Embedded Files
End of Year Information & Responsibilities
End of Year Information & Responsibilities
Synopsis of Information Shared:
Synopsis of Information Shared:
The system will not shut down this year (2022).
All information has to be in the system by September 30 at 11:59 PM.
October 1, 2022 the system will be open for new 4-H year enrollments.
Please be sure to check the following areas:
Awaiting Review Tab to make sure all youth and volunteer enrollments are in the system.
Camp enrollment has been done in 4-H Online. Camp Enrollment Tip Sheet (Camp CANNOT be a group enrollment)
Group enrollments. This should ONLY be used for groups that you cannot collect individual enrollments on. Group Enrollment Tip Sheet
Virtual programming those youth/volunteers may fall into one of the following enrollment categories. See Delivery Mode Tip Sheet
4-H School Enrichment (if you work with school systems or shared 4-H materials that teachers used)
4-H After school
4-H Individual Study
Instructional TV/Video Program
Review your ES237 Report
On the left side navigation panel, select Standard Reports
Under Standard reports, click:
i. ES237_Participation –
This provides you with a breakdown of your enrollment numbers by delivery mode.
Double check (g) Youth Participating in 4-H Overnight Camping Programs.
ii. ES237_Youth –
This will provide your accurate enrollment numbers for the current year. This removes the duplicated enrollment numbers within the system and count everyone that has participated.
iii. ES237_Volunteer –
This breaks out your adult and youth volunteer numbers.
- Will group enrollment show up on the ES237 report?
a. Select Group Enrollment Tab (left sidebar) - Yes
a. Select Group Enrollment Tab (left sidebar) - Yes
i. Make sure to check the box at the bottom, then submit the Form (Submit the form when saved. Submitted forms can be edited at anytime.)
i. Make sure to check the box at the bottom, then submit the Form (Submit the form when saved. Submitted forms can be edited at anytime.)
ii. If you do not check the box, the enrollment will not count towards your ES-237 Report.
ii. If you do not check the box, the enrollment will not count towards your ES-237 Report.
b. Groups Tab - No
b. Groups Tab - No
2. Will there be a training for new staff?
2. Will there be a training for new staff?
a. Sounds like there is a need. Was suggested for Family & Youth Symposium Nov. 2-4, 2022.
a. Sounds like there is a need. Was suggested for Family & Youth Symposium Nov. 2-4, 2022.
b. Recordings available at:
b. Recordings available at:
c. 4-H Online 2.0 Training Shared Drive:
c. 4-H Online 2.0 Training Shared Drive:
d. New Agents/Staff can contact training team members directly for individual training needs
d. New Agents/Staff can contact training team members directly for individual training needs
Volunteer Enrollment Questions
Volunteer Enrollment Questions
- Why would we need to look in the PreSearch folder in Google Drive?
It is a reference list for agents & staff to use as verification for returning volunteers to establish the last time a volunteer was screened. You can look for volunteers who may be within that three year screening window or to determine which volunteers need re-screening.
It is a reference list for agents & staff to use as verification for returning volunteers to establish the last time a volunteer was screened. You can look for volunteers who may be within that three year screening window or to determine which volunteers need re-screening.
2. What is an overview of volunteer enrollment?
2. What is an overview of volunteer enrollment?
STEP 1: Volunteer enrolls in 4-H ONLINE. Agent/staff needs to be sure they instruct the volunteer to select the correct volunteer level to initiate the correct screening. Volunteer receives an email from Sterling Volunteers and submits needed information to complete background screening.
STEP 1: Volunteer enrolls in 4-H ONLINE. Agent/staff needs to be sure they instruct the volunteer to select the correct volunteer level to initiate the correct screening. Volunteer receives an email from Sterling Volunteers and submits needed information to complete background screening.
STEP 2: Unit office will review Sterling Volunteers portal (one person in each unit office has been designated and given access to Sterling Volunteer system). Review volunteers screening in Sterling to be sure they are set-up to be screened at the correct level. Volunteer screening levels can be found under Review My Volunteers and the "Hold" Tab.
