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Cumberland Valley FFA Chapter P a g e | 1

Officer Selection Manual

Cumberland Valley FFA

Officer Selection Manual2014

Table of Contents:

Officer Selection Guide 1Interest Letter & Deadlines 2Officer Duties 3Officer Qualifications 6Officer Expectations 7Officer Application 8Teacher Recommendation 14Officer Contract 15Parent Letter 16Election Procedures 17Selection Rubric 19Interview Prep & Questions 20

Officer Training Outline 21Budget 22Officer Training Calendar 23Sample Leadership Lesson 25Leadership Lesson Materials 29

“We are what we repeatedly do. Excellence, then, is not an act, but a habit.” ~Aristotle


Officer Selection ManualTo: Officer Candidates & ParentsFrom: Ms. Romberger, FFA AdvisorRe: 2014 Officer Selection Process

Dear Student and Parents,

Thank you for your interest in serving as an officer in the Cumberland Valley FFA Chapter. Taking initiative to apply for an officer position is the first step in the process to leading your peers and I commend you for you for taking this important step! However, serving as an officer is an added responsibility to your FFA membership and will require more time and dedication outside of scheduled class time. In order to effectively serve others, you will need to give of yourself for the betterment of the chapter.

This Officer Selection Manual outlines the requirements, deadlines, and important dates for this year’s officer candidates. In order to adequately plan for the Officer Election Process, it is imperative that you adhere to stated deadlines and recognize date conflicts (if any) as early as possible to allow the process to run smoothly. Should you have any questions about how to complete applications, please do not hesitate to contact me. I look forward to working with you throughout this process and wish you the best as you begin your journey to FFA leadership.

Sincerely,

Darla RombergerFFA Advisor & Agriscience InstructorCumberland Valley High School

Dates & Deadlines at a Glance: April 11th-Complete FFA Officer Packet Due to Ms. Romberger (by 3:00 pm)

o FFA Officer Application o 3 Recommendations from other Teachers

April 23rd-Interviews in Ag Room (3:30 pm)o Official Dress is requiredo Bring signed Officer Contract & Parent Contract o 7-10 minute interviews with Nominating Committee

May 1st-FFA Chapter Banqueto Announcement of 2014-2015 Officer Team




Cumberland Valley FFA Chapter Officer DutiesPresident

Lead all chapter meetings and officer meetings Have a thorough knowledge of Parliamentary Procedure Provide leadership & direction to all chapter members Create the Chapter Activities Report for the Chapter Banquet Complete the National Chapter Award Application Serve as the Chapter Officer Liaison to the Cumberland Valley FFA Alumni Chapter Organize School Board Presentations

Vice-President Direct the completion of the Chapter POA Serve as Ex-Officio on all POA committees Compile Important Chapter Documents into the Chapter Filing Cabinet Create the Chapter Activities Report for the Chapter Banquet Complete the National Chapter Award Application

Secretary Create and maintain a membership mailing list Distribute minutes from each meeting to all members Announce meeting dates to all members Track attendance at events Maintain “Incentive Report” Create & Mail Banquet Invitations to students & community Compile Chapter Annual Report Banquet Invitations Chapter Annual Report Maintain a current copy of the Cumberland Valley FFA Chapter By-Laws and

Constitution

Treasurer Chair the Fundraising Committee Prepare Chapter Budget Monitor all chapter finances (reimbursements, deposits)



Officer Selection Manual Maintain Individual FFA member accounts

Sentinel Reserve meeting room for all Chapter Meetings Set-up and tear-down at Chapter Meetings Chair Chapter Banquet Committee Coordinate Chapter Banquet (reserve auditorium, cafeteria, etc)

Reporter Create monthly Press Releases to announce chapter events Maintain chapter website, Facebook account, and Twitter Account Maintain Chapter Awards Trophy Case in Senior Hallway Advertise Chapter Events in High School (wall posters, sign-up tables, etc) Compile Chapter Scrapbook to display at State Convention & Banquet Take photographs at all FFA events

Chaplain Prepare invocation for all chapter events Serve as Vice-Chair for the Banquet Committee Coordinate Chapter Officer Retreat (with advisor) and Summer Meetings

All Officers Attend all Chapter Meetings & recite Opening/Closing Ceremonies Be a positive role model for all FFA members Encourage member participation in all FFA events Assume a leadership role when needed Provide guidance and advice to all FFA members Promote FFA and Agriculture Education to students and community members Be in attendance at all chapter meetings and events Participate in events above the chapter level




Cumberland Valley FFA Officer Qualifications

In order to be considered for an officer position, you must meet all of the requirements listed below. If you need clarification, please see the FFA advisor.

