HOSA
Chapter/State Officer Guide
This program will introduce, implement, and promote a set of
training tools, which will properly inform, train, and develop the
leadership styles of both local and state officers across the nation.
Know Your Facts
It is important for HOSA leaders to be informed.
As a leader, many members will look to you for
answers to HOSA questions. By learning
important HOSA facts, you will show members
that you are well informed about the history of
HOSA. This information, in turn, will truly show
your pride in the organization.
HOSA History
HOSA…
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was conceived by six charter states (AL,
NJ, NM, NC, OK, TX) at the organizing
meeting in Cherry Hill, NJ in November
1975.
was officially organized at a Constitutional
Convention held in Arlington, TX in 1976.
Attendees at the convention included state
supervisors, state advisors, teachers and
over 300 student leaders.
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was comprised of only six states with
6,000 members.
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focused on limited supportive nursing,
dental, medical and related programs in
health careers approved by a State
Department of Education.
HOSA Mission
The mission of HOSA is to
enhance the delivery of
compassionate, quality health
care by providing
opportunities for knowledge,
skill and leadership
development of all health
science technology students,
therefore, helping the student
meet the needs of the health
care community.
Goals of HOSA
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To promote physical, mental, and social well-being;
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To develop effective leadership qualities and skills;
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To develop the ability to communicate more effectively with
people;
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To develop character;
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To develop responsible citizenship traits;
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To understand the importance of pleasing oneself as well as
being of service to others;
Goals of HOSA
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To build self-confidence and pride in one's work;
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To make realistic career choices and seek successful
employment in the health care field;
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To develop an understanding of the importance of interacting
and cooperating with other students and organizations;
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To encourage individual and group achievement;
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To develop an understanding of
current health care issues,
environmental concerns, and
survival needs of the community,
the nation, and the world.
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To encourage involvement in local,
state, and national health care and
education projects.
HOSA Officer Positions
The positions you hold as
officers are extremely
important to HOSA. Knowing
exactly what is expected of
you and your position is
crucial in order to move forth
with any business. This
section will provide detailed
descriptions as they relate to
both local and state offices.
Local Officers
President:
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Presides over and conducts chapter meetings
according to chapter rules
Takes leadership role in working with other chapter
officers
Coordinates activities with chapter advisor
Keeps chapter meetings and activities on task
Appoints committees and serves as ex-officio
member
Local Officers
Vice-President:
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Assists the president in all leadership functions
Presides over chapter activities in the absence of the
president
Assumes the office of president should it be vacated
Coordinates all committee work
Local Officers
Secretary:
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Prepares and reads the minutes of the meetings
Helps develop meeting agendas with the president
Keeps track of attendance at all chapter meetings
Prepares all written documents and reports
Works with the treasurer in keeping the membership
list and distributing chapter membership cards
Reads minutes and communications at chapter
meetings
Local Officers
Treasurer:
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Keeps an account of all chapter funds
Collects all State and National dues
Keeps membership records in coordination with the
secretary
Keeps financial records neat and accurate
Encourages efficient management of chapter funds
Assists in preparing the chapter budget
Assists in the payment of chapter bills
Serves on the fundraising committee
Local Officers
Reporter:
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Keeps written records of chapter successes and
member achievements
Gathers chapter news
Serves as chapter photographer
Contacts local media to inform them of exceptional
chapter activities
Submits articles of chapter activities to local newspaper
Submits articles of chapter activities to State and
National HOSA
Coordinates publication of chapter newsletter
Submits chapter newsletter in the National HOSA
Chapter Newsletter event
Local Officers
Historian:
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Maintains a history of local HOSA chapter activities
throughout the year
Compiles the local chapter’s Outstanding HOSA
Chapter book
Presents the Outstanding HOSA Chapter book at
State/National Conference
May also serve as chapter photographer
Local Officers
Parliamentarian:
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Becomes knowledgeable about basic parliamentary
procedure
Brings a copy of Robert’s Rules of Order, Newly
Revised to all chapter meetings
Provides recommendations to the presiding officer
regarding the conduct of chapter meetings
Advises chapter members about the use of
parliamentary procedure
Conducts workshops for chapter members upon
request
State Officers
HOSA State Officers
should be available, as
necessary, to promote
HOSA in their state and
fulfill their duties as
state officers for the
time that they are in
office.
