National Chapter Award Program. A Special Project of the National FFA Foundation

Transcription

1 National Chapter Award Program A Special Project of the National FFA Foundation

2 National FFA Chapter Planning and Recognition A Student Handbook Foreword...3 Goal statement for chapter activities...3 Philosophy for FFA Awards and Career Development Events...4 Chapter One: Introduction...5 Making a successful chapter...5 Purpose of a Program of Activities...5 Organizing a Program of Activities...5 Chapter Two: Organizing for Success...9 Organizing a chapter for success...9 Types of committees...9 Size of committees...9 Standing committees...9 Selecting standing committee chairpersons...11 Assigning members to standing committees...11 Support groups and organizations...11 Reviewing the previous Program of Activities...11 Working on the Program of Activities...11 Chapter Three: Initiating Action...13 Writing a Program of Activities...13 Completing form POA Chapter approval of committees...16 Action after committee approval...16 Items to include in POA...17 POA vs. Chapter Handbook: the differences...17 Chapter Four: Accomplishing Our Goals...18 Putting the POA into action...18 Completing form POA Keeping committees up-to-date...19 Making the POA work...20 Chapter Five: Evaluating Our Game Plan...21 Why evaluate the POA?...21 Steps to evaluate the POA...21 Completing form POA Completing form POA Chapter Six: Understand the Award Program...26 National Chapter Award program defined...26 National FFA Chapter Planning and Recognition Handbook 1

3 Reasons to apply...26 Awards available...26 Chapter eligibility...27 Application deadlines...28 Scoring rubrics...28 Chapter Seven: Applying for Awards...33 Guidelines for Form I and Form II...33 Completing the Form I and information page...33 Filling out Form II...36 Selection of application photos...37 Altering the application...37 References...37 Appendices...38 POA-1 Program of Activities...39 POA-2 Activity Planning Sheet...40 POA-3 Committee Meeting Report...41 POA-4 Final Report...42 Form II Sample...43 Photo Sample...44 National FFA Chapter Planning and Recognition Handbook 2

4 Foreword A. This handbook was written to help you plan and write a Program of Activities. It also will tell you how to apply for recognition in the National FFA Chapter Award program. The chapter vice president is responsible for guiding the chapter s Program of Activities, but all chapter members should participate. B. Past experience shows that the most successful chapters are those that thoughtfully develop and conduct a quality Program of Activities. With this handbook and your effort, your chapter can be successful as well. C. Everything you need is included in this handbook. It is divided into two sections. Chapters one through six cover developing and writing your Program of Activities. Chapters seven and eight take you step-by-step through filling out the National Chapter Award program application. The special project sponsors of the national chapter award program have made this handbook possible. Acknowledgements Special thanks go to the members of the National Chapter Award Committee who provided suggestions for the content of this handbook. National Chapter Committee Superintendent: Mr. Paul Larson, Freedom High School, Wisconsin Goal Statement for Chapter Activities As approved by the National FFA Board of Directors The goal of the chapter activities should be to provide: A. A balance of experiences inside and outside the classroom: B. Opportunities for developing self-confidence, responsibility, citizenship, cooperation and leadership skills; C. Hands-on activities; D. Accessibility for all students; E. Flexibility that will allow chapters from various environments and with various levels of resources to achieve; F. Multiple levels of participation and experiences; G. Appropriate recognition for all participants; H. Relevant, educational experiences; I. Exposure to opportunities and educational experiences in food, agriculture and natural resources. National FFA Chapter Planning and Recognition Handbook 3

5 Philosophy for FFA Awards and Recognition Programs As approved by the National FFA Board of Directors Students are important customers of agricultural education and FFA who recognize quality and value in products and activities. When provided an opportunity to fashion their educational experiences, they generally make wise decisions based on needs. Perceptions, image and the opinions of others influence students. They value change based on their perceived personal needs as well as the needs of others. They sometimes value change for the sake of variety. Adults are concerned about the experiences of students and want to help organize experiences that will meet the future needs of students while accomplishing the purposes of agricultural education and FFA. The National FFA Organization should assume the leadership role in developing and continuously improving relevant FFA awards and recognition. Although the National FFA Organization should be aware of the needs of state associations and should react to those needs, it should help initiate opportunities that reflect relevant and emerging technology. National FFA awards and recognition programs should be developed with significant input from FFA members, teachers, partners, respective industry sponsors and others involved in agricultural education. National awards and recognition programs should reflect instruction that currently takes place in the entire agricultural education program including classroom instruction, laboratory instruction, individualized instruction and/or supervised agricultural experience. However, it is appropriate for the national organization to develop career development events and awards that stimulate instruction in emerging areas that reflect both current and future community, national and global workforce needs. The authority for ensuring the relevance of an FFA activity is ultimately vested in the National FFA Board of Directors. The national organization should promote individual, chapter and team career development events and awards. Chapter and team career development events and awards should be based on cooperation and teamwork while recognizing the value of competition and individual achievement. The role of awards and recognition programs are to motivate students and encourage leadership, personal growth, citizenship and career development. Students should be recognized for achievement in career development events and awards. Quality standards should be used as a basis for achievement. The national organization should ensure that the recognition is appropriate and meaningful. Recognition for achievement should be reflective of the total effort required by the chapter/team/individual and should take place at all levels of participation. The National FFA Organization shall encourage accessibility and provide opportunities for achievement and recognition for students with diverse backgrounds. High expectations should be consistently communicated to those who are involved in awards and recognition programs. National FFA Chapter Planning and Recognition Handbook 4

6 Chapter One: Introduction I. Making a successful chapter Successful FFA chapters have one trait in common. They understand that success is the result of planning and then carrying out those plans. You can help your chapter be successful by taking an active part in setting goals and planning the steps needed to accomplish those goals. Planning + Carrying out the plan = Success II. Purpose of a Program of Activities FFA chapters use their Program of Activities (POA) to plan and develop their goals for the year. A well-planned and well-executed program of activities can help students develop their leadership and planning skills. These skills are essential in all careers; developing and conducting the POA provides students opportunities to prepare for their futures. A well-developed Program of Activities serves many purposes. First, it defines chapter goals and outlines steps needed to meet those goals. Second, it is a written guide that provides administrators, advisory committees, alumni and others with a calendar of events the chapter will follow in the year ahead. A well-planned POA will: A. Ensure that chapter activities meet the needs of its members B. Provide direction from year to year C. Lead to a workable budget D. Provide experience in planning E. Serve as a reference point throughout the year The key to a good POA is getting every member involved in planning and carrying out the activities. Member involvement is essential! III. Organizing a Program of Activities Each chapter builds its Program of Activities around three major areas, called divisions. Divisions focus on the types of activities a chapter conducts. They place importance on the student as an individual, the chapter as a group of members and the community as a whole. The divisions and their purposes are: DIVISION Student Development Chapter Development Community Development PURPOSE Promote personal and group activities that improve life skills. Encourage students to work together. Cooperate with other groups to make the community a better place to live and work. National FFA Chapter Planning and Recognition Handbook 5

