New Mexico FCCLA Officer Candidate Handbook and Guidelinesnmctso.com/wp-content/uploads/2017/11/New-Mexico...Letter # 3. Candidates will receive a notification letter stating they

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New Mexico FCCLA Officer

Candidate Handbook and Guidelines

NEW MEXICO ASSOCIATION

Revised Nov, 2017

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NEW MEXICO STATE OFFICER APPLICATION REQUIREMENTS

APPLICATIONS: State Officer Applications Postmarked by the second Friday of February and sent to State Office: NM FCCLA ENMU, Station 61 Portales, NM 88130 ATTN: FCCLA State Officer Application After the applications have been received and reviewed, students and advisers will be notified by email and mail:

Complete Application – student is eligible to complete the next step in the state officer candidate process.

Incomplete Application - student will be disqualified and will not be allowed to run for a state office.

A completed CTSO AND FCCLA check list must be included with applications. Application must include the following and if not complete they will not be considered:

Officer Candidate Check-Off List

CTSO State Officer Application including signature page.

NM CTSO Medical Information/ Delegate Conduct Form

3 Letters of Recommendation:

Adviser

School Administrator

Chapter Officer

State Officer Candidate Worksheet (pg. 13)

Short Answer Worksheet (pg. 14)

Official School Transcript

Officer Contract (pg. 15)

Adviser Contract (pg. 18)

NOTE: State officer candidates will not be allowed to compete in State level STAR Events. The first day of the state conference will be the day for the candidate’s to present to the Nominating Committee.

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NEW MEXICO STATE OFFICER ELECTION PROCESS QUALIFICATIONS: Based on the NM FCCLA Bylaws, the following are required for state officers:

Currently an active member in an affiliated chapter.

6th, 7th or 8th grade (Jr. Officer), a freshman, sophomore or junior (High School) when elected.

One year of Family and Consumer Sciences in the 9th grade or above for High School for Jr. Officer must be enrolled or have completed a FACS or FCCLA class.

A responsible member of the Region/District/Chapter.

Exhibited leadership ability in the organization.

Have and maintain a scholastic rating of at least 2.6.

Approval of local chapter, adviser, school administration, and parents.

Should have a sincere interest in the future improvement and development of the specific office which the nominee desires and should know the responsibilities of all other offices.

Should have a sincere interest in the development and improvement of Family, Career and Community Leaders of America Organization, including all levels, local, regional, state, and national.

Should have an understanding and thorough knowledge of Family, Career and Community Leaders of America, Inc., program of work and the purposes or the organization, and be familiar with the State Constitution, Policies, and the State Officer Handbook and Guidelines.

Should be proficient in the use of parliamentary procedure.

Must have the support and cooperation of adviser, local school administrators, and family.

Should have the necessary time for the proper execution of the responsibilities of the office, including time and desire to attend all meetings, both scheduled and called, the office may impose. Be willing to sacrifice personal pleasure for the good of the organization.

Should possess good speaking qualities such as clear, well-modulated voice, so that he/she could be able to speak at ease before a group.

Should have the ability to express yourself in both oral and written composition. Typing skills are required.

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Should possess the following character traits: reliability, sincerity, industriousness, congeniality, self-confidence, and humbleness.

Should be well-mannered, neat, and well groomed.

Should possess the feeling of enthusiasm for FCCLA work to the point that you will be good “public relations” in everything you represent: in home, school, and community life.

ELECTIONS:

CAMPAINGING Policy:

Campaigning, which includes but is not limited to, soliciting/asking for votes and distribution or posting of printed materials in support of the candidate or bearing the candidate name, including brochures and business cards, shall not be allowed by State officer candidates or their supporters. Candidates will not campaign at any time before, during or after NM FCCLA State Meetings.

Elections will be held during the State Conference.

A nominating committee will evaluate state officer candidates and determine the top candidates to move on to the final election process.

Each candidate will take a test, present a short speech and participate in an interview on the first day of the conference (morning).

Notification letters will be picked up at a time to be determined in the conference headquarters. (Time may vary depending on number of candidates)

Final presentation to entire delegation will be during the Business Session.

Each chapter will have one (1) voting delegate.

Each chapter voting delegate will receive one (1) ballot to vote for 6 high school and 3 Jr. Officer Candidates. 6 High School officers:

President

First Vice President/Parliamentary Law

Vice President of Membership

Vice President of Community Service

Vice President of Public Relations

Vice President of Star Events 3 junior officers

Jr. Vice President of Finance

Jr. Vice President of Programs

Jr. Vice President of Membership Counselor Position (1-2)

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**If a State Officer does not meet their obligation for whatever reason, it will be up to the Advisory Board and the State Officer Coordinator to replace them or not.

