Category Archives: Administrative

Director’s Update

Posted on by

Hi Everyone,

I hope your spring programming is going well. It was great to see a record number of young people competing this past weekend at the B&B contests. It was equally exciting to be able to interact with new VCE faculty this week at their orientation. During the discussion, I shared with agents that in addition to the Virginia and National 4-H Curriculum, they could find some great resources in the National Directory of 4-H Educational Materials. I have attached some information on this. You can search by subject matter and you can also find the process for posting materials that you would like to share. The link will take you to my4-H and you will be asked to register to view materials.

While on 4-H.org check out common measures under resources. Common Measures is helping 4-H continually improve programs so that we can reach even more young people with a life-changing 4-H experience. It assesses the impact of 4-H through science, healthy living, citizenship and college/career readiness. These evaluation measurements also assist in cross-program comparison by allowing various programs to be examined on similar outcomes and outputs. The common measures have been placed into VCE Qualtrics surveys. To get started using these in your programming efforts visit http://www.intra.ext.vt.edu/4h/Commonmeasures.html .

I want to thank those working as part of a VCE program team. The teams are making great progress and are bringing the VCE programming process to life at the state level. I would encourage you to explore the teams and their work at http://www.intra.ext.vt.edu/reports/programteamresources.html . Further, under new leadership, the university is embarking on some key initiatives which I think align very nicely with our programming efforts. If you have not heard of the Virginia Tech Destination Areas, please take a few minutes to scan the site http://www.beyondboundaries.vt.edu/destination-areas.html . I am enthusiastic about the new partnerships forming campus-wide and that both the President and Provost see Extension as a valuable asset to the University in serving citizens across the state.

Finally, in case you are not Facebook friends with Ruth Wallace or Reggie Morris, I included a picture below. Reggie, Ruth, Kathleen Jamison, Ozzie Abaye, and Tom Archibald are part of our VCE team currently working in Senegal, engaging youth and adults in 4-H positive youth development. I could not be more proud!

4-H Grows in your community, in Virginia, in our country, and indeed throughout the world!

VCE Team Working in Senegal

VCE Team Working in Senegal

Remember to schedule time for yourself. I know from experience spring in the local Extension office and 4-H Centers can be extremely busy.

Thanks for all you do,

Cathy

Cathy M. Sutphin, PhD
Associate Director, 4-H
115 Hutcheson Hall
Blacksburg, VA 24061
540-231-6372
NationalDirectory0f4HMaterialsSubmissionInformation 

Save

Director’s Update

Posted on by

Hi Everyone,

Thank you for all of the outstanding opportunities you have provided for your members and volunteers this summer. I hope that you have also taken time for yourself and your family. Our family had a great beach vacation and I am grateful that the entire family could be there most of the week. As we conclude the 4-H year and prepare for the new one, I thought it would be appropriate to bring your attention to a few items.

If you have not visited 4-H.org lately, I would encourage you to check out all of the fabulous resources available to you to promote your program locally. In preparation for National 4-H Week, take a look at this site: http://www.4-h.org/resource-library/4H-marketing-online-resource-center/4H-campaign-assets/ . Here you will find high quality photos, posters, ads and other resources. Once you register, you can download materials.

Please take a few minutes to look at your data in the 4HOnline system. It is important that all youth and adults are enrolled. This data produces your unit ES237 report, the official record of the program that you provide leadership for at the unit level. It is very important that it is correct. If at all possible, individual member information is preferred so that you may use the information to market your programs, track member involvement over time, collect forms on-line, etc. If you did not open up for families to enroll last year, please consider doing so this year. Once the family is set up, the re-enrollment process will alleviate a lot of work for your UAA and members can track their projects and awards. Should you have questions or need assistance, please contact Tonya Price.

I know many of you are preparing for the State Fair. Don’t forget the new contest we are piloting at the Fair – The 4-H Lawn Tractor Safety Contest. I have attached the information. Registration is due September 12. Should you have questions, please contact Andy Seibel or Dan Swafford.

On a personal note, I sincerely appreciate your support this year with the passing of my parents and most recently with the car accident that my son and I were involved in. The notes, cards, and words of encouragement have been so uplifting. It is rewarding to work in an organization where folks care for and support each other.

Have a great week,

Cathy

Director’s Update

Posted on by

Hi Everyone,

 

Many thanks to all of you who have recruited and entered your teens for State 4-H Congress. The program is coming together nicely and we are looking forward to hosting your outstanding teens in June. 