State Officers
President:
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Presides at the State
Leadership Conference and
all officer meetings
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Makes committee
appointments
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Develops, with the assistance
of the Executive Council, an
Annual Program of Work and
goals for that prospective
year
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Acts as an ambassador for
their state association
State Officers
The rest of the officer titles and duties vary from state to state as
some states follow the lead of Nationals (President, President-Elect,
Region Vice-Presidents, etc.) and others base their titles on local
chapter officers (President, Vice-President, Secretary, etc.). The
following slides will give a description of the general
duties of state officers.
State Officers
State Officers:
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act as ambassadors for their state association
will plan and participate in their State Conference
will represent the state in any way necessary
will serve the members to the best of their ability
On the Spot…
As a leader of HOSA there will be many times where
you will find yourself on the spot. It is essential that
you not only know your facts and history, but that you
also know how to properly, professionally, and
respectfully present this information to your audience.
By knowing your HOSA history and gaining composure,
you can learn how to handle an “on the spot” situation
with professionalism and tact.
First Impressions Last a
Lifetime
Impressions are made from the moment
someone meets you. Making a positive first
impression is essential. Appearance, standing,
sitting, and shaking hands can all have an
impact on how people perceive you as a leader.
Official HOSA Uniform Policy
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Blazers for members Males and Females.
A tailored navy blazer with
emblem affixed over the heart.
Awards Unlimited Supply
Service is the official supplier
for this blazer.
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Shirt/blouse for female
members.
A white tailored blouse or a
short-sleeve white jewel neck
shell are acceptable. This is
interpreted to mean: an open
or closed neck. Jewel necklines
with lace, ruffle or full-edged
collars are not acceptable.
Official HOSA Uniform Policy
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Shirt for male members.
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Accent for female
members.
A white closed-neck, mantailored dress shirt, suitable
for use with a tie.
The maroon HOSA scarf is no
longer a required part of the
official uniform for females.
However, maroon accent is
optional as a scarf or bow
tie.
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Accent for male
members.
A solid navy or maroon mantailored long tie.
Official HOSA Uniform Policy
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The official HOSA member or
advisor pin is centered on the
left lapel of the jacket.
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Matching navy or white slacks
for males, and slacks or skirts
for females.
(Jeans and denim skirts are not
considered appropriate.)
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Footwear
appropriate to the overall
appearance of the uniform in
navy, black, or white, should be
consistent among the group.
How to Stand
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Women - A female officer stands up straight and
tall with the left foot facing front and at a slight
angle, and the right heel placed in the instep of
the left foot and at a 90 degree angle to the left
foot.
The right leg may be slightly bent to prevent a
stiff looking pose. (This leg/foot position helps to
slim the hips.)
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Men - A male officer stands up straight with feet
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All officers - Eyes forward, chin up. (Don't look
spaced comfortably apart (no more than shoulderwidth) and facing forward.
at your feet!) Hands comfortably relaxed at the
sides with shoulders back. Elbows may be slightly
bent and should be close to the body, but not
stiff. (Males may clasp their hands together in
front if they prefer.)
Remember
When sitting on stage, try to sit as still as
possible. Do not move around or play with any
parts of your clothing. ALWAYS keep your eyes
focused on the stage action, such as a speaker.
Keep a positive expression on your face, and
remember that someone in the audience is
watching YOU!
Shaking Hands
A good hand shake is firm, brief, and at elbow
length. It should convey a positive attitude. Be
sure to establish eye contact - and smile!
Shaking Hands
1.
2.
3.
4.
5.
Bring your right hand from the side of your body to
the waistline.
