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K-State Research and Extension
123 Umberger Hall
Manhattan, KS 66506-3401

June 16, 2020

Reminder: ES-237 Report Due August 1

Submitted by Terry Roberts

The Extension Services -237 (ES-237) is a report of the Cooperative Extension Service that consists of enrollment statistics for youth ages 5-18 participating in educational Extension youth programs and the volunteers providing service to these programs. The ES-237 report is submitted to the National Institute of Food and Agriculture (NIFA) at the United States Department of Agriculture (USDA). Cooperative Extension is part of the USDA. Partial funding for Extension youth education programs is received through the USDA. To receive this funding, each county and state must report each year on the race, gender, grade and residence type of each participant in these programs.

Local KSRE staff should capture the required data and report for youth who participate in an educational activity or program provided as a result of action by Extension personnel (professional, paraprofessional, and/or volunteer). This is not limited to 4-H Youth Development, and should encompass all educational KSRE youth activities and programs. A system compiles demographic data for the ES-237 report in the following manner:

4HOnline 1.0

  • When families enroll their children as 4-H members and adults enroll as 4-H volunteers, once these individuals become "Active."

  • When KSRE staff create "Group Enrollments" for youth activities and programs.


  • When KSRE staff create "Program Activities," add the "Youth Development" Program Area and enter data into the "Custom 4-H Data" section for youth activities and programs.

Much of the ES-237 data must be manually entered into a system by Extension staff, as there are numerous youth activities and programs that do not self-enroll in the Kansas 4HOnline system. Both systems are acceptable ways to enter data; there is no need to record duplicate data into both systems.

The deadline to submit Program Activities into PEARS for the 2019-20 Program Year is October 15, 2020. The deadline to finalize 4HOnline 1.0 data for the 2019-20 Program Year is August 1, 2020; this is earlier than previous years due to the upcoming migration to "4-H Online 2.0." Both systems will be used to compile the ES-237 report for the current year.

Instructions and collection forms exist for each system to assist in the organization and entry of data for the ES-237. There are also additional steps included for 4HOnline Managers to complete in order to close out the program year for their local Extension unit. All resources can be found at https://www.kansas4-h.org/staff-downloads/resources/4h-online.html at the bottom of the webpage. Staff will need to log in with their eID and password to view.