State Directors Certification System

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1 State Directors Certification System A Voluntary, Recognized Demonstration of Association Management Competence Revised 10/12/11

2 SkillsUSA State Directors Certification System T - managers. This document covers the following: 5. Application for Review 8. Guidelines for Recertification Purpose of a Certification System Association-sponsored professional certification programs serve a multitude of purposes for stakeholders. They give the and allow certificants to differentiate themselves from others in the profession or advance their careers. 1 SkillsUSA s state director representatives believe a certification system will help to justify their professional existence and will establish a professional standards platform/benchmark to use for improvement. 1 Association Management, 2000). Defined Areas of Certification and Program Competencies Areas of concentration represent a body of skills considered vital to effective management of an association. The areas were identified by a representative director committee and validated by American Society of Association Executives (ASAE) standards. Each area contains competencies that have been identified through job analysis of several directors. These competencies represent skills necessary to successfully manage a student association: Membership Development ship 4. Educate members to develop membership Conference Management Communications, Image and Media 2. Use information technology 4. Use media effectively 2 SkillsUSA

3 Industry Partnerships 1. Establish business and industry leadership for technical committees for all skills contests 2. Establish and use business and industry contacts on a foundation or advisory council involvement industry partners 5. Secure business and industry involvement in programmatic/ curriculum validation Personnel Management ship areas and understand and implement applicable personnel laws and regulations ability and desire ties 6. Use effective interpersonal relations Operations Management 1. Finance management 5. Resource management Assessment Process Assessment is based on a fundamental problem-solving/cy- pants need to demonstrate all phases of this cycle. it is done on a small scale because the prediction may be ous improvement is ongoing and this is achieved by continu- ACT Act on the learning, reflect and standardize STUDY Study the results for improvement PLAN What is the goal? DO Management of plan: process-driven Rubrics as a Tool for Self-Assessment The included rubric helps to define levels of competence. Each participant will decide when he/she is ready to apply for certification. The rubric acts as a guideline to assess readiness. A rubric is an evaluation tool that contains essential characteristics and criteria of an intended perfor- competent when a successful level is demonstrated for each area outlined. How will this be demonstrated? A portfolio and an interview. Portfolio as a Summary Tool - ment a participant s competence. A guide has been developed by directors to assist potential candidates. Each certification applicant will be asked to present a portfolio as part of the certification examination process. The Interview Process An interview process is the final step in the certification system. A team of three individuals will conduct the examination. This panel will be made up from representatives selected from three of the following groups: corporate mem- representative or a national staff director. The examination starts with a brief introduction from the candidate followed by a 45-minute presentation/explanation of their portfolio. A 3

4 - management. The interview time frame is one to two hours. The attached rating sheet will be used during the interview process. Training Opportunities An ongoing calendar of opportunities for training is made - will be provided based on meeting a minimum number of attendees (determined by national staff) to be cost effective. ing for participants with limited travel budgets are being investigated. Efforts are underway to create a resource library with examples of works from various directors for use and bench- Training and Assessments at Training documentation is the responsibility of each partici- transcript clearinghouse for formal training sessions offered. each session attended and this information will be stored in a database. A report of each director s training will be distrib- and informtaion from the report needs to be included in the are also being investigated. Application and Porfolio for Review are asked to submit an application form. This will alert identified date. if you are participating in an interview at the August state the results and possible appointment time and location for Recognition for Certified Directors Recognition for certified directors may include any or all of the following: used on correspondence or other materials to indicate that Portfolio Contents - you. A good portfolio can help you make future career deci- and achievements. 4 SkillsUSA

5 SkillsUSA State Director Certification System Assessment Rubric Area of Concentration: Competency: Competency Descriptors Outstanding Successful Work in Progress ment) ments process: specifically target decision makers cated in various forms ments planning communication ments planning munication Empower others to put plan into action and services (improvements) to all stakeholders stakeholders into action stakeholders stakeholders plan into action management vided to-know basis ation in evaluation collection evaluation ment future planning feedback into future planning 5

6 The portfolio is an effective and efficient way to produce and demonstrate competency. Be selective and precise, not excessive. Use the portfolio as a tool a consistent method Organize Your Portfolio Components Of Your Portfolio Cover Page: Table of Contents (areas of competencies) Your SkillsUSA State Director Certification Application Résumé Documentation of Professional Development Report from the SkillsUSA national office listing workshops provided by SkillsUSA that you have attended - Reference professional development in your narrative Philosophy Statement Areas of Concentration: followed by supporting items. Guideline for supporting items are described below: Membership Development years) supporting items to prove your competence Conference Management years) supporting items to prove your competence Communications, Image and Media - years) supporting items to prove your competence Industry Partnerships years) supporting items to prove your competence Personnel Management years) supporting items to prove your competence Operations Management years) supporting items to prove your competence Copy of Minimum Standards for state SkillsUSA Associations on Fiscal Responsibilities Check Sheet Copy of Minimum Standards for state SkillsUSA Associations on Governance Check Sheet Copy of Annual Budget with signatures Refine Your Certification Portfolio - page protectors may be used keep items clean and wrinkle- or other similar modes during the interview. We encourage before and after your certification. Update it at every oppor- The task force for the SkillsUSA certification for state association directors developed a process to demonstrate the - team with excessive documentation. Recertification - tion report form which serves as a notice to national staff opportunities since the original date of certification or last renewal whichever is more recent. A list of professional development activities is required on the renewal application. 3. An updated portfolio with supplemental supporting items from the six areas of concentration. Supporting items should be after the original date of certification or last renewal whichever is more recent. 4. An interview with an examination team in which the candidate makes a presentation/explanation on changes/ continuous improvements made since the original certification or last renewal. 6 SkillsUSA

