Youth Fair Record Books

Changes for 2011-2012

• Complete overhaul of health section

• Must write a breeding plan if animal is too young to be bred

• Seniors (9th-12th grade) may type their record books

• MAKE SURE YOU ARE USING THE RECORD BOOK LAST UPDATED 8/31/11

Breeding & Market Record Books

Suggestions

• Start early!• Keep all your receipts• Keep track of all your activities• Take your time• Be specific with your pictures,

captions, and story

Suggestions

• Make a working copy and a final copy• Use pen in your final copy and bring white out

to the fair with you• Do not use N/A, “, etc.• Use complete sentences• Remember to add up your columns and check

your math

Website

• http://alachua.ifas.ufl.edu/agriculture/youth_fair/index.shtml

Instructions• Fill out an Annual Youth Fair Record Book each year. Your project record

should include 4-H and/or FFA activities from the day after last year’s youth fair through the final day of the current year’s youth fair. Contests, exhibits, etc. you plan to do at this year’s Youth Fair may be included in this record book.

• ACYF&LS follows the 4-H age ranges and the FFA grade ranges. – 4-H youths must show their birth date as of September 1 of the school

year: Juniors are 8-10 years old; Intermediates are 11-13 years old; and Seniors are 14-18 years old. Cloverbuds (5-7 years old) are not allowed to participate in large animal projects.

– FFA youths follow grades: Intermediates are grades 6 – 8. Seniors are grades 9 – 12.

Instructions• Dates

– Your record book should start as of September 1 of the current calendar year or when the animal is purchased.

– Where dates are asked for, give the complete date (example – 9/7/11 or September 7, 2011) unless specified differently.

– The Project Agreement must be signed at the beginning of your project.

– The cover page should be signed when you complete this record book. – The drug statement should be signed when you complete your record

book.• Record books can be completed on animals being shown or can reflect all

animals owned with a note identifying the animals being shown.

Instructions• Add additional pages if the space provided is inadequate. • Your project story should be no more than 2 pages, one side only. If you

type your story, use Times New Roman, 12 point font, 1 inch margins, and double space your writing.

• You may add up to, but no more than, 10 pages (one side only) of additional material that will help you “visually” tell your story – pictures, photos, drawings, charts, plans, diagrams, etc. For each photo or other item included, be sure to describe in your captions what you are learning, why you are doing it, etc. For each page, the quantity of material is not as important as quality. Captions may be typed.

• To complete your Project Record Book, organize your materials in an 8 ½” x 11” folder or binder. On your binder cover and cover page of the record book, be sure to give your name, the category of your project, your age, and grade as of September 1.

Instructions• Always double check your work, especially your math calculations.• Have someone check your project story for spelling and grammar errors

before you write it in the final record book or type your story.• Seniors (9th-12th grade) may type their record books. Juniors and

Intermediate record books must be hand written by the exhibitor. However, the project and visual stories may be typed.

• Turn this record book in before the exhibitor meeting on March 2, 2012 at the Alachua County Youth Fair and Livestock Show. Late record books will NOT be accepted. Not turning in a record book will result in a discussion with the fair board and may result in youth having to take their animal home.

• It is suggested that a copy of the record book be made for use as a “work copy”. Records can then be transferred into this book for a “Final Copy”.

Cover Page• Neatly typed or written• Must be able to read

name, grade, age, chapter/club and circle breed

• MUST be signed and dated with 3/4/2012

• If not signed, red ribbon automatically

• Advisors/Leaders do NOT have to sign your record book

Project Agreement/Drug Statement

• Project Agreement – to be completed at beginning of project

• Drug Statement – to be completed at end of project

Goals

Project Inventory• Date acquired – List the date you obtained this item on items older than

one year, the year will be sufficient.• Purchase cost or value – What did this item cost when you obtained it?

(Fair market value)• Value at beginning of project – Same as purchase cost for items purchased

in the current calendar year. On items from previous years, this should be the value from last year’s ending inventory or depreciated value of 10% of purchase cost per calendar year.

• Depreciation of 10% - This will be 10%, per project year, of the original purchase cost for the items you will still have at the end of the project. This includes items you had at the beginning of the project as well as items purchased during the calendar year. Depreciation is the loss in value of your assets and is an expense.

• Value at the end of the project – This is the value at the beginning of the project minus the depreciation.

Project Inventory

Project Inventory• List all equipment and assets you had at the

beginning of the project. After listing existing inventory, you should also list those items you purchased this year that you will keep after the project is finished.

• List the items you will keep past the end of this project on this page only (inventory examples include clippers, blowers, chutes, tack, etc.). Do NOT list expendable items such as shampoo, etc.

Depreciation Problem

• Rope Halter originally purchased in 2010 for $15.99• What is the value at the end of the project in 2012?• Depreciation per year = $1.59• Value at the beginning of the project =

15.99-1.59-1.59=$12.81• Value at end = $12.81-1.59 = $11.22

• End value for 2012 becomes your beginning value for 2013.

Project Animal Inventory• List all animals you own at the beginning of the project and add any

animals you purchase or animal(s) born during the project year. Animals sold during the year should be recorded under OTHER INCOME. Animals sold should have a $0 value at end of project for this page.

• **Starting Price or Value: Value of existing animals at beginning of project OR purchase cost of new animals.

• *Comparison Price: Current market value for your animal.• *Value at end of project: Your animal’s value should increase and is

an estimated value.• *$/cwt.: price per hundred weight (ie. $50/100 lbs). This is an

agriculture industry term and should be recognized by youth. Many items, including livestock, are still sold by hundred weights.

