November 2016
To:
Extension Agents with Responsibility for 4-H Awards
Area 4-H Specialists
From: Sarah L. Keatley
Events Coordinator
Kansas 4-H
RE:
1. 2017 Area KAP Screening
2. Kansas 4-H Award Portfolio Evaluation
3. Nominations for State 4-H Scholarship and KAPs
4. 4-H Alumni Recognition Application
ALL STATE 4-H AWARD MATERIALS MAY BE FOUND AT:
www.kansas4-h.org under Resources/4-H Library/Awards and Recognition
Attached is information which will help you prepare for the 2017 area KAP screenings and state award evaluations.
State 4-H scholarships are due IN the State 4-H Office no later than Wednesday, February 1, 2017 at 5:00 p.m.
Kansas 4-H Award Portfolios (KAP) (along with the video) and 4-H Alumni, applications are due IN the State 4-H
Office, no later than Wednesday, March 1, 2017, at 5:00 PM (CST).
The Area 4-H Specialists will be conducting the area screenings. The dates and locations are:
January 12 - NE Area, Manhattan, Pottorf Hall, CICO Park (Gather 9 AM, Begin 9:30 AM)
January 5 - NW Area, Hays, KSRE Ag Exp Station Auditorium (Gather 9 AM, Begin 9:30)
January 19 - SW Area, Cimarron, Gray County 4-H Meeting Room KSRE Office (Gather 9:30, Begin 9:45 AM)
January 20 - SE Area, Eureka, Matt Samuels Community Building (Gather 9 AM, Begin 9:30 AM)
You may have received additional details from your Area Specialist about your Area’s location and arrangements. For
2017, each area specialist will be sending you a link so that you can indicate who will be coming from your Local
Extension Unit to judge KAP’s.
INFORMATION FOR AGENTS TO PREPARE EXTENSION UNIT
WINNERS FOR AREA SCREENINGS
Each Extension Unit is responsible for getting their award portfolios to the area screening. If an Extension Unit sends
award portfolios, they should also send 1 to 3 adults per counties represented to judge.
•
Only one award portfolio per award program is allowed per county extension unit. Extension Districts may
submit one award portfolio equal to the number of counties comprising the district. Each 4-H'er must submit a
separate award portfolio for each program for which they are eligible.
•
Please note that for Area and State KAP Screening in 2017, all KAP’s MUST use the specified form that is listed
at (http://www.kansas4-h.org/p.aspx?tabid=476). KAP’s that are not submitted in this form will not be evaluated
at Area Screening. If these KAP’s are sent on to State Screening, they will be disqualified and not evaluated.
•
We hope you will carefully screen your award portfolios. Do not submit award portfolios for all of your unit
winners if quality is not adequate. Check the KAP carefully for eligibility, especially age. Please remember:
4-H’ers with only one year in the project ARE eligible to have their applications submitted.
Age Information
4-H'ers must have passed their 14th birthday BEFORE January 1, 2017, but must NOT HAVE passed their 19th birthday
before January 1, 2017. If a 4-H member was selected as an Extension Unit winner in the late summer or fall of 2016
becomes 19 years old before January 1, 2016, his/her KAP cannot be considered in area award portfolio judging. Eligible
birth years for competing at the 2017 KAP evaluations are 1998, 1999, 2000, 2001 and 2002. Please double check the
age of your applicants and DO NOT send any applications that do not meet these age guidelines.
Eligibility of Past State Winners
A 4-H'er is eligible to apply for any award for which they have not already been named a state winner. They can be
named a state winner in a different project and receive an Emerald Circle medallion, but once they have taken the
"National 4-H Congress" trip they are ineligible to take a second trip, and the trip will be offered to an alternate. Youth
who have attended National 4-H Conference may also attend National 4-H Congress, once.
Assembling the Kansas 4-H Award Portfolio
Each year we have numerous questions on how the KAP should be put together, this is just a friendly reminder on how the
KAP’s should be put together. Please help your members order their KAPs as follows:
1. Personal Page (1 page)
2. 4-H Story (Maximum of 6 double-spaced pages, please refer to KAP Instructions which are posted at
http://www.kansas4-h.org/p.aspx?tabid=476) It does not need to be signed.