7 Each division in the POA has five quality standards. Superior chapters conduct activities that relate to each of the quality standards. Tables 1-3 list the standards for each division and give examples of activities. Table 1: Division I-Student Development Quality Standards I-1. Leadership activities that help the individual develop technical, human relations and decision-making leadership skills to enhance personal growth. I-2. Healthy lifestyle activities that promote the well-being of the student, mentally or physically, in achieving the positive evolution of the whole person. I-3. Career success activities that promote student involvement and growth through agriculturerelated experience and/or entrepreneurship. I-4. Scholarship activities that develop a positive attitude toward lifelong learning experiences. I-5. Personal growth activities are conducted that improve the identity and self-awareness of FFA members. These activities should reflect FFA members unique talents and potential by reinforcing their human and employability skills. The activities should strive to enhance the quality of life of and contribute to FFA members life goals and development. Example activities Leadership conferences, public speaking experiences, team demonstrations, team and individual leadership competitions, new member mentor program, volunteerism, hosting international students, Washington Leadership Conferences and state and national conferences. Substance abuse prevention and education, personal wellness choices and consequences, personal image projection and recreation/leisure activities. News stories, career day, guest speakers, displays of exemplary programs, member degrees, facility tours, mentor programs, international seminars, shadow experiences, agricultural skills and judging events, test plots for high school agriculture department, agriscience fairs, science fairs for elementary students and computer literacy activities. Scholarship awards, tutoring, school and college tours, FFA scholarships, leadership conference scholarships, study skills seminars for members, chapter/school honor roll and recognition for students across school departments. Time management activities, self-help workshops, facing your fears, money management, financial planning, anti-bullying and personal organization skills. National FFA Chapter Planning and Recognition Handbook 6

8 Table 2: Division II-Chapter Development II-1. Chapter recruitment activities conducted to increase agricultural education enrollment and/ or FFA membership and encourage greater participation. II-2. Financial activities conducted to encourage thrift and good financial management among members through earnings, savings and investments. II-3. Public relations activities conducted to promote a positive image and inform students, parents, school officials and the community about chapter and member accomplishments. II-4. Cooperation activities conducted to develop teamwork and cooperative skills among chapter officers, committees and members. II-5. Support group activities conducted to develop and maintain positive relations among FFA, parents, community leaders and industry. Career class visits, agricultural demonstrations, visits to lower grades, program information mailings, petting zoos, member barbecues, National FFA Week exhibits, new member picnics, camping and fishing trips, create a mentor for new members and a complimentary subscription to FFA New Horizons magazine. Developing chapter budgets, applying for loans, livestock chains, top sales prizes, group purchasing programs, chapter fundraising and equipment investments, provide sales training, operate a concession, set-up and maintain a cooperative. Newspaper articles, chapter scrapbooks, local agricultural television programs, school marquees, member representatives at school board meetings, National FFA Week celebrations, chapter newsletters, complimentary magazine subscriptions, chapter banquets, parliamentary procedure demonstrations for other classes and recognition dinners. Officer training workshops, state and national leadership workshops, committee chairperson training, executive committee planning, presenting officer and committee chairperson service pins, chapter officer leadership retreats and workshops for new members on conducting meetings. FFA alumni, agriculture boosters, Young Farmers, Farm Bureau, Grange, chambers of commerce, service clubs, extension, fair boards, parent-teacher organization participation, open houses, FFA/agricultural industry community tours and guest speakers. National FFA Chapter Planning and Recognition Handbook 7

9 Table 3: Division III-Community Development III-1. Economic development activities conducted to improve the economic welfare of the community. III-2. Environmental activities conducted to preserve natural resources and develop more environmentally responsible individuals. III-3. Human resources activities conducted to improve the welfare and well-being of members and citizens of the community. III-4. Citizenship activities conducted to encourage members to become active, involved citizens of their school, community and country. III-5. Agriculture promotion activities are conducted to promote agriculture and/or agriculture education to help the public become better informed and understand the importance of agriculture in their daily life. Member entrepreneurship, community scavenger hunt, enhanced tourism, international development, historical preservation and community relations. Urban and rural conservation programs, collaborative effort to raise game for release/ biological control, water and air quality programs, producer and consumer safety programs, green practices, provide water testing, hunter and firearm safety programs and recycling programs. PALS (Partners in Active Learning Support), special populations involvement, at-risk programs, cultural awareness and diversity programs, provide an after school program for younger children, setup a community garden, food/toy drives and personal safety programs. Volunteerism, community service, civic duties, internships with government agencies, roadside/ area cleanup, legislative breakfasts, work with local chamber of commerce, organize a charity concert and networking with governmental agencies. Agriculture issue presentations, Agriculture in the Classroom, National Agriculture Day activities, parent/student orientations and Food Check-Out Day. National FFA Chapter Planning and Recognition Handbook 8

10 Chapter Two: Organizing for Success I. Organizing a chapter for success Successful FFA chapters organize their POA by using committees. The number of committees will vary by chapter. The chapter vice president coordinates the work of committees, and every member should serve on at least one committee. II. Types of committees FFA Chapters have three types of committees: standing, executive and special. Standing committees usually function all year long and conduct activities that take place every year. A public relations committee is an example of a standing committee; members of the public relations committee plan publicity for all activities during the year, news releases, radio spots and more. The executive committee usually consists of the chapter officers. In some chapters, chairpersons of standing committees also serve on the executive committee. The executive term lasts for one year and changes when new officers are elected. Chapters use special committees for events that do not occur every year or are not part of a standing committee; in other words, they are to carry out a special event. A special committee lasts only until the specific event assigned is completed. III. Size of committees Each standing committee should have at least three and not more than eight members. Three members may be enough for some committees to operate smoothly. Other committees may require more than three members because of the assigned responsibilities. For example, the public relations committee might need more than three members to handle just the chapter banquet. Organization and size of committees will depend on: A. chapter size (the larger the chapter, the more members per committee) B. number of activities (more activities require more members for planning and carrying them out) C. number of advisors D. attitude and involvement of members E. community support IV. Standing committees The number of committees your chapter has will depend on the size of your chapter. Since there are three divisions to the program of activities, small chapters may choose to have only three committees (see example 1). These three committees would be: the student development committee, the chapter development committee and the community development committee. Larger chapters may choose to have more than three committees. Each division has five quality standards identified to help focus chapter activities. If you chapter has one committee for each quality standard, you will have 15 committees, five for each of the three divisions (see example 2). National FFA Chapter Planning and Recognition Handbook 9