Project Animal Inventory• List all animals you own at the beginning of the project and add any

animals you purchase or animals born during the project year. Animals sold during the year should be recorded under OTHER INCOME. Animals sold should have a $0 value at end of project for this page.

• **Beginning $ Value: Value of existing animals at the beginning of project OR the purchase cost of new animals

• *Estimated Current $/CWT or Head: Current market pricing for the breed (available at the fair weigh-in or record book check-in)

• *Ending $ Value: Ending Weight X Estimated Current $/CWT = Current Market Price or Ending $ Value

• Definition: $/cwt.: price per hundred weight (ie. $50/100 lbs). This is an agriculture industry term and should be recognized by youth. Many items, including livestock, are still sold by hundred weights.

Project Animal Inventory

Feed Efficiency

• Total the columns downward to get the grand total.

• *Starting Weight should be from the weigh-in or tag-in date.

• Note: Swine exhibitors must still fill this page out even though there is not a Feed Efficiency contest for them.

• Tip: Weight tapes are available from leaders and advisors to offer a weight estimate.

Feed Efficiency

• This last line is filled in at the fair after weigh-in. Example is shown with formulas. Formulas are not necessary in final version, but double check the correctness of your answers.

Loss (Death/Mortality) Record

Non-Feed Expenses• List everything that you spend money on that you

will NOT have at the end of the project and that is NOT feed or hay. This includes entry fees, veterinary expenses, bedding, and other expendable items such as shampoo, shoe polish, hair spray, film, developing, interest on project loan, etc.

• LIST ITEMS THAT YOU WILL KEEP PAST THE END OF THIS PROJECT ON THE PROJECT INVENTORY PAGE ONLY (inventory examples include clippers, blowers, chutes, tack, etc.)

Non-Feed Expenses

YES• Stamps• Vet expenses• Entry fees• Shampoo• Mileage• Stationary• Show Clothes• Project loan interest• Health costs

NO• Brushes• Grooming Chute• Clippers• Show Stick• Buckets• Scoop

Feed Expenses

• List all feed and hay expenses on this page. List each feed purchase separately. List all weights of feed, including weight of hay.

Health Records

• This should include a record of any health-related activities (deworming, vaccination, medicated feeds, or use of veterinarian’s services for any other reason).

• This should include what you used, how much you used, and what you used it for.

• Include any well animal care such as a health certificate.

• Fill in all applicable information.

Health Records

• If your animal is healthy throughout the project, make a note of that. Use “P” for preventative treatments.

• Fill out an Individual Animal Health Record and Treatment Map for each animal receiving treatment and for each health event (make copies as necessary).

• Note: All health expenses should be listed under non-feed expenses on page 17.

Route of AdministrationAcronym What it Stands For Definition

ROA Route of Administration How medication is given

SQ Subcutaneous Under the skin

IM Intramuscular Into the muscle

IV Intravenous Into a vein

Topical Onto the skin

Oral Ingested

1

Project Summary

Project Summary (Expenses)

Project Summary (Change in Animal Inventory)

Project Summary (Summary)

• (Line 8 – Line 5)• $701-$944 = -$243 or ($243)

Project Summary (Assets)

Visual Story

• Beginning and end of project• Two different skills you learned• Minimum of 5 pictures (no more than 10

pages)• You can include photos, charts, diagrams,

plans, etc. • The pictures should compliment your project

story.

Bad Picture

• Where are YOU?• What skill is this

showing?

Good Picture

• Shows a skill• Can see person and face

(no backs to camera)

Captions

• Include a caption with each photo explaining what you are doing and why you are doing the things shown in the picture. What skills are you demonstrating and why?

• Captions can be informational or persuasive in nature.

• Age of exhibitor, spelling and grammar are considered in the judges’ decision.

• Captions may be typed.

Captions

• Caption for 8 year old Junior – “Here I am learning to feed my calves.”

• Caption for Senior– “Feeding cattle the appropriate amounts and

ingredients ensures the proper diet and health gain. I feed my cattle a 50/50 mix of soybean hulls and corn gluten. In addition, I also feed them hay as a forage supplement.”

Project Story

• Develop a persuasive or informational story about your project.

• Use narrative techniques to make a point. • Use examples, interesting facts, or statistics. • If this is a purebred project, you can mention

items such as breeding goals, pedigree, genetics, and history.

Project Story

• Remember your experiences, and build strong images by using descriptive words.

• Be sure to use transition words to connect your ideas (such as – first, second, another, also, however, for instance, finally, for example, in conclusion, etc.).

• Age of exhibitor, grammar, spelling and neatness will be considered by the judges.

Project Story

• You may write or type your project story. Either way, your story should be a maximum of 2 pages one-sided. Remember, if you type your story it should be New Times Roman, 12 point font, 1 inch margins, and double spaced.

Buyer Letter

• Include a copy of your buyer letter and a list of individuals and companies to whom you sent your letter.

Project Accomplishments (Optional Bonus Section)

• List the project books, exhibits, demonstrations, judging teams, day camps, leadership activities, and project-related community service activities engaged in since the end of last year’s youth fair.

• Give the title of exhibits; don’t just put poster, display, etc.

• You may include the current youth fair activities. • The activities do not have to be 4-H or FFA

sponsored, but they must be related to this project.

Project Accomplishments

Questions