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- Cover Page - ● - The start to every record book -

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- - Microsoft Word Format -   - Cumulative Cover - - - Adobe Acrobat PDF Format -   - Submission Cover - -
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- Let's start at the very beginning,
- That's a very good place to start. - Maria von Trapp in The Sound of Music -
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Cumulative Cover

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- The cumulative cover is the boring page that contains the basic info the extension office and record book judges need to know to identify your book. - Add info to the bottom of the list and update your club if needed. - Remember, this page should stay with your book for your entire 4-H career. -

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- -   - Tip -

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- The report year for 4-H runs from October 1st to September 30th of the following calendar year. - When recording dates in your record book, it is important to mark both years (i.e. 2015-2016) or the month and year (July 2016) so that readers can determine which report year the event pertains to. -
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Submission Cover

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- If your book is to be judged, this cover helps the judges find the correct sections to judge. - Before submitting your book, fill out the info at the top of the page and check every project you were in this past year. - The judges will return this sheet to you with their comments. - You will need a new sheet for every year you submit your record book for judging. -

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Cover Page + ● The start to every record book

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Microsoft Word Format   + Cumulative Cover Adobe Acrobat PDF Format   + Submission Cover
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Let's start at the very beginning,
+ That's a very good place to start. Maria von Trapp in The Sound of Music
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Cumulative Cover

+

The cumulative cover is the boring page that contains the basic info the extension office and record book judges need to know to identify your book. + Add info to the bottom of the list and update your club if needed. + Remember, this page should stay with your book for your entire 4-H career.

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+

  + Tip

+
+
The report year for 4-H runs from October 1st to September 30th of the following calendar year. + When recording dates in your record book, it is important to mark both years (i.e. 2015-2016) or the month and year (July 2016) so that readers can determine which report year the event pertains to.
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Submission Cover

+

If your book is to be judged, this cover helps the judges find the correct sections to judge. + Before submitting your book, fill out the info at the top of the page and check every project you were in this past year. + The judges will return this sheet to you with their comments. + You will need a new sheet for every year you submit your record book for judging.

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4-H Record Book Portfolios
for Albany County, Wyoming

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  • Youth develop professional record-keeping habits
  • Youth learn to follow appropriate standards while maintaining creativity and flexibility
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  • Youth learn responsibility and what inputs are required for an activity
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  • Youth learn responsibility and what inputs are required for an activity
  • Youth learn to communicate strengths and accomplishments to others without braggish mannerisms
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So, let's dive right in!

Click a box below to be taken to a page containing the appropriate forms and info on how to fill them out.

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Section 1 ● Project Record

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Requirements

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Requirements

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Includes quantitative information pertaining to the materials and time required to complete the project. Financial Information and Market Summary sub-sections should be filled out if applicable to the project.
Knowledge and Skills AcquiredKnowledge and Skills Acquired Lists things learned in project. Lists things learned in project and addresses each goal. Lists things learned in project and demonstrates how at least 2 goals were met, as well as addressing all goals.
Exhibition SummaryExhibition Summary Lists exhibitions and placings from entire year.
@@ -117,8 +112,7 @@

A goal is an objective or thing desired to happen with SMARTY attributes:

- - - + If you do resort to this goal, you MUST keep your record book meticulously organized so that the judges can find how you did last year.

+
- - +

This does not mean that you cannot ask for help accomplishing your goals, but you do need to be in charge and take initiative for your goals. + No human being can directly control an animal's behavior or weight, another persons opinions, or the weather. + Make sure that your goals do not rely on these things.

+
- +

No 4-Her could have the money to buy materials for 20 saddles, or the time to make 20 saddles within one month: that is unrealistic. + Difficulty can also play a role here. + Making one coaster should not be a challenge for an experienced leathercrafter and would be unrealistic, but might be appropriate for a first-year member.

+
- +

Because record books are due annually, the defacto time-limit for all record book goals is the record book due date; + so the time component isn't a deal-breaker. + It really shows initiative and professionalism, though, if you set a deadline before record books are due.

