Record Books and Resumes

Keeping accurate records is one of the most valuable skills a young person can learn in 4-H. Compiling a detailed record of what was planned, accomplished and learned in each project is an excellent way to learn record keeping. Every 4-H member is expected to complete at least one project each year.

A 4-H record book is a more detailed approach to record keeping. It is used to document a 4-H member's work annually as well as over the member's 4-H career. It often includes the project completion process. In addition it may include a Project Summary form, essay or story and documentation (photos, media releases, letters, etc.). Completing a record book can be a challenge for 4-H members, parents and volunteers especially when a member waits until the last minute to start.

Helping members understand the value of record keeping and rewarding them for their efforts is very important. Don't be discouraged if you don't receive a record book from every member. A 100% completion rate should always be the club's goal, but in reality is more often the exception than the rule. Some 4-H units require record books to be completed in order to exhibit at the county/city fair.

There is no "official" national, state or 4-H Unit rule stating a 4-Her must complete a project to maintain his or her 4-H enrollment, although some clubs may have that as an implied policy. As a club leader, your challenge will be to cause your members to want to complete a project record or a record book. One of the best ways to do that is by providing continual encouragement and support.

Most work on record books is done at home, although some clubs schedule time at regular or special meetings to help members work on their project records.

<>Project Record and Summary Forms
Most project record books include the Maryland 4-H Summary Record (4-H 511) and the 4-H Project Record (4-H 510).

The Summary Record is a four-page form used to report the member's overall 4-H activities such as meeting and 4-H event/contest attendance, offices held, etc.

The Project Record is also a four-page form used to report the specifics of the project such as skills learned, tasks completed, communications participation, service, activities, costs, income and awards for a particular project. This form is also often used for project completion. If the member completes more than one project, a separate Project Record is required for each project, but only one Summary Record is required. Another part of the record book is a story that shares in narrative form information about the project that might not be captured in the Summary or Project records. Instead of a story, the local 4-H Unit or state 4-H office may require an essay on a pre-determined topic.

Ask your 4-H Educator for specific guidelines on stories and essays. How the record book is assembled varies among 4-H Units. A three-ring binder makes a good, inexpensive cover that is easy to use. "Official" looking 4-H Record Book covers are available from the 4-H Source Book.

A 4-H Journal Journaling is a tool teachers use to help students improve their writing skills. A 4-H Journal is a great way to encourage members to begin keeping records throughout the year. A few journal entries following a 4-H meeting or event will make completing a project record months later much easier and much more accurate. The journal entry can be as brief or as detailed as the member wants. The important thing is for the journal entry to be specific enough to be useful to the member when completing his or her project record. Learning to keep a brief record of 4-H events as they happen is much preferable to making "guesstimates" months later, when small but significant events are easily forgotten.

4-H Calendar Another simple technique to aid in record keeping is a 4-H calendar. The member can keep the calendar in his or her 4-H notebook, hang it on the bedroom wall or some other prominent place where it will be seen frequently. The concept is basically the same as for the 4-H Journal. After each 4-H event, the member makes a brief entry on the calendar as a reminder of events and activities he or she participated in. The calendar will be a great resource when the 4-Her is completing his or her record book.

Portfolio vs. Record Book Older 4-H members (ages 14 to 18) have the option of completing a portfolio instead of a record book. A portfolio includes a three-page resume and an essay. The member should decide which reporting method is best, based on his or her objectives. Many 4-H Unit awards are based on record books while resumes are used to select delegates for National 4-H Congress. Resumes are also useful in applying for a job. Older 4-H members may also need to include project records and the summary form as required by the 4-H Unit. Ask your 4-H Educator for advice.

Record Book Guidelines The information that follows highlights a two-page fact sheet entitled "Guidelines For Completing a 4-H Record Book" and expands on the information presented above. Ask your 4-H Educator for a copy.