Place your palm firmly in the other person's hand
for one or two shakes.
Your left hand should remain at your side.
Say "Hello" or "How do you do"
Maintain eye contact and a sincere smile
Shaking Hands
Be sure your hand shake is very firm. Not
strong enough to hurt the person you are
greeting, but not limp and weak either!
Talking the Talk
With leadership in any
organization comes the
responsibility of giving key note
addresses, thoughts of the day,
introductions or greetings on
behalf of the organization.
Knowing exactly what to say and
how to say it is a major aspect of
being a leader. Make sure you are
well prepared for all speeches.
Practice thoroughly so you
present the information in a
professional manner.
Dear HOSA
Writing is important when
conducting any form of
business. As a leader you will
be expected to write letters,
thank you notes, e-mails, and
speeches.
Knowing how and what to
write helps to relieve anxiety
and apprehension when
communicating through
writing.
* Please keep in mind that it is best to send letters and thank you
notes in a timely manner.
How do You Lead?
Style sets us apart from one
another. Finding and developing
your own style of leadership is just
as important as making your first
impression. Many people will
remember impressionable or unique
styles of leadership. This section
will describe different leadership
styles as well as provide tips on
deciding which will work best for
each situation you encounter.
Leadership Styles
Some leaders have one definitive style, but most
use a variety of different styles to suit different
situations. Prior to attending an event, ask questions
to assess the leadership style(s) that will best fit the
needs of the members you are serving.
Leadership Styles
A leader is not locked into one style of
leadership. Their style can change
depending on the following
conditions:
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The amount of confidence the leader
has in the group to perform the task.
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The amount of trust the leader has in
the group to act in a responsible and
mature manner.
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The amount of confidence the leader
has in himself/herself.
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The amount of security the leader
feels with his/her supervisor.
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The nature of the task the group has
to perform.
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The objectives the leader wants to
accomplish.
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The ethics or values of the leader.
Can You Hear Me Now?
The true voice of HOSA is the members. As an
officer you must not only learn to listen to the
members but also to health care partners,
educational leaders, and other professionals.
This section will list 12 main listening principles
and help you to become a better listener.
12 Principles of Listening
1.
Listening is an active process that
demands constant concentration.
You cannot be a lazy or part-time
listener and hope to be an effective
listener.
2.
Do not make prior judgments as to
the importance of the message
being transmitted. If you fail to
recognize the importance of the
message, you may have the
tendency to disregard the content.
3.
If you cannot hear the speaker
clearly, correct the situation or time
will be wasted for all involved.
4.
A reason or purpose for listening
enhances listening effectiveness.
You listen more intently to what you
are interested in as opposed to what
is important.
12 Principles of Listening
5.
A person should listen to the complete message and determine
the meaning rather than making a snap judgment before the
message is completed.
6.
A good listener must ignore distractions and concentrate on
the message. You must learn to tune out everything that is
irrelevant to the message.
7.
Do not formulate a response until the message is transmitted
in its entirety. An ineffective leader will formulate their
response before the speaker finishes, often interrupting the
speaker.
8.
Clarify the message with the sender to assure you understood
the message.
12 Principles of Listening
9.
Listen not only to the words being transmitted but the essence
of the message being communicated.
10.
Listen intently to the feelings expressed by the speaker.
11.
Make mental notes throughout the communication as to what
was said. After the message has been transmitted, you should
make written notes especially for detailed or technical terms.
12.
Be aware of non-verbal clues. Remember that how a person is
acting is just as important as what they are saying.
All Different Shapes, Sizes,
Ideas…
As in any leadership position,
there may be times when
conflict arises either among
your team or members of the
organization. Being able to
deal with conflicts is
necessary. This section will
describe the steps on how to
resolve organizational
conflicts, provide tips on how
to make most situations “winwin” and lists the ways you
can lose at leadership.
Resolving Organizational
Conflicts
Every leader will experience conflict at some
point. When a leader notices conflict or tension,
they are obligated to address the problem.