STEP 2: Unit office will review Sterling Volunteers portal (one person in each unit office has been designated and given access to Sterling Volunteer system). Review volunteers screening in Sterling to be sure they are set-up to be screened at the correct level. Volunteer screening levels can be found under Review My Volunteers and the "Hold" Tab.
STEP 3: If screening level is CORRECT in Sterling Volunteers, submit Background Screening Processing Request to Chad Proudfoot.
STEP 3: If screening level is CORRECT in Sterling Volunteers, submit Background Screening Processing Request to Chad Proudfoot.
STEP 4: If the screening level is INCORRECT, log into the 4-H Online system and complete the process for Sending Back and Deleting Non-Approved Enrollments . Instruct the volunteer to complete their enrollment under the correct screening level.
STEP 4: If the screening level is INCORRECT, log into the 4-H Online system and complete the process for Sending Back and Deleting Non-Approved Enrollments . Instruct the volunteer to complete their enrollment under the correct screening level.
STEP 5: Log into 4-H Online 2.0. Click on the Screenings tab on the left side and verify the volunteer's information. If the screening level column is the correct level for the volunteer AND the status says approved, you may proceed to Approving a Volunteer. This process is similar to approving youth enrollments.
STEP 5: Log into 4-H Online 2.0. Click on the Screenings tab on the left side and verify the volunteer's information. If the screening level column is the correct level for the volunteer AND the status says approved, you may proceed to Approving a Volunteer. This process is similar to approving youth enrollments.
3. Is there a chart for volunteers that shows screening levels?
3. Is there a chart for volunteers that shows screening levels?
4. What is the Google Form Link to request Volunteer Screening be processed?
4. What is the Google Form Link to request Volunteer Screening be processed?
This is for any volunteer that is listed in the Background Check HOLD tab. Screenings either need to be submitted for processing or deleted and canceled out of the system to avoid being charged for the screening.
This is for any volunteer that is listed in the Background Check HOLD tab. Screenings either need to be submitted for processing or deleted and canceled out of the system to avoid being charged for the screening.
5. I submitted the Google form requests for volunteers. When will I see those come through in Sterling after they are screened?
5. I submitted the Google form requests for volunteers. When will I see those come through in Sterling after they are screened?
It takes 24-48 hours to have those screening requests processed once they have been submitted for processing in Sterling. The results will also be returned in the Screening Tab of 4-H Online.
It takes 24-48 hours to have those screening requests processed once they have been submitted for processing in Sterling. The results will also be returned in the Screening Tab of 4-H Online.
6. How can I be sure you got the background screening request google form from me?
6. How can I be sure you got the background screening request google form from me?
7. What if I made a mistake in submitting the Background Screening Processing Request Google form?
7. What if I made a mistake in submitting the Background Screening Processing Request Google form?
Please email Chad with the correct information. Emails must be sent prior to 3:00 PM to avoid processing in Sterling. If they have been mistakenly processed, it will be at the cost of the unit.
Please email Chad with the correct information. Emails must be sent prior to 3:00 PM to avoid processing in Sterling. If they have been mistakenly processed, it will be at the cost of the unit.
8. Is the Google form request for processing a permanent thing or a just for now thing?
8. Is the Google form request for processing a permanent thing or a just for now thing?
Just for now. We are working with Sterling for software and programming updates to allow the person with Sterling Access in the local unit to push through or cancel the screenings.
Just for now. We are working with Sterling for software and programming updates to allow the person with Sterling Access in the local unit to push through or cancel the screenings.
9. One of my returning volunteers said he has tried to complete the security/background check and he gets a message saying something about being mismatched and has had this issue since January. What do you think may be the issue?
9. One of my returning volunteers said he has tried to complete the security/background check and he gets a message saying something about being mismatched and has had this issue since January. What do you think may be the issue?
