Chapter Officer Selection and
Officer Duty Manual
Grassland FFA
Garden Spot High School
New Holland, PA
Last Revised: 12/2014
Table of contents:
Student Officer Packet (to be provided when students run for office)
Intro Letter
2
Officer Qualifications, Responsibilities, Expectations
3
Official Chapter Officer Duties
4
Application
7
Officer Contract
11
Page 1
March 24, 2016
Dear Prospective FFA Chapter Officer,
Thank you for your excitement about the Grassland FFA! Your commitment and passion for your chapter
have certainly not gone unnoticed. Serving as a Chapter Officer is a great way to take your leadership
skills to the next level as you serve and represent your fellow chapter members.
Being an officer is not a duty to be taken lightly. By submitting this application, you agree to the
following requirements:
1.)
2.)
3.)
4.)
Complete the attached application and the election process.
Have progressive plans to earn your next FFA Degree and have earned your Greenhand Degree.
Agree to the attached list of officer duties.
Commit to attending two night retreats and two weekend retreats through the course of your
year of service.
5.) Attend at least two state led activities.
6.) Participate in Chapter Fundraisers.
7.) Have or be willing to purchase complete and appropriate Official Dress, minus the FFA Jacket.
8.) Understand that costs may arise throughout the course of the year. If students feel unable to
pay, committing to talking to the advisor.
9.) Act at all times in a matter that would only positively reflect the FFA Chapter, in school and out
of school.
10.) Will sign and commit to the attached Officer Contract.
11.) Will spend the required amount of time each week in the FFA Office as outlined by the official
Chapter Officer Duties.
12.) Maintain accurate records of my SAE and have plans for growth.
13.) Keep a clean discipline record in the High School.
If you have questions or concerns about the above commitments please contact one of the Chapter
Advisors. We are willing to work with any individuals to make accommodations to ensure that every
individual has the opportunity to serve the chapter as an officer.
Mr. Wright and Miss Pray
Page 2
Officer Qualifications, Responsibilities, Expectations
Qualifications
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Have earned or have plans of earning your next FFA Degree and have earned your Greenhand
Degree.
Have been a dues paid member for at least one full semester.
Be in good standing with the chapter and school.
Responsibilities
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Represent the chapter in a positive manner.
Complete the responsibilities of your office as set forth by the Chapter’s Constitution and Bylaws
and by the guidelines set forth by the National FFA.
Constantly recruit for the chapter.
Participate in the chapter fundraisers.
Attend Executive Committee meetings, chapter meetings, and Advisory Council and School
Board meetings as necessary.
Be present at special events that the officer team and/or the Chapter Advisors deem required.
Attend the Winter Retreat, Summer Retreat, and two Officer Nights.
Commit time outside of school to ensure that the duties assigned to you are completed
thoroughly and are of the quality that you would be proud of.
Be committed to the betterment of the team and self through commitment to the chapter.
Expectations
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Desire to help the chapter membership to grow and develop
Commit to the chapter as a role model and innovator of change.
When in Official Dress, follow it to the standards of the National FFA.
Act at all times that would coincide with the code of conduct set forth by the National FFA.
Be a positive representative of the Grassland FFA.
Commit yourself to personal development and the development of your fellow teammates and
chapter mates.
Be open to and accepting of diversity within the chapter, State Association, and community.
Page 3
Chapter Officer Duties
President: The president will be for the responsible for the following duties:
• Preside over meetings
• Appoint committees and serve as ex-officio member on the committees
• Coordinate the activities of the chapter
• Represent the chapter at various events, including, but not limited to, school board meetings
and the county FFA banquet
• Write the script for the banquet
• Must have previously served as a chapter officer
Vice President: The vice president will be for the responsible for the following duties:
• Assume all duties of the president in his/her absence
• Develop the Program of Activities
• Serve as an ex-officio member of the POA committees
• Coordinate all committee work
• Work closely with the president and advisor to achieve the chapter’s goals
• Establish and maintain a chapter resource file
• Complete the banquet program
• Complete the National Chapter Rating
Assistant Vice President: The assistant vice president will be responsible for the following duties:
• Complete the duties of the Vice President in his/her absence
• Be the chair of the 2nd officers
• Help complete the POA
• In charge of the mailboxes / officer area (keeping it clean and organized)
• Updating the white boards with FFA information as necessary
• Maintain the FFA Calendar of Events
Secretary: The secretary will be for the responsible for the following duties:
• Prepare and post the agenda for each chapter meeting
• Prepare and present the minutes of each chapter meeting
• Place all committee reports in the designated area
• Be responsible for chapter correspondence
• Maintain member attendance and activity records
• Proofread anything written by other chapter officers
Assistant Secretary: The assistant secretary will be responsible for the following duties:
• Help the secretary will all chapter correspondence, minutes, and agenda
• Send invitations for the banquet
• Create sign-ups for all events
• Work alongside the Reporter to create a monthly Chapter Newsletter
Page 4
Treasurer: The treasurer will be for the responsible for the following duties:
• Receive, record, and deposit FFA funds and issue receipts
• Present monthly treasurer’s reports at chapter meetings
• Collect dues
• Write dummy checks for bills that need to be paid
• Maintain a neat and accurate Chapter Treasurer book
• Maintain accurate computer records of chapter account
• Maintain records of all fundraisers including the reconciliations
Assistant Treasurer: The assistant treasurer will be for the responsible for the following duties:
• Help the treasurer maintain accurate records
• Write dummy checks
• Receive, record, and deposit FFA funds and issue receipts
• Create a listing of all scholarships available to members
• Be the money collector at FFA events
• Assistant with organizing fundraisers
Reporter: The reporter will be for the responsible for the following duties:
• Release news information to local and regional news media
• Publish a chapter newsletter once a month (including sending this information to local
businesses and the school board)
• Use opportunities to tell the FFA story
• Send articles and photographs to FFA New Horizons and other national and regional publications
• Serve as one of the chapter photographers
• Create Year in Review power point for the chapter banquet
• Promote fundraisers via advertising
• Update the Edublogs website
Sentinel: The sentinel will be for the responsible for the following duties:
• Assist the president in maintaining order
• Keep the meeting room, chapter equipment and supplies in proper condition
• Welcome guests and visitors
• Provide food at all events and meetings
• Hand out awards at the banquet
• Must have reliable transportation!
