CLUES FOR 4–H
RECORDS
Prepared by Karen Butler and the Laramie County Record Book Committee in
Cooperation with the University of Wyoming Cooperative Extension Service.
4-H MAKES A WORLD
OF DIFFERENCE
Revised January,2005
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TABLE OF CONTENTS
THOUGHTS ABOUT 4-H RECORDS-----------------------------------------------------------4
RECORD PORTFOLIO CONTENTS------------------------------------------------------------5
HINTS FOR COMPLETION OF LARAMIE COUNTY 4-H PORTFOLIO RECORDS-7
ADDITIONAL SUGGESTIONS FOR RECORDS-------------------------------------------11
LARAMIE COUNTY CONTEST RULES AND REGULATIONS------------------------12
CLUB CONTESTS------------------------------------------------------------------------13
SPECIAL CONTESTS------------------------------------------------------------------- 13
GUIDELINES FOR JUDGES--------------------------------------------------------------------15
ACHIEVEMENT NIGHT-------------------------------------------------------------------------15
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THOUGHTS ABOUT 4-H RECORD KEEPING
1.
2.
3.
4.
5.
Record keeping is an important learning experience for a 4-H member.
Record keeping teaches members skills they can use throughout their adult
lives.
4-H records can be a picture of a member’s growth and development
throughout his/her 4-H career.
It is NOT impossible to make 4-H record keeping fun. Leader’s and parent’s
attitudes are important. Involved adults encourage 4-Hers to succeed, assist in
gathering and reporting information, and share ideas in accomplishing this
vital task.
Junior leaders and older siblings can do a fine job in helping younger
members with record books. Group record update meetings, the “buddy
system,” club programs aimed at sharing suggestions and information, can all
divide and conquer this task.
Good records will make it easier to fill out 4-H long term records for awards
and scholarship applications. Record keeping can help a member choose their
future career plans.
ANYWAY YOU LOOK AT IT; RECORD KEEPING IN 4-H IS A MUST!
If your 4-H leader does not require or does not work with record books, you may call
on the Cooperative Extension Office or the Record Book Committee at any time to
help your 4-H member complete his/her records.
A member has completed his/her 4-H year when they complete a record for at least
ONE project. To complete a 4-H project, the member must exhibit an item at a
county or local fair, or participate in a situation where the member demonstrates his
project skills (shooting Sports), and complete ONE project record.
Please note: Completing only one 4-H project doesn’t make the member complete
in the other projects he/she enrolled in.
Laramie County 4-H requires ONE Record Portfolio be submitted to the Cooperative
Extension Office for completing a 4-H year, so why not take the extra effort to place
your records in the Laramie County 4-H Record contest at the County Fair for ribbons
and premiums, and the Laramie County Record Keeping Contest for special awards?
The work is already done…be proud of your accomplishments!
Records submitted for competition must be turned in to the Office on the date
announced in the newsletter (usually the 3rd Monday of September).
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RECORD PORTFOLIO CONTENTS
The Official Laramie County 4-H Portfolio Record Book materials will be available
through the Laramie County 4-H Office.
There are 7 different sections. Make sure you have all sections. There are instruction
pages preceding each of the sections of the complete portfolio. Do not include the
instruction pages in your completed records. These instructional pages list the
minimum requirements and suggestions to help you gain a general idea of how to
start the layout of information. The new record system is designed for each
individual 4-H member to be creative in the presentation of information. You are
limited only by your lack of imagination. There are examples available in the office.
LARAMIE COUNTY 4-H PROJECT RECORD – SECTION 1
Three pages
This section has three pages. The first is a cover page used for all projects. The
second page comes in two forms. Both state section 1 project record at the top left
hand corner and have a section for member information. Type one has an area for
Goals and an empty area for Size and Scope for the second page. The third page of
this first type of form has an empty area for Knowledge and Skills Gained, a
Summary area, and columns for placings at the bottom. The second type form, for
market projects, has an area for Goals and the Size and Scope area pre-filled with an
income and expense listing. The third page begins with a Market Summary area, the
Knowledge and Skills Gained area, the Summary of project area, and columns at the
bottom for placings.
The first type is used for: All Animal Science (Breeding) projects, All Family and
Consumer Science projects, All Natural Resource projects, Handicrafts, Technology,
The second type is used for: All Market projects only.