+
-
- 'Specific' - Arrow in target

S

@@ -134,18 +128,16 @@

This goal needed to be split into two goals. Having more goals is great: just make sure that each goal stands alone.

-
- +
- 'Measurable' - Ruler

M

Measurable

-

Someone else should be able to objectively tell if you've met the goal or not.

+

Measurable

+

Someone else should be able to objectively tell if you've met the goal or not.

Bad Example
To shoot really well this year in .22
@@ -159,43 +151,36 @@

Invariably, record books are turned in each year with the goal "to do better than last year." Sometimes this is measurable, but usually it is not. It would be far better to identify exactly what you want to improve and find a way to measure that. - If you do resort to this goal, you MUST keep your record book meticulously organized so that the judges can find how you did last year.

-
- 'Achievable' - X marks the spot

A

Achievable/Attainable

-

You must be directly in charge of accomplishing the goal: it cannot depend partially on parents, animals, acts of nature, etc.

- +

Achievable/Attainable

+

You must be directly in charge of accomplishing the goal: it cannot depend partially on parents, animals, acts of nature, etc.

Bad Example
To finish my market hog at a weight between 245 and 280 lbs.
Good Example
To learn how protein percentage in feed affects rate of gain in hogs
-

- This does not mean that you cannot ask for help accomplishing your goals, but you do need to be in charge and take initiative for your goals. - No human being can directly control an animal's behavior or weight, another persons opinions, or the weather. - Make sure that your goals do not rely on these things. -

-
-
- 'Realistic' - Weight lifting

R

Realistic

-

- Your goals should be things you can actually accomplish with the resources (time, money) that you have.

+

Your goals should be things you can actually accomplish with the resources (time, money) that you have.

Bad Example
To make 20 saddles in the month of January
@@ -203,54 +188,45 @@
Good Example
To complete two saddles by March of next year
-

- No 4-Her could have the money to buy materials for 20 saddles, or the time to make 20 saddles within one month: that is unrealistic. - Difficulty can also play a role here. - Making one coaster should not be a challenge for an experienced leathercrafter and would be unrealistic, but might be appropriate for a first-year member.

-
-
- 'Time-bound' - Stopwatch

T

Time-bound

-

- Set a deadline for your goals.

+

Set a deadline for your goals.

Bad Example
To breed half of my rabbit hutch
Good Example
To have bred half of my rabbit hutch by December
-

- Because record books are due annually, the defacto time-limit for all record book goals is the record book due date; - so the time component isn't a deal-breaker. - It really shows initiative and professionalism, though, if you set a deadline before record books are due.

-
-
- 'Why' - Question marks

Y

Why

-

Every goal should have a bigger purpose or reason behind it.

+

Every goal should have a bigger purpose or reason behind it.

Bad Example
To volunteer for three leadership positions in the community this year (because I need another Youth Leadership goal for my record book)
Good Example
To volunteer for three leadership positions in the community this year (because I need to improve my public speaking and organizational skills)
-

- You don't always write the "why" in your record book, but if you have a good why, you will write better goals and be more motivated to accomplish those goals. -

+

You don't always write the "why" in your record book, but if you have a good why, you will write better goals and be more motivated to accomplish those goals.

@@ -282,7 +258,7 @@

Note

Most of our record book examples don't follow these guidelines, because these guidelines hadn't been written yet! Please use discernment when viewing the example project descriptions, and remember to use the reporter-like style when completing your record book. - If you do it right, your book might wind up in the next set of examples.
+ If you do it right, your book might wind up in the next set of examples.

Size & Scope

There's always a four-point-five percent margin of error, plus or minus. The Accountant in The Accountant (Short film)
@@ -315,27 +291,18 @@ After each goal is addressed, include paragraphs explaining anything else you learned about your project area. Remember that your readers might not know anything about your project area, so be sure to explain it in a way that a layperson can understand.

