Questions?