1. You must be at least a sophomore as of the 2014-2015 school year.2. You must have received your Greenhand Degree (or will be receiving it at the Chapter

Banquet in May 2014).3. You must be enrolled in an Agriculture Education class at some point during the next

school year. It is preferred that students be enrolled in an Agriculture class year-round to accommodate planning and progress evaluation.

4. You must have a minimum GPA of an 80%. Officers must miss classes on occasion so students must display a continued commitment to their academic success.

5. You must have participated in at least 5 activities at the chapter level during the past academic year.

6. A completed officer application (all segments) must be turned in by 3:00 pm on April 11th, 2014. Partial applications will be returned until the complete application is submitted.




Cumberland Valley FFA Officer Expectations(as of April 11th, 2014)

The expectations listed below are required for all officers during the upcoming 2013-2014 school year. A failure to complete these expectations is grounds for dismissal from the Officer Team.

1. Attend the Chapter Officer Retreat on Friday, September 5th-Sunday, September 7th, 2014.

a. Provide a good attitude and sleeping bagb. This is where a majority of the budget planning, POA planning, and calendar of

events will be created along with chapter goals.2. Attend the Chapter Officer Summer Meeting (Date TBD by Outgoing/New Officers)3. Attend all Chapter Meetings (1st Wednesday of each month)4. Acquire and properly wear Official FFA Dress for required FFA events.5. Attend at least one Leadership Conference offered by the State FFA Association.

a. ACES, Fall Leadership Conference, or SLLC.6. Attend the Chapter FFA Banquet on Thursday, April 30th, 2015.7. Maintain “Good Standing” during entire officer term.8. Complete all duties for the office to which elected by specified deadlines.9. Be a positive addition to the Officer Team and work cohesively with all officers.




2014-2015 Officer Application

Instructions: Please fill out each section as completely as possible. For essay questions, use complete sentences and proper punctuation & grammar. Applications should be word-processed. A digital copy of this form is available on the chapter website.

A. Biographical Information

Full Name________________________ Phone ( )________________ cellYear of Graduation_____________ ( )________________ home

Home Address_____________________________ Email_________________________________

_____________________________

Parents’ Names________________________________________

Officer Positions Desired:(1)______________________________(2)______________________________

B. Academic Information

Did you register for an agriculture course for 2012-2013? Yes______ No_______ If so, which class(es)?___________________________________________

What is your current GPA? ________Class Rank _______ out of ________ (Both must by verified by Guidance Counselor signature)

Name of Counselor_____________________________

Signature_____________________________________ Date_________________

What are your plans/goals after graduation?_______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

What other clubs/organizations/sports are you involved with? Please list any leadership positions.



Officer Selection Manual_______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

Teacher Recommendations-You must have 3 teachers in the High School complete a recommendation form that supports your desire to seek an officer’s position. Please see further directions on Teacher Recommendation form.

C. FFA InvolvementPlease list all FFA events that you have been involved with during the past academic year.

Activity: Chapter County Area Regional State National

Ex. National FFA Convention Nov. 2011




D. FFA Leadership ExperiencePlease list all leadership positions held through FFA (including offices, committee memberships, etc.)

Position: Chapter County Area Regional State National

Ex: County Secretary 2011-2012

What have you enjoyed most about serving in a leadership position?

What major contributions did you make while serving in a leadership capacity?




E. FFA Awards & RecognitionPlease list up to 10 awards or recognition you have received during your time as an FFA member

Award: Chapter County Area Regional State National

Ex. State Recordbook Winner Feb. 2008

Which award or recognition meant the most to you as an FFA member and why?



Officer Selection ManualF. SAE HistoryPlease describe your current SAE program. Describe how your enterprise(s) began and your original goals for each enterprise. Include the type of SAE (Entrepreneurship, Placement, Exploratory), the scope, percent ownership, and why you believe your SAE will benefit you in the future.

