frequently asked questions guernsey county 4 h...application or dropped it off in the mail drop at...
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CFAES provides research and related educational programs to clientele on a nondiscriminatory basis. For more information,
visit cfaesdiversity.osu.edu. For an accessible format of this publication, visit cfaes.osu.edu/accessibility
GUERNSEY COUNTY
OHIO STATE UNIVERSITY EXTENSION
Frequently Asked Questions - Guernsey County 4-H UPDATED 4/27/2020
Thank you for your patience and understanding during this unprecedented and very fluid situation. We will continue to update
the FAQs as additional information is gathered, so feel free to check back for updates. If you have any further questions after reading this entire document, please feel free to contact me at [email protected].
Do we continue to ensure our kids are enrolled by May 1, 2020? - Yes, our 4-H
enrollment deadline will remain May 1, 2020. All youth and volunteers must submit their 4HOnline enrollment prior to May 1 so each Club Data Manager is able to review and confirm the enrollment by the May 1 deadline. Club Data Managers should be checking the progress of their member enrollments and contacting those youth who still need to complete enrollment by logging into 4HOnline.
What if we have an error on our project enrollment after the May 1 deadline? – We will
do our best to work with volunteers under the current and unusual circumstance. If you find an error following the deadline, contact the Extension Office immediately.
Can I still contact the Extension Office to add new 4-H families? – Yes, the family can
email the following information to Joy and Michelle so they can add the family and youth profiles: Family Name, Family Email, Family Phone Number, Youth Name (First and Last), Mailing Address, Date of Birth, Parent 1 (First and Last Name), Parent 1 Cellphone, Parent 2 (First and Last Name), Parent 2 Cellphone, School Name, and Grade.
Can I still place project book orders? – At this point in time, we are unable to process any
project book orders by club through our Extension Office, which is our preferred and normal method for getting project books and resource handbooks. However, Ohio 4-H is working on a way for 4-H families to order their own project books directly from OSU publications. We will share the steps for how to do that as soon as they are ready! Ohio 4-H is currently finalizing some coupon codes to help with the extra expense for some families. We know this also adds some additional questions and we will share that information when we share the directions for ordering.
What are the Stay-at-Home Projects we saw something about online? Want to dig in to a
4-H project that’s a good match for staying at home? See our collection of Perfect Stay-at-Home Projects. When a copy opens on your screen, you can save or print it from there. Stay at home and stay healthy, 4-H’ers! (For accessible formats of these publications, visit cfaes.osu.edu/accessibility.)
Since we are unable to meet face-to-face for 4-H club meetings until after July 6, will
our members and volunteers still have to attend 6 club meetings? – Yes, volunteers and members will still need to attend 6 club meetings from January to September (giving you an extra month). Typically, a meeting must consist of three parts: business, education and recreation. There is nothing typical about how we are doing things now due to the coronavirus outbreak. We are adjusting, adapting and being flexible. We know clubs will
CFAES provides research and related educational programs to clientele on a nondiscriminatory basis. For more information,
visit cfaesdiversity.osu.edu. For an accessible format of this publication, visit cfaes.osu.edu/accessibility
GUERNSEY COUNTY
have to adjust their current club schedule to include more meeting opportunities once we are permitted to have face-to-face meetings. Until that time comes, we encourage our clubs to meet virtually, if possible, and have meetings that consist of both the business and education components, when possible. Virtual meetings can count towards your total of 6 meetings per member. However, you cannot count it against a member who is unable to participate virtually. It may require a little more planning in advance with the volunteers and officers to prepare and share the agenda in advance. If you have Cloverbuds, you might want to think about having them meet at a separate time from the project age members as many families may only have enough devices and internet capabilities to connect to one meeting at a time. We are not asking a lot happen during these virtual meetings as we understand that some have time limits. We do, however, want to make sure you are connecting with your members and their families, making sure they are aware of the changes, making sure they have the resources they need or the understanding of how to get the resources they need, and answering their questions. Resources to assist volunteers with virtual meeting ideas can be located at http://go.osu.edu/gcnews.