 

I am anxious to visit with our Nutrition Program Assistants at the Multi-State Conference this week. I would encourage you to reach out to your program assistant to make sure that the 4-H members completing the Food Nutrition Program throughout the year are made aware of and invited to continue their 4-H involvement with other projects and delivery modes.

 

I have had a few questions about finding 4-H financial information. The 4-H Policy Handbook has been updated to include current information. You can find this in section 3.19 at the following link:

 

http://www.intra.ext.vt.edu/4h/handbook/policy.html#3.19

 

You can also find the club agency fund forms, tip sheets, Livestock Auction fact sheets, and permission to purchase shooting education equipment form at the following link:

 

http://www.intra.ext.vt.edu/4h/

 

Also, remember that Crystal Graham is the first point of contact regarding 4-H Foundation processes and inquiries. She can be reached at csgraham@vt.edu or 540-231-3360.

 

 

Have a great week,

 

Cathy

 

 

Cathy M. Sutphin, PhD

Associate Director, 4-H

115 Hutcheson Hall

Blacksburg, VA 24061

540-231-6372

 

4-H Online

Posted on by

Hi Everyone,

National 4-H Council is discontinuing ACCESS 4-H mid-year on March 31, 2015. Thus, we are introducing 4HOnline, a new enrollment and data management system to Virginia 4-H. We are pleased to discover many advantages that the new system has over ACCESS 4-H, listed below. We believe that 4HOnline will increase our efficiency and save time at the local level and that 4HOnline will better serve the needs and interests of today’s 4-H youth and families and enhance their 4-H experience. Learn more about 4HOnline here: https://www.4honline.com/ .

ACCESS 4-H will be used for the ES-237 for 2014, which is due October 17, 2014. We will use 4HOnline for the 2014-2015 club year enrollment (October 1, 2014 – September 30, 2015). Since, you can’t transfer existing ACCESS 4-H data to 4HOnline, we will not enter our new club year enrollment into ACCESS 4-H.

We will first roll out, the 4HOnline enrollment package, but as you will see in the advantages, 4HOnline has many other options that we will introduce once we are up and running.

Advantages of 4HOnline:
4HOnline is designed for families to enroll themselves. Families set up their account, create a password and enter and manage their own data thus increasing efficiency and saving time on the local level.
4HOnline works well with a dial-up connection. It also works well on iPads, tablets, and smart phones.
Once the data has been entered by the families, Extension agent/staff review the records for accuracy and accept or request changes on the enrollment records.
Volunteer development opportunities through online training modules (orientation and project/curriculum content training) that includes assessments and tracking system with certificates;
4-H age and age divisions automatically calculate for specific projects, events, and competitions based on state guidelines;
Ability to communicate with 4-H members, families, and volunteers (individually and groups) through one-way messaging (text and email);
Volunteer screening tool that will maintain background screening information and document status in the screening process from the State 4-H Office;
Event registration (Congress, camp, competitions, etc.) integrated into system;
Database for online enrollment forms (health history, member enrollment, volunteer enrollment, code of conduct, standards of behavior, equine waiver, adapted forms for youth of military families);
Project animal identification database for qualifying animals, finances, and storage of applicable measurements;
Ability to track 4-H member and volunteer project enrollment, event participation, and award for portfolios and resumes completion;
Online 4-H calendar that promotes county, district, and state events in one integrated system;
Integration of online curriculum, publication, and resource hyperlinks based on project enrollment;
Customizable reports (exportable for Excel, PDF, mailing labels) with grouping and sorting features for individuals, clubs, groups, or events;
· Multiple people can access data at the same time and make appropriate changes;
· Families will be able to enter and manage their own information, look up projects, read newsletters, receive announcements for 4-H events, register for events, and more;
· Very user-friendly;
· Highly customizable to meet our needs;
· Is a proven program which has been used by numerous state 4-H programs.

Things we are working on now:

A transition timeline which will be available within the next two weeks;
Setting up the structure for Virginia 4-H. We are creating the state platform with unit and district information, organized club information, projects, delivery modes, activities and awards so they can be uploaded into the new system.
Setting up a “demo county” for you to go in and enter data and see how the system works.
Adapting materials and resources for face-to-face and online training for Extension professionals and office professionals. Materials include a manual, PowerPoint presentations and video for local units to use when creating their own customized platform.
Creating a 4HOnline webpage in which all messages, links to resources, conference call and training dates will be posted.
Creating a forum, blog to support the local units.
Adapting a brochure and a web-based video that provides step-by-step instructions for leaders and families to enroll.