Please verify that the volunteer's information is correct in 4-H Online. The volunteer's name, mailing address and email address have to match in the Sterling System. If they do not match, either the agent or volunteer can click the Chat Box in the Log-In Screen to receive help from Sterling. The volunteer may also call Sterling at 855-326-1860, Option 3 or email Sterling at TheAdvocates@sterlingvolunteers.com
Please verify that the volunteer's information is correct in 4-H Online. The volunteer's name, mailing address and email address have to match in the Sterling System. If they do not match, either the agent or volunteer can click the Chat Box in the Log-In Screen to receive help from Sterling. The volunteer may also call Sterling at 855-326-1860, Option 3 or email Sterling at TheAdvocates@sterlingvolunteers.com
10. You said screening was done annually but you also mentioned 3 years? Just when do we do the Background checks?
10. You said screening was done annually but you also mentioned 3 years? Just when do we do the Background checks?
For Level 2 - Regular Volunteers, they need to have a screening conducted every 3 years.
For Level 2 - Regular Volunteers, they need to have a screening conducted every 3 years.
For Level 3 - Overnight Camp Volunteers, they need to have a screening conducted every year per ACA Guidelines.
For Level 3 - Overnight Camp Volunteers, they need to have a screening conducted every year per ACA Guidelines.
11. If the Agent changes volunteer level, does it kick it back to the volunteer?
11. If the Agent changes volunteer level, does it kick it back to the volunteer?
The Change Screening Level button does not work with the Outside Screening System and Sterling Volunteers. Agents cannot change the volunteer level within the system. It will not work. If the volunteer has selected the wrong volunteer level, please Send Back and Delete the Enrollment to have the volunteer complete the correct screening level.
The Change Screening Level button does not work with the Outside Screening System and Sterling Volunteers. Agents cannot change the volunteer level within the system. It will not work. If the volunteer has selected the wrong volunteer level, please Send Back and Delete the Enrollment to have the volunteer complete the correct screening level.
12. What happens if we mistakenly Approve volunteers?
12. What happens if we mistakenly Approve volunteers?
If the agent/program assistant/UAA has mistakenly approved the volunteer in the 4-H Online system, please send a note to a member of the 4-H Online training team with the unit, volunteer full name and request to have the volunteer enrollment for the current 4-H year to be deleted.
If the agent/program assistant/UAA has mistakenly approved the volunteer in the 4-H Online system, please send a note to a member of the 4-H Online training team with the unit, volunteer full name and request to have the volunteer enrollment for the current 4-H year to be deleted.
This can only be done at the Administrative level. Once the enrollment for the current 4-H year has been deleted you will need to ask the volunteer to re-enroll.
This can only be done at the Administrative level. Once the enrollment for the current 4-H year has been deleted you will need to ask the volunteer to re-enroll.
Horse Declarations
Horse Declarations
- What is the deadline for Horse Declarations?
May 15, 2022
May 15, 2022
2. Is a current coggins required for Horse Declarations?
2. Is a current coggins required for Horse Declarations?
A "most recent" copy of the coggins MUST be uploaded to the system. A current coggins is required to attend the State Horse Show and this updated paperwork must be submitted to the Local Extension Office. Only the unit office can upload the updated paperwork to the system.
A "most recent" copy of the coggins MUST be uploaded to the system. A current coggins is required to attend the State Horse Show and this updated paperwork must be submitted to the Local Extension Office. Only the unit office can upload the updated paperwork to the system.
Updating coggins paperwork. ONLY unit office can upload new paperwork.
Updating coggins paperwork. ONLY unit office can upload new paperwork.
Go into the youth profile, animal, click overwrite and then you can upload the updated coggins paperwork.
Go into the youth profile, animal, click overwrite and then you can upload the updated coggins paperwork.
3. What if a youth does not submit a Coggins?
3. What if a youth does not submit a Coggins?
Please send the animal back to the youth with a public comment to submit the most recent coggins.
Please send the animal back to the youth with a public comment to submit the most recent coggins.
DO NOT APPROVE until a current coggins is submitted.
DO NOT APPROVE until a current coggins is submitted.
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