3. Kansas 4-H Award Portfolio, which includes the pages of photographs. (13 pages).
The KAP is not required to be placed in a folder or binder but it helps to preserve the documents.
Do not include:
§ 4-H Permanent Records
§ dividers, or
§ plastic cover sheets
Area KAP Screenings
In an effort to make area KAP screening more consistent across the state, the following operational procedures will be
followed:
1. Each Extension Unit may send a maximum of 3 people to judge award portfolios times the number of counties
that comprise the unit. They can be any combination of paid or volunteer staff. No judge shall evaluate their own
child's KAP, and volunteers will not judge member's applications from their own club or action team members.
Teams of evaluators should consist of representatives from different Extension units. In some cases, evaluation
teams will need to score a KAP from their own Extension unit, as long as it is not their own child's, or a member
of a volunteer's club. This is allowed since consensus points are given by the two judges and should sufficiently
address the issue of impartiality.
2. Volunteers recruited to evaluate KAPs should have some type of previous training and/or experience with
evaluating award applications. Because this is an excellent learning opportunity for volunteers, it is
recommended that the same volunteers should not return to judge after two consecutive years. A brief orientation
for all judges will be conducted before the evaluation begins.
3. Teams of two evaluators, each representing different Extension units, will be assigned by the staff person
facilitating the judging process. Teams will assign points to the various categories using the prescribed KAP
Evaluation Form. The KAP Evaluation Form will be completed for at least the top 2 KAPs in an award program
area. More may be scored if desired. Completed evaluation forms are confidential and should be seen only by
the evaluation team and the staff person conducting the screening. If the decision of the evaluation team is that
the KAP in not worthy, another team will verify. If the second team indicates the KAP is worthy of state
competition, a third team will determine the outcome. The top two KAPs will be posted at the end of the judging.
4. Only the top two KAPs in each award category will represent the area at state judging. At state judging, all
applications will be considered equal and area rankings are not considered. A KAP feedback form will be
completed for each KAP submitted and returned inside the KAP.
We still hear from some parents and 4-H’ers that they are not aware of the resources available ahead of time to help them
prepare the KAP, or of the criteria used to evaluate the KAP. It is extremely important that your 4-H’ers have a copy
of the KAP Evaluation Form as they begin to prepare for area and state. There is an updated evaluation form that
has been posted with the Area and State KAP forms. Please be sure your members who are sending on KAPs to the
area have a copy of "KAP Instructions," October 2008, and a copy of the attached KAP Evaluation Form.
Be sure that copies of the complete KAP are made before taking it to Area, in case one is misplaced or lost in the process.
State KAP Video Presentation
Once the Area KAP finalists are determined, each finalist has an option to submit a five-minute video based on the project
he/she has been named as finalist. Each finalist will receive a list of questions needed for the presentation. This video can
be submitted via a YouTube link emailed to [email protected], on a jump drive or CD; along with the written KAP on or
before March 1, 2017, 5PM CST. The 4-H member can also produce their video at the computer web cam, smartphone or
video camera. Even though the video is optional, if the scoring on the KAPs is close, the submitted presentation could
determine the winner. Please encourage your finalists to view their video to see their results and that they have captured
what they expected to. More information will follow to those 4-H’ers whose KAP’s qualify for state screening.
Selection of State Winners and Delegates to National 4-H Congress
All eligible winners will be given the opportunity to attend the 2017 National 4-H Congress in Atlanta, Georgia. The
expenses for State Project Delegates will be assisted with a $400 scholarship from the Kansas 4-H Foundation.
Individuals are responsible for the remaining costs, but frequently local sources make contribution to further offset
expenses. The 2016 registration was $1,400.00 (not including the $400 scholarship). The total cost will vary depending
on air fares to Atlanta.
In an effort to implement the national recognition model, and recognize more than just peer competition winners, the
Kansas delegation to Congress consists of 80% peer competition and 20% from two other tracks of the model. In 1994,
we began to implement this by having a random drawing from recipients of the prestigious Kansas 4-H Key Award to
represent our state as Standard of Excellence Delegates. In 2017, we will again offer this opportunity and we will draw 7
names of Key Award recipients who have been nominated by their respective extension units. They also receive a $400
Kansas 4-H Foundation scholarship to help defray their expenses.