We appreciate everyone’s patience and cooperation as we make the best of this unexpected transition. In the end, we are confident that we will have a data management system which increases our effectiveness and builds the quality, capacity, and sustainability of the Virginia 4-H program.

Thanks,
Cathy

Cathy M. Sutphin, PhD
Associate Director, 4-H
115 Hutcheson Hall
Blacksburg, VA 24061
540-231-6372

Directors April Update

Posted on by

Hi Everyone,

I hope your busy spring is going well. Your work is making a lasting impact on the youth engaged in your unit program. I appreciate your efforts in supporting our members and volunteers in the vast array of programming efforts that occur throughout the spring and summer!

I am writing to provide you with a few updates.

2014 4-H Symposium – Please hold the dates for our next Virginia 4-H Symposium scheduled for November 20 – 23 in Blacksburg. We plan to use a similar format as 2013 with agent professional development on Thursday and Friday, leading into concentrated tracts on Saturday in addition to our on-going partnership conference with the Virginia Association of Adult 4-H Volunteer’s Fall Conference on Saturday and Sunday. There will be extraordinary learning experiences for all!

Congrats to Holiday Lake 4-H Center staff, Board of Directors, and Agents for soliciting and receiving 4-H camp scholarships for all of the 19 units served by the center. As a result, 190 youth will have a positive camping experience next summer that may not have otherwise had the opportunity! This is a true testament to our commitment as a state of allowing every child the opportunity to experience camp.

4 for 4-H Runs – As you know each 4-H center is holding a 4 for 4-H Run this spring to raise funds for 4-H camp scholarships. This is a fantastic opportunity to engage youth, volunteers, and community members in a fun, family friendly activity that will result in positive outcomes for each Unit and 4-H Center.  I would like to challenge each Unit to raise funds for 1 full scholarship by means of these runs. $250 to support programming will be placed in the 4-H Foundation account of the Unit in each district that raises the most for their center run. Each district that has 100% participation by their units will also receive $250 in 4-H programming funds. Let’s all get on board to support our centers and promote Healthy Living!

Livestock and Horse Events – It was fantastic to see nearly 900 youth participating in the Block and Bridle Livestock events and the EquiSmartz Horse Competition Weekend. It was also nice to see the number of units participating that had not in recent years. I am constantly reminded of the energy and enthusiasm that you and your volunteers have for 4-H programming and I feel blessed to work in Virginia 4-H.

Virginia 4-H Strategic Plan – A huge thank you to everyone who provided input for the strategic plan that we have been working on over the past year. I want to thank the steering committee that spent significant time as a group and then collecting input from their colleagues. Please take some time to look over the document which will serve as a roadmap for our efforts. You can find the document at the following location: http://www.intra.ext.vt.edu/4h/stratplan.html. This document was shared with the 4-H Positive Youth Development Program Team. As the team conducts their work, we will revise the document as needed.

State 4-H Congress – I am very excited about the 2014 4-H Congress. The workshop and competition workshops are shaping up to be the best ever. The Centennial Celebration will be a fantastic event with special guests that you will not want to miss. Please refer to the Congress website for more information. Last year, we saw significant increases in both the number of delegates and the number of units represented. Please let us know if we can assist you in recruitment and we look forward to seeing you and your teens in June.

Who Should I Contact? For camping and general risk management questions call Sandra (Sam) Fisher. If it is 4-H Horse related, contact Celeste Crisman. Anything to do with 4-H Livestock, call Paige Pratt. If your need is related to youth Dairy, call Dave Winston. Curriculum, After-School, or STEM? Call Kathleen Jamison. If you need information on teen programming, Character Counts!, 4-H Healthy Living, or the   4-H Ambassador Program, call Tonya Price. If it is a Congress question or 4-H Mentoring grant question, call Mike Martin. All things related to VCE volunteers, start with Jeremy Johnson. Let’s say you want to chat about 4-H international programs or new agent support, you will want to contact Glenda Snyder. Any event related question can be directed to Katie Lafon. If you have anything concerning the Virginia 4-H Foundation, you will want to direct it to Amanda Lucas. All program issues should be directed to me and if you have no idea where to start please contact Melissa Breen and she can direct you to the most appropriate person.