Section 1 will be the only portion of the complete portfolio required to be complete
for a 4-H year. The remaining sections 2-7 are cumulative where you add material
each year and used for competition purposes. You may complete one section 1 for
every project you enroll during the course of a 4-H year, but only one is required to
receive “credit” for a 4-H year.
LARAMIE COUNTY 4-H AWARDS AND RECOGNITION – SECTION 2
Two pages
This section also has a cover page, and two additional pages with the column
headings of Date, Award or Honor, Description, and Level. The instructional page
lists the special code to record the level. One page is for 4-H Awards and
Recognition and the second page is for Non-4H Awards and Recognition.
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LARAMIE COUNTY 4-H LEADERSHIP – SECTION 3
Three pages
This section consists of a cover page, and two additional pages to list descriptions of
leadership responsibilities. One of these pages is for 4-H related leadership and the
second is for Non-4-H related leadership. This section uses codes in the level
column.
LARAMIE COUNTY 4-H COMMUNITY SERVICE – SECTION 4
Three pages
A cover page and two pages to list community service, both 4-H and Non-4-H related
community service, with a code for the level.
LARAMIE COUNTY 4-H PARTICIPATION AND NON 4-H EXPERIENCES –
SECTION 5
Three pages
Section 5 begins with a cover page, includes a State, County, Club, and other 4-H
Opportunities page, and the last page is used to record Non-4-H experiences.
LARAMIE COUNTY 4-H - MY 4-H STORY – SECTION 6
Two pages
This section begins with a cover page and includes a page for the 4-H story.
LARAMIE COUNTY 4-H PHOTOGRAPHS AND CLIPPINGS – SECTION 7
Two pages
In this section, there is a cover page and one blank page to display pictures and
clippings to explain a project year.
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HINTS FOR COMPLETION OF LARAMIE
COUNTY 4-H PORTFOLIO RECORDS
A separate form is to be completed for each project each year in which a member has
enrolled.
SECTION 1 / GOALS
Goals are objectives for the project year. Include both short term and long term goals. If
you have a plan (not necessarily detailed) for your project year in what you plan to do
and learn, you will achieve more by proceeding in a direction. Now this direction can be
modified, expanded, or altered as the year progresses. A plan also gives you a measuring
stick for your accomplishments. You are not limited to four goals. Make your goals
measurable, specific and attainable.
Example: I want to learn to shoot a rifle.
This is too broad and hard to measure.
Better Goal: I want to increase by marksmanship score 20% during the year.
Example: I will win Swine Showmanship.
Long term goal that is not necessarily attainable and depends on situations
you have no control over – subjective determination.
Better Goal: I will improve my showmanship skills to place in the top 20 in my class.
This is measurable, attainable, with some room for personal items and
room for growth.
Example: I want to have the best overall constructed PACT entry in Laramie County.
Nothing wrong in “thinking” this lofty goal, but it is achievable?
Better Goal: I want to construct a PACT entry with a hidden zipper.
Set realistic goals with stepping stones to achieving a level. If the goals are too
vague and unattainable, you are setting yourself up for disappointment. However, don’t
be reluctant to change your goals either as new situations develops during the year.
SECTION 1 / SIZE AND SCOPE
This is the area where there is no limit for the 4-H mind. Each individual is
limited only by your imagination. You may use, charts, bar graphs, pie charts, diaries,
flow charts, columns, boxes, comparisons, activities, etc. any method to explain,
demonstrate your interaction with and within a project. Refer to the examples of size
and scope as possible forms to use in explaining your project. When using the Market
report type, you are not limited to the size and scope provided.
Example: To explain what you accomplished in the Dog project, you may want
to include a feed record, training schedule, and a list of supplies and feed purchased
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during the year. The training schedule may be a bar graph with numbers, or a detailed
diary with entries and hours spent.
Example: A market project could consist of a feed record, financial summary,
sale figures, chart of time spent exercising the animal, profit or loss, plus the special
sections provided in the market type of section 1.
Example: A project in the Knitting area could have a listing of the stitches
learned during the year, hours spent completing a project, supplies purchased, or a
comparison of a hand made item with a ready made purchased item.
A financial summary is always a great idea for every project. Even a hobby has a
cost.
SECTION 1 / KNOWLEDGE AND SKILLS ACQUIRED
Relates back to your goals for the project and if you achieved them or not. A record of
what you did or didn’t do during the year. Be specific in this area. You may also use
charts, diagrams, etc. to explain.
Example: I learned to shoot.
Explain in detail what you accomplished. This can be a summary of the
size and scope information.