Exhibition Summary

-
- Exhibiting is a good form of advertising. - - H. A. Willman in The 4-H Handbook (1952) - -
-

- When you compete in the county fair or other 4-H contest with your project, list that competition here and list what place you got. - If you have a project that involves multiple items (e.g. a knitted scarf and a knitted hat), list both of those items and the placings each received. - If you exhibited your project at multiple shows (e.g. a heifer at the Colorado Dairy Extravaganza, the Brown Swiss State Show, and the County fair), feel free to restructure the columns to match the exhibitions you actually attended. -

- -
- - - +
Exhibiting is a good form of advertising. H. A. Willman in The 4-H Handbook (1952)
+

When you compete in the county fair or other 4-H contest with your project, list that competition here and list what place you got. + If you have a project that involves multiple items (e.g. a knitted scarf and a knitted hat), list both of those items and the placings each received. + If you exhibited your project at multiple shows (e.g. a heifer at the Colorado Dairy Extravaganza, the Brown Swiss State Show, and the County fair), feel free to restructure the columns to match the exhibitions you actually attended.

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Section 2 ● Awards & Recognitions

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Microsoft Word Format   Template Adobe Acrobat PDF Format   Examples
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I took her to the county fair to try and win a prize
She knew just what was going on - I saw it in her eyes Little Jimmy Dickens in "Bessie the Heifer"
@@ -78,36 +73,30 @@ Three (3) -
+

Note

This is one of the cumulative sections of the record book. At the start of each 4-H year, just append the new year's records to your previous year's records, giving a complete picture of your entire 4-H career.
-

An award is something someone gives you because of excellent merit. Similarly, a recognition is when someone communicates to others of your excellence. This section of your record book is used to document when you have earned an award or recognition. This is the only section of the record book that is not directly dependent on your own performance, so you should strive to work hard so that others will have plenty of opportunity to reward you.

-

There are two major mistakes to avoid when filling out this section: -

    -
  1. Listing placings -
    - Your cat may have won 5th place in the Miss Kitty Universe contest, but that is not an award in-and-of itself (that information should go in your Exhibition Summary in Section 1). Similarly, strip ribbons are merely tokens of placement and should not be included here. -
    2. -
  2. - Listing purchased items
    - This includes trips to 4-H camp and embroidered jackets that you (or someone else) paid for that was not directly awarded for any merit on your part. -
    3. -
-

-

A good rule-of-thumb for this section is: if you had to write a thank-you note to receive the prize, then it goes here.

- -
-
- - +

An award is something someone gives you because of excellent merit. Similarly, a recognition is when someone communicates to others of your excellence. This section of your record book is used to document when you have earned an award or recognition. This is the only section of the record book that is not directly dependent on your own performance, so you should strive to work hard so that others will have plenty of opportunity to reward you.

+

There are two major mistakes to avoid when filling out this section: +

    +
  1. Listing placings
    + Your cat may have won 5th place in the Miss Kitty Universe contest, but that is not an award in-and-of itself (that information should go in your Exhibition Summary in Section 1). Similarly, strip ribbons are merely tokens of placement and should not be included here.
    2. +
  2. Listing purchased items
    + This includes trips to 4-H camp and embroidered jackets that you (or someone else) paid for that was not directly awarded for any merit on your part.
    3. +
+

+

A good rule-of-thumb for this section is: if you had to write a thank-you note to receive the prize, then it goes here.

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Section 3 +
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Section 3 ● Leadership

Microsoft Word Format   Template Adobe Acrobat PDF Format   Examples
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Leaders do not lead; they are followed.Dr. Jack Hyles in The Science of the Christian Life, Vol. 1

Requirements

@@ -76,38 +71,30 @@ Four (4) Six (6) - - Recommended # of leadership hours in current report year - > Two (2) - > Five (5) - > Ten (10) - + + Recommended # of leadership hours in current report year + > Two (2) + > Five (5) + > Ten (10) + -
+

Note

This is one of the cumulative sections of the record book. At the start of each 4-H year, just append the new year's records to your previous year's records, giving a complete picture of your entire 4-H career.
-
- Leadership is defined as a position of responsibility with a purpose to guide or direct others. - Leadership capacity can be demonstrated in a variety of ways. Positions in employment, church, community and school organizations including coaching, tutoring and mentoring will [qualify as leadership]. - - From University of Utah School of Medicine - -
-

This is the clearest definition of leadership I have ever found. It hits on two essential points of leadership: that you must take the initiative in a leadership role, and that not all leadership roles involve holding office. "Taking the initiative" means that a required activity (e.g. 4-H carnival) does not count as leadership (it is probably still participation, though).

