Why keep records? 4-H record books are important to YOU because in them is recorded all of your successes, mistakes, profits and losses, what you have learned and what you still have to learn. They can be used to help make decisions about your project in later years. The provide one way you and other people can evaluate your growth and accomplishments in 4-H club work. Keep your record books! You’ll want to use them when applying for scholarships, and in later years, in writing job resumes.
We recommend you put the whole book in a binder or folder. A 3-ring binder works best. The use of dividers with each tab labeled between sections of the book is required.
Some things your leader or a record book judge look for are your interest in the project, what you think you have learned in your project this year, participation in the total 4-H program, and how you have helped others learn through 4-H. Your book is also judged on its completeness.
Listed below are comments used most frequently by judges when scoring record books at the end of the year. We are hoping that you will be able to use these suggestions to help you complete your record book to the best of your ability. A more complete guideline is available from your leader. Ask for it!
1) Use this year’s score sheet as a reference/checklist for next year’s book.
2) Some judges do not care for plastic covers over individual sheets. It causes glare, and makes it difficult to see at times.
3) Check all your totals with a calculator for accuracy - the judges do!
4) Record books are to be completed in members’ own handwriting.
5) Be consistent with your writing instrument (neatness). Use all one color ink, preferably blue or black. Juniors may use pencil. Seniors may type or use word processors.
6) Fill in project add sheets first - then use journal for any left over information. It is not necessary to duplicate information between add sheet and journal - it increases chances for mathematical errors.
7) Project Journal should be filled out in weekly or monthly summaries. When time spent is less than 1 hour increments, 15 minute increments should be used. This helps in preventing mathematical errors for both member and judge.
8) Financial summary must be filled out, even if same information is covered in add sheet. Be sure totals from both the add sheet and the project journal are accounted for, and that mathematical figures agree.
9) Use 4-H add sheet forms. If 4-H does not have an add sheet for your project, you may use applicable forms from another source. However, it should be cleared through the extension office and record book committee first. Otherwise, use project journal.
10) Remember that captions with dates are necessary for all photos.
11) Proofread your record book for spelling errors and legibility. If you can’t read it, neither can the judge!
12) Project Highlights: Do not repeat information between sections.
13) Permanent Record: When one section becomes "full," start a completely new Permanent Record.
14) Permanent Record: Enter each piece of information only once. Read instructions at the top of each section, and choose the most appropriate place for your item. Do not duplicate information within the permanent record, and summarize as much as possible while giving relevant and complete information.
15) Permanent Record: When entering year, use YY/YY format (example 95/96) so reader can know exactly what 4-H year your entry is pertaining to. (4-H year runs October-September).
16) 4-H Story is to only be about current year of 4-H.
17) Make use of any opportunities to attend a Record Book Workshop!
Most of the year-end awards are based on information as presented in your record book. We would like to see every member receive gold medals for their projects!