I attended six practices at the shooting range. My starting score was 6 out of 12
targets. During the year I improved to 10 as an average score. I shot at the State Shoot in Douglas in July
with a lower score than I wanted. I got very nervous. Goal for next year is to improve my score by
controlling my nervous reactions.
Your records are judged on what is presented, so explain what you experienced during
the year. The judges can’t guess or read between the lines to know what you
accomplished for the year.
Don’t forget a failure has knowledge associated with it also. Report on what you learned,
what knowledge you gained even from a mistake.
Example: A garden project was leveled when hail came in late June. In inventive
4-Her took pictures of the destruction and modified the project to measure which plants
came back to produce. He also replanted and measured the growth of the plants,
computed the loss, and charted the “latest planting date” for different varieties.
Example: A market animal that doesn’t make weight can still be a learning
situation. Having a record of feed and expenses can be analyzed for improvements and
researched as to “what went wrong”. A “what if” extrapolation could be developed.
SECTION 1 – PROJECT SUMMARY
Prepare a short summary of the project – good and bad – start to finish and in between.
List the exhibits you prepared for county and state fair. You may have some entries for
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the other column. Usually these are Open Shows where you are competing with adults
and the public. You are not limited to three entries. Record every item you entered into
competition. Do not include special awards earned in 4-H in this section. All “title”
awards are listed in the following section. You are allowed one page of pictures relating
to each project.
SECTIONS 2-5 ARE THE CUMULATIVE SECTIONS
SECTION 2 / AWARDS AND RECOGNITIONS
List items in this section where you received or won a “title” regardless of the award.
Plus plaques, trips, trophies, certificates, metals, special recognition in the club, county,
state. Use the set of codes on the information sheet.
Example: Top Crochet Award at County Fair
Best Wool Exhibit at State Fair
Certificate from local club
Membership award – 5 year pen
Judging Team Champion
Modeling Award in Fashion Review
SECTION 3 / LEADERSHIP
This is a very important part of the 4-H experience. Many 4-Hers sell themselves short
by not stressing this area of their development. This is where you demonstrate your
involvement with others by sharing, leading, and showing your knowledge and skills.
Look for opportunities to lead. Even a 1st year 4-H member can lead a meeting with the
pledges or a demonstration of a current 4-H project to others. Use the set of codes on the
information sheet.
SECTION 4 / COMMUNITY SERVICE
There is a fine line between leadership and community service. The same activity may
apply to either section depending on how the activity was accomplished. In general if it
is just volunteer or working with several others in a group, it will be community service.
If an activity involves supervision, planning, leading, then it will be included in section 3.
Use the set of codes on the information sheet.
SECTION 5 / PARTICIPATION AND NON 4-H EXPERIENCES
This section is divided into two areas for you to report on... The first page is for
recording your 4-H participation in club, county, state, national, and other opportunities.
The second page is for your non 4-H activities. Use the special expanded code on record
page for activities.
SECTION 6 / PROJECT STORY
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Again a chance to paint a picture, create a portrait of your 4-H year. Be creative in your
picture. Tell what went on during the year. Make it different from the knowledge and
skills section. Juniors – write at least ONE sentence for EACH project you have taken
during the year. Seniors – write at least ONE paragraph for EACH project you have
taken during the year.
SECTION 7 / PHOTOGRAPHS AND CLIPPINGS
Remember a picture is worth a thousand words. Pictures will help tell your 4-H story.
You are allowed one page of pictures per project. (Photos can be on both the front and
back side of the page) One page of pictures may be inserted behind each project record.
You may also place one picture page in this section that show events not related to a
specific project. Pictures should be mounted themselves (no shingling).
Certain projects are allowed additional pages.
Example: Cake Decorating, Photography
Newspaper clippings and articles should be placed (not layered) and may be photocopied.
Underline your name and include name and date.
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ADDITIONAL SUGGESTIONS FOR
RECORDS
1. Information should be factual and concise.
2. Show consideration for the reader
a. Use correct grammar and spelling
b. Proofread for errors
c. Don’t use slang – you are writing for adults
3. Records may be done in dark pencil (recommend for 8 and 9 year olds) erasable
pens or pen, typewritten or computerized records are all acceptable. Records are
equally judged regardless of the method used to fill them out, but neatness counts.
4. Three-ring notebooks are recommended to safe guard your records. Plastic sheet
covers also can protect and organize. Tabs, index, or dividers assist the judge in
location of specific sections of your total records. Some personalization of records
is also allowed.