In addition to Project and Standard of Excellence Delegates, our National 4-H Congress contingency also includes
Centennial Delegates. Named for the 111 years that 4-H has served the young people of the Sunflower state, each
Extension Unit may choose one 4-H’er to attend National 4-H Congress using locally determined criteria. The Centennial
Delegate is responsible for paying the total registration cost. Generally, local Foundations, 4-H Councils, and clubs also
assist with some or all of this expense. This is another excellent way to recognize young people for their knowledge,
skills, leadership, service, citizenship and good character.
Nominations for State 4-H Scholarship Evaluating
Attachment 4 is a role description and nomination form for 4-H Scholarship Evaluators. Extension Agents and volunteers
who want to serve in this capacity are encouraged to complete and form and return to the State 4-H Office on or before
January 15, 2017.
Extension Agents please duplicate the role description and nomination form and distribute to qualified volunteers within
your county/district.
Nominations for KAP Evaluators
Attachment 5 is a role description and nomination form for the KAP Evaluators. Extension Agents and volunteers who
want to serve in this capacity are encouraged to complete the form and return to the State 4-H Office on or before January
15, 2017. Again, for 2017, we will once again evaluate State KAP’s and videos all electronically. There will NOT be a
face-to-face commitment for this. Evaluators are given all of the information electronically and will be asked to evaluate
KAP’s and videos over an extended time period.
Alumni Award - Instructions
4-H Alumni Recognition – An award designed to honor former 4-H members who have made contributions to society
that exemplifies leadership and citizenship; promotes success in their chosen careers; and continues an interest in 4-H
and/or similar worthy community endeavors. Alumni may have participated in 4-H in another state and currently live in
Kansas or may be alumni of the Kansas 4-H program living and serving in other states or countries. Anyone may
nominate a person for 4-H Alumni recognition. Form 10-2010 is required to submit a nomination. No other information
is needed. One to three individuals will be honored annually. Make copies of attached Form 10-2010 for your
nominations. Nominations are due March 1, 2017 to the State 4-H Office.
Attachment 1
AREA KAP SCREENING - 2017
Guide for Extension Agents
This is a complete list of award programs in which applications are to be taken to area portfolio evaluation. You may use
this list as a check sheet when assisting members prepare for area portfolio judging to avoid missing a portfolio that
should be taken. All KAPs must meet the requirements listed elsewhere.
1. Beef
2. Citizenship (local, state, national, and international civic and cultural studies, community service, or service learning)
3. Clothing & Textiles (construction, buymanship or fashion revue)
4. Communications (public speaking or other media)
5. Dairy (cattle & goats)
6. Dog Care & Training
7. Energy Management (Electric/Electronics, Small Engines, Power of the Wind)
8. Entomology
9. Environmental Science
10. Family Studies
11. Fiber Arts
12. Foods & Nutrition
13. Geology
14. Health & Wellness (health, fitness, bicycle, recreation, high adventure)
15. Home Environment
16. Horse
17. Leadership
18. Meat Goats
19. Performing Arts (theatre, clowning, dance, vocal, & instrumental)
20. Pets
21. Photography
22. Plant Science (Forestry, horticulture, and field crops)
23. Poultry
24. Rabbits
25. Reading
26. Self-Determined
27. Sheep
28. Shooting Sports
29. SpaceTech (aerospace, robotics, astronomy, GIS-GPS)
30. Swine
31. Visual Arts (inc. all art and craft mediums)
32. Wildlife (sports fishing)
33. Wood Science (wood working)
Attachment 2
Kansas 4-H Awards Schedule
Kansas Award
Form
4-H Scholarships
Kansas 4-H Scholarship
Application - 2017
Kansas Award Portfolio
and Video Presentation
10-1020
KAP Area
Finalist
Alumni Award
Due – State
Office
February 1, 2017
Evaluated
Notification
Announcement
March
March 1, 2017
February 23
2017
March 2017
March 1, 2017
March
April
Emerald Circle
2017
Emerald Circle
2017
Emerald Circle
2017
April
Kansas Award Portfolios
•
•
•
•
A 4-H'er may only be named a state winner in ONE awards program a year; preference form must be
submitted along with KAP and optional Video Presentation
Applicants MUST submit the KAP using the Area and State KAP Form posted on the Kansas 4-H
website.
