Instructions to Leaders, Page 1
July 27, 2015
Dear Leaders,
Enclosed are all the forms necessary for end-of-the-year finish up. Please review each
form and do not use past forms since several have been revised or tweaked.
Aug. 20 State 4-H Club Award Applications due in County Office.
Aug. 24 Date 4-H members should have their records to leaders
Sept. 11 All Member & Club Records due in County Office.
Records MUST be submitted by leaders. Members ARE NOT allowed to
drop records off at the county office.
Sept. 21 (Tentative) Corn Day Candidate Interviews by Awards Committee
Sept. 24 ALL LEADERS PLEASE BE PRESENT FOR RECORD GRADING @ 5:00 PM.
This packet includes the following documents:
A.
B.
C.
D.
E.
F.
G.
H.
I.
J.
K.
L.
M.
N.
O.
P.
Q.
R.
S.
T.
U.
V.
W.
X.
Y.
Z.
AA.
BB.
CC.
White County 4-H Awards “By the Numbers” instructional form (orange)
2015 Additional Forms Needed Request Form (green)
2015 Awards Order Form (cherry)
2015 Club Transmittal (purple)
2015 4-H Member Performance Standards of Excellence (gray)
4-H Highlights Revised 2012 Version
4-H Highlights Guidelines / Instructions on How to Complete
Project Study (blank sheet for past years)
Club Activities Description Sheet (blank sheet for past years)
2015 White County General Award Application
2015 Corn Day Royalty Intent to Participate
2015 Checklist of Safety Activities
2015 Checklist of Health Activities
2015 HCE Home & Family Award Application
2015 Community Involvement Award Application
2015 Nolan Encouragement Award Nomination
2015 I Dare You Award Nomination
2015 Alumni Award Nomination Form
2015 Friend of 4-H Award Nomination Form
2015 Club Officer Award Guideline
2015 Club Community Service Award Application
Standards of Excellence for 4-H Clubs and Groups (peach)
2015 Club of the Year
Illinois 4-H Club/Group Reports—STATE Form (DUE TO OFFICE AUGUST 20th)
Score sheets for all individual awards (tan)
Score sheets for all officer awards (tan)
2014-2015 Attendance Record
List of past award winners
2015 Supplemental Sheet for Page 7 of Highlights
Instructions to Leaders, Page 2
May I suggest attacking this packet in the following method:
Step 1
Review the “WHITE COUNTY 4-H AWARD ‘BY THE NUMBERS’” form which
steps through each award for members, clubs & adults. The application
process for each award is thoroughly presented. Also review the Guideline
for filling out the 4-H Highlights Form. It is VERY THOROUGH.
Step 2
Review the “2015 Additional Forms Request Order Form” and decide
how many of each form you need. Send this form to the office (or email to
Melissa) and we will fill your request for forms as quickly as possible.
Please note: A copy of every award form is included in this packet if you
would prefer to make your own copies and every form is also on the
internet.
Step 3
Distribute the appropriate forms to your club members based on the
awards they wish to apply for.
Step 4
Review the “2015 MEMBER AWARD LIST BY CLUB” form and determine
the number of 1st year, 2nd, 3rd etc. pins you need for your club. Order
those pins on the “2015 AWARDS ORDER FORM.” Be sure your club
members complete the awards based on their 4-H age…the age they were
on 9/1/14.
Step 5
Order one Participation Certificate for each member in your club on the
“2015 AWARDS ORDER FORM.”
Step 6
Order one Cloverbud Certificate for each cloverbud in your club on the
“2015 AWARDS ORDER FORM.”
Step 7
Review the “2015 MEMBER AWARD LIST BY CLUB” form (white) and
checkmark which members should receive the progress award. Order a
certificate and seal for each member receiving the award on the “2015
AWARDS ORDER FORM.”
Step 8
Complete (or have the members complete) a “4-H MEMBER
PERFORMANCE STANDARDS OF EXCELLENCE” form and determine which
members should receive the Standards award in each age category.
Determine if the member should receive a medal, certificate or prize and
order those on the “2015 AWARDS ORDER FORM.” It is important you are
honest about what members accomplished. If they did not help with a
county activity, please do not say they did. PLEASE TURN THOSE FORMS IN
WITH YOUR MEMBERS’ RECORDS THIS YEAR.