7 SkillsUSA State Director Certification Application APPLICATION INSTRUCTIONS Part I: Part II: Part III: an advisor; speaking engagements; publications; instructor responsibilities; and/or civic activities. Part IV: to show your portfolio and demonstrate a successful level (or higher) of competence in areas of concentration as outlined. (Successful means as defined by the program rubric.) Part I: Contact Information Name: Work Address: Address: Check one: Application for Certification Job Title : Work Phone: ( ) Work Fax: ( ) Application for Renewal of Certification Date of certification or last renewal Part II: Association Experience Information Name of Professional Association: Direct Report Contact: Position(s) held: from (mo/yr): to (mo/yr): Position(s) held: from (mo/yr): to (mo/yr): Part III: Professional Development Activities/Experience Please attach your list on a separate sheet of paper. Include the following for each reference: a. Experience b. Date c. Sponsoring organization/contact Part IV: Are You Ready? tor website.) Signature: 7 Please complete this application, and return it to: SkillsUSA, State Director Certification, SkillsUSA Way, Leesburg, VA

8 Template for maximum two-page narrative using Plan-Do-Study-Act (PDSA) Format (Each page should be portrait style and text should not be less than 10 pt font) (Please note: Use separate page for each of the six areas of concentration Membership Development; Conference Management; Communications, Image and Media; Industry Partnerships; Personnel Management; Operations Management) (Major heading e.g. Membership Development ) Plan (Written narrative, using paragraph form with proper spelling, grammar and punctuation) Example: After a review of the previous year s membership final report at the board planning meeting, specific schools and programs within schools are identified for the coming school year. Retiring state officers, alumni and business partners are recruited for Fall Membership Tours and their roles specified. School Directors are contacted, appointments scheduled and calendared for August through October. The state office provides brochures, handouts, PowerPoint presentations, etc. The state director s participation in these tours is usually limited to the planning stage, including training of the state officers. However, as needed the state director can accompany the team, but has a limited visibility for most activities. Do (Written narrative, using paragraph form with proper spelling, grammar and punctuation) Example: A minimum of 3 and a maximum of 7 Fall Membership Tour visits are held. Based on the individual school s schedule, presentations of 45 minutes are staged for members and teachers with the full team. Thirty minute follow-up sessions with teachers and advisors are then held with the business member of the team and the state director. The alumni and retiring state officers use this time for ice breakers, testimonials, and give-a-ways with the students. Photos are taken at each school for posting on our website in a timely manner. Evaluations are distributed and collected from the three target audiences. Study (Written narrative, using paragraph form with proper spelling, grammar and punctuation) Example: Debriefing of the team members after each tour are held and recorded. The evaluations are reviewed and a summary is generated. Team members are encouraged to use the outline as a guide, but not a script. The energy of the audience and the presenters, as well as the facility often requires innovative and spontaneous alternatives to be tried. The bottom line is did the audience have fun and did the team have fun. Act (Written narrative, using paragraph form with proper spelling, grammar and punctuation) Example: Membership and participation in state-wide activities were reviewed to see if membership tours were a success and reported to the board for future planning. This information will be used to improve the tours and processes. 8 SkillsUSA