The chapter voting delegate will caucus with their chapter and cast their ballot by the designated time during the state meeting.

Counting of ballots will be done by three (3) Adults appointed by the State Adviser. NOMINATING COMMITTEE: The nominating committee will consist of the following:

One (1) representative from designated local chapters. Four (4) local chapters will be selected from each region for a total of 12 representatives. All local chapters will be on a rotation process so that all chapters will have an opportunity to serve on the nominating committee.

The counselor(s) will chair the nominating committee with the State Adviser and a board member present.

Representative Requirements:

The local chapter representative will be required to be there in the morning of the first day of the conference and available most of the day

Will be committed to the nominating committee

Will not be allowed to compete in a state level event PROCESS: Application. Complete CTSO State Officer Application form and the New Mexico FCCLA Officer Candidate Handbook and Guidelines by required deadline.

Letter #1. Officer Candidates will receive a letter from the state office indicating if they are eligible to move to the next level.

Test. Complete test during the state conference. This will be giving the morning of the first day of the conference. A minimum score of 15 is required to move to the next level. Speech. Present 2-3 min speech on conference theme to the nominating committing. This will be at scheduled time during the morning of the first day of the conference. The speech cannot include any type of campaigning. Interview. Each candidate will be asked one situation question by the nominating committee.

Letter # 2. Candidates will receive a notification letter as to whether they will present to entire delegation. A minimum of 60 percent of the total possible must be scored to meet the minimum requirements.

Final Speech. The slate of final candidates will have the opportunity to give their speech before the entire delegation and answer one situation question.

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Letter # 3. Candidates will receive a notification letter stating they were elected to serve as a state officer for the 2017-2018 school year or they will receive a letter stating they were not elected.

The newly elected officers will participate in the installation ceremony at the end of the state meeting. They will meet with the State Adviser at the conclusion of the state meeting to receive officer information. They will meet in June for their officer training and to determine the specific office they will hold. Any student not able to attend the summer training in June, may be removed from office. HIGH SCHOOL STATE OFFICER CANDIDATES The top 12 high school candidates that meet the minimum qualifications will be selected from the slate of candidates based on a rubric (see attached). Less than 12 candidates will be selected if minimum qualifications are not met. The 12 candidates will present their 2-3 minute speech and will be asked one situation question related to FCCLA to the entire delegation. The voting delegates will vote for the top 6 candidates. MIDDLE SCHOOL STATE JR. OFFICER The top 6 connection team candidates that meet the minimum qualifications will be selected from the slate of candidates based on a rubric (see attached). Less than 6 candidates will be selected if minimum qualifications are not met. The 6 candidates will present their 2-3 minute speech and will be asked one situation question related to FCCLA to the entire delegation. The voting delegates will vote for the top 3 candidates. TERM The term of office shall be for one year or until a successor is elected and installed. A State Officer may hold a State Office for no more than 2 years (This does NOT include the year served on the Executive Council as counselor should that person become a National Officer candidate or as a Jr. Officer member). REMOVAL FROM OFFICE

Any executive council member who fails to adequately perform the duties of the office will be removed from office.

Any executive council member who fails to attend any announced executive council meeting without just cause (illness, death in immediate family, or an unforeseen emergency) shall be placed on probation for a period of time to be determined by the other state executive council members.

Any executive council member whose behavior while in the performance of duties is contrary to announced rules of conduct or whose behavior is injurious to the image of this association shall be removed from office.

An executive council member who fails to maintain a 2.6 grade average or above shall be placed on probation for one grading period. Failure to bring up grades shall result in removal from office.

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Removal from office carries the obligation of repayment of chapter, district, and state funds used to maintain the executive council member in office.

A review panel of five executive council members and two members of the Board of Directors shall be convened to assess each case which may result in removal from office

Officer Financial Responsibilities Uniform

Boys -Red Blazer, 1 white oxford, 1 black oxford, 1 red polo, 1 pair black dress pants, 1 pair kakis pants, black dress shoes, black dress socks, 1 white tie, 1 black tie. (+/- 400.00)

Girls - Red Blazer, 1 white oxford, 1 black oxford, 1 red polo, 1 pair black dress pants, 1 black skirt, 1 pair kakis pants, black dress shoes, off black pantyhose. (+/- 400.00)

State Officer Training

June Training – hotel, meals, transportation. (+/- $200.00)

National Leadership Conference – hotel, transportation, registration, meals (+/- $1,500.00)