You have now completed the “2015 AWARDS ORDER FORM” and the
“2015 MEMBER AWARD LIST BY CLUB” form.
Step 9
Help members complete their 4-H Highlights form for the 2014-15 year,
including a new project study sheet and a new club activity description
Instructions to Leaders, Page 3
sheet for this current year. Members must include project sheets and club
activity descriptions for all previous years as well (see instruction sheet).
They must also complete the 2014-2015 Supplemental County 4-H Activity
Sheet and include it with their 4-H Highlights. Supplemental sheets from
all previous years must also be included in the final Highlights. Past years
are available on the website or in the office.
Step 10
Help members complete any award applications they wish to apply for.
These include
 2015 Corn Day Royalty Intent to Participate
 2015 Checklist of Safety Activities
 2015 Checklist of Health Activities
 2015 HCE Home & Family Award Application
 2015 Community Involvement Award Application
 2015 White County General Award Application for
o Medals
o Blue Awards
o Outstanding First Year Member
o EIC Electricity Award
o Victory Award
Step 11
Collect all records & applications from your members by Monday Aug.
24th. This gives you 17 days before they are due in the county office.
Review for accuracy and sign where noted. Verify that the member has
included everything the application required, such as Highlights,
signatures, etc.
Step 12
Complete a brief narrative about your club’s nominations for the Nolan
Encouragement Award and the I Dare You Award. You may submit as many
applications as you wish for each.
Step 13
List all the members who are turning in any competitive award
applications on the “2015 CLUB TRANSMITTAL FORM.”
Step 14
Collect any documentation needed by your club officers for awards and
mark “2015 CLUB TRANSMITTAL FORM.” NOTE: ALL CLUBS MUST
SUBMIT THEIR TREASURER’S RECORDS WITH THE COMPLETED AUDIT
IN THE FRONT OF THE TREASURER’S BOOK EVEN IF YOU ARE NOT
APPLYING FOR AWARDS. This is a state 4-H rule. You will not be
allowed to re-enroll until this is turned in. We are hoping to fund a new
officer award for the president. See the suggested Club Officer Award
Guidelines for submission rules.
Step 15


Complete the following club award applications:
Club Community Service Cash Award Application
Standards of Excellence for 4-H Clubs and Groups.
List those applications on the “2015 CLUB TRANSMITTAL FORM.”
Instructions to Leaders, Page 4
Step 16
Write the narratives for your recommendation for the Alumni Award &
Friend of 4-H Award applications and list your nominees on the “2015
TRANSMITTAL FORM.” Past winners listed on the back are ineligible.
Please note: your letter of recommendation is the only thing the committee
will have to go on to award these.
Step 17
Complete the White County 2015 Club of the Year Application and
submit it with your club treasurer, secretary & scrapbook. I ask EACH club
to complete this form even if they think they won’t win. It is the best
record I have of the accomplishments of our entire program for the year
and is VERY helpful as I complete grant applications and ask for money. I
have tried to give you every tool you will need to help you complete this
form. If there is still data you need, please ask.
Step 18
If you wish to apply for a club state award, complete the Illinois 4-H
Club/Group Reports state NOTE: THIS APPLICATION MUST BE IN THE
STATE OFFICE BY AUG. 25, SO BRING IT TO THE OFFICE BY AUG. 20.
Step 19
Submit all this information to the County Office by 4:30 PM September
4th. 4-H members are not allowed to bring their own records into the
county office. All records must be submitted by the club leader
by the deadline, they will not be accepted after this date, NO
EXCEPTIONS!!!!
Step 20
Attend record grading at 5:00 PM Thursday September 24th at the
Extension Building. We need EVERY SINGLE LEADER TO ATTEND.

Score sheets for all these awards are also included in this packet if your families
wish to review the scoring process.
This is the best I can do to make this process as thorough and easy for you as possible. Remember,
this is all done so that award selection is done as fairly as possible, with each child and club
having equally opportunity for success. If you have questions about a specific event, please call the
Extension Office. Please try to help each other if you have any questions. All of these forms are
available online at: http://web.extension.illinois.edu/ghhpsw/white4h/2706.html.
Sincerely,
Amy McCarty
Extension Program Coordinator/4-H