-

For this section, it is imperative to be very specific. For each entry, include exactly what position you were in, and if appropriate what your duties were. If you list committees or other groups, make sure you specify whether you were a member or chair. You must show how you showed leadership, and not just some larger group of people.

- -
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Leadership is defined as a position of responsibility with a purpose to guide or direct others. Leadership capacity can be demonstrated in a variety of ways. Positions in employment, church, community and school organizations including coaching, tutoring and mentoring will [qualify as leadership]. From University of Utah School of Medicine
+

This is the clearest definition of leadership I have ever found. It hits on two essential points of leadership: that you must take the initiative in a leadership role, and that not all leadership roles involve holding office. "Taking the initiative" means that a required activity (e.g. 4-H carnival) does not count as leadership (it is probably still participation, though).

+

For this section, it is imperative to be very specific. For each entry, include exactly what position you were in, and if appropriate what your duties were. If you list committees or other groups, make sure you specify whether you were a member or chair. You must show how you showed leadership, and not just some larger group of people.

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Section 4 ● Community Service

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This is one of the cumulative sections of the record book. At the start of each 4-H year, just append the new year's records to your previous year's records, giving a complete picture of your entire 4-H career.

Chronicle all of your altruistic service for others through 4-H in this section. In order to be recorded here, your actions must not be reimbursed or required in any way (that kind of defeats the point of service).

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Section 5 ● Participation & Non-4-H Experiences

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This is one of the cumulative sections of the record book. At the start of each 4-H year, just append the new year's records to your previous year's records, giving a complete picture of your entire 4-H career.
-

Everything but the kitchen sink goes in this section (and if you are an apprentice plumber, maybe even that). Activities that are required of your club, project, or county are not considered leadership, but can be checked off here, instead. If you attend additional shows and contests that aren't associated with a project (presentation contests come to mind), add them here. Club and project meeting attendance records give an indication of your faithfulness.

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Non-4-H participation gives the judges an idea of what other long-term activities you are involved with, and provides a more complete picture of you as a well-rounded person.

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Everything but the kitchen sink goes in this section (and if you are an apprentice plumber, maybe even that). Activities that are required of your club, project, or county are not considered leadership, but can be checked off here, instead. If you attend additional shows and contests that aren't associated with a project (presentation contests come to mind), add them here. Club and project meeting attendance records give an indication of your faithfulness.

+

Non-4-H participation gives the judges an idea of what other long-term activities you are involved with, and provides a more complete picture of you as a well-rounded person.

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Section 6 ● My 4-H Story

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  • Do you have any plans or changes for next year? Mention them.
  • Have fun with this section: you can be creative and tell your story any way you want
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    Section 7 ● Photographs and Clippings

    Microsoft Word Format   - Template - - - - -
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    @@ -82,13 +78,13 @@ Length - 1 page* + 1 page* 2 pages* - + Content Only photographs and newspaper clippings - No ribbons, certificates, etc. - + Record Every project must be addressed @@ -97,25 +93,22 @@ Labeling Every photograph must be clearly labeled with a date and descriptive caption - - Arrangement - Photographs and clippings may not overlap - + + Arrangement + Photographs and clippings may not overlap + - * These pages may be double-sided if plastic page protectors are used + * These pages may be double-sided if plastic page protectors are used

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    Use this section of your record book to use pictures to tell about your 4-H projects and year. To make this section more engaging, include photos from the beginning, middle, and end of each project. Oh, and use action shots: they are much more fun to look at and tell and better story. If you have a particular part of your record book that you found hard to describe in words, include a picture here to clarify.