Attempting to resolve the conflict is a way of
viewing problems honestly and openly. It
provides an atmosphere of fairness in the
organization.
Resolving Organizational
Conflicts
1.
Recognize that conflict exists
2.
Clarify the problem
3.
Determine a plan for addressing the conflict
How to Lose at Leadership
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Set out to defeat someone or something.
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Focus on your own personal goals.
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Show your superiority by forcing others into
submission.
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Try to put yourself in a position of power.
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Use threats to get others to do things your way.
How to Lose at Leadership
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Act unpredictably and surprise people.
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Pretend to agree with and support whomever you
are with.
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Avoid trying to understand the feelings of others.
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Don’t let people work together and think for
themselves.
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Emphasize the insignificance of others and the
superiority of your own position.
Constructive Feedback
Part of being a leader is having the ability to
respectfully accept and learn from constructive
feedback. There will be many situations where
people will provide you with feedback and where
you will provide them with feedback as well. You
must learn to accept this and use it as a valuable
learning lesson. This section will provide the 6
valuable points of constructive feedback.
Constructive Feedback
1.
Corrective feedback should only be offered as a means of
helping improve a group member’s performance or ideas. It is
important that the group member perceive the leader’s intent
as improvement.
2.
Constructive feedback or criticism directed toward an individual
should never be given in front of other group members.
3.
Never offer feedback in an angry or punishing way.
4.
Feedback should include both the merits of the person and the
areas needing improvement in their performance or ideas.
5.
Feedback, both positive and corrective, should be specific.
6.
Constructive feedback is enhanced when the leader is an
effective listener and takes time to gather the information
needed to provide good feedback.
A Discussion Needs a Leader
Interaction with members is a major role of any
HOSA officer. You must be able to interact and
lead discussions. This section will provide the
12 points to leading a discussion.
12 Tips to Leading a
Discussion
1.
Do not dominate the group. It is easy for the leader to push his
or her ideas through because of the position, but that is usually
not good for the organization and makes members feel
unimportant.
2.
Do not compete with members of the group. If competition
exists within the group, more time is spent trying to win
personal triumph rather than sharing ideas with the group.
3.
Be a good listener. Remember to listen for both comprehension
and feelings.
4.
Encourage the group to look at different points of view.
Different points of view should be regarded as healthy and
therefore should be encouraged.
12 Tips to Leading a
Discussion
5.
Encourage the group to submit ideas that have not been fully
developed but that may lead to additional comments.
6.
You should always identify the group’s goals at the beginning
of the discussion so that everyone knows what is expected.
Remember that your goal in the group discussion is to
accomplish the objectives that were stated at the beginning of
the discussion.
7.
Let the group members know the time constraints of the
discussion.
8.
Always let the group know what they have accomplished. They
should know that the exercise was not a lesson in futility but
has made a significant contribution.
12 Tips to Leading a
Discussion
9.
Be sure to formulate a plan of action that you will take as a
result of your group’s discussion.
10.
Always express your appreciation to the group for participating
in the discussion.
11.
If appropriate, send a copy of notes taken during the
discussion to each member of the group.
12.
Conduct an orderly meeting by using the following rules:
- Do not allow new topics to be introduced while another
is being discussed.
- Use corrective feedback effectively.
- Let the group know if a particular topic is not within the
purposes of the group discussion.
- Do not allow more than one person to talk at a time.
Robert…Who?
When leading discussions or carrying out business, it
is necessary that all members are treated fairly and
that the delegation does not lose focus. As a leader in
HOSA, you need to understand and follow
parliamentary procedure during meetings. This
section will provide basic parliamentary vocabulary
and procedures as they relate to Robert’s Rules of
Order, Newly Revised. This section will also provide
examples of agendas, committee reports, treasurer
reports and minutes.
Principles of Parliamentary
Procedure
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All members have equal rights, privileges and
obligations.
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The majority vote decides.
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The rights of the minority must be protected.
