MSU Extension Organizational Development

In this guide, we are going to walk through looking for incomplete enrollments. How do we end up with incomplete enrollments? Sometimes families will start the registration process and get all the way through until we ask for their insurance information. If they know they have insurance but they don't have the card on hand, sometimes they stop thinking they're going to come back and finish once they have their information, but out of sight, out of mind, they don't come back to take care of that last little bit of information. Other times, families log in, pick a club, think that that's all they need to do, and they don't continue through our questions to the final submit button. Or they get to the project area and just don't know how to proceed. Finding and getting those incomplete enrollments, either delete it out of the system if the family has changed their mind and don't wish to participate this year, or helping the families complete their enrollments so that we can get those numbers counted. To see how many incomplete enrollments you currently have for your county, on the left, navigate to the home menu. And in this top section, we get a summary of enrollment data for your county. Now, if you are a supervising educator and you are currently logged in at the district level up in the upper right, you will see district-wide data. I am currently logged in at the statewide level so that we can see the training county in a few moments. In this first box, we can see how many club members and how many CloverBuds currently have incomplete enrollments. To take care of those or to find out who those families are, we're going to come over to the left, and you may now find Incompletes from the Member section and the Participation section. It's a new addition to the Status menu in Members, so I'm going to go through finding them through the Member menu. For the sake of this training, I am going to pick the training county so that I am not showing member data. You are going to come to the roll box and select Cloverbud and club member. At this moment, we are not concerned about the incomplete volunteers. In the status filter, we are going to pick incomplete. You do not need to pick enrollment start dates or enrollment end dates, because incomplete enrollments disappear at rollover, so any incompletes we had heading into August 31st have disappeared on September 1st, so we will only be pulling incompletes for this current program year. Click search. Now, because I'm in the training county, I'm not going to show very many incomplete enrollments. But we do have Suzy Bunny, who at least got far enough into the process where she picked a club. Let's click on her profile to see where things stopped. A club was picked, a project was picked, so we can click next to see the project. And then next, it looks like the family did not start by completing their questions. This is a good case to reach out to the family and ask if they need help completing their enrollments. It's entirely possible they just forgot to come back and finish and that the family will happily jump in to do that. If it's decided that the member no longer wants to participate, There are delete links on all of these screens. You can simply come in and delete their enrollment. If we look at another member, this person did not select a club or any information past that. It's entirely possible that they have changed their mind about participating, but you should still reach out to the family to find out. To find the family's contact information, in the upper left click the member list link, and you can pull the family information from that screen. I'm going to go back and just remind everyone that the only way you can complete an enrollment for a member is to get a paper copy of their enrollment. At step five, there are consents that need to be filled out. It's our media release, medical release, those pieces. You are not allowed to sign for a family without a paper signed copy. So it's not possible for you to finish this enrollment on behalf of the family. Okay, those are the ways we can take care of incomplete enrollments for youth. Now, back to those volunteers. We're less concerned about the number of incomplete volunteers in our system. However, those people had started to register thinking they might be interested in volunteering. It's a good opportunity to reach out to those folks who started an enrollment to see if they would like to actually become a volunteer. So to pull their information, you're going to change the role filters from the club member and clover buds to volunteer, and then search. You can customize the display you see here to include their e-mail address if that doesn't show. And from here, you can either do a broadcast to these folks and have it just a very general, thank you for your interest in Michigan 4-H, here's our volunteer process. If you would like to become a volunteer, we'd love to have you, whatever your letter might say. Or you can pull a report from Excel and get their individual email addresses if you would like to send a more customized letter to each family or to each adult. If it's good practice to take care of your incompletes a couple of times a year, I would highly recommend in February and August, because in August, if you can convert any of those incompletes into full-fledged approved members, that will help towards our state count, but also your county reach count.