Are you currently employed at another location that is not an SAE? Yes _____ No_____If yes, please explain your job responsibilities and the business at which you are employed.



Officer Selection ManualG. Essay Questions 1. Why do you desire to become an officer for the Cumberland Valley FFA Chapter? (this answer will be included on the student ballot)

2. What past experiences have prepared you to become an officer of the Cumberland Valley FFA Chapter?




Teacher Recommendation FormStudents: You need 3 completed recommendation forms to submit with your application. Please allow teachers enough time to complete the form and return it to you. Do not procrastinate! Make copies of this form as needed.

Teachers: The purpose of this form is to evaluate officer candidates that are seeking an officer position within the Cumberland Valley FFA Chapter. Please evaluate each candidate using the questions below. When complete, please place this evaluation in a sealed envelope, place your signature across the seal, and return the sealed envelope to the student. Your cooperation is appreciated! Please direct any questions or concerns to Ms. Romberger in Room A122.

Name of Student________________________________

Please rank the student in each of the following categories with 1 being poor and 5 being excellent.

(poor---------average-------excellent)1. Student is always prepared for class. 1 2 3 4 52. Student completes assignments and 1 2 3 4 5 projects by deadlines.3. Student is courteous to other students 1 2 3 4 5 and instructor.4. Student is a team player and considers 1 2 3 4 5 the opinions and ideas of others.5. This student would make a valuable 1 2 3 4 5 addition to an officer team.

In which courses have you taught this student?

What 3 adjectives would you use to describe this student’s attitude?

Do you consider this student a leader or a follower?



Officer Selection ManualAny other pertinent information or recommendations for the nominating committee? Use back if necessary.

Cumberland Valley FFA Officer Contract

By signing this document,

1. I agree that I will fulfill all of the listed and assigned duties of my officer position if elected as an FFA Officer for the 2014-2015 school year.

2. I agree that I meet all of the qualifications necessary to be a member of the Cumberland Valley FFA Officer Team.

3. I agree that I have read and understand the FFA Officer Expectations for my term of office. I agree I will attend all required events as stated and I understand that I may be removed from the officer team if I cannot fulfill these expectations.

4. I agree that all information contained in this application is truthful and that this application was completed through my own efforts.

5. I realize that being elected to the Officer Team is an honor and I will work to uphold the tradition of excellence established by those Officer Teams before me.

6. I realize that I must strive to be a positive role model for other members in the chapter who look to me for guidance.

7. I agree that I will work cohesively with others and not knowingly spread slander or hearsay about my fellow teammates.

8. I agree that if my actions are unbecoming to the chapter, the membership at large may vote to remove me from office or the advisor may immediately dismiss me.

Name of Officer Candidate __________________________________

Signature __________________________________



Officer Selection ManualDate __________________________________

Cumberland Valley FFA Officer’s Parent Letter

By signing this letter,

1. I agree that I have read the duties of my son/daughter’s desired FFA officer position for the 2014-2015 school year.

2. I agree that my son/daughter has met all of the qualifications necessary to be a member of the Cumberland Valley FFA Officer Team.

3. I agree that I have read and understand the FFA Officer Expectations for my son/daughter if elected to an office. I am aware that my son/daughter may be removed from the officer team if he/she cannot fulfill these expectations.

4. I agree that all information contained in this application is truthful and that this application was completed through my son/daughter’s own efforts.

5. I realize that my son/daughter must strive to be a positive role model for other members in the chapter who look to me for guidance.

6. I agree that my son/daughter will work cohesively with others and not knowingly spread slander or hearsay about their fellow teammates.

7. I agree that if son/daughter’s actions are unbecoming to the chapter, the membership at large may vote to remove him/her from office or the advisor may immediately dismiss him/her.

8. I agree that will support my son/daughter’s application to run for an office of the Cumberland Valley FFA Chapter and that I have reviewed the time commitments required of the election process.

Officer Candidate’s Name ________________________________



Officer Selection ManualParent’s Name ________________________________

Parent’s Signature ________________________________

Date ________________________________

Cumberland Valley FFA Election ProceduresAccording to the Cumberland Valley FFA Chapter By-Laws and Constitution, the following procedures have been set forth to govern the annual Officer Team Elections.