11 Chapters may have as many committees as they wish, and they may name them anything they choose. Regardless of the number and names of the committees, it is important for chapters to address the standard for each division (see example 3). Chapters may organize committees around the three divisions, the standards or local needs. Committee examples Three ways your chapter might organize committees: 1. By divisions Division Student Chapter Community Possible Committees Student Development Chapter Development Community Development 2. By the standards for each division (one committee per standard) Division Standards Possible Committees Student I-1 Leadership Student I-2 Healthy Lifestyle Student I-3 Career Success Student I-4 Scholarship Student I-5 Skills Development Chapter II-1 Chapter Recruitment Chapter II-2 Financial Chapter II-3 Public Relations Chapter II-4 Cooperation Chapter II-5 Support Groups Community III-1 Economic Community III-2 Environmental Community III-3 Human Resources Community III-4 Citizenship Community III-5 Safety 3. By using traditional committees to address the standards Possible Committees Standards Addressed Career I-3, I-5 Cooperation II-4, III-3, III-4 Community Service III-1, III-2, III-4 Leadership I-1 Earnings, Savings and Investments II-2 Membership II-1 Scholarship I-4 Recreation I-2 Public Relations II-3, III-5 Alumni Relations II-5 Conduct of Meetings II-1, II-2, II-4, II-5 State, National and International I-1, I-3, I-4, I-5, II-3, III-5 National FFA Chapter Planning and Recognition Handbook 10

12 V. Selecting standing committee chairpersons Chapter officers coordinate the overall activities of a chapter. Committee chairperson positions provide other students with opportunities to serve in leadership roles. It is an honor to serve as a committee chairperson, and the chapter should recognize those members serving as chairpersons. Plaques and pins are available from the National FFA Organization for recognizing chairpersons for their service to the chapter. The officers appoint committee chairpersons based on members skills and interest in the committee. VI. Assigning members to standing committees After deciding on the chairpersons, it is time to place every member on a committee. Consider the following: A. members interests B. members special abilities C. suitable meeting times D. desired representation by class, age level, gender, new members, etc. Some chapters assign members to committees by classes. This helps everyone participate by reducing problems in scheduling meetings. Another way to assign members is to have them pick their top three committee choices. The chapter vice president and committee chairpersons make their final assignments considering members choices. VII. Support groups and organizations Other groups may add to the success of your chapter s Program of Activities. These groups include FFA alumni, Young Farmers, other school clubs, local businesses and parent support groups. The chapter will find that by utilizing support groups and organizations, ideas, funding and additional resources can be made available for projects. VIII. Reviewing the previous Program of Activities Committees should review the previous year s POA to note the types of activities conducted. This is a good way to gather ideas, improve the POA and prevent repeating activities that were not successful. IX. Working on the Program of Activities Each chapter must determine when its activity year begins and ends. Some states set the months included in the FFA year. Common chapter years are July 1 to June 30 or September 1 to August 31. The chapter year tells committee chairpersons when their responsibilities begin and end. Chapters should consider state FFA deadlines when setting time lines for their activities. The months covered by the POA should be the same as the chapter s year. National FFA Chapter Planning and Recognition Handbook 11

13 POA Schedule Example For many chapters, the following schedule might be appropriate: Date Assignment April 1 Appoint committee chairpersons April 10 Assign members to committees May 1 Complete POA initial drafts May 10 Obtain chapter approval May 13 Secure administrative approval May 20 Complete activity planning worksheets June 1 Decide what will be included in the chapter handbook (Chapter 3) June 15 Complete final copy of chapter handbook July 1 Print chapter plans November 30 Submit POA and chapter budget to state office All year Carry out the plans All year Evaluate National FFA Chapter Planning and Recognition Handbook 12

14 Chapter Three: Initiating Action I. Writing a Program of Activities Now that your chapter has selected chairperson(s) and committee members, you are ready to go to work. Use form POA-1 to help write the chapter s POA. This form will make it easy to: A. Write the rough draft by hand B. Present the plan to the chapter for approval or amendment C. Prepare the POA for printing II. Completing form POA-1 Each committee should get together and discuss activities that relate to the purpose of your committee. Once you have chosen an activity, use form POA-1 to plan the activity. Table 4 shows the information to place in each area on form POA-1. Be sure to pay attention to the special notes when filling out the form. If you need further help, refer to the sample draft of form POA-1 on page 15. National FFA Chapter Planning and Recognition Handbook 13

15 Table 4: How to fill out form POA-1 Category Name How to Fill Out This Section Special Notes Division Name of committee Purpose of committee Committee members Activities Goals Completion date Estimated income Estimated costs Chapter action plan Place an X in the proper division. Write the name of your committee. Write a brief statement describing what the committee should accomplish. What are the boundaries for the committee? Write the names of those assigned to the committee. List the activities the committee selects to accomplish during the year. These should be broad headings (a way to subdivide the work of the committee). Write clear and concise goals that state exactly what the committee wants to accomplish. Write the date the committee expects to complete the activity. Write the amount of income you expect from this activity. Write the estimated cost to complete this activity. Place an X by the appropriate word. Compare the purposes of each division with the purposes of your committee. This will prevent overlap of activities among committees. Idea sources for activities: Last year s POA Other chapters POAs National Chapter Award application Chapter Innovator s Guide Make your goals SMART S=specific M=measurable A=attainable R=realistic T=time stamped Some activities may have more than one date. Make sure completion dates do not conflict with other FFA or school activities. When approved by the chapter, this tells the committee how much it can spend on the activity. This section can t be completed until the chapter votes on the activity. National FFA Chapter Planning and Recognition Handbook 14

16 POA-1 Example This sample completed POA-1 may help you complete your form. FFA Chapter Program of Activities: Form POA-1 Division: (check one) Student Chapter Community Name of committee: Public Relations Purpose of committee: To promote a positive image and inform students, parents, school officials and the community of chapter and member accomplishments. Committee members: Chuck Barstow, Betty Zetlow and Mary Carlson ACTIVITIES GOAL(S) FFA Week 1. Present 5 minute radio program Completion Date: Feb Prepare feature article for news Estimated income: Members wear official dress on Estimated costs: $30 designated day Chapter action taken: Approved Amended Rejected... Chapter Newsletter 1. Publish and distribute a monthly Completion Date: 10 th of each month _ newsletter Estimated income: -0- Estimated costs: $60 Chapter action taken: Approved Amended Rejected... FFA Calendar 1. Provide home calendars for members _ Completion Date: Dec Provide calendars to all local Estimated income: $350 businesses Estimated costs: $425 Chapter action taken: Approved Amended Rejected... Banquet 1. 90% of members attend with parents Completion Date: April Present chapter awards to members Estimated income: $ Invite key supporters of FFA Estimated costs: $500 Chapter action taken: Approved Amended Rejected... National FFA Chapter Planning and Recognition Handbook 15