5. Keep in mind your records will be used in later years to help fill out scholarship
applications and 4-H long-term records. Be sure to list everything that shows
your activities and growth especially leadership and citizenship activities.
6. If you take a GROUP project such as Citizenship, Community Pride, Health, etc,
and you enter your project record as the INDIVIDUAL project record, be sure to
list the activities you completed as a GROUP and as an INDIVIDUAL separately.
The judge will need to know what you did on your own. CLUB activities or
projects are entered separately under CLUB CONTESTS.
7. Records are a factual record of the 4-H year, not a SCRAPBOOK. However, if
you feel an item is needed to explain your project further, include it.
8. Parents and leaders are there to HELP, but be sure your records are done in your
OWN style and words. Remember, like your project, the records completion is
your responsibility. Parents may not fill out the records for the child. It is the 4Her’s records.
9. A Laramie County Personal Information Page and a 4-H Portfolio Contest entry
form must accompany all Portfolios’ entered in the County Contest filled out
completely with all signatures.
Often opportunities in various organizations are intertwined with 4-H and activities
are not accomplished in the name of 4-H alone, thus making it difficult to separate
into distinct area. There fore, Laramie County allows for duplication. Every 4-Her
should place the activity within the section that best describes the opportunity. It is
not as important as to where you list your activities as to that you list them to
receive recognition for your efforts.
ALWAYS FEEL FREE TO ADD PAGES WHERE EVER NEEDED!
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LARAMIE COUNTY CONTEST
RULES AND REGULATIONS
Each 4-H Project area is eligible for an award. In each category 4 to 6 awards based
on quantity and quality of the records submitted are awarded. Judges do not have to
award the maximum number if the records are not worthy. Any category with 15 or
more qualifying entries may receive 6 awards. Any category with less than 15 entries
may receive 4 awards. At least two of these awards must be awarded to junior 4-H
members.
All submitted records will receive a sticker to indicate the level of the award.
Bronze for an incomplete record, Silver for a complete record, and Gold to a
complete record which receives an award in one category or more.
In addition to the Laramie County 4-H Projects available:
Achievement – There is no project record for this award but it is based on the
accumulative records submitted. A 4-Her must show specific goals in each project
and growth over the years in the 4-H program to be stressed. Two awards may be
awarded to juniors with over one year in 4-H work and a minimum of two project
records. Two awards may be awarded to seniors with over one year in 4-H work and
a minimum of two project records or more.
Agriculture – There is no project record for this award. A 4-Her must have a
minimum of two projects combining a food producing animal and a plant science.
Leadership should be stressed. (Example: sheep and garden)
Livestock – There is no project record for this award but it is a minimum
combination of two or more food producing animal science records. (Example:
swine and beef)
Food Producing Animals: Beef, Sheep, Swine, Goats, Dairy Cattle,
Rabbits and Poultry
Room Magic – To be entered only by first year Interior Design member.
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CLUB CONTESTS
Reporter Contest:
1. Only elected 4-H club reporters are eligible for this award.
2. Activities of club will not be considered except as publicized by the club
reporter.
3. Clippings and published pictures should be submitted in book form.
Organization and neatness will be considered.
4. Events not recorded in newspapers should be written or types, such as radio,
TV time or taking part in community affairs which stress or promote 4-H.
5. Judging will be on clarity of articles written, amount submitted and number of
people reached.
Awards: 1st $15.00
2nd $10.00 3rd $5.00
Provided by the Laramie County 4-H Council
Treasurer Contest:
1. Only elected 4-H club treasurers are eligible for this award.
2. Records will be judges on accuracy and neatness of club’s financial report.
3. A detailed accounting of beginning balance for the 4-H year, income,
expenses, and balance as of September 1 should be submitted. A sample can
be found at the Extension Office.
4. Records will be judged by a number of the county judging team who is
familiar with financial records.
Awards: 1st $30.00
2nd $20.00
3rd $15.00
Sponsored by Porter, Muirhead, Cornia, Howard CPA’s
SPECIAL CONTESTS
Laramie County Extension Homemakers
Contest for junior 4-H members only. Awards in the following divisions:
FAMILY & CONSUMER SCIENCES –All categories
One award in Pact
One award in Food & Nutrition
One award in remaining categories
GENERAL – Gardening & Horticulture, Home Beautification
HANDICRAFTS – Cake Decorating, Visual Arts
Awards:
Total of $120.00, to be divided equally between the winners.
