Annual/Termination Reports:

[03/17/2025]

Report Information

Participants

Brief Summary of Minutes

Items of Business

• Incorporating Thrive Model into Lessons – discussion and plan
  
  
  
  • Developmental context is not changing (“soil”)
  
  
  • Evergreen terminology (timeless; enduring)
  
  
  • Positive youth development (PYD)
    
    
    
    • Search Institute
    
    
    • Lerner
    
    
    • Eccles and Gootman
    
    
    • 6 C’s Ginsberg
    
    
    
    
  
  
  • Welcoming/safe environment rather than belonging
  
  
  • Appendix to be able to change information more quickly and easily
  
  
  • Use the Beyond Ready Framework / Checklist. https://app.box.com/s/n52vsc6w1f0bsjhqa2hoqt5f5wi2ihex
  
  
  
  

 

• Finalize lesson plans – Recordings – Finalize roll out plan and marketing


• Check to make sure that everything is ADA compliant. Add captions to the slides.


• Review vocabulary and terminology (club, any other language that we discussed)


• The facilitator guide is the train the trainer resource.


• The recorded powerpoint presentation is directly to the volunteer and script is teaching the lesson directly to who is watching it. (End of org structure lesson will have resources directing learner to their respective state). Narrated slides. Turn on camera for the first and last slide only.


• Put facilitator guide and powerpoint into the template https://app.box.com/s/k38mrz3ueu4ht0cn68cf86lnk4hi9vk7


• Guide to create a narrated slide with video (first slide). Without video, simply turn camera off: https://kaltura.uga.edu/media/Creating%20a%20video%20from%20PowerPoint/1_a20180rl


• New names and people for the different lesson


• Lesson 1: Create a safe and welcoming environment (Candi and Sarah)


• Lesson 2: Communicating with youth and families (Dale and Karen)


• Lesson 3: 4-H organization structure and mission (Missy and Alyssa)


• Lesson 4: Developmental relationships (Kim)


• Lesson 5: Teaching and learning (Dale, Kim, Alyssa)


• Lesson 6: Interpersonal characteristics (Kait, Sarah, Kali)

 

(Find out about posting on the California Website)

 

 

• *Logic model – finalize (Wednesday am)
  
  
  
  • logic model retention study FINAL.docx on Box for Office Online - powered by Box
  
  
  • Sarah will update the logic model based on discussion and have a duplicate copy for public facing document.
  
  
  
  

 

• Research data collection ready for target survey start in May (August 30, June 30, September 30) (YRS Survey for first year members and their parent/guardian)

https://app.box.com/s/akh04ajtewyh4frxs9k7lneazm0d3sv3

 

• Irb updates (consents used)


• Survey distribution protocol

 

• Evaluation of lessons – intent to adopt (agent program eval)
  
  
  
  • End of session/lesson plan (Short term) https://app.box.com/s/b8vmiyppdsjgd4ilkrfxesmi1gg1ar7r
  
  
  • QR code on last slide for end of lesson survey... _ templates for agent to remind them. IRB for eval. - state contacts send me your CITI training or figure out if you need to do your own eval irb. Exempt – evaluation.
    
    
    
    • Each session chooses three or five questions for the end of session. Refer to Surveys -> 2023-2024; add one open-ended question that references the intent to change Put the questions for your lesson into your respective folder in box. Sarah to pull questions and upload into qualtrics, add an open ended intent to adopt question at the end of each survey. Provide link to each person for their eval. Make sure at end of each lesson plan to ask when you are going to do the thing in the action plan you developed during the lesson.
    
    
    
    
  
  
  • Volunteer behavior adoption assessment (medium term / end of program retrospective assessment).
  
  
  
  

 

• Impact on retention of volunteers (gather volunteer retention data at state level; years of service, change in volunteer role (club leader to county to state, etc.)


• How did you (agent) implement this? Feedback on delivery, did you change anything? Have you seen volunteers become more engaged in your program and how (model do-reflect-apply here as well).


• Report number of volunteers in your county who do the trainings. How did you deliver it? (Virtual, all in-person, other ____)

 

 

• Surveys for evaluation of the intervention
  
  
  
  • Belonging, engagement, and safety: https://app.box.com/s/waq6sb84833mk949kc6sesx5v82upybd
  
  
  • 4-H teaching and learning: https://app.box.com/s/u30f3ycscabvpamy4rpr0iymheqfgobf
  
  
  • Expectation Questions- of youth and families: https://app.box.com/s/ixj2agp567yqsnwspm21k2pgamcbp4ml
  
  
  • Volunteer survey: https://app.box.com/s/f50z0jv3tbcizsi6arh2lk1t0nxsmida
  
  
  
  

 

• Implementation of the program
  
  
  
  • Website and information available for download when name, email, state, etc. are provided by staff member
  
  
  • When is the best time for states to give information to county/parish faculty/staff?
  