17 III. Chapter approval of committees The committee chairperson presents a summary of the completed POA-1 to the membership. The chairperson informs the members of the planned activities and discusses the goals, completion dates and budget information. Following the presentation the chairperson should move for acceptance of the report. After a second to the motion, the chairperson and/or committee members may respond to questions or suggestions related to the report. The chapter membership has three ways to act on the motion: A. they can approve the motion as presented; B. they can approve the motion with amendments; C. they can reject the motion and return it to the committee for revision. If your plan is rejected, go back to the drawing board to consider why it was not accepted. Discuss how to make changes that will be acceptable to the members. Rewrite form POA-1 and present it to the chapter again. After the membership approves all the committee reports, the chapter vice president should present the activities to the school administration. IV. Action after committee approval Now it is time to edit and prepare the final copy of your program of activities for printing. The chapter has three options to get this job done. Option 1 - Use the standing committees This option has members of each standing committee complete the POA-1 forms for their division. Advantages of this method are that the committees are most familiar with their plans, and it spreads the workload among more members. Option 2 - Use the executive committee The vice president is in charge of committee work. Therefore it might be desirable for the vice president to finish the POA with the help of other executive committee members. This provides a good opportunity for the executive committee to become familiar with the plans. The executive committee could meet at a camp or retreat to complete the POA. Option 3 - Appoint a special committee The chapter president may name a special committee to finish the POA. This is a good way to get more members involved in the POA. It also offers an opportunity to take advantage of members special skills. For example, members with computer skills could transfer the information directly from the POA-1 drafts to the POA-1 forms so they would be ready for printing. Members with editing skills could help improve POA document quality. Before printing the POA, make sure the final copy: A. has correct grammar, spelling, punctuation and sentence structure; B. involves all chapter members; C. is attractive and neat. The difference between an average and an excellent POA is little more than putting it all together in an orderly manner. National FFA Chapter Planning and Recognition Handbook 16

18 V. Items to include in the POA A Program of Activities includes the typed POA-1 forms for each committee and a calendar of events. Complete the calendar of events before printing to avoid conflicts with other school events. It includes the dates of all major events planned for the year. Have the school administration approve the calendar and display it for others in the school to see. The calendar does not need to include committee meetings or routine items. Activities included are: A. those involving a large number of members; B. events that are interesting to the public; C. activities requiring outside approval. CALENDAR EXAMPLE The following example may help your chapter develop its calendar. Things to Include February Things Not to Include February 7 Chapter meeting 6 Executive meeting 11 District meats contest 10 Meats team practice 12 Mini-chapter meetings 18 Executive meeting National FFA Week 20 Public relations committee meeting VI. POA vs. Chapter Handbook: the differences Many members think that a POA and a chapter handbook are the same. A POA includes the typed POA-1 forms and a calendar of events. A chapter handbook includes the POA as well as a number of other items. The contents of the chapter handbook will vary among chapters. Some of the more common chapter handbook items include: A. Table of Contents B. Message from the chapter president C. List of officers and members D. Chapter budget E. Chapter Program of Activities (final copy of form POA-1) F. Award program point system G. Chapter constitution and bylaws H. Chapter history including: 1. State and American FFA Degree recipients 2. State and national officers 3. Honorary members 4. Outstanding award winners The executive committee decides what to include in the chapter handbook. Usually chapters include those items they feel every member should have. They, or a special committee, collect and arrange the matters for printing. The chapter should give a copy of either the POA or chapter handbook to every member. National FFA Chapter Planning and Recognition Handbook 17

19 Chapter Four: Accomplishing Our Goals I. Putting the POA into action Once the plan of action is developed and approved by members, the next step is for committee members to plan each activity using form POA-2. What steps are necessary to achieve the goals approved by the members? The committee should complete a POA-2 form for each approved activity. Large committees may assign activities to smaller groups of members or subcommittees. If the committee is small, all members can develop the POA-2 for each activity. II. Completing form POA-2 This form is similar to the POA-1 you used for writing your rough drafts. Use POA-1 to fill out some parts of POA-2. Table 5 shows what information to place in each area of POA-2. Be sure to pay attention to the special notes when filling out this form. Look at the example of form POA-2 on page 19. Table 5: How to fill out form POA-2 Category Name How to Fill Out This Section Special Notes Committee Activity Write the name of the committee. Copy each activity from POA-1 onto a separate POA-2 form. Limit name of activity to one or two words. Members responsible Goals Steps Target date Estimated costs Results/notes Identify members responsible for each activity. Copy from POA-1. Ask yourself, what is necessary to meet this goal? Identify and write the needed steps. Write the date for completing each step. Write the dollar amount the committee may spend. Write down what actually happened in accomplishing this goal. Put someone in charge of each activity. Steps should be: related directly to the goal; listed in order; clear; detailed enough to achieve the goal. Target dates will help the committee stay on track. The total cost of all steps cannot be above the amount approved by the chapter on form POA-1. A detailed report will help future committees know what happened. This section may help in completing the National Chapter Award program application. National FFA Chapter Planning and Recognition Handbook 18

20 POA-2 Example This sample completed POA-2 may help you complete your form. FFA Chapter Program of Activities: Form POA-2 Committee: Public Relations Activity: FFA Week Members Responsible: Chuck Barstow and Mary Carlson Goals Steps Target Date Est. Costs Results/Notes 1. Present five minute radio program. 1. Discuss steps with manager of KRNT. 2. Select three members for program. 3. Develop script using national FFA materials. 4. Review plans with KRNT manager and set taping date. Date set: 5. Revise script. 6. Rehearse program. 7. Tape program. Oct. 15 Jan. 15 Jan. 25 Feb. 2 Feb. 8 Feb. 15 Feb Prepare feature article for news. 1. Discuss plans with editor. 2. Sell ads to local businesses. 3. Write articles using National FFA Week materials. 4. Take pictures and prepare captions. 5. Submit materials to editor. Nov. 1 Jan. 10 Jan. 25 Feb. 1 Feb Members wear official dress on designated day. 1. Select day. Day selected: 2. Place announcement on bulletin board. 3. Have a member in each class give a reminder the previous day. Feb. 1 Feb. 15 Feb. 20 III. Keeping committees up to date A time line is a complete list of target dates for all committees. It will ensure each step is accomplished on time. It also may help prevent conflicts between committees. Arrange the timeline either by committees or months. In either case start by listing the events with target dates in the first month of the chapter s year. For example, start the list with events occurring in September if the chapter s program begins in September. See examples of both methods on the next page. National FFA Chapter Planning and Recognition Handbook 19