Fall Leadership Conference – hotel, transportation, registration, meals (+/- $250.00)

National Cluster Meeting - hotel, transportation, registration, meals (+/- $1,000.00)

January Jam - hotel, transportation, meals (+/- $200.00)

Regional STAR Event Competition - transportation, registration, meals (+/- $100.00)

CTSO Day - hotel, transportation, meals (+/- $200.00)

State Conference - hotel, transportation, registration, meals (+/- $ 350.00)

Total Cost for State Officers +- $4,200.00

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State Officer Job Descriptions

President shall

preside over all meetings of the organization and of the State Executive Council

serve as a member of the State Board of Directors for the designated term, the executive committee, and other board committees by appointment.

report results of State Board of Directors committee meetings to State Executive Council members

meet with State Officers and State Officer Coordinator/Adviser in summer to discuss plans for the year

preside at the installation at State Leadership Conference

attend State Office leadership trainings

prepare articles for State Officer Newsletter monthly and Teen Times twice a year.

attend meetings with local chapters upon request and authorization from the State Officer Coordinator/Adviser

attend Capital Leadership Training with State Officer Coordinator/Adviser, if state budget allows

Attend and present at Fall Leadership Conference when held.

present Legislative Workshop Training for Advisers and Officers at January Joint

present for CTSO Legislative Day Training

create information for the membership about Capital Leadership Training to encourage attendance to CTSO Legislative Day

First Vice-President/Vice-President of Parliamentary Law shall

assume responsibility in the absence of the president and keep the minutes of all State meetings and meetings of the State Executive Council

call the meeting to order in the absence of the president and entertain a motion for a temporary chair

review minutes of the previous meeting and call president’s attention to any unfinished business

read correspondence directed to the council

submit minutes to State Officer Coordinator/Adviser within 30 days of the meeting

have the following items on hand for business meetings: (1) minutes of previous meeting, (2) list of committees previously appointed

responsible for keeping chapters informed on National Program Application due dates

attend State Officer leadership trainings


provide leadership in assuring that the business sessions for the State organization and meetings of the State Executive Council are conducted in accordance with acceptable parliamentary law

have the following items on hand for business meetings: (1) Bylaws; (2) Robert's Rules of Order, Newly Revised; (3) motion cards

work with Competitive Events Coordinator and Vice-President of STAR Events on the Parliamentary Procedure Event

conduct a Voting Delegate Orientation meeting at State Conference

serve as voting delegate at National conference

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Vice-President of Community Service shall

provide leadership in planning and implementing the organization's community service programs

provide input in the current National Outreach Project

research and promote the National Outreach Project as decided by the National Executive Council

seek potential leads for corporate sponsorships and partnership



Vice-President of Public Relations shall

provide leadership in planning and implementing the organization's public relations programs

prepare the State FCCLA Newsletter monthly with input and articles from the State Executive Council and local chapters which will be distributed via the FCCLA Website and send out requests to local chapters.

provide articles for the Teen Times on a quarterly basis

provide input in the organization’s publicity efforts

monitor NM FCCLA social media sites for the organization including but not limited to Facebook, Twitter, etc. and report any inappropriate activity to state adviser.

Submit changes periodically to the website and the social media.


Vice-President of Membership shall

provide leadership in planning and implementing programs for membership promotion and development

provide input on the Alumni & Associates committee

prepare a membership development articles for Teen Times and The Adviser

provide input in updating and modifying the organization’s membership campaign

set up Alumni registration for Seniors and Adults at the State Leadership Conference



Vice-President of STAR Events shall

provide assistance to the Star Events Coordinator in planning and implementing the State STAR Events competition

read and understand the STAR Events Manual

preside at the STAR Events Recognition sessions


prepare articles for State Officer Newsletter monthly and Teen Times twice year.

Jr. Vice-President of Finance shall

attend State Board of Directors committee meetings

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be knowledgeable about the finances of the State organization including how dues are spent and why

become acquainted with the State organization's budget for the current year

review financial records as presented to the Finance Committee

present a financial report to the delegates assembled at the State Leadership Conference business session

provide leadership in planning and implementing the organization's fundraising and financial development


prepare articles for State Officer Newsletter monthly and Teen Times twice a year. Jr. Vice-President Membership shall

provide leadership in planning and implementing programs for membership promotion and development

prepare a membership development articles for Teen Times and The Adviser

provide input in updating and modifying the organization’s membership campaign


prepare articles for State Officer Newsletter monthly and Teen Times twice a year Jr. Vice-President of Programs shall


prepare articles for State Officer Newsletter monthly and Teen Times twice a year

shall provide leadership in planning and implementing the organization's individual recognition and peer education programs.