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    Use this section of your record book to use pictures to tell about your 4-H projects and year. To make this section more engaging, include photos from the beginning, middle, and end of each project. Oh, and use action shots: they are much more fun to look at and tell and better story. If you have a particular part of your record book that you found hard to describe in words, include a picture here to clarify.

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    Tips and Hints for Record Books ● Stuff that didn't fit in anywhere else

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    Handwriting

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    Handwriting your record book can help your book feel more real and authentic if done right. In other words, handwritten records are more likely if you are keeping records throughout the year and adding them to your book right away (especially in the cummulative sections). If you do handwrite your record book, practice your handwriting so that it is very readable. The judges aren't trying to place books on penmanship, but if they can't tell what the records behind that scrawl are, they will likely discard it.

    +

    How to organize a record book

    +

    Record books can be organized (or disorganized) in a plethora of ways. Generally, the best organized record books fall into one of two organization schemes. The first scheme sorts the records by section, then project (within Section 1), then year. The second scheme sorts the records by year, then section. Both schemes present the most current information first, regardless (reverse chronological order, like a resume). Below you can see the structure of both schemes for someone who's been in 4-H three years with three projects each year.

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      + Sort by Section (The Junior Method)

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      Section 1

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        Breeding Beef
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        • 2012-2013
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        • 2011-2012
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        • 2010-2011
          • +
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        Rifle
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        • 2012-2013
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        • 2012-2012
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        • 2010-2011
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        Leathercraft
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        • 2012-2013
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        • 2012-2012
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        • 2010-2011
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      Section 2 (Cummulative)

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      Section 3 (Cummulative)

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      Section 4 (Cummulative)

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      Section 5 (Cummulative)

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      Section 6

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      • 2012-2013
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      • 2012-2012
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      • 2010-2011
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    • +

      Section 7

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      • 2012-2013
        • +
      • 2012-2012
        • +
      • 2010-2011
        • +
      +
      • +
    +

    I refer to this as the Junior Method because it works well for members who have been in 4-H for only one or two years, but generally becomes unrully after three years of keeping a record book. This is especially true, because the judges can more easily flip between years within the same section and see the growth that has occured in the early years of that project. After three years, it becomes better to use the Senior Method.

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      + Sort by Year (The Senior Method)

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    • 2012-2013

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      • Section 1
        +
          +
        • Breeding Beef
          • +
        • Rifle
          • +
        • Leathercraft
          • +
        • +
      • Section 2 (Cummulative)
        • +
      • Section 3 (Cummulative)
        • +
      • Section 4 (Cummulative)
        • +
      • Section 5 (Cummulative)
        • +
      • Section 6
        • +
      • Section 7
        • +
      • +

    • 2011-2012

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        +
      • Section 1
        +
          +
        • Breeding Beef
          • +
        • Rifle
          • +
        • Leathercraft
          • +
        +
        • +
      • Section 6
        • +
      • Section 7
        • +
      +
      • +

    • 2010-2011

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        +
      • Section 1
        +
          +
        • Breeding Beef
          • +
        • Rifle
          • +
        • Leathercraft
          • +
        +
        • +
      • Section 6
        • +
      • Section 7
        • +
      • +
    +

    This method shifts the focus to the current year (which is more appropriate as members mature), eleminates redundency in the structure, and is especially helpful for members who have added and dropped projects throughout their 4-H career (as any real person would). Note that the cummulative sections remain cummulative and are placed in the current year even though they contain records for all years.

    +
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    + +
    +

    To tab or not to tab

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    The best place to keep your record book is in a physical three-ring binder. That way, you can access it any time, add pages as needed, and keep everything in the proper order. The extension office may have handed you a record book held together with a staple or paperclip, but that doesn't mean it should stay that way! The three-ring binder becomes an incorerent mass of papers without some form of guides, however. To tame the reams, the record book committee strongly recommends the use of tab dividers.

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