21 Example 1: Timeline Organized by Committees Committee: Public Relations Month Day Event Sept. 15 Set date for faculty breakfast. 15 Schedule room for faculty breakfast. Oct. 15 Discuss plans for FFA Week with radio station manager. Nov. 1 Discuss newspaper supplement for FFA Week with editor. Jan 10 Sell ads for news supplement. 15 Post job sign-up for faculty breakfast. Example 2: Timeline Organized by Months Month: September Date Committee Event 1 Leadership Give proficiency application to all members. 15 Public Relations Set date for faculty breakfast. 15 Public Relations Schedule foods lab for faculty breakfast. 18 Leadership Hold chapter meeting. 18 Recreation Conduct interest survey of members. 20 Finance Collect dues by classes. IV. Making the POA work The planning is over, and it s time to work the plan! Successful chapters: A. give every member a copy of the POA B. give a copy of the POA to support groups and the alumni chapter C. give each committee a copy of the National Chapter Award application (area, state and national recognition may be earned) D. hold regularly scheduled committee meetings E. report committees actions to the executive committee and the chapter members F. evaluate their activities National FFA Chapter Planning and Recognition Handbook 20

22 Chapter Five: Evaluating Our Game Plan I. Why evaluate the POA? A plan is useless if not used. Many chapters do not know what evaluation is or how it can help them. A plan is simply a tool used to help chapters meet members needs and interests. Evaluation involves looking at what happened and deciding if the chapter was successful in completing its goals. Evaluation is an ongoing process. A well-planned and well-conducted POA can satisfy the needs of the members, chapter and community. You can save both time and effort if evaluation of the POA occurs on a regular basis. Evaluation = Improvement II. Steps to evaluate the POA Evaluation is simple and does not take much time. First, committee members should fill out the results/notes section of form POA-2 as each step of an activity takes place. To make the process easier, you can use forms POA-3 and POA-4 to help evaluate the results. You might keep the following questions in mind when evaluating activities: A. Should the activity continue in the future? B. Did all members take part in the activity? C. Were all the goals achieved? D. Were the estimated costs correct? E. Was the activity based on a quality standard? F. What changes would improve this activity? G. What percent of the members participated? H. Was it an integral part of the agriculture program? I. How could we encourage involvement? III. Completing form POA-3 The committee may use the POA-3 form to summarize its actions. This will help the committee prepare its report to the officers and chapter. It will also serve as a good reference for next year s committee. Table 6 shows what information to place in each area of form POA-3. Look at the example of a completed POA-3 on page 23. National FFA Chapter Planning and Recognition Handbook 21

23 Table 6: How to fill out form POA-3 Category Name How to Fill Out This Section Special Notes Date of meeting Write date of meeting. Name of committee Members present Members absent Action taken Member responsible Comments Submitted by Write committee name. List members attending the meeting. List members of the committee not attending meeting. Record all decisions made by committee during the meeting. Record the names of committee members with specific assignments given to each. Record key points discussed by members. Have committee chairperson sign and date the report. Committees might want to list all members on the form and place a check by their names if they attend the meeting. Write down all motions and voting results. Committee chairpersons can use the form to present oral reports and give copies to the chapter secretary. National FFA Chapter Planning and Recognition Handbook 22

24 POA-3 Example This sample completed POA-3 may help you complete your form. FFA Chapter Committee Meeting Report: Form POA-3 Date of meeting: September 1 Name of committee: Public Relations Members present: Chuck Barstow (chair), Betty Zetlow and Mary Carlson Members absent: None Action taken: Member(s) Responsible: Made assignments for activities (chair) (member) FFA Week Betty Mary Newsletter Mary Chuck FFA Calendar Mary Betty Banquet Chuck all Will meet first Monday of each month Chuck Comments: Discussed plans for activities during upcoming year. Decided to share the responsibility for the activities. Each member expressed preference for activities. Decided to meet the first Monday of each month and more if needed. Submitted by: Chuck Barstow (committee chair) IV. Completing form POA-4 After completing the activity, members of the committee should evaluate their accomplishments and make recommendations for the future. The committee may use form POA-4 for this purpose. The committee chairperson may use the form as a report to the chapter. Table 7 shows what information to place in each area of POA-4. Look at the example of a completed form POA-4 on page 25. National FFA Chapter Planning and Recognition Handbook 23

25 Table 7: How to Fill Out Form POA-4 Category Name on Form POA-4 How to Fill Out This Section Special Notes Name of committee Write committee s name. Activity Budgeted money Write the name of the activity you are evaluating. List the amount budgeted for the activity. Start a final report for all activities and update as group completes each activity. Round amounts to the nearest dollar. Date activity completed Accomplishments Recommendations Record the month, day and year. Summarize the results of the activity. List what should be done next time if conducting the activity. Include dates, number of members and others participating, etc. List 1, 2, 3, etc. using one or two sentences per point. National FFA Chapter Planning and Recognition Handbook 24

26 POA-4 Example This sample completed POA-4 may help you complete your form. FFA Chapter Committee Meeting Report: Form POA-4 Name of committee: Public Relations Activity: FFA Week Budgeted $: 30 Actual cost $: 35 Actual receipts $: 0 Date activity completed: February 25 Accomplishments: (include dates) 1. Chapter had a five-minute program on KRNT radio on Monday of National FFA Week (Feb. 21). 2. A six-page supplement to the Daily Tribune was published featuring chapter activities and members (Feb. 15). 3. Sixty percent of FFA members wore their jackets on February Three FFA members presented information about agriculture to Mr. Brown s fourth grade class (Feb 22). Recommendations 1. Start working on the script as soon as the materials furnished by National FFA are received. 2. Supplement to paper will cost the chapter at least $30 for pictures $50 is probably more realistic. 3. Pictures need to be taken for the supplement throughout the year. 4. Set class goals for wearing FFA jackets. Submitted by: Chuck Barstow March 1 (committee chair) (date) National FFA Chapter Planning and Recognition Handbook 25

27 Chapter Six: Understanding the Award Program I. National Chapter Award program defined The National Chapter Award program is designed to award those FFA chapters that actively implement the mission and strategies of the organization. These chapters improve chapter operations using a program of activities that emphasizes student development, chapter development and community development. Chapters are rewarded for providing educational experiences for the entire membership. This application process assists chapters in assessing their accomplishments. This part of the handbook describes the awards available and provides help in completing the application forms. Each committee should have a copy of the application at the beginning of the year. Committee members should fill out the forms as they complete each activity. At the end of the year, the chapter can select which activities to use in the application. II. Reasons to apply A. To let the public know the chapter s accomplishments. B. To receive recognition for chapter members efforts. C. To develop pride in your chapter. III. Awards available The award application consists of two parts, Form I and Form II. Every chapter that meets the minimum quality standards and completes Form I will qualify as a State Superior Chapter. To do this, chapters need to conduct one activity related to each quality standard. Chapters receive a Superior Chapter certificate each year they achieve this level. To compete for state gold, silver or bronze awards, chapters must qualify for a Superior Chapter Award and complete Form II. Chapters use Form II to report goals, plans of action and results/ evaluation on three activities for each division. State judges rank the chapters as gold, silver or bronze. Chapters receive a multi-year plaque and yearly plaque inserts specifying the level achieved each year. A. Awards available at the state level Award Superior Chapter Gold Silver Bronze Recognition Certificate Multi-year plaque/insert Multi-year plaque/insert Multi-year plaque/insert Chapters rated gold on the state level can compete for national awards. The number of applications each state may submit depends on the total number of chapters in the state. States may send gold applications equal to ten percent of the total number of chapters in the state. For example, a state with 150 chapters can submit 15 gold applications. National FFA Chapter Planning and Recognition Handbook 26