9 Minimum standards for state SkillsUSA associations on fiscal responsibilities NOTE: All States should meet 80% of the Standards (Approved by the State Association Directors and SkillsUSA Board of Directors August 2001) State Association: State Director: Standards 1. An annual budget is approved by one of the following: a. Board of directors b. Advisory committee c. Committee appointed by the state education agency consisting of at least three individuals who do not administer funds. 2. At least quarterly financial reports are provided to the group that approves the budget, showing budget variations. 3. A complete, annual financial report, which has been independently audited, is provided to all boards, advisory committees, members and donors, as well as the National office of SkillsUSA. 4. All funds raised under the collective name of "SkillsUSA" (all states and national) are used by the SkillsUSA organization for the purposes of SkillsUSA. 5. All state-level SkillsUSA entities (those using the "SkillsUSA" name, including foundations) report all receipts and disbursements to the national office for SkillsUSA for reporting to the IRS on SkillsUSA Form 2 no later than October Funds are maintained under state association policy, approved by one of the groups in item No. 1 to include at minimum: a. Establishment of bank accounts by resolution of group empowered in No. 1 above under the state association's federal identification number. b. Reporting as described in No. 3 above. c. Invoice approvals by someone other than check signers. d. Required two signatures on all checks. e. Opening and reviewing of all bank statements, using three individuals (excluding any person responsible for actual check writing) on a set pattern of rotation. f. All financial books are kept according to accepted accounting standards. 7. No funds can be transferred to another organization or entity for use without express-written approval by the SkillsUSA board or advisory committee as described in No. 1 above, and in such case, that entity must be a SkillsUSA entity with the same SkillsUSA purposes. In such cases, a "combined" report of the two entities will be submitted to the National Office for IRS reporting. 8. Any state association, which makes solicitations for charitable contributions, shall meet the "Standards for Charitable Solicitations of the Council of the Better Business Bureau, Inc." 9. Abides by state laws for nonprofits. 10. Maintains appropriate liability insurance coverage. 11. Establishment of a strict policy limiting the use of and authority for the use of credit cards that include the following stipulations: All purchases using the credit card must be for the sole purpose of the organization and not personal. a. All receipts are turned into the person responsible for the accounting function within seven days of the purchase with written explanation. b. Someone other than the cardholder must review all purchases regularly; compare monthly billing with the credit card receipts for validity. c. Any and all abuses of the use of the credit card must be reported to the governing body identified in No. 1 above immediately 12. Establishment of a strict policy that forbids any and all uses of organization funds, whether cash or checks, for personal or any use other than the expressly for the benefit of the organization. 13. All financial records must be open for inspection by any professional member, board member and or state education agency personnel that have direct interest in or supervise the operation of the organization. Meets Standard (X) Will Meet Standard (Year) 9

10 Minimum standards for state SkillsUSA associations on Governance NOTE: All States should meet 100% of the Standards (Approved by the State Association Directors and SkillsUSA Board of Directors August 2001) State Association: State Director: Standards 1. The state agency endorses SkillsUSA and its activities as a part of the plan for career and technical instruction in the state. a. The appropriate state education agency cooperates with the State SkillsUSA Director by approving and signing the completed SkillsUSA Corporation Form (Form 1) b. In the state plan for vocational education, career and technical student organizations (SkillsUSA) are clearly endorsed as one of the approved educational activities. 2. For state associations where the state education agency has decided to manage SkillsUSA from outside the agency, the state education agency agrees to maintain a key role in a relationship to the association. a. The appropriate state education agency(s) have signed the Memorandum of Understanding between SkillsUSA and the State Education Agency b. The appropriate state education agency assigns an official who has responsibility for the programs, which by policy, is eligible to maintain a liaison with the state association s managers and to work to fulfill the state s obligation in the Memorandum of Understanding between SkillsUSA and the State Agency. 3. The State association shall have an effective board of directors. a. One-third of the board s membership is composed of business and industry representatives b. A representative from the state education agency serves on the board. c. Advisors and administrators from the schools where SkillsUSA is organized serve on the board d. The board has received training on the roles and responsibilities of a board and on financial accountability. 4. The state association meets the financial standards of SkillsUSA. a. Eighty percent of the voluntary financial standards of SkillsUSA have been met. 5. The State SkillsUSA Director has clear authority and adequate time to do the job. a. The State SkillsUSA Director has a formal job description b. If the State SkillsUSA Director is not a state education agency employee, he/she has a formal contract that is performance driven. c. The position represents at least 32 per hours per week average. 6. There is a system for volunteer management of a balanced program of work for the state. a. There is an approved program of work. b. Each major part of the state s program is either managed by paid staff or volunteers c. There is a structure, in writing, that describes the volunteer teams and reporting command. d. All volunteers have been trained. 7. The state association is incorporated. a. If the state association is managed outside the state education agency, the association is incorporated and has signed the SkillsUSA licensing agreement. (If the state association is managed by the state education agency, incorporation is the state education agency s decision.) 8. The state association has legal protection. a. The state association has general liability insurance. b. The state association has directors and officers c. The state association has AD&D insurance for all events. d. The state association s staff is bonded. Meets Standard (X) Will Meet Standard (Year) 10 SkillsUSA

11 SkillsUSA State Director Certification Rating Sheet for Interview Committee Name: State: Interviewer: Portfolio Possible Points Interviewers Score Cover Page 1 Table of Contents 1 Application 1 Philosophy Statement 5 Resume 2 Documentation of Professional Development 3 Two-page narratives for each major heading using 10 Plan-Do-Study-Act format. Major Headings: Membership Development Supporting Items current (within past 5 years 4 and maximum of ten items) Conference Management Supporting Items current (within past 5 years 4 and maximum of ten items) Communications, Image and Media Supporting Items current (within past 5 years 4 and maximum of ten items) Industry Partnerships Supporting Items current (within past 5 years 4 and maximum of ten items) Personnel Management Supporting Items current (within past 5 years 4 and maximum of ten items) Operations Management Supporting Items current (within past 5 years 4 and maximum of ten items) Format 3 Font size less than 10pt. assessed 2 penalty points Each grammar and spelling error to be assessed 1 penalty point (No maximum on errors) Interview Presentation/explanation of portfolio by 20 candidate Answer to Scenario Question 1 10 Answer to Scenario Question 2 10 Answer to Scenario Question 3 10 Total Score 100 Note: 11

12 14001 SkillsUSA Way Leesburg, VA (703) SkillsUSA

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