State winners in project award categories will be confirmed to the county/district offices in April.
Winner announced by K-State through press release prior to Emerald Circle.
4-H Scholarships
Applications are due in the State 4-H Office no later than 5:00 PM (CST), February 1, 2017!
1. Each Extension Unit may submit up to 10 applications from current or former 4-H members (Extension
Districts may submit up to ten applications times the number of counties comprising the district.)
2. ONLY the newly revised "Kansas 4-H Scholarship Application - 2017", MG-50, print date of August 2016,
will be accepted. Discard old (pre-2054) Scholarship forms. Only ONE application form is necessary to apply
for all Kansas 4-H scholarships. Selection is based primarily on 4-H merit:
• 40 percent on 4-H leadership;
• 30 percent on 4-H Citizenship/community service in 4-H;
• 20 percent on 4-H participation and recognition; and
• 10 percent on non-4-H participation, leadership, community service, participation, and recognition in
school and community.
Following ranking on the above criteria, selection is based on specific scholarship requirements (i.e. residence,
post-secondary educational institution, major, year in school, etc.)
3. Each application must be accompanied by
• a transcript of grades and
• two letters of reference
-one from school personnel and
-one from a non-related 4-H leader or a non-related current employee of K-State Research & Extension
(i.e. agent/assistant/ specialist/4-H volunteer).
-Letters of reference are most helpful if they describe leadership and achievement results of the 4-H'er.
4. All Kansas scholarship winners will be honored at the State 4-H Emerald Circle Banquet in 2017.
Attachment 3
KAP Preference for State Awards Program
**VERY IMPORTANT**
(Send to State 4-H Office if member is considered in more than one award program)
1. Only 4-H'ers who submit award portfolios to State judging in more than one category MUST complete this form.
2. Send this to the State 4-H Office inside one of your award portfolios.
All project award winners will be selected by portfolio and presentation. Since members may submit multiple
KAPs, this form is designed for the member’s input on which awards program they would prefer recognition.
The Department of 4-H Youth Development will use this information to make the final decision if your combined
portfolio and interview scores rate highest in more than one project award category.
3. If a 4-H’er has more than one award portfolio submitted to state judging, please list in rank order, which award
category(s) would be your first choice, second choice, etc. for recognition this year.
1.__________________________________________________
2.__________________________________________________
3.__________________________________________________
4.__________________________________________________
5.__________________________________________________
_______________________________
Member's signature
_______________________
County/District
Attachment 4
Position Description
State 4-H Scholarship Evaluation
February 23, 2017
Kansas Wheat Innovation Center – Manhattan, KS
Purpose: To contribute to the selection process of the Kansas 4-H Scholarships.
Skills and Knowledge Needed:
•
Previous experience of evaluating 4-H awards
•
Ability to be fair and objective
•
Committed to applying the 4-H Scholarship criteria for the selection process
•
Available to spend the day, approximately 9 a.m. until 4:30 p.m. to review
•
Capability to work in teams and work in chaos
•
Responsible for transportation to and from evaluation location
Department of 4-H Provides:
•
Notification to selected 4-H scholarship evaluators
•
Arrangements for meeting room, scoring forms, pens and pencils
•
Lunch and snacks for evaluators
•
An orientation for evaluating 4-H Scholarships
Nomination Form
Name: ____________________________________________________ Volunteer ______ Agent _______
County/District: __________________________________ Phone: _________________W___H___C___
Complete Mailing Address: _______________________________________________________________
City
State
Zip Code
E-mail: __________________________________________________
Why do you want to evaluate 4-H Scholarship? Please provide your qualifications.
Volunteers ONLY complete this section. Years of: 4-H leadership _____ county/district judging: ________
Have you serve on the local Extension Unit’s Trips and Awards Committee? _____ How many years? ______
Have you judged state award before? _________
If yes, most recent year? __________
_________________________________________
Approved, Extension Agent
____________________________________
Signature of Volunteer
Due to the State 4-H Office by January 15, 2017
Attachment 5
Position Description
State KAP Evaluation
Purpose: To contribute to the selection process of the State Kansas Award Portfolio winners.