28 On the national level, judges rate the chapters as three-star gold, two-star gold or one-star gold. Each chapter receives a multi-year plaque with an engraved plate. The national level also recognizes the top chapters with innovative activities in each of the three divisions: student, chapter and community development. The top ten chapters in each division receive a Model of Innovation award plaque. Of those top ten in each division, a top Model of Innovation chapter will be chosen in each division. Only Three-Star Chapters are eligible for the Model of Innovation award. In addition to the top 30 Models of Innovation chapters, ten high school chapters will be chosen as Models of Excellence chapters. These Models of Excellence chapters exhibit exemplary qualities in all categories of student, chapter and community development. An overall national winner will be chosen out of the Models of Excellence chapters. Only three-star high school chapters are eligible for the Models of Excellence awards. There will be a separate middle school division for chapters to qualify for outstanding middle school awards. Five chapters will be selected as outstanding middle school chapters. Of those five chapters, a top winner will be chosen as the national outstanding middle school. B. Awards available at the national level Award One-Star Chapter Two-Star Chapter Three-Star Chapter Top Five Middle School Chapters Top Ten Student Development Chapters Top Ten Chapter Development Chapters Top Ten Community Development Chapters Top Ten Models of Excellence Chapters Recognition Multi-year plaque/spur Multi-year plaque/spur Multi-year plaque/spur Middle School Plaque Model of Innovation plaque Model of Innovation plaque Model of Innovation plaque Model of Excellence plaque IV. Chapter eligibility All chapters that are chartered by state FFA associations are eligible for and encouraged to participate in the National Chapter Award program. Chapters are eligible for recognition in the program each year. A chapter must also conduct at least one activity related to each of the quality standards. The quality standards established for each division represent minimum requirements for the National Chapter Award program. The standards help members select those areas needed to have a successful chapter. States may have other requirements, so check with your advisor or state FFA officials. To apply for these awards, the chapter needs to fill out the proper forms and turn them in to the state FFA association by the due date. Three C s to Determine Eligibility 1. Chapter in good standing. 2. Carried out activity related to each standard. 3. Completed application. National FFA Chapter Planning and Recognition Handbook 27

29 V. Application deadlines Applications must be postmarked by July 15 to National FFA for national chapter awards. Applications for superior chapter awards should be submitted to state FFA officials in accordance with policies established by the state association. Reports must be submitted only on the official report forms, which include the computerized version. Application deadlines vary from state to state. Chapters send their applications to the state FFA association for judging. To determine the deadline in your state, ask your advisor. Applications must be submitted to the state association for approval and must be certified for accuracy by the local chapter advisor. Chapters applying for national star consideration need to submit both Form I and Form II. States may choose to submit their applications with a preferred ranking order, if so, National FFA judging and star ratings will not supersede star rankings. VI. Scoring rubrics A. For consideration as a state Superior Chapter, the chapter must complete Form I verifying a chapter Program of Activities that addresses quality standards related to student, chapter and community development. Development and growth of the Quality Chapter Indicators is also part of Form I that must be included. Form I is not scored. Quality Chapter Indicators Percentage or Yes/No Percentage of students that have a progressive plan for Premier Leadership, Personal Growth and Career Success. Percentage of students that participate in FFA programs and activities. Percentage of students that participate in FFA leadership and personal development activities/events above the local level. Percentage of students that have equal access to FFA activities. Yes or No: The FFA chapter constitution and/or bylaws are up-to-date and reviewed annually. Yes or No: FFA members are involved in the planning and implementation of a Program of Activities (POA). Yes or No: The FFA chapter conducts well planned, regularly scheduled chapter meetings. Yes or No: The FFA chapter plans and conducts award recognition programs. Yes or No: The FFA chapter has a current budget which provides the financial resources to support the POA and maintains accurate financial records. Yes or No: Capable and trained officers lead the FFA chapter. Yes or No: Your chapter has recognized support groups. SELECT SELECT SELECT SELECT SELECT SELECT SELECT National FFA Chapter Planning and Recognition Handbook 28

30 B. Scoring of Form II occurs at the state and national levels. The purpose of Form II is to describe three major activities the chapter conducted in each of the three divisions. The following rubric has been developed for use in scoring the national chapter applica tions. Activities are worth 60 points each. A perfect score on Form II is 540 points. (NOTE: There will be a 25 point deduction for activities of the same quality standard within the same division.) NATIONAL CHAPTER AWARDS PROGRAM SCORESHEET Chapter Name State SELECT XX DIVISIONS Student Chapter Community Activities Activity Description/Goals Activity description (2 points) Four SMART goals Goal one (3) Goal two (3) Goal three (3) Goal four (3) Subtotal (possible 14 points) Plan of Action addressing all goals Plan of action for goal one (4) Plan of action for goal two (4) Plan of action for goal three (4) Plan of action for goal four (4) Subtotal (possible 16 points) Results/Evaluation Benefits to member, chapter, comm. (6) Who did it impact and how? (6) Educational (6) Related to Quality Standard (4) Outcome evaluated and reported (goal met or unmet) (3) Photo/caption (3) Subtotal (possible 28) Spelling and Grammar (2) Activity Total (possible 60) Duplication of quality standard (-25) No quality standard marked (-25) Replication of activity (-25) Division Total (possible 180) OVERALL TOTAL National FFA Chapter Planning and Recognition Handbook 29

31 C. Scoring Rubric for National Chapter Award Application National judges use the following scale for determining a chapter s star rating over all nine activities: Three-star: points Two-star: points One Star: points Goals/ Objectives Activity Description Total Points Possible 2 Total Points Possible Goal #1 3 Goal #2 3 Goal #3 3 Goal #4 3 High Points 2 points Description clearly explains the purpose and reason the chapter is implementing the activity. High Points 3 points Goal is well written and utilizes all 5 components of a SMART goal. (Specific, Measureable, Attainable, Realistic and Time). Goal is well written and utilizes all 5 components of a SMART goal. (Specific, Measureable, Attainable, Realistic and Time). Goal is well written and utilizes all 5 components of a SMART goal. (Specific, Measureable, Attainable, Realistic and Time). Goal is well written and utilizes all 5 components of a SMART goal. (Specific, Measureable, Attainable, Realistic and Time). Mid Points 1 point Description is vague in purpose and reason the chapter is implementing the activity. Mid Points 2 points Goal is vague and does not utilize the components of a SMART goal. (Specific, Measureable, Attainable, Realistic and Time). Goal is vague and does not utilize the components of a SMART goal. (Specific, Measureable, Attainable, Realistic and Time). Goal is vague and does not utilize the components of a SMART goal. (Specific, Measureable, Attainable, Realistic and Time). Goal is vague and does not utilize the components of a SMART goal. (Specific, Measureable, Attainable, Realistic and Time). No Points 0 points No clear purpose and reason the chapter is implementing the activity is stated. Low Points 1-0 point Goal is poorly written and does not utilize the components of a SMART goal. (Specific, Measureable, Attainable, Realistic and Time). Goal is poorly written and does not utilize the components of a SMART goal. (Specific, Measureable, Attainable, Realistic and Time). Goal is poorly written and does not utilize the components of a SMART goal. (Specific, Measureable, Attainable, Realistic and Time). Goal is poorly written and does not utilize the components of a SMART goal. (Specific, Measureable, Attainable, Realistic and Time). Total Points Total Points National FFA Chapter Planning and Recognition Handbook 30