As previously explained, the Maryland 4-H Summary Record (4-H 511) is one of two forms that make up a large portion of the record book. The summary record, as its name implies, is used to gather information about the member's general 4-H participation. The first page collects personal information, a listing of projects carried and the goals for each. There is also a space for the 4-Her to sign the form indicating the record is complete and accurate and for the club volunteer to indicate he or she has reviewed the report. Meeting participation, committees and offices held and promotional activities are listed on page two. Communication Activities, such as public speaking and project demonstrations are reported on page three along with 4-H awards won. The fourth page is a journal of all 4-H activities and events attended. A record book contains a single summary record but as many project records as projects carried.

The 4-H Project Record (4-H 510) is the second major component of the record book. This four-page form collects information specific to each project carried. A separate Project Record must be completed for each project carried. Page one gathers the member's name, club, age group (Jr., Intermediate or Sr.), years in 4-H and birth date. There are also spaces for the project name, the number of years the project has been carried, dates of when it was started and completed and the size of the project. The Project Activity Guide (also known as the Project Manual) is specified and the level of the project (Level 1 or A, Level 2 or B, etc.). Among the most important information on this page is a list of what the 4-Her would like to do and learn in the project. At the bottom of page one are lines for signatures and dates of the 4-Her, the volunteer/leader and the Extension Educator. Page two contains a Project Journal/Log with sections for Communications (demonstrations, etc.), Exhibits and Learning Experiences. The Project Financial Journal is on page three. Some projects are expensive (large animals for example) and will require many financial entries while other projects involve very little expense and will require only a few lines. Page four is for a listing of resources used in the project and a description of Life Skills learned or practiced in the project. The project record ends with two open ended questions that enable the 4-Her to share any information that was not captured elsewhere on the form.

The 4-H Story/Essay provides the 4-Her with an outlet for creative writing and the opportunity to provide some interesting details of his or her experiences that may not fit elsewhere in the record book. The story should begin with some personal information including the member's age, family, school, interests, etc. The story should also include information about projects carried and related learning experiences. The story is also a good place to tell about the joy of winning an award or maybe a disappointment. It's also a great place to share a funny story about a 4-H experience or maybe something inspirational. Making the story personal will make it interesting. Younger members may handwrite their stories. Older members should use a computer. Format the page with a one-inch margin all around and use a 12-point font. The story can be up to six pages long, but two or three pages are sufficient and younger members may write less.

Cover and Organization - The record book may be submitted in an "official" 4-H Report binder available from the 4-H Source Book, but unless this is a 4-H Unit requirement, a simple three-ring binder works just as well. Adding an opening or title page is a nice touch as is a table of contents. Divider pages with tabs makes the record book look polished and easier to navigate. Check with your 4-H Educator for specific requirements of your 4-H Unit.

Volunteer Quick Reference

Learning Check

Learning to keep good records is one of the most important skills a 4-Her can learn, but getting members to complete a record book will likely be one of your greatest challenges. Please share your successful experiences in getting members to complete record books.

A 4-H Journal is a great technique for helping 4-Hers keep records as they participate in events and activities. A 4-H calendar is another good technique. What is your favorite method of helping 4-Hers keep records "as they go"?

Project Record requirements may vary among 4-H Units. Some 4-H Units require an "offical" 4-H Report binder (available from the 4-H Source Book) while other units allow the member to submit a record book in the covering of their choice. A standard three-ring binder makes an inexpensive and very servicable cover. Does your 4-H Unit have a record book cover requirement and if so, what is it?

Online Learning Community

Please share your thoughts and questions about 4-H record books with other online learners by posting a message to the Learn By Doing Discussion Forum by responding to one of the Learning Check questions or one of your own. You must post a message to complete this lesson. (Password: 4-H Vol)

If you have questions or comments you'd rather not post, share them with Dan by sending a message to dtabler@umd.edu .

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You have almost finished this unit. The Learn By Doing Post-Test is the only task remaining. Please click on the post-test link. The test will take you about 10 minutes to complete. Thanks in advance for helping with this important part of the research.

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For more information, contact Dan Tabler, Volunteer Coordinator

Last updated: 03/13/2009