My club has not gone over the constitution yet? Should I just use last years? I was going
to try to scan and email it to everyone and just ask for an approval email back. Would that work? You could email any information to your members in advance of a virtual meeting. This would give them time to review the information in advance of the meeting. You can also check out some of the features on some of the online meeting formats available. For example, Zoom allows you to pick a component of your screen to share with others, so you could share your constitution through that feature while meeting with everyone. If you are unable to meet virtually, you could email it for approval, but we would encourage everyone to try a virtual option with as many members as possible.
Local 4-H Scholarship Application Deadline – All local 4-H and Livestock Committee
Scholarship applications are due May 1. Applications are available online at http://guernsey.osu.edu. Due to current conditions, applications must be scanned and submitted via email to [email protected]. Applicants should make sure they get an email response back letting them know the application was received. If you already mailed your application or dropped it off in the mail drop at the Extension Office, you must email [email protected] to let Michelle know what applications you have already submitted.
Club Charter Checklist, Club Constitution & By-laws, Club Information Sheet, and Club
Equipment Inventory Deadline – All club paperwork is due May 1. Paperwork is available online at http://guernsey.osu.edu. Due to current conditions, club paperwork must be scanned and submitted via email to [email protected]. Applicants should make sure they get an email response back letting them know the application was received. If you already mailed your paperwork or dropped it off in the mail drop at the Extension Office, you must email [email protected] to let Michelle know what you have already submitted.
What about Equine Lease paperwork? – Senior Fair Board has agreed to move the due date
of Equine Lease Paperwork to June 1. Equine Lease Paperwork is available online at http://guernsey.osu.edu. We are currently working on an alternative method for submitting this paperwork as our office is not currently open to accept them. Please wait for additional
CFAES provides research and related educational programs to clientele on a nondiscriminatory basis. For more information,
visit cfaesdiversity.osu.edu. For an accessible format of this publication, visit cfaes.osu.edu/accessibility
GUERNSEY COUNTY
details before submitting any paperwork. If you already mailed your paperwork or dropped it off in the mail drop at the Extension Office, you must email [email protected] to let Michelle know what you have already submitted.
I do not have a scanner at home, how can I scan and submit my paperwork? We are all
probably learning some new things and one of the things we recently learned is that smart phones have the capability to scan documents to a pdf file for you. I have provided links below where you can get a little training on how to scan documents with your smartphone.
How to scan documents on your iPhone with the Notes app — Apple Support
https://www.youtube.com/watch?v=zgUSYp4pwXo
Scan Documents with Android Phone https://www.youtube.com/watch?v=DgA1-MBTMKg
I do not have a smart phone, can I drop my stuff off at your office? - Our office is
temporarily closed and mail being held. Sending things to us electronically is your best method for getting documents to us right now. If you think you will be unable to submit something electronically, please email [email protected]. Do not place things in our outside mailbox as no one is around to check it.
How are we expected to get the $10 activity fee for each member and turn it in by May
1st? - The circumstances created by the COVID-19 outbreak are nothing like any of us have ever experienced. Due to these extremely extenuating circumstances, we will be waiving the $10 activity fee for all 4-H members for 2020 ONLY! We understand the financial burden that many families may be under currently or in the near future. We also understand that most clubs have been and are still unable to conduct any fundraiser which may have helped to cover the cost of these fees in addition to other expenses like project books. If you have already collected these fees from your members, you can refund them in a trackable method, when it is safe to do so, or you can keep your record of who has paid and apply it to their fee for 2021. Either way, please keep good records!
Pepperoni Roll Sale – We plan to conduct the Pepperoni Roll Fundraiser when it is safe to do
so, but we will continue to watch the current situation and adjust our plans as needed. What about the Quality Assurance (QA) training? – Please refer to the 2020 Quality
Assurance Certification Options document which describes the three options available for Guernsey County youth to obtain their QA certification by the July 1 deadline.
How do youth get their Horse Safety & Ethics Training since the April 30th training has
been cancelled? - If you are a first-time horse project participant, please email [email protected] by April 15th to learn about an alternative option for completing your training. Volunteers, please make sure your members who need this certification are aware of this change.
CFAES provides research and related educational programs to clientele on a nondiscriminatory basis. For more information,
visit cfaesdiversity.osu.edu. For an accessible format of this publication, visit cfaes.osu.edu/accessibility
GUERNSEY COUNTY
With the announcement just made about no face-to-face programming through July 6, does that affect 4-H Project Judging? - 4-H Still Project Judging is scheduled for Thursday, July 9th. The recent announcement does not currently prohibit 4-H Still Project Judging from happening in our county, but this does not mean the manner in which we typically host project judging may not be different in 2020. Potential options for alternative judging are being explored in case the need arises.