1. Application Procedure

-Any member of the Cumberland Valley FFA that meets the officer requirements are eligible to apply for an officer position. (Please refer to page 6 of this manual.) The application will be made available by the advisor no less than one month before the slated due date. All applications must be turned in by the designated due date and time.

2. Interview Process

-Each candidate that has completed the application process is granted a 7-10 minute interview with a Selection Committee that will identify the new slate of officers. The committee will consist of 7 voting parties-1 administrator, 1 FFA Alumni Chapter member, 1 community leader, 2 underclassmen (1 boy, 1 girl), and the Senior FFA Officers (receiving 2 total votes). These individuals will not be identified prior to the interview and the committee will have new members each year. The FFA advisor(s) will be present during interviews to provide an introduction of each candidate, but will not cast a vote.

-The Interview Committee will have a copy of each candidate’s application and recommendation forms to review prior to the interview. The Advisor will provide guiding questions for the interview, however the committee is free to ask questions as it desires.

-The Interview Committee reserves the right to hold a “Call Back Interview” for any purposes they deem fit.

-The advisor will not be present during any discussions held by the Interview Committee nor will the advisor involved in any decision-making.




-The new Officer Team will be announced by the lead member of the Interview Committee at the Chapter Banquet.

3. Selection Rubric

-Candidates will be individually scored by each committee member using the following criteria:

Application 10 pointsPoise, Confidence, & Appearance 20 pointsPast Leadership & Involvement (FFA & Other organizations) 20 pointsSpeaking Ability 15 pointsResponse to Questions 25 pointsGeneral Effect 10 points

100 points5. Slating Officers

-Each committee member will submit their score for each candidate and an average score will be calculated. This will be the score for each candidate. Candidates will them be ranked from highest to lowest score. The top 7 individuals will be identified and the nominating committee will place candidates into the appropriate office.




FFA Officer Selection RubricExcellent Above Average Good Fair Poor Points

Awarded

FFA Officer Application 9-10 Points 7-8 Points 5-6 Points 3-4 Points 1-2 Points _____/10(10 Points) No grammatical errors,

Complete Sentences, Thoughtful answers

1-2 Grammatical or punctuation errors, thorough answers

More than 2 errors, lacks complete

sentences

Prominent errors, lacks thoughful

answers or sentences

Portions of application incomplete

Poise, Confidence, & Appearance

18-20 Points 15-17 Points 12-14 Points 9-11 Points 0-8 Points_____/20

(20 Points) Student displays proper Official Dress, emulates

confidence, constant eye contact, clear voice

Student displays proper Official Dress,

adequate confidence, frequent eye contact, speaks

fairly clearly

Students is missing one element of Official Dress,

minimal eye contact, quivering voice

Student is missing more than one

element of Official Dress, no eye contact,

lacks confidence

Student is not in Official Dress

Past Leadership & Involvement

18-20 Points 15-17 Points 12-14 Points 9-11 Points 0-8 Points_____/20

(20 Points) Student has demonstrated exemplary leadership skills

in past experiences and offers endless potential

Student has demonstrated

adequate leadership skills and offers great

potential

Student has few leadership

opportunities and offers average potential for leadership

Student has had no past involvement or expresses minimal

desire to lead others

Student lacks the desire to lead others

Speaking Ability 13-15 Points 10-12 Points 7-9 Points 5-6 Points 0-4 Points _____/15(15 Points) Student speaks with

extreme clarity, distinctness, and

excitement

Student speaks with clarity, distinctness,

and excitement

Student speaks with average clarity and

excitement

Student speaks timidly and is not

clearly understood

Student doesn't speak

Response to Questions 22-25 Points 19-21 Points 16-18 Points 12-15 Points 0-11 Points_____/25



Officer Selection Manual(25 Points) Answers were organized,

easy to follow, and had closure. The student

answered the questions directly and completely.

Answers were adequately

organized, easy to follow, and had good closure. The student sufficiently answered

the questions.

Answers were organized, but

lacked flow and were challenging to follow. The student 'danced' around the

question.

Answers lacked organization and

couldn't be followed easily. The student didn't really answer

the question.

The student didn't answer

with any depth,

thoughtfulness, or

organization.

