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Post Rock District

4-H Records and Reporting

Record keeping and reporting are valuable life skills taught to members of the Kansas 4-H program. The purpose and objectives of 4-H records and reports:

  • To learn how to set goals, how to make plans for action, and how to decide how well you did (evaluation).
  • To learn the skills of record keeping and organization to use now and in the future. Examples: finances, taxes, health, immunizations, careers, scheduling, etc.
  • To learn to communicate, prioritize, and summarize your project mastery and experiences.
  • To practice responsibility by completing a task.
  • To evaluate information that will market personal skills through future resumes and application forms.
  • To allow 4-H members to tell how they have grown, what they have learned, where they came up short and to do it within outlined parameters.
  • To provide an opportunity for competition at the County, Regional and State level.

General Resources

4-H Project: More than a Fair Entry

Kansas 4-H Learning Pathway

Setting 4-H Project Goals

Kansas 4-H Awards & Recognition 

Kansas 4-H Record Keeping Forms

Guide to Kansas 4-H Project Recognition

Kansas 4-H Regional Project Award Screening

Kansas 4-H State 4-H Project Award Evaluation

Simplified 4-H Project Record Form (not for Kansas 4-H project recognition contests)

Generic 4-H Project Record Form (not for Kansas 4-H project recognition contests)

Permanent Record and Personal Information Page

The Kansas 4-H Permanent Record is a tool to summarize your 4-H and non-4-H experiences throughout your youth development journey. Many alumni have found the record to be a valuable keepsake over the years. Teens and young adults have also noted a complete permanent record is a wonderful reference when preparing resumes and applications for college and jobs.

Permanent Record Form:It is recommended to set aside time regularly (i.e. monthly) to capture your involvement in 4-H, school and community Groups/Organizations; Communications/Presentations, Exhibits, Contests; Activities; and Recognitions. The permanent record is an on-going document throughout your 4-H years. This means instead of starting a new file each 4-H year, you simply keep adding information to create a comprehensive record. This can be typed or handwritten. It is allowable to add new rows for sections as needed. Forms are available on the Kansas 4-H Website > Resources > Awards & Recognition > Local Record Keeping & Project Record Forms

4-H Story: Some members find it valuable to reflect at the end of a 4-H year (August/September) by composing a narrative summary of your life, journaling about exciting experiences, accomplishments, and lessons learned through 4-H and beyond. It can be typed or handwritten. If you include a 4-H story in your permanent record (optional), the narrative should summarize all projects and experiences. Keep in mind that some project record reporting requirements include a 4-H story related to a specific project. A story of this type is to be composed separate from your permanent record’s story.

Personal Information Page: It is important to complete a new personal information page for each 4-H year. After completing the required information, it is necessary to get signatures. When someone signs, they verify that all associated records and reports are complete and truthful. Make sure to have all components needed finalized and ready for review before asking for someone to verify and sign the personal information page. Forms are available on the Kansas 4-H Website > Resources > Awards & Recognition > Local Record Keeping & Project Record Forms

Deadlines: A permanent 4-H record, 4-H story, and personal information page is frequently a requirement in order to be considered for a 4-H member achievement pin, 4-H project recognition, 4-H scholarship consideration, 4-H royalty, and more. Follow the expectations outlined in the awards and recognition area you are working toward. Follow deadlines communicated in the Post Rock District’s 4-H Newsletter, by Kansas 4-H, and communicated from the Post Rock District Team (email).

Project Records

Project records provide an opportunity to develop record keeping skills through the summarization of a given year’s 4-H work within a certain project, including, but not limited to: goals, learning experiences, finances, leadership, service, and exhibits.

Post Rock District 4-H strives to align project recognition with the current recommendations and processes supported by Kansas 4-H. This provides opportunities for members to experience project growth throughout their 4-H experience by engaging in project record and report competitions at the county, regional and state levels.

The 4-H Councils in Jewell, Lincoln, Mitchell, Osborne and Smith Counties review and determine county-level recognition opportunities for project records. County-level project recognition opportunities cannot restrict an eligible individual from engaging in the county – regional – state project recognition continuum as outlined by Kansas 4-H. However, in some cases, a 4-H Council may outline additional county-level recognition opportunities.

Deadlines: Each 4-H Council will designate a county-level project record deadline. This will be communicated to members through the Post Rock District’s 4-H Newsletter or correspondence from the Post Rock District Team (i.e. email). Typically, deadlines will be set to align with the end of a 4-H year (September 30). Plan to submit your completed project records to your local Post Rock District office each September!

Project Record Report Forms: If you plan to enter 4-H project record competition, you must use the forms supported by Kansas 4-H. Forms, a helpful check sheet, and evaluation rubric are available on the Kansas 4-H Website > Resources > Awards & Recognition > Local Record Keeping & Project Record Forms

Guide to Kansas 4-H Project Recognition: Learn about the project recognition process for Kansas 4-H. Review the guide to understand contest expectations and the components of the record report forms.

Age Categories: The Kansas 4-H project record forms are age specific based on 4-H age for the current year. Pay close attention and use the correct forms.

  • Junior: Ages 7-9
  • Intermediate: Ages 10-13
  • Senior: Ages 14-18

General vs. Animal Report Forms: There are two forms, unique to different 4-H Projects. If you are not sure what form your 4-H project area should use, please contact the Post Rock District Team before getting started.

Regional & State Competition:
After local competition, there are project record competitions at the regional and state levels for Kansas 4-H. Post Rock District participates in the Northwest 4-H region. Learn more at:

Video Tutorials: Kansas 4-H has some helpful video tutorials to assist you with understanding and navigating the current project record report forms and processes.

Tips for Using PDFs

We Can Help: If you are new to using PDF forms, reach out to our Post Rock District Team! We have team members with a variety of experience using Adobe, and we are happy to assist you with learning to navigate the program through a teaching appointment or by providing access to a computer in one of our offices. Please plan ahead so you don’t run into important deadlines.

Save As: When opening a PDF form (especially a form fillable PDF), you must download or open the form, then "save as" to your desktop before entering information. If you skip this step, you run the risk of losing your work.

Adobe Reader DC: Make sure you have a current version of Adobe Reader DC.  If you do not, you may download a free version from https://get.adobe.com/reader/.  When you click on the link, the following screen will appear.  "Uncheck" the 3 boxes in the middle column and click on the link circled in green to begin your download.  Follow the prompts to download and install Adobe Acrobat Reader DC.

Acrobat Image

Member Achievement Awards

Post Rock District 4-H strives to align member achievement opportunities with the current recommendations and processes supported by Kansas 4-H. Visit our Post Rock District Awards and Recognition webpage to learn about member achievement opportunities!