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Full and free discussion of every proposition
presented for decision is an established right of
members.
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Every member has the right to know the
meaning of the question before the assembly
and what its effect will be.
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All meetings must be characterized by fairness
and by good faith.
Motions
Various motions may be classified into five broad
categories. These classes of motions are as follows:
1.
Main Motions: A main motion brings business before
the assembly. It can only be made when no other
motion is pending and ranks lowest in the order of
precedence of motions.
2.
Subsidiary Motions: Subsidiary motions assist the
assembly in considering or disposing of a main motion
(and sometimes other motions). Subsidiary motions fall
into the order of precedence.
Motions
3.
Privileged Motions: Privileged motions do not relate to the
pending business, but have to do with special matters of
immediate and overriding importance which, without debate,
should be allowed to interrupt the consideration of anything
else. Like subsidiary motions, the privileged motions fit into any
order of precedence.
4.
Incidental Motions: Incidental motions deal with questions
of procedure arising out of other motions or business. They
have no order of precedence among themselves. Instead, they
arise incidentally and are decided as they arise.
5.
Motions That Bring A Question Before The Assembly:
These motions do not quite fit in any other category and rarely
arise. They do not fit within the order of precedence and can
only be made while no business is pending.
Order of Business
I.
READING AND APPROVAL OF MINUTES
II.
REPORTS OF OFFICERS, BOARDS, AND STANDING
COMMITTEES
III.
REPORTS OF SPECIAL COMMITTEES
IV.
UNFINISHED BUSINESS
V.
NEW BUSINESS
Reading and Approval of
Minutes
If copies of the minutes are made available, the
actual reading may be waived. Following any
corrections or additions, the minutes should be
approved. Approval of the minutes is usually
handled by unanimous consent.
Reports of Officers, Boards,
and Standing Committees
The chair usually calls on only those
members who have reports. A motion
arising out of one of these reports is taken
up immediately, since the object of the
order of business is to give priority to the
classes of business in the order listed.
Reports of Special
Committees
Special
committees do not
have continual
existence but exist
solely for the
purposes of a
specific project.
Unfinished Business
Unfinished business refers to questions that have
carried over from the previous meeting as a result
of that meeting having adjourned without
completing its order of business. The following
items are considered unfinished business:
a.
b.
c.
The question that was pending when the previous
meeting adjourned
Any questions not reached at the previous meeting
before adjournment
Any questions postponed to the present meeting
New Business
Following unfinished business, the chair asks, “Is
there any new business?”. Members can then
introduce new items of business or move to take
from the table any matter that is on the table.
Minutes
The minutes of a meeting should include:
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Date, place, and time of meeting
What type of meeting it is (officer, member,
or special)
Name of person residing
Name of secretary
All main motions, adopted or rejected
The names of persons making the motions
Points of order or appeals, whether
sustained or lost
The minutes of the meetings should be submitted to the
president within two weeks of the meeting.
Breaking the Ice
As a leader you will often find that it is
hard for many members to work
together. More than likely this is due to
the simple fact that they do not feel
comfortable around each other, and
they do not know one another. Being
able to break the ice during meetings,
or other activities can help to make
members feel at ease. This section will
provide some ice breakers that you can
use to help your members.
Icebreakers
"Do you know me?”
Objective:
Materials:
Procedure: -
To facilitate interaction between members of the
group and to make them feel more at ease in this
setting.
Index cards with names of well-known public figures
written on them and tape.
Tape an index card to the back of every participant
making sure they don’t see their index card.
Each participant should walk around asking other
participants questions about who they are.
No more than 3 minutes should be spent with the
same person.
You are allowed to ask only questions with a yes or
no answer.
A total of fifteen (15) minutes is given for each
participant to figure out who they are.
Icebreakers
“HOSA Knot”
Objective:
To strengthen communication between team
members by working together to problem-solve.