Chaplain: The chaplain will be for the responsible for the following duties:
• Present the invocation at banquets and other functions
• Coordinate FFA participation at local area churches
• Conduct reflection services at summer camps and conferences
• Look out for the welfare of our chapter officers and members
Page 5
Historian: The historian will be for the responsible for the following duties:
• Develop and maintain a chapter scrapbook
• Be a chapter photographer
• Prepare displays of chapter activities
• Keep records of meetings and activities (work with the secretary)
• Keep records of graduates of the program
• Research and prepare items of significance of the chapter’s history
• Help the reporter create the Year in Review PowerPoint for the banquet
Page 6
Grassland FFA Officer Application:
Name: ____________________________________
Address: ______________________________
______________________________
Cell Phone: ________________
Years in FFA: _________
Cumulative GPA: _______________
Year in School: ________Freshman ________Sophomore ________Junior
Highest Degree Earned: ________ Greenhand _______ Chapter ________ Red Rose
Have you ever held a FFA Chapter Office before? ______ Yes ______ No
If Yes, what office(s)? ___________________________________________________
List all the agriculture courses that have taken or are taking currently:
a.
__________________________________________ Semester Taken: _________
b.
__________________________________________ Semester Taken: _________
c.
__________________________________________ Semester Taken: _________
d.
__________________________________________ Semester Taken: _________
e.
__________________________________________ Semester Taken: _________
Position Applying For: (Rank in order of preference 1-10)
____ President
____ Sentinel
____ Vice President
____ Chaplain
____ Secretary
____ Asst. VP
____ Treasurer
____ Asst. Secretary
____ Reporter
____ Asst. Treasurer
Page 7
Why do you desire to serve as a chapter officer?
Why have you ranked your preferred offices in this order?
Explain your involvement in the FFA (offices, leadership roles, teams, competitions, etc.) and describe
contributions you have made to the chapter.
Page 8
What is one thing you would like to change about our chapter?
What are your plans after graduation?
What chapter events in the last year did you help with? Describe your involvement for each event listed.
Page 9
What is one goal you hope to accomplish as a chapter officer?
What traits will you bring to the officer team?
What commitments do you have outside of FFA (ex. Work, other organizations, etc.)?
Page 10
Grassland FFA Officer Contract
By submitting the application to serve as a Grassland FFA Officer, I agree to the following contract:
1.) I either have earned or have progressive plans to earn my next FFA Degree.
2.) I commit to the required amount of set “Office Hours” as deemed by the Official Chapter Officer
Duties.
3.) I will commit to attending two night retreats and two weekend retreats through the course of
my year of service.
4.) I will commit to serving as an advocate and will actively participate in State level activities.
5.) I will act at all times in a matter that would only positively reflect the FFA Chapter, in school and
out of school.
6.) I will attend all activities that the team and/or Chapter Advisors deem required for the officers
unless I have extreme circumstances that the team and advisor agree to.
7.) I will be open and accepting to diversity within my chapter, State Association, and community.
8.) I will commit myself to the betterment of my team and self through commitment to my chapter.
9.) I will work hard and complete tasks that I am assigned to.
10.) I will promote the chapter and constantly recruit individuals to join the chapter.
11.) Maintain records on my SAE and have progressive plans for my SAE.
If at any time that the Chapter Advisors or officer team sees fit, a warning email can be sent to any
officer of the Officer Team that breaks this contract. After two warning emails are sent, an email of
suspension will be issued. Included in the email will always be the reason for the letter and will be
written by the party(ies) that feel the letter to be necessary. A letter cannot be sent without approval
from Chapter Advisors. Officers may be reinstated upon conditions deemed appropriate by the officer
team and Chapter Advisors.
____________________________________
Signature of Officer
___________________
(Date)
As a parent of the above officer candidate, I also agree to hold my child to these standards.
____________________________________
Signature of Parent
___________________
(Date)
Page 11