If you have dual-enrolled exhibitors entering your fair, the processes are described below. The goal is for each exhibitor record to exist only one time in FairEntry, whether they are showing as 4-H or FFA or both. Please note that any entries made by FFA advisors as part of the Agent Exhibitor Group process will likely have two separate exhibitor accounts if they also make individual entries, either as a 4-H Online exhibitor or open exhibitor.
Entry process for Dual-Enrolled (FFA and 4-H) members:
- Families will login to FairEntry using the "Sign in with 4-H Online" option, using their 4-H Online login and password.
- For each entry, the exhibitor should choose the appropriate Club--either their 4-H club (from 4-H Online) or their FFA chapter (created by the FairEntry manager).
- It is not necessary, and not desirable, for one exhibitor to have 2 exhibitor records--one for their 4-H entries and another one for their FFA or open entries. All entries should exist under one exhibitor, linked to the appropriate 4-H Club or FFA chapter.
Entry process for FFA/Open Exhibitors who previously had a 4-H Online Record:
If an exhibitor from a previous year used the 4-H Online login, but now no longer has a 4-H Online membership/record (they graduated, or no longer are 4-H members), they can still use that login email and password for FairEntry:
- If the family still has a 4-H Online account (there is a sibling still enrolled in 4-H), the family will log in using the "Sign In with 4-H Online" option, adding entries for both the 4-H member and the FFA/Open exhibitor.
- If the family no longer has a 4-H Online account (there are no family members enrolled in 4-H), they will log in using the "Sign in to FairEntry" option, using their previous 4-H Online email/password combination. They can use the "Forgot your password" option if necessary. Another choice is for them to start over using a different email address, just creating a new account "from scratch".
4-H Online Animals and Project Restrictions:
If you limit your 4-H Online exhibitors to only using animals that are identified in 4-H Online (Allow Animal Creation for 4-H Exhibitors = No) and/or you set 4-H Online Project restrictions on your exhibit entries, there will be issues when an exhibitor wants to make an entry using their FFA chapter--with an animal not identified in 4-H Online, or with an exhibit for which they don't have a 4-H Project enrollment.
The problem arises because in the single-entry process, the class is selected before the club, so the animal/project restrictions are enforced before the exhibitor gets to the point of selecting their FFA chapter.
The solution is to set the Entry Process to MultiEntry at all pertinent levels--wherever you have the animal/project restrictions, and will have both 4-H and FFA members making entries. During the MultiEntry process, the club can be selected before the class, so the restrictions are enforced after the club/class selection. This setting is available at the Fair, Department, and Division level of the hierarchy. Read more about MultiEntry: Using the MultiEntry Process. Remember that each year, you will have to designate your MultiEntry divisions. When the fair is copied, all divisions default to Single Entry.
Another, but probably less useful, option for these animal entries is for a Fair Manager to edit an open invoice and manually change the club on the FFA entry, add the animal, then have the family log in and complete the submission process. If you only have a very few dual-enrolled members, and you do not wish to use the MultiEntry process, this can work although it involves more communication and opportunities for confusion for the exhibitors.