Counselor shall

provide leadership in planning and implementing programs for the individual development and recognition of the organization's members

set up Information Center at the State Leadership Conferences

assist State Executive Council as needed

prepare articles for State Officer Newsletter monthly and Teen Times twice a year

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DUTIES FOR STATE OFFICER EXECUTIVE COUNCIL ADVISERS

ADVISER TO STATE PRESIDENT:

Planning and implementing workshops

Planning and executing required meetings

Be in frequent communication with council

Review and collect monthly progress reports, planning sheets, grade eligibility, related officer duties

Enforce the official dress policy

Assists their State Officer with their duties as needed

Attends Board of Directors meetings with their student

Attends all State Officer Training with their State Officer

Attends National Leadership Conference with their State Officer ADVISER TO FIRST VICE-PRESIDENT/VICE PRESIDENT OF PARLIAMENTARY LAW

Assists state officer coordinator as needed

Makes sure minutes of meetings are current and typed and in a binder to pass on to next elected First Vice-President.



Attends National Leadership Conference with their State Officer

Makes sure her state officer is knowledgeable about parliamentary procedure

ADVISER TO VICE-PRESIDENT OF STAR EVENTS:

Assists state officer coordinator as needed.

If funds are not available from the Board of Directors to hire a judge coordinator, then the adviser to the Vice-President of Star Events will be responsible for finding and assigning judges to each star event.

Assign lead consultants and room consultants to each state star event and each national star event

Conducts orientation for judges and lead consultants



Attends National Leadership Conference with their State Officer

ADVISER TO VICE-PRESIDENT OF COMMUNITY SERVICE:


Assists their officer with seeking potential leads for corporate sponsorships and partnerships


Attend all State Officer Training with their State Officer

Attend National Leadership Conference with their State Officer

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ADVISER TO VICE-PRESIDENT OF PUBLIC RELATIONS


Assist her officer with their required duties as needed



Proof read the State FCCLA Newsletter prepared by their officer

Assists their officer with publicity efforts. ADVISER TO VICE-PRESIDENT OF MEMBERSHIP:


Provide a registration table for alumni and associates to sign up at State Conference


Attend all State Officer Training with their officer

Attend National Leadership Conference with their State Officer ADVISER TO Jr. VICE-PRESIDENT OF FINANCE


Attends Board of Directors meetings as a non-voting member

Assist her officer with their required duties as needed



Proof read the articles prepared by their officer

Assists their officer with publicity efforts ADVISER TO Jr. VICE-PRESIDENT OF MEMBERSHIP



Attend all State Officer Training with their officer

Attend National Leadership Conference with their State Officer ADVISER TO Jr. VICE-PRESIDENT OF PROGRAMS:


Assists their officer with their assigned duties


Attend National Leadership Conference with their State Officer ADVISER TO NATIONAL OFFICER CANDIDATE/COUNSELOR:


Assists their student with setting up Information Center at State Leadership Conference

Assists with State Registration at State Leadership Conference


Attend National Leadership Conference and related meetings with their candidate.

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FCCLA New Mexico Association

State Officer Candidate Worksheet

Name: School:

1. List involvement in local, district/region/area in FCCLA.

2. List involvement at the FCCLA State Level.

3. List involvement at the FCCLA National Level.

4. List involvement in school community activities.

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Short Answer Use only the space Provided. Write one paragraph for each of the three topics below:

FCCLA has helped me grow—

Responsibilities I feel qualified to carry out as a leader in Family, Career and community Leaders of America—

The most important qualities of an effective leader are—

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FCCLA STATE OFFICER CANDIDATE CONTRACT

If elected and/or selected to the FCCLA State Executive Council, I agree that I MUST carry out the following responsibilities:

Meeting Responsibility – You must be able to attend ALL of the following:

Meeting Dates

State Officer Training – June Retreat June 11-15, 2018

National Leadership Conference July

CORE Training October

National Cluster Meeting (when local) November

State Officer Planning Meeting - January Jam January

Regional STAR Event Competition January

CTSO Day January/February

State Conference March

Financial Responsibilities

ITEM/ACTIVITY

Officer Uniform

State Officer Training – June Retreat

National Leadership Conference

Fall Leadership Conference

National Cluster Meeting (when local)

State Officer Planning Meeting – January Jam

Regional STAR Event Competition

CTSO Day

State Conference

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Reports and Correspondence

Turn in all officer reports by the deadline.

Check email weekly for correspondence

Act on correspondence within one week.