General Effect 9-10 Points 7-8 Points 5-6 Points 3-4 Points 1-2 Points ____/10

(10 Points) This student would represent the FFA Chapter

extremely well.

This student is a good representation of the FFA chapter.

This student needs further development

to be an officer.

This student would not be a good

representation of the FFA Chapter.

This student should not be an FFA Officer.

Total Score_____/100Comments:

Interview Preparation Tips & Question List1. Interviews will take place in the Ag Room on Wednesday, April 23rd at 3:30 pm. Please be in the Ag Shop by 3:15 pm.

2. Official Dress is REQUIRED for Interviews. If you need to borrow a jacket, shoes, etc., please see Ms. Romberger or consult “The Closet” in the Ag Room.

3. Interviews will be 7-10 minutes in length. All of the interview committee will have a copy of your application and teacher recommendations.

4. You must stay until the end of the interview process as the committee may request a “Call Back” interview. Please bring homework, etc. to complete.

5. Interview order will be selected by random draw. If you have a time conflict (i.e. Sports, please tell Ms. Romberger prior to the interviews)

6. Please review the scoring rubric so you know the evaluation procedure. (Page 19 of manual)

7. Please find below some questions to review before your interview.

Why did you become involved in FFA? What are your future plans? Why do you feel Agriculture Education should be included in a High School curriculum?



Officer Selection Manual What experiences have you had to prepare you for a position on the Officer Team? Why do you want to serve as an FFA Officer? What skills have you gained from FFA and your SAE? Please describe the growth of your SAE. What is one thing you would change about the FFA Chapter if you were an officer? Who has been the greatest influence in your life and why? What is your greatest fear as an FFA Officer? What is your favorite CDE and why? How has Agriculture Education affected you as a student? What are 3 words/phrases to describe your leadership style? What could you contribute to the officer team? What are the duties for the officer positions you are running for? Are you a leader or a follower?

Cumberland Valley FFA Chapter




Officer Training & Development OutlineOfficer Training Budget 22Officer Training Calendar 23Sample Leadership Lesson 25Leadership Lesson Materials 29




Officer Training 2014-2015 BudgetItem/Event Unit Cost Quantity Total CostOfficer Retreat (3 days) $100.00 7 officers $1,000.00Chapter Officer Polos $25.00 10 officers $250.00Summer Officer Meeting $75.00 n/a $75.00Leadership Conference $100.00 7 officers $1,000.00“Habitudes” Leadership Resource $20.00 7 books $200.00Winter Officer Meeting $75.00 n/a $75.00

Officer Team Expenses = $2,600.00

Sources of Income (to support Officer Team) Chapter Fundraisers (Milkshakes, Fruit, Butterbraids, etc.) $1,500.00 Community Donations & Sponsorships (Ag Businesses, Rotary Club, etc) $500.00

**If funding is needed for other officer team needs, it will be the responsibility of the officer team to develop a plan to raise the desired funds




Officer Training CalendarMay/June Summer Meeting

Team-building Goal-setting (Individual, Team, & Chapter) Budgeting Practice POA Planning Etiquette Training Public Relations Training “Habitudes” Reflections Review Standard Chapter Procedures

Sept. 5-7th, 2014 Chapter Officer Retreat Finish Chapter Budget Finish Chapter POA Review Committee Structure Set Chapter Meeting Dates Set Committee Meeting Dates

Every-other Friday Chapter Officer Meetings Set Meeting Agenda “Habitudes” Reflections Review Chapter Goals Debrief from chapter events

Early October Fall Leadership Conference (option for conference requirement) Individualized officer training Officer must reflect upon skills learned at conference

December Mid-Year Officer Training Advisor will assess Officer Team Progress Officers assess Advisor’s leadership Evaluate Chapter Goals Begin banquet planning Introduce National Chapter Awards process to officers “MPower” Team Building Activities




February ACES Conference (option for conference requirement) Officer must reflect upon skills learned at conference

March SLLC Conference (option for conference requirement) Officer must reflect upon skills learned at conference

March End of Year Officer Training Banquet Preparation & Scheduling Review of Election Procedures Recruiting/Encouraging New Officer Candidates Public Relations refresher

**Additions to training schedule may be made at request of officer team
