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Records, Resumes, and Portfolios

Record keeping is an important lifeskill and all 4-H members are encouraged to keep written records of their 4-H club year. These records are turned in to the local 4-H office by November 1st of each year and each record is evaluated. Each member receives helpful feedback and may receive a ribbon, county medal or other award for their effort and achievement.For additional information, see Frequently Asked Questions About Records.

Cloverbud Members ages 5-7:

Cloverbud members submit one Cloverbud Record each year. The record is for the current year only and Cloverbuds do not submit the formal Record Summary (see below). Instructions are available for the Cloverbud Records.

All Other Members ages 8-18:

Each year those ages 8-18 are encouraged to submit a 4-H Summary Record which includes information from all of their years in 4-H. In addition, they submit from one to five Project Records; these include information from the current year only. It is recommended that each member submit a Leadership and Community Service Record (where appropriate) and up to three Project Records of their choice. A 4-H story is also required and up to 5 pages of support materials may be included with the record. See Summary Record Instructions and Project Record Instructions for complete information. Members may submit a portfolio in place of a project record. See the "Documentation of your 4-H Project in a Portfolio" for guidelines.

Record packets are due in your local 4-H office Nov.1.

Members ages 15 and older:

We encourage older members to summarize the information from their records into a resume format. Resume packets are judged at the state level to select delegates to National 4-H Congress and National Conference. Contact your local office for more information on submitting a resume.

Resume packet

Records FAQ

For help on completing individual forms and records, please see:

What are 4-H records?

A 4-H record is an organized, written account of the progress, personal growth and accomplishments of the member gained through participation in 4-H as well as other programs and activities. The process of record keeping teaches youth valuable skills in goal setting, planning and organizing, critical thinking and other life and work skill areas. All youth are encouraged to keep records in 4-H.

Why is it important to keep records?

to keep track of dates and important information
to recall events, experiences and activities
to compare progress and growth from year to year
to document and show what has been achieved
to provide assistance in managing resources, such as money and time
for use in selecting members to receive recognition for their accomplishments
as an important resource for future use such as college or job applications and resumes

How can the 4-H member keep track of valuable information for his her records?

Each member is encouraged to keep track of valuable information throughout the year in a way that is simple for him/her to do. This valuable information includes the member's participation in:

4-H club activities
4-H county and state activities
community service activities and leadership activities
programs and activities that he/she is involved in
outside of 4-H.

Some members keep a calendar during the year and write down important information directly on the calendar. Other members keep a 4-H notebook and record their information there. Another method is to jot down information on scrap paper or index cards and drop into a shoebox or card file designated for this.

How can we encourage 4-H members to keep records?

Convincing members that 4-H records are valuable and motivating them to keep records can be a challenge! We hope that parents will work with group leaders to encourage youth to keep 4-H records so that they may develop those valuable record keeping skills. Here are some suggestions to motivate youth:

explain to all new members and parents what is expected in record keeping
discuss the reasons to keep records
show them examples of records done by other 4-H members
remind them periodically about record keeping; you may wish to set aside time at club meetings (leaders) or at home (parents) to work on records
record keeping is easier for some youth than others; recognize all youth that make progress, even though their record books may not be the best ones
parents, leaders and members are encouraged to attend 4-H record keeping workshops offered by UMass Extension
be enthusiastic - believe in records yourself!

What do we do with the complete record packet?

Completed record packets are due in the local 4-H offices November 1st. If November 1st falls on a Saturday or Sunday, they are due on the following Monday. Records are judged by 4-H staff and/or volunteers. All members receive valuable feedback for improvement. County medals are awarded by each county or region based on the results of the 4-H record judging process.

What about resumes?

4-H members, ages 15 and older are encouraged to take the information from their 4-H records and put it in resume format. 4-H resume books are used to select the delegates to National 4-H Congress and National Conference. A 4-H Resume Development Packet is available to assist members with this process and outlines the requirements for submitting the resume packet. Contact your local 4-H office for the timeline and procedure for submitting a resume. In addition to the resume packet, there are other items reqired to apply for National 4-H Congress or National 4-H Conference. For complete information, go to the appropriate section (National Congress or Conference) under Teen Leadership.

Resume Development Packet

A complete resume packet includes the following (all single sided pages):
1. Cover letter
2. Resume (1 page preferred, 2 pages maximum)
3. 4-H Story (double spaced, 5 pages maximum)
4. Support materials are optional (maximum of 5 pages)

Resume packets not following these guidelines will be disqualified. All pages should be done in a professional manner and be neat, clean and typed. All materials must be 3 hole punched and bound in a folder: the 4-H record book cover available from the 4-H Sourcebook is preferred.

See “4-H Summary Record Instructions” for detailed information about writing your 4-H Story and what you may include for support materials.

Remember; when doing a resume packet and cover letter always keep in mind the position that you are applying for. If you are applying to be a delegate to National 4-H Conference or National 4-H Congress, state this. For these positions, the judges will be looking for experience and skills in leadership, community service, communications and citizenship. You want to make sure to highlight the skills you have in these areas in your cover letter, resume and support materials.

Note: if you are submitting a resume packet to apply for National 4-H Congress or National 4-H Conference, additional materials may be required. See the Teen Leadership section of the website for more information.

The following materials will help you develop your resume packet for judging:

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