32 Plan of Action addressing who, what, when, where and how Plan of action for goal one Plan of action for goal two Plan of action for goal three Plan of action for goal four Total Points Possible 4 Weighted Area 4 Weighted Area 4 Weighted Area 4 Weighted Area High Points 2 points Plan of action clearly identifies: -who will perform the duties to meet the goal -what needs to be accomplished to meet the goal -when items need to be completed to meet the goal -where the activity will take place -how the chapter will implement the goal to accomplish this activity. Plan of action clearly identifies: -who will perform the duties to meet the goal -what needs to be accomplished to meet the goal -when items need to be completed to meet the goal -where the activity will take place -how the chapter will implement the goal to accomplish this activity. Plan of action clearly identifies: -who will perform the duties to meet the goal -what needs to be accomplished to meet the goal -when items need to be completed to meet the goal -where the activity will take place -how the chapter will implement the goal to accomplish this activity. Plan of action clearly identifies: -who will perform the duties to meet the goal -what needs to be accomplished to meet the goal -when items need to be completed to meet the goal -where the activity will take place -how the chapter will implement the goal to accomplish this activity. Mid Points 1 point Plan of action is vaguely written and only addresses part of: -who will perform the duties to meet the goal -what needs to be accomplished to meet the goal -when items need to be completed to meet the goal -where the activity will take place -how the chapter will implement the goal to accomplish this activity. Plan of action is vaguely written and only addresses part of: -who will perform the duties to meet the goal -what needs to be accomplished to meet the goal -when items need to be completed to meet the goal -where the activity will take place -how the chapter will implement the goal to accomplish this activity. Plan of action is vaguely written and only addresses part of: -who will perform the duties to meet the goal -what needs to be accomplished to meet the goal -when items need to be completed to meet the goal -where the activity will take place -how the chapter will implement the goal to accomplish this activity. Plan of action is vaguely written and only addresses part of: -who will perform the duties to meet the goal -what needs to be accomplished to meet the goal -when items need to be completed to meet the goal -where the activity will take place -how the chapter will implement the goal to accomplish this activity. Low Points 0 points Plan of action does not identify: -who will perform the duties to meet the goal -what needs to be accomplished to meet the goal -when items need to be completed to meet the goal -where the activity will take place -how the chapter will implement the goal to accomplish this activity. Plan of action does not identify: -who will perform the duties to meet the goal -what needs to be accomplished to meet the goal -when items need to be completed to meet the goal -where the activity will take place -how the chapter will implement the goal to accomplish this activity. Plan of action does not identify: -who will perform the duties to meet the goal -what needs to be accomplished to meet the goal -when items need to be completed to meet the goal -where the activity will take place -how the chapter will implement the goal to accomplish this activity. Plan of action does not identify: -who will perform the duties to meet the goal -what needs to be accomplished to meet the goal -when items need to be completed to meet the goal -where the activity will take place -how the chapter will implement the goal to accomplish this activity. Total Points pts x 2 = pts x 2 = pts x 2 = pts x 2 = National FFA Chapter Planning and Recognition Handbook 31

33 Results/Evaluation Total Points Possible Benefits to member, chapter or community Who did it impact and how? Educational Related to Quality Standard Outcome evaluated and reported (goal met or unmet) 6 Weighted Area 6 Weighted Area 6 Weighted Area Total Points Possible 4 Weighted Area Total Points Possible 3 Photo/caption 3 Spelling/Grammar Total Points Possible 2 High Points 3 points Response clearly states the purpose of the activity and the benefit the activity had on the students, chapter or community. Response clearly identifies and describes how the impact affected the intended audience. Response clearly states the educational value of the activity to the students, chapter or community, including what was learned from the activity. High Points 2 points Activity and benefits relate directly to the chosen quality standard. High Points 3 points Response clearly states whether all goals were met or unmet. If all aspects of SMART goals were met, clearly stated by how much and if exceeded. If goals were unmet, circumstances or reasoning as to why is explained in detail and what would be done differently next time to meet the goals. A quality photo illustrating the chapter's activity with a caption that clearly describes the activity. High Points 2 points No errors or slight errors in grammar or spelling that does not distracts the reader from the content. Mid Points 2 points Response vaguely states the purpose of the activity and the benefit the activity had on the students, chapter or community. Response vaguely identifies and describes how the impact affected the intended audience. Response vaguely states the educational value of the activity to the students, chapter or community, including what was learned from the activity. Mid Points 1 point Activity and benefits relate partially to the chosen quality standard. Mid Points 2 points Response vaguely states whether all goals were met or unmet. If only portions of aspects of SMART goals were met, it states by how much. If goals were unmet, circumstances or reasoning as to why is explained and what would be done differently next time is identified. A photo that partly illustrating the chapter's activity with a caption that vaguely describes the activity. Mid Points 1 point Major errors in spelling and grammar that distracts the reader from the content. Low Points 1-0 point Response does not or poorly states the purpose of the activity and the benefit the activity had on the students, chapter or community. Response does not identify and / or poorly describes how the impact affected the intended audience. Response poorly states the educational value of the activity to the students, chapter or community, and does not include what was learned from the activity. Low Points 0 points Activity and benefits do not related in anyway to the chosen quality standard. Low Points 1-0 point Response does not or poorly states whether all aspects of SMART goals were met or unmet. It does not identify how much the goal was met by or does not include the circumstances as to why the goal was unmet. A poor quality photo with a caption that does not describes the activity. No Points 0 points Excessive errors in spelling and grammar that distracts the reader from the content. 60 Total Points Total Points pts x 2 = pts x 2 = pts x 2 = Total Points pts x 2 = Total Points Total Points National FFA Chapter Planning and Recognition Handbook 32

