Reviewing Enrollee Role Designations

Once individuals enroll in e-data for their programs (4-H, Master Gardener, etc), the system statistics can be reviewed to make sure all enrollees have accurately designated their roles as members or volunteers.  It is essential that all individuals identify their roles because the system cannot count the enrollee in the end-of-year reports, including the YDAR for the 4-H program, if they have not identified their roles as either a member or volunteer.

Here are some steps that can be taken now to help make your program’s end-of-year reporting preparation easier later:

• Within the Statistics feature under Program Resources, check the No Role Entered line in the Total Running Count box.  It will show the total number of Extension Staff, Volunteers, and Members.  If any of the enrollees in your county failed to identify their roles, a number greater than 0 will appear on the No Role Entered line.

• In addition to checking the No Role Entered line, staff of all programs EXCEPT the 4-H program should check the Member line.  The 4-H program is the only program that should have individuals enrolled as Members.  Staff and/or volunteer coordinators in all other programs, such as the Master Gardener program for example, should review the Member line to make sure volunteers have not enrolled as Members.  If any of the volunteers in your county enrolled as a Member, a number greater than 0 will appear on the Member line.

• If your county does have incomplete or incorrect enrollments, an Individual Custom Report available under Program Resources may be generated to determine who has not selected a role or has selected an incorrect role.  Include in your Custom Report search criteria the First Name, Last Name, User ID, and Role checkboxes.  Enrollees who have not selected a role will have a blank field under the Role column heading.  Volunteers who have incorrectly selected the Member role will have Member under the Role column heading.

• Individuals who need to make changes to their enrollments can be contacted and asked to create a corrected, complete enrollment.  They will not edit existing enrollments but will use the New Program Enrollment button to create a new enrollment.  Once the individual has created their new enrollment, the incomplete or incorrect enrollment can be deleted. 

• Occasionally, staff may need to delete a current year program enrollment for a volunteer/member.  Detailed instructions for deleting program enrollments are available on the Deleting Program Enrollments page.