4h4me.com Online Enrollment
Setup and Processing
updated October 5, 2009

The following processes should only be done by the Regional Center

Upgrade 4HPlus!

Club Listings

It will be important that club listings are current and complete. To see the current listing on 4h4me, access 4h4me via the "Direct Access URL" as follows:

• Click on [Goto] [Web (4h4me.com) Interactions] [4H4ME New Member Applications]
• Click on [Generate 4H4ME.com new member application direct access URL] then click on [Test URL]

This will take you to the web page that new, enrolling youth will encounter.

If clubs have missing or wrong data for a club, follow the steps to Maintain Online Club Data

If a club(s) shows up on the list, but should not, because it's inactive, then follow these steps:

• Go into 4HPlus! - click on [Goto] [Support Data] [Units (clubs)]
• Click on the club in question
• Click on the [Status - Active] check box to make the club Active
• Click again on the club in question
• Click again on the [Status - Active] check box to make the club Inactive again (this last step will generate the necessary 4h4me update record to inactive the club online)
• Complete the process as described on the Data Update instruction page

Load the Authorization (Parental Permission Form)

  Click here for a video demonstration of loading and simple editing of this form

This step will make the form available that members and their parents must sign in hard copy

• Right-click the link below and click on [Save As...] or [Save Target As...]
• Save the file to [C:\CKV\Dataxfer] - this does NOT need to be repeated for each county
  • [FormRLNEnrollmentPermissionForm.txt]
    
    
• Start up 4HPlus!
• Click on [Goto] [Web (4h4me.com) Interactions] [Web Forms] [Web Form Creation]
• Click on [Import Selected Form]
• In the [Selected Form Name] box, click on the form [FormRLNEnrollmentPermissionForm]
  
  
• Click on [Create or Modify Form]
• Click on [FormXXXEnrollmentPermissionForm] (XXX will be your county's abbreviation)

This will display the form - which can be edited as follows:

• To change the "mail to" address in the top box
  • Click in the box and edit text as desired.
  • Click on the button [Top of Form] to exit the text box
    
    
• To add a new line of text somplace on the form
  • Click on the button [Label Tools]
  • Enter desired information (it can all be edited later)
  • Left-click on the form where you want the text to appear
  • If desired, right-click on the text and choose [Edit] to adjust attributes of the text element
    
    
• To move elements of the form to a different location
  • Right-click on the element and enter a new X and Y coordinate
  • Click [Apply....]

When finished with changes to the form, you will need to upload the form to make it available online:

• Click on the button [Build 4h4me Records]
• Click on [Exit] to leave the Web Forms Creation utility
  • If you click on [Exit] without first clicking on [Build 4h4me Records], you will be prompted to build 4h4me records. You are only need to build 4h4me records when you are ready to upload the form to 4h4me

Complete the data update process as outlined in Data update process (day to day data maintenance)

To test the form, the next section about enabling online enrollment will need to be completed.

Enabling Online Enrollment and Re-enrollment

It is necesary to "turn on" both online enrollment AND re-enrollment for the process to work at it's best. These next steps are repeated in the Re-enrollment instructions, but only need to be completed once.

• In 4HPlus!, click on [Goto] [Web (4h4me.com) Interactions] [4h4me Direct Access] [County Options Direct Access]

This will take you to the website [County Functions] screen

Click on [County Level Parameters] This will take you to the County Parameters screen (as pictured in part to the right) Click on the checkbox for [Allow New Member Registration] Click on the checkbox for [Allow Member Re-Enrollments] (this is required for new members as well) Increment the "system" Current Year one year, by entering [01] in the appropriate field It is recommended to [Accept Leader Registration Changes at this time, but not to Allow Leader Registration or Re-enrollment Click on [Save Above Parameter Settings / Changes]

Advertising Online Enrollment

At this point, you can test the "I want to be a member" process, including the Parental Authorization Form.

The process is now ready to accept new member applications from the public. Youth who are interested in applying for 4-H membership online can enter from the main, front page of www.4h4me.com by clicking on [Member] under [I would like to be a 4-H...]. However, a few steps can be saved if they use the "Auto URL" that 4HPlus! can generate:

• Click on [Goto] [Web (4h4me.com) Interactions] [4h4me New Member Applictations] [View/Review New Member Applications]
• Click on [Generate 4h4me.com new member application direct access URL]

This URL can be posted in a web page, pasted into an e-mail, or be used to create a "tiny URL"

Processing Online Enrollment Data

As youth submit online enrollments, their data will be collected as part of the normal data update process: Data update process (day to day data maintenance)

To view and access enrollments submitted online:

• Click on [Goto] [Web (4h4me.com) Interactions] [4h4me New Member Applictations] [View/Review New Member Applications]

From this screen, three actions will most commonly be taken at some point for each listing in the [New Member Applications] field .

1. An authorization form will be printed and sent (or some other form of communication will be intiated) to an appying member who has lost their original printout, or maybe has not responded or followed up with their application.
   • Click on their name in the [New Member Applications] list
   • Click on radio button [NOT been received]
   • Click [Print Copy of Parental Permission Form]
     
     
2. An appying member who has not followed up with be removed from the list
   • Click on their name in the [New Member Applications] list
   • Click on [Decline / Delete]
     
     
3. A signed authorization form will be received in the mail, so the applying member can be processed into 4HPlus!
• Click on their name in the [New Member Applications] list
• Click on [Accept / Process]
• Complete the data update process as outlined in Data update process (day to day data maintenance
  
  
• This member will now be in both 4HPlus! and 4h4me databases

The next step will be to have them complete the "Annual Enrollment Tasks" so that they can provide additional data, including cell phone information, additional e-mail addresses, additional parent information, plus also select Projects, Achievements and a Club. Instructions are here for supporting 4h4me_MemberAnnualEnrollmentTasks.