Have correspondence approved by my adviser and send copies to the state officer coordinator

Leadership Responsibilities

Represent NM FCCLA. I understand it is my responsibility to display a positive public image and promote the organization.

Fulfill the duties of my office by following through and completing assignments.

Be an example of an effective leader.

Plan and execute the area conference, including the competitive events.

Assist in planning and preparing the program and workshops for the annual State Leadership Conference.

Initiate and maintain communication with my state officer coordinator and chapter adviser.

Visit chapters in the area and assist with new chapter start-ups.

Follow the State CTSO Code of Conduct.

Work with the executive council and be part of the team.

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Officer Contract

Initials I understand:

I understand that if I resign from office, the written resignation must be signed by my parents/guardians and myself and submitted to the state adviser.

I understand that if I fail to fulfill the duties of this contract my school principal, state officer adviser or the state FCCLA adviser can initiate the process of removal from office.

I understand that if I resign or am removed from office I am responsible for any financial debts that have been incurred to date.

I have read and understand the State Executive Council Handbook.

Officer Candidate’s Signature:

Date

We have reviewed this contract with the candidate. We will support the candidate if he/she is elected to the State FCCLA Executive Council to carry out the above responsibilities.

Chapter Adviser’s Signature:

Date

Candidate’s School Principal Signature:

Date

I have reviewed this contract with my son/daughter and the chapter adviser and understand it. I will support my son/daughter if he/she is elected to the State FCCLA Executive Council to carry out the above responsibilities.

Parent/Guardian Signature:

Date

Parent /Guardian’s Signature MUST be notarized

The original signed and notarized contract must be submitted with the FCCLA Officer application. A copy must be kept on file at the school with the FCCLA School Chapter Adviser.

Date of Expiration_______ Notary

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Adviser Contract

Initials I understand:

I understand that I am responsible to see that my state officer completes all his/her requirements.

I understand that I will attend all required meetings with my state officer, unless I am told otherwise by the State Adviser.

I understand that I will keep the State Adviser informed of information that directly affects my student’s performance as a State Officer.

I understand that when at State or National meetings, my student is to answer to the State Officer coordinator first then to me as his/her chapter adviser.

I understand that I will be responsible to help assist other advisers.

I understand that I am responsible for financial responsibilities (sub, travel, meals, etc.) for all conferences and meetings.

I have read and understand the New Mexico FCCLA Officer Candidate Handbook and Guidelines.

Adviser’s Signature:

Date

I have reviewed this contract with the candidate’s adviser. I will support the adviser if his/her student is elected to the State FCCLA Executive Council to carry out the above responsibilities.

Candidate’s School Principal Signature:

Date

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NEW MEXICO STATE OFFICER CANDIDATE EVALUATION FORM

Candidate’s Name______________________________________Region______________ Type of candidate: ___State Officer ___Jr. Officer Instructions: Write the appropriate points under the actual point’s column, note comments and total points in the space provided below. This evaluation form will be given to the State Officer Candidates, so please be appropriate with your comments.

OFFICER CANDIDATE PACKET Possible Pts. Actual Pts. COMMENTS

CTSO STATE OFFICER APPLICATION 3

Grammatically correct 2

Neat, easy to read 2

Letters of recommendation – Adviser 2

Letters of recommendation – School Administrator (Principal)

2

Letters of recommendation – Chapter Officer 2

State Officer Candidate Worksheet 3

Clear, consistent, grammatically correct

2


Short answers 3

Clear, consistent, grammatically correct

2


Medical Information/Delegate Conduct Form 3

Official School Transcript 3

Score summary for officer candidate packet 35

TEST Possible Pts. Actual Pts.

Score summary for test 25

SPEECH Possible Pts. Actual Pts.

Knowledge of organization 5

Public speaking skills 5

Address speech topic provided by State FCCLA 5

Ability to express self and ideas clearly 5

Score summary for speech 20

SITUATION QUESTION INTERVIEW Possible Pts. Actual Pts.

Ability to express self and ideas clearly 3

Public speaking skills 2

Ability to evaluate and appropriately respond to situation questions

5

Score summary for situation question interview

10

GENERAL PRESENTATION STYLE Possible Pts. Actual Pts.

Professional appearance 2

Body language/mannerism/eye contact 4

Voice: pitch/tempo/volume 4

Score summary for general presentation style 10

TOTAL POINTS 100

Election voting delegate: _______________________________________________

Documents

New Mexico FCCLA Officer Candidate Handbook and Guidelinesnmctso.com/wp-content/uploads/2017/11/New-Mexico...Letter # 3. Candidates will receive a notification letter stating they