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FARM BUREAU CONTEST
Contest open to outstanding Junior and Senior records in Agriculture and Home
Economics. Stress on accuracy, attitude, completeness and leadership. A 4-Her may win
only once in each division. Junior winners may complete again as Seniors.
Agriculture – Junior and Senior
Home Economics – Junior and Senior
Award: $50.00 to be divided equally among the winners.
WEED AND SEED GARDEN CLUB AWARD
Outstanding Junior and Senior records in the following categories:
Gardening/Horticulture
Home Beautification
A total of four awards.
JUDGING FOR LARAMIE COUNTY RECORD CONTEST
Watch your September Newsletter for the deadline for submitting your records for the
county competition. Records are usually due in the Extension Office by 5:00 p.m. on the
3rd Monday in September. Completed records may be submitted anytime prior to the
deadline.
The entry form to check the contests you wish to enter will also be included in the
September newsletter. Additional copies may be obtained from the Extension Office.
A Laramie County Personal Information sheet will also be required to participate in the
contest.
Judges: The Record Book Committee is responsible for organizing the County Record
Judging day. All clubs are asked to have volunteer leaders and parents assisting the
judging. Each club is asked to have at least one representative.
Judging usually lasts 2 days and you can come when you like and stay as long as you can.
The Laramie County 4-H Council furnishes lunch. We do ask that you call the office
(633-4383) to sign-up to judge so additional leaders may be recruited if needed. This is a
great opportunity for parents and leaders to judge and learn about 4-H records. New
judges will work with experiences judges to learn the system. Each judge is asked to
write a few comments concerning the strengths and weakness of the project area he/she
evaluated. Besides encouraging our youth, this has helped improve the quality of the
records submitted over the years.
JUDGES ARE ASKED NOT TO EVALUATE RECORDS FROM THEIR OWN CLUB
OR RECORDS OF 4-HERS THEY KNOW VERY WELL.
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GUIDELINES FOR JUDGES
Suggested Score Breakdown:
Project Work and Activities
50%
Accomplishments in the project area during the year
Leadership Activities
25%
Responsibilities in club, officers, work etc. Beyond club level to
County events, other clubs, etc.
Participation in Community Activities
25%
Community service through 4-H is most important. Involvement in
Non-4-H activities considered.
Be as objective as possible
Look for growth in the 4-Her’s personal development, including healthy attitudes,
concern for others, development of his value system for a mature live, etc.
Consider growth in project. If project growth is not possible, a good selection of
Related projects often are possible.
Look for growth in leadership roles and assumption of more responsibility in club, school
and community and state groups.
Weigh the value of a project – a great depth of learning is better than a project of great
breadth of learning. (A lot about a little versus a little about a lot) Look for learning
experiences gained and what was learned.
Look for handicaps overcome and total progress achieved.
Study the ability of the member to select truly relevant experience materials and awards
for his records and to organize them well.
Ask if this is the kind of youth we are trying to help develop through the 4-H youth
program.
Refrain from personally advocating or detracting from a young person.
Do not be won over by a large-size records with awards won repeatedly and an I-I-I
story.
Refrain from judging a 4-Her with whom you are closely associated.
Encouragement and helpful hints for next year’s records are always timely.
Don’t place a record only on neatness. Look for quality and quantity of learning
experiences. Keep the age of the 4-Her in mind.
ACHIEVEMENT NIGHT
This fun evening for the entire family is usually held in October or November to top off a
year of 4-H activities.
Council members, leaders, parents, and 4-Hers are all urged to attend this event. Notices
are sent to all 4-H members who are to receive awards. Please make a special effort to
attend especially if you are receiving an award. If you can not attend, please make
arrangements to have someone pick up your awards.
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The program for Achievement Night contains the names of all the records contest
winners. The names are in alphabetical order – not the order in which they placed.
Thank you’s are always appreciated by the donors, 4-H Council members, 4-H leaders
and Extension Office Staff. If you are unsure who sponsored your award, contact the
Extension Office for names and addresses.
The vast majority of awards for the County Contest are purchased by the Laramie County
4-H Council. Your 4-H Council always appreciates an individual or club thank you at the
end of the year for the awards and their support of all the 4-H activities.
CLUES was designed to answer as many questions on the subject of records as possible.
The Laramie County Record Book Committee or the Extension Office is always available
for additional help.
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