Procedure:
Everyone must be in casual or business dress, no
skirts. Have a group of people as big or as small as
you would like gather in a circle. Everyone should put
out their right arm and grab someone else’s right arm
across the circle, and do the same with the left. Time
them to see how long it takes to get the knot
untangled and back to the circle again (it works better
if you have two groups going at the same time, so
they can compete for the quickest group time)
Icebreakers
“Lily pad flop”
Objective:
To work together to get past obstacles.
Procedure:
Everyone must be in casual or business attire. Each
team member is a frog hopping to the brook. It rained
the night before, and your little brook has become a
raging river. Your team has one lily pad for every frog.
Use those lily pads to cross the river, but be careful if
you step off the lily pad for even a second as the river
will sweep it away.
Provide each person a "lily pad" either a folder or rug
section or a cut out lily pad. Mark where the river start
and stops. Give the team(s) a minute or so to plan
and then execute. if they take a body part of the lily
pad, take it away. The goal is to have as many as you
started with. After they get across, have them go
back.
Icebreakers
For more icebreaker ideas, visit the following websites:
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http://adulted.about.com/od/icebreakers/
http://www.wilderdom.com/games/Icebreakers.html
http://www.nwlink.com/~donclark/leader/icebreak.html
Additional Resources
This section will provide just a few of the
many additional resources that are
available.
Additional resources are
always a plus with any type
of leadership position.
There are many books,
videos, etc. that can help
you in further developing
your leadership techniques,
styles, etc.
Leadership Websites
http://www.adv-leadership-grp.com/programs/evaluations.htm
Advanced Leadership Group has prepared the following selfevaluations which you can use to determine your stress level and
ability to work effectively with others
http://educ.queensu.ca/~reesr/bibliography.html
This website has a great list of books on leadership.
http://www.see.ed.ac.uk/~gerard/MENG/ME96/index.html?http://oldeee.see.
ed.ac.uk/~gerard/MENG/ME96/index.html
These pages aim to expand the readers knowledge and
understanding of the continuing debate in management studies
about the role of leadership in the management of small teams
and small projects.
http://web.cba.neu.edu/~ewertheim/leader/leader.htm
This website has a lot of insight in regards to leadership. From the
introduction into a leadership role to the goals of a good leader, this
website contains information that is both practical and useful.
Leading a Discussion
http://www.sonnerct.com/English_Phrases/4_Leading_A_Discussion.htm
This website provides information on how to begin a discussion,
and how to properly and tactfully acknowledge those who have
participated in your discussion.
Effective Speaking Websites
http://www.bodary.com/cm211/
This website provides a great deal of information in regards to
effective speaking. From speech outlines to power point basics
everything you need is just a click away.
http://www.westegg.com/unmaintained/carnegie/easy-speaking.html
This website provides the fundamentals of effective speaking
as well as the challenges of effective speaking.
Letter Writing Websites
http://englishplus.com/grammar/letrcont.htm
This website provides great letter writing tips. From how to
properly fold a letter to envelope formats, you will find it all.
http://www.writinghelp-central.com/letter-writing.html
This website is worth visiting. It provides tips and information on
how to properly use language, revise letters, focus on the point
of the letter and much more. This site is a must see for any leader.
http://owl.english.purdue.edu/handouts/pw/
This is an amazing website with so much information. It provides
examples of different types of writing, from letters to resumes it is
all here.
http://jobsearchtech.about.com/library/bl-business-letters.htm
This site has it all. From writing thank you notes to cover letters.
All your writing needs are met with this amazing site.
Telephone Etiquette
Websites
http://www.ljlseminars.com/phone.htm
This website provides some great tips on how to answer the
phone properly and leave the right voice mail when necessary.
http://ocean.es.brevard.k12.fl.us/ParentPage/PP9.htm
This website provides a great worksheet to keep by the phone
when answering phone calls. Using the sheet once or twice
will help improve you telephone skills for life.
Good luck in your next year as a HOSA officer.
Remember to take advantage of every
opportunity you encounter!
For resources and more information, visit www.hosa.org