Please let us know how we can better serve you as we work to “Make the Best Better”.

Cathy

National 4-H History Preservation Program

Posted on by

The history of 4-H is one of the most significant and far-reaching stories in America: a story of youth education, community pride and responsibility, personal leadership, and volunteerism. Truly unique – born at the grassroots level and involving special public-private partnerships at the local, state and national levels – it represents the very essence of America’s growth.

Over a century since it began, 4-H continues to thrive and expand today as one of America’s foremost youth development initiatives. While constantly continuing to change in support of the evolving needs of young people today, most of the original concepts and philosophies – the proven strengths – remain unchanged.

There is no better guide toward our future than to learn from and build upon our past. The primary purpose of this 4-H History Preservation website is to provide a central resource on 4-H history, particularly at the national level.

http://4-hhistorypreservation.com/

4-H IRS Update

Posted on by

We have received questions concerning recent notifications from the IRS. If your club has closed their account and have received notifications related to filing issues for 2010 or 2011, you do not have to respond. These will be automatically corrected when the transition is completed. Like last year, please forward a copy to the State 4-H Office and keep the original on file.

You should keep club records turned in December 2012 for a period of seven years since they pertain to IRS EINs.

Have a great day,
Cathy

IRS Filing Notifications

Posted on by

We have received questions concerning recent notifications from the IRS. If your club has closed their account and have received notifications related to filing issues for 2010 or 2011, you do not have to respond. These will be automatically corrected when the transition is completed. Like last year, please forward a copy to the State 4-H Office and keep the original on file.

You should keep club records turned in December 2012 for a period of seven years since they pertain to IRS EINs.

2013 Virginia 4-H Foundation Innovative Programming Awards

Posted on by

We are pleased to announce the 2013 Virginia 4-H Foundation Innovative Programming Awards program. The Virginia 4-H Foundation Innovative Programming Awards will be awarded on a competitive basis to ten 4-H faculty. Each award will be $1,000 and will be used to develop and implement innovative 4-H programming efforts. In addition, the selected faculty members will be assigned an iPad. Previous iPad recipients will have the option to select another piece of supporting technology equipment at the same or lower cost of an iPad. It is expected that iPad or other technology equipment will be incorporated into the proposed innovative program. Training will be provided in the use of the technology. All 4-H faculty members are eligible to apply including 4-H center faculty.

Applications will be accepted through June 5, 2013 and the awards will be presented at State 4-H Congress.

Faculty receiving awards will be expected to submit a story and 4 pictures to the VCE Success site summarizing program outcomes/impacts, and technology usage related to the funded program.

4-H Foundation Innovative Programming Award Application 2013

 Submit one-page application to Cathy Sutphin at cmsutph@vt.edu by June 5, 2013.

Faculty name(s):

Unit(s):

4-H Foundation Account Name (where the award will be transferred):

Name of the proposed project:

Narrative outlining the proposed project:  include need, implementation plans, proposed partners, target audience, any funds that will be leveraged, anticipated outcomes, and a proposed evaluation plan.

What are your ideas concerning the incorporation of ipad technology within this program and other programming efforts in your unit?

2013 Virginia 4-H Foundation After-School Innovative Programming Awards

Posted on by

We are pleased to announce the 2013 Virginia 4-H Foundation After-School Innovative Programming Awards program. The Virginia 4-H Foundation After-School Innovative Programming Awards will be awarded on a competitive basis to ten 4-H faculty. Each award will be $1,000 and will be used to develop and implement innovative 4-H programming efforts in an after-school setting. All 4-H faculty members are eligible to apply including 4-H center faculty. The money used to support this program was made available through the National 4-H Council partnership with JC Penny stores in Virginia.

Applications will be accepted through June 5, 2013 and the awards will be presented at State 4-H Congress.

Faculty receiving awards will be expected to submit a story and 4 pictures to the VCE Success site summarizing program outcomes/impacts related to the funded program.

4-H Foundation Innovative After-School Programming Award Application

2013

 Submit one-page application to Cathy Sutphin at cmsutph@vt.edu by June 5, 2013.

Faculty name(s):

Unit(s):

4-H Foundation Account Name (where the award will be transferred):

Name of the proposed project:

Narrative outlining the proposed project:  include need, implementation plans, proposed partners, target audience, any funds that will be leveraged, anticipated outcomes, and a proposed evaluation plan.