  
  • Facilitator Guide that explains the lessons and process (explain that we are using ELM) - how to implement this in-person, fully virtual, hybrid, or other.
  
  
  • State contact structured plan for feedback (the community of practice) to revise lesson plans.
  
  
  • https://app.box.com/s/qdo3ulbbjqqrh929w2yu64ebno3bjoy2
  
  
  • Confirm the order of the lessons (model do-reflect-apply)
  
  
  • Make it “easy” to implement
  
  
  • Roll-out and Marketing plan – what is the incentive for implementing (ROI on training volunteers, retaining them, and cost of having to recruit new volunteers. Train well now, have less issues later. Program Quality maintained if we have consistent agent/volunteer. (Kim citation)
  
  
  • The “what’s next” resources to learn more – links or additional lesson plans in “phase 2”
  
  
  • How will we publish the curriculum? (options EDIS, national council, eXtension, etc.) Investigate this after we complete our “pilot” process.
  
  
  
  

 

 

*Timeline/target dates for the next year 

Now – we are finalizing lessons and eval plan.

Now – Send IRB protocol to all states and the YRS survey – consent (parent/guardian) and assent (youth) - Sarah

Kait – figure out how to host lesson on CA website. JoLynn’s admin will send state contacts the info for anyone requesting access to the materials. (plan B is microcredentialing through Canvas and Dale will investigate if plan A does not work.)

December - Internal roll-out marketing pieces, need to include the incentive. Graphic to share with agents. Use the KY template for marketing. Marketing plan – Alyssa make the plan, Kim getting the plan to Andrew to create marketing resources. Well prepared volunteer leaders are the foundation for a strong and successful 4-H program. Will provide customized county specific data for your end of year reporting.  Measuring end of program outcomes. Provide with research based instructional package to train your volunteers. Are you a new agent or interested in strengthening your volunteer training program. Interested in retaining youth beyond their first year. Volunteers will gain a deeper understanding of how to implement a quality positive youth development 4-H program... implement best practices.

(Webinar to connect with agents for all participating states – breakout rooms by state. - hold for round 2)

Email template to send out for communicating the lesson plans to volunteers to recruit them... copy and paste into newsletter or email blasts. Sample slides for sharing on social media with editable fields for how the county will deliver. Follow-up to get them to do their evaluation.

Get content posted on CA website – find out who can do this? (Kait)

Build access survey in qualtrics - Sarah

January – roll out the intervention – within the states who are involved now

May 1^st – send out retrospective evaluation to all volunteers (Sarah will work on this) county agent send first reminder, state contact send the second reminder, and program leader send the third.

 

May send out the YRS study for all end of year. This is our baseline.

 

*Team member and New state expectations – requirements for involvement – shared leadership – set committees up for when data starts coming in (broad goals > tasks) –

• California


• Florida


• Washington


• Kentucky


• Georgia (not collecting data)


• Louisiana (?)


• North Dakota

 

• Always be kind!


• Attendance at monthly meetings


• Participate in analysis of qualitative data


• Follow YRS survey distribution protocol


• State contact who will facilitate the process with county agents who are implementing the lessons. The state contact will follow up with counties who are implementing to collect feedback on lessons and ensure completion of the series. They will need follow state protocol to include all decision makers in the process.


• Rotate who will take minutes and ensure that the AI transcript is uploaded to the box account. Record the meetings. Add “start recording” to the top of the agenda.


• Ensure that your state has a system to support travel to one annual meeting per year and any scholarly presentations that you may want to co-present.


• Complete the NIMS Appendix E (our project number and title are W2023 Understanding Recruitment and Retention in the 4-H Club Program) to officially join the HATCH project. Communicate with your administration to determine how your state receives the hatch funding and distributes that funding. (each state is different)


• Participate in scholarly efforts – help identify opportunities and contribute. If you commit to a project follow through on your commitment is expected.


• Will utilize the APA guidelines to determine authorship on publications https://www.apa.org/pubs/journals/resources/publishing-tips/giving-credit


• Presentations – will follow the professional associations guidelines. Acknowledge the contribution of the entire YRS team.


• Collect retention data from your states enrollment data

 

 

 

 

 

 

*4-H Interventions paper – Dale’s primary author – create our plan https://app.box.com/s/kdzvwirnyfgfbpdfd3fov8kzebjtd3ve

 

*AEBC Funds

• (Marketing materials (National Council $ access) - package materials)

 

*NIFA annual report – submit minutes from annual meeting collect info during annual meeting (upload to BOX so Dale and Missy can submit)

 

Timeline for roll-out

Modify updates to lesson plans with the change in language and thriving model. (current) January 2026

 

Accomplishments

Publications

Impact Statements

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