Record Book Tips

The NEW e-records are available to you in two ways: online, or on paper.  Updated e-record books are available at the State Colorado 4-H website. Supplements are within the project e-record for those that require supplements.  You may elect to receive all records for your projects from the Extension office or via your club  leader at the appropriate costs. You will need to fill out an e-record for each project.

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Your record book is just that, a record of this year’s work with a particular project. Fill out as much of the record as you can, as soon as you can.  DO NOT WAIT TO DO YOUR RECORD BOOK AT THE LAST MINUTE.

This is the easiest page in the record book! There is no reason why this page should not be completed when you receive or download your record.

• Fill in what project you are taking, unit number or title and how many years you have taken the project  including the  current year.
• Check your age group. Remember that your age is as of December 31, 2025.
  • Juniors 8-10
  • Intermediates 11-13
  • Seniors 14-18
• Fill in your name, 4-H club, county, birthdate and age as of December 31, 2025.
• Make sure you get all signatures required (Member, Leader, Parent/Guardian and the date) at the completion of your project.

Make sure you get all signatures required at the completion of your project, prior to the fair.  An approved, enrolled Weld County 4-H leader who is aware of your work on the project and in your club may sign your  record book.  Typically that is your club leader but he/she may designate  a project leader to sign books.

Goals are a great way to challenge yourself as you look forward in your 4-H project.  Be sure all your goals are SMART:  Specific, Measurable, Attainable,  Realistic, and Timely.  By using SMART goals you will be able to look back at the end to determine if you reached the goals you set for yourself.  Simply stating “I want to become a better cake decorator” for example does not fall into a SMART goal as there would not be an easy way to measure if you met that goal.  Instead you could say “I want to decorate 4 different cakes to increase my decorating skills.”  At the end of the year you could easily look back to see if you did decorate 4 cakes and if you increased skills as you went through your project.

Look at the “Categories of Participation” and fill in the “Total this Year” and the “Description” of your activities. 

In the first section, write down the 4-H Projects that you completed, 4-H Workshops/Skill Activities/Contests in this project, Leadership Development in this project, Junior or Teen Leader. 

In the next section, write down your Citizenship/Community Service and your Demonstrations/Presentations/Speeches that you participated in.  Each one of those require a date, hours, activity and location.

4-H community service is a requirement in Weld County in order for your record book to be considered complete.  Every club plans at least one community service project annually and every member is required to participate in some way in  order to be a member in good standing. You must be a member in good standing in order to exhibit at the County Fair.

Community service projects should be service learning projects. This means that 4-H members participate in planning, implementing and celebrating the community service project.

The community service project needs to reach beyond family and friends.  Be sure to write down what your 4-H club community service project was and what you did, in order for your record book to be considered complete.

Your club leader reports your club community service activities to the 4-H Agent and also reports members who completed.

In addition to your required club community service project, we encourage 4-H members to do a project related community service. If you do, you should include this information in your record book as well.

Have you done a demonstration yet?  Remember, at least one demonstration is required to complete your 4-H year and remain a member in good standing!

It is very important to record your demonstrations in this section of the record book. We encourage 4-H members to do a project-related demonstration and would like to have one done for every project that a 4-H member enrolls in. We understand that this may not happen. If you do only one demonstration, make sure that you put it down in each of your project record books! The requirement is that a 4-H member does a demonstration. You will not be counted down for only doing one demonstration, but the judges may comment that they would have liked to have seen a project related demonstration.

Demonstrations are public presentations.  Members are encouraged to practice in front of family and friends but are required to do at least one public presentation. Your club may have specific requirements for the type of demonstration that you are to do. Check with your leader, they can help you prepare your demonstration. Remember to write down the title of your demonstration and who was there.

This section is designed for you to record all of the expenses required for your project. You will want to list any tools, equipment or supplies purchased for use with your projects this year. Some people will list each item separately and that is  acceptable, while others will lump all the items together and give one cost.

Here is a suggestion of what you might consider when thinking about expenses of your project:

5/10/25    Transportation fuel cost for project meetings purchasing supplies, tools, etc.

3/9/24     Supplies items needed to complete the project

Example:  The Foods project may want to figure the cost on a batch of cookies and then divide that by the number of cookies to get the individual cost for the project.

Only include the cost of items purchased this year. If you already have a camera, then the project cost would be the film and film developing. You may add sheets as necessary to complete the record.

Only for Intermediates and Senior Members

Answer the four questions to complete this section.  Please use complete sentences. Do not leave blank.

Now that you have completed your project it is time to see if your SMART goals were met throughout the project year.  Be sure to share what made you successful in meeting your goals and then what you could have done differently to reach those goals completely, if needed.  This can also serve as a way to set yourself up for new goals for the next 4-H year and know what your strengths are moving forward.  You will want to explain your goals in detail and reflect on the end of the project.

A minimum of four pictures is expected showing progress of project.  Additional photos can be added.

Photos should be:

• Pictures of the 4-H member working on their project
• Pictures should tell the story of your project (meaning not all from the same day).
• Pictures can either be digital or glued on.
• Don’t forget to put captions on your pictures---gives for a better presentation

If you choose to use a digital camera, you will be able to insert the pictures on this page. There will be limited ability to format the picture but it will work. You will be able to put a caption near the picture.

Be selective when putting your photos in your record. Do not overcrowd your page with photos because it is hard to understand what you are  trying to show.

ALWAYS INCLUDE CAPTIONS. IT MAKES THE PICTURES EASIER TO UNDERSTAND

This may be the most important section of your record. The 4-H story can make or break a 4-H project. When a judge is looking for a way to break a tie in judging projects, they will go to the story and see which 4-H member has the best story.

Your story should:

• Be organized and well thought out
• Use correct grammar and punctuation
• Tell of the 4-H member’s experiences in the project
• Be a good place to discuss the progress toward the goals
• Include any interesting events whether good or bad.
• Story should be no more than two pages.

To help you get started with your story you can use the following questions:

• Why did you choose this project?
• Did you learn what you had hoped to learn?
• Did anyone help you?
• What did you like the best about your project?
• What would you do differently?
• How will you use what you learned this year to improve your  project next year?
• What results, difficulties or challenges did you have with this project?

Over the last several months we have offered guidance and tips for completing your e-record book. You can find the Colorado 4-H Users Guide and Tips for General and Family Consumer Projects, all exhibit requirements, project tip sheets and a copy of the score sheet that the judge will use at Colorado 4-H website, then click on 4-H Programs and Projects.

Remember:

• Record all project related information in the activity log
• If your project requires a supplement or Specific Project Information page, enter the needed information.  Supplement or Specific Project          Information pages are in the e-records. 
• Enter your demonstration and community service in the activity log
• Enter all of your expenses for your project and put a value on your finished project if applicable
• Evaluate how you did
• Provide pictures of you working on your project
• Create a good story
• Place record and required items in a sturdy binder
• BACK UP YOUR 4-H E-RECORDS!!!