With respect to assisting our members, we provide a lot of guidance to those
exhibitors, do we still attempt to assist with the completion of those projects? While the Stay at Home order is place, we must follow it and assist youth through virtual means only. Once the order is lifted, you will be permitted to assist youth in other means provided you are following the current recommendations for the health and safety of yourself and others.
How will youth qualify for State Fair if PAS Shows are cancelled? - PAS Shows have been
cancelled as part of the recent move to cancel all programming through July 6. There will be a new process for the opportunity to participate in the Junior Horse Show at the Ohio State Fair for 2020. We are working on clarifying some details and will share information with volunteers and members once it is available.
Should we purchase animals for our kid’s project? - We understand concerns that some
fairs may not be able to take place this year due to the global pandemic health emergency. 4-H members and their families should consider a number of factors as they make their decisions to purchase 4-H market livestock projects. Risks and rewards must be taken into account. For example, we encourage families to consider their overall available budget, space to care for livestock, availability of alternative markets, availability of local processing, family freezer space, and needs of local food pantries.
We are planning to purchase our market hogs for fair. What affidavit do we need to
sign to document our hogs are Ractopamine-free? Senior Fair Board just approved the signed affidavit(s) that youth are required to submit during fair weigh-in. All youth are required to bring the signed Parent/Guardian Affidavit. Youth who purchased their animal(s) are also required to bring the signed Producer Affidavit. Multiple animals can be listed on one affidavit for a family. Affidavits are available online at http://guernsey.osu.edu. Once all enrollments are submitted, this information will be emailed directly to all youth enrolled in a market hog project.
Will there be a county fair in 2020? - While we are making decisions regarding the youth
events we organize and manage (such as camps and 4-H project judging), we are deferring to local decision-makers and Governor DeWine’s administration on the events owned by others, such as county fairs. Our decision to cancel in-person 4-H activities and events through July 6 and summer camps, should not automatically imply that local county fairs are also canceled at this time. Please keep in mind that 4-H and our FFA colleagues support the education and development of youth, but the decision about whether fairs will occur is in the hands of others.
CFAES provides research and related educational programs to clientele on a nondiscriminatory basis. For more information,
visit cfaesdiversity.osu.edu. For an accessible format of this publication, visit cfaes.osu.edu/accessibility
GUERNSEY COUNTY
What about livestock weigh-ins, tag-ins or tag pick-ups? Although these events are organized and the responsibility of Junior Fair Livestock Committees and not 4-H, we are working with Senior Fair Board and Livestock Committee Chairpersons to determine a plan of action that is safe for everyone. Senior Fair Board is putting the safety of everyone as their number one priority and decided they will be following the same timeline of face-to-face restrictions as OSU and 4-H. Therefore, Guernsey County Junior Fair will have no face-to-face events or meetings through July 6th, unless they are conducted virtually. Plans of action will be shared once the details have been finalized.
I have heard of some fairs are discussing the potential to do some type of on line
auctions for their animals if there fair is cancelled? Senior Fair Board is currently planning to have a 2020 Guernsey County Fair. Decisions regarding the sale are the responsibility of the Junior Fair Sale Committee and Senior Fair Board. We will continue to share information with you as we receive it. Our fair is in September and Senior Fair Board will continue to access the situation as we move closer to fair.
I was wondering if we were aloud to come ride our horses without our whole club
being there. I know it was no an issue in the past, with all the stuff going on I wanted to make sure it was still okay to do so? Senior Fair Board is closing the horse arenas to all riders at the fairgrounds until further notice in order to keep everyone safe. Do not take your horse to the fairgrounds!
How can we contact the Extension Office, if we have questions? The easiest way to
contact us while we are teleworking is through our work email; Michelle Fehr, Extension Educator: [email protected], Lesley Jirles, Program Assistant: [email protected], Joy Bodner, Office Associate: [email protected] and Twila Wright, Office Associate: [email protected]. If you call the Extension Office and leave a message, we are able to get messages and can return calls when necessary. It is likely the return phone call will come identified as “No Caller ID” or “Private Caller”.