Locations: (Please Select)
o Again in 2017 we will be evaluating KAP’s all electronically. Evaluators will sign a confidentially
statement and receive additional information on how to score the KAP’s. Each project area will have 3
individuals evaluate each KAP and video individually. The scores will then be added together to decide
on the winner for the KAP Project Area.
Skills and Knowledge and Requirements:
• Previous experience of evaluating 4-H awards
• Ability to be fair and objective
• Committed to applying the 4-H KAP criteria for the selection process
• Access to reliable internet and technology
Department of 4-H Provides:
• Notification to selected 4-H scholarship evaluators
• An orientation for evaluating 4-H Kansas Award Portfolios
Nomination Form
Name: ______________________________________________________ Volunteer _____ Agent ______
County/District: __________________________________ Phone: __________________W___H___C___
Complete Mailing Address: ________________________________________________________________
City
State
Zip Code
E-mail: __________________________________________________
Why do you want to evaluate 4-H Kansas Award Portfolios? Please provide your qualifications.
Please include project areas you would like to judge.
Volunteers ONLY complete this section. Years of: 4-H leadership _____ county/district judging: ______
Have you serve on the local Extension Unit’s Trips and Awards Committee? _____ How many years? ______
Have you judged state award before? _________
If yes, most recent year? __________
_________________________________________
____________________________________
Approved, Extension Agent
Signature of Volunteer
Due to the State 4-H Office by January 15, 2017
Kansas 4-H Recognition Form
Alumni Recognition
(form fill-able pdf available on-line)
(Form 10)
County/District submitting nomination: __________________________________________________Year:_________
Nominee was active in 4-H in the state of: ___________________________County/District______________________
Number of years nominee was active in 4-H: ________ Nominee is presently involved in 4-H as (check all that apply):
_____Advocate _____Donor _____Resource person _____ Volunteer ____ Other:_______________________
Nominee’s name:__________________________________________________________________________________
(First)
(Middle)
(Last)
Spouse’s name:____________________________________________________________________________________
(First)
(Middle)
(Last)
If nominee is a married woman, indicate maiden name: ____________________________________________________
Name nominee wants used in publicity:_________________________________________________________________
Address:__________________________________________________________________________________________
(Street address)
(City/State/Zip)
Phone: (H)____________________(C)__________________Email address:____________________________________
Nominee=s present occupation:
_____________________________________________Title________________________
Address:___________________________________________________________________________________________
(Street address)
(City/State/Zip)
Former occupations/positions (list in chronological order, starting with most current):
Year(s) _______
______________________________________________________________________________
Year(s) _______
______________________________________________________________________________
Year(s) _______
______________________________________________________________________________
Year(s) _______
______________________________________________________________________________
Year(s) _______
______________________________________________________________________________
*ATTACHMENTS:
Please include one page of photos with captions, and 1-3 pages for letters of support.*
APPROVAL OF THIS REPORT
Extension Agent: _________________________________________________________ Date:______________
SECTION 1:
4-H BACKGROUND (NOMINEE=S PARTICIPATION AS A 4-H YOUTH)
Please cite major accomplishments of nominee=s 4-H career. Indicate participation level, i.e., local/club (L), county/district
(C/D), state (S), national (N), international (I)
Project
Years Honors/Awards
Level
L C/D A/R S
N I
Please cite major leadership roles nominee had as an active 4-H member. Indicate participation level, i.e., local/club (L),
county/district (C/D), state (S), national (N), international (I)
LeadershipRole
Level
Years L C/D A/R S N
I
SECTION 2: CITIZENSHIP/LEADERSHIP
Please cite nominee=s present citizenship/leadership qualities as exemplified in present civic, community, school, church,
public service, 4-H and/or other related activities denoting concern for the welfare of others.
SECTION 3: CAREER ACCOMPLISHMENTS
Cite major accomplishments and successes in chosen profession/career, highlighting business and professional activities.
SECTION 4:
4-H IMPACT
Please provide in the space below a direct quote of the nominee referencing the impact 4-H has had on his or her life.
SECTION 5:
PERSONAL
Please cite evidence of the influence of 4-H training and experience in nominee=s life and his or her continuing
commitment to 4-H and its ideals.