34 Chapter Seven: Applying for Awards I. Guidelines for Form I and Form II? A. READ all of the instructions before beginning. B. Use the latest revised forms and application from the national FFA website. C. Complete the POA on Ag Career Network. Use the excel forms completed by committees (POA-1, POA-2, POA-3 and POA-4) as references in gathering information. D. Record each activity only once. Each activity must be different to meet the requirements. E. Proofread the final copy of the application before mailing. Double check for spelling, grammatical and typographical errors. F. Prepare two copies of the application. Send one to the state FFA office, and place the other in your chapter file as a permanent record. II. Completing information page and Form I Chapters can save time by having members fill out the separate parts of the application that relate to their committees. If you are unsure which activities relate to a standard, refer to the examples provided on pages A and B of the application. Although some chapters conduct several activities related to a single standard, members need to select a single activity to list under each standard. Sometimes chapters will conduct activities that relate to more than one standard. In such cases, members need to decide the most appropriate standard for the activity. When you are ready to apply, gather the information from the committees and complete the application. You may want to use an executive meeting to review each standard. Committee chairpersons may share activities appropriate for each standard, and the vice president may fill in the application. Before you know it, the chapter will have completed Form I and will be well on its way to becoming a state superior chapter. Use Table 8 to help complete the information page of the application and Table 9 to complete Form I. National FFA Chapter Planning and Recognition Handbook 33

35 Table 8: How to fill out the information page Category Name How to Fill Out This Section Special Notes State Chapter number Select state from drop box. Write in your assigned chapter number. Ask your advisor for this number. It can be found on your chapter roster. Chapter name Write in your chapter s name. This should match the chapter roster. Chapter Advisor s name Write in the address of your chapter s primary contact. Write in the name of your chapter advisor. This should be the primary advisor. For a chapter with multiple advisors, list the primary advisor in charge of national chapter activities. School Address, City, Zip Phone number Total unduplicated enrollment in agricultural education Total FFA Membership Number of in-school FFA members This report is for the year beginning Write in the name of school. Write in the address, city and zip of your school. Write in the phone number where your advisor maybe reached. Write in the number Write in the number. Write in the number. Write in the month, day and year. The application should automatically put the state abbreviation. Ask you advisor for this number. It is important that it is correct. This number should include members both in and out of school. Confirm the number with both the secretary and the advisor. This number should not include members who are out of school. Example: 7/1/2015 This date should be the date your POA begins. It may be a prescribed date in you state. Check with your The year ending Certification Write in the month, day and year. Have the chapter president, advisor and secretary, along with the school principal or superintendent, sign the application. Example: 6/30/2016 The difference between beginning and ending dates should equal one year. These signatures verify that the activities listed took place. This gives the chapter a chance to inform school officials of its activities. National FFA Chapter Planning and Recognition Handbook 34

36 Table 9: How to fill out Form I Form I is adapted from the National Quality Program Standards for Agriculture Education. Form I-Page 1 and 2 contain a brief description of an activity within each quality standard. The questions on Form I-Page 3 will provide evidence of your chapter s progress toward reaching the National Quality Program Standards for the FFA portion of a quality agriculture education program. The following guidelines/suggestions are to help in calculating your chapter s percentages for quality chapter indicators. Category Name on Form I Percentage of students that have a progressive plan for leadership, personal growth plan and career success. How to Fill Out This Section Enter the percentage of your FFA chapter membership that has a progressive written plan for leadership, personal growth and career success. (I.e. a written career pathway plan with the guidance department, documented SAE short-term and long-term goals. Utilize the LifeKnowledge pre and post assessments are administered and a mentoring plan is followed.) Percentage of students that participate in FFA-related programs and activities. Percentage of students that participate in FFA leadership and personal development activities/ events above the local level. Percentage of students that have equal access to FFA activities. Yes or No: The FFA chapter constitution and/or bylaws are upto-date and reviewed annually. Yes or No: FFA members are involved in the planning and implementation of a Program of Activities (POA). Yes or No: The FFA chapter conducts well planned, regularly scheduled chapter meetings. Yes or No: The FFA chapter plans and conducts award recognition programs. Yes or No: The FFA chapter has a current budget which provides the financial resources to support the POA and maintains accurate financial records. Yes or No: Capable and trained officers lead the FFA chapter. Yes or No: The chapter has recognized support groups. Enter the percentage of your agriculture education enrollment that participates in two programs and at least four activities each year. (Program areas are defined as career development events, proficiency awards, service learning activities, fundraising activities, national leadership development conferences, National Chapter Award committees, leadership conferences, camps and activities above the local level and/or holding a chapter office.) Enter the percentage of your FFA chapter membership that participates in at least two programs and at least four activities above the chapter level each year. (Program areas are defined as career development events, proficiency awards, service learning activities, fundraising activities, national leadership development conferences, national chapter award committees, leadership conferences, camps and activities above the local level and/or holding a chapter office.) Enter the percentage of your FFA chapter membership that has access to all FFA activities at the local level and above. The FFA chapter has an approved constitution and by-laws that are reviewed and updated annually consistent with local school policies, and all FFA members have access to a copy of the constitution. The annual program of activities is planned and implemented by chapter officers, members and committees. The FFA chapter has regularly scheduled monthly meetings that are conducted using an agenda including reports, proper use of parliamentary procedure with minutes and reports kept on file. The FFA chapter plans and conducts an annual banquet or awards recognition program for all chapter members, parents, administrators and supporters to attend. The FFA chapter has a budget with resources to support the POA. The chapter treasurer maintains financial records audited annually providing regular detailed chapter meeting reports. Chapter has sufficient financial funds to devote to savings. The FFA chapter officers are elected annually by members using an approved process outlined in the chapter bylaws. Chapter officers are properly trained to fulfill the duties of their office and participate in leadership activities above the chapter level. The FFA chapter is supported by a state and national-affiliated FFA alumni association or other local support/booster group. National FFA Chapter Planning and Recognition Handbook 35

37 III. Filling out Form II Form II requires the chapter to select, list and describe the three major activities conducted for each division. These activities may or may not be activities listed on Form I. The chapter may use an activity only once in Form II. It is important that each activity chosen must be distinct and relate to the selected quality standard for that division. For example, leadership CDEs addressing the leadership quality standard and CDEs addressing the career success quality standard are the same activity. A 25-point deduction will result if activities are used more than once in Form II. After selecting the activities, the chapter must describe the goals, plan of action and results/ evaluation for each. If the members do a good job of planning, conducting and reporting the activities, filling out Form II is easy! You can transfer the goals and steps for the activity from POA-2 to Form II. The steps represent the major part of the plan of action. The final report for each activity, POA-4, is helpful in listing the results. Use Table 10 to help complete Form II. Table 10: How to fill out Form II Category Name How to Fill Out This Section Special Notes Name of activity Standard checklist S.M.A.R.T. goals Write in the name of the activity in the space provided. Check the appropriate standard. Write the goals for the activity. Write a concise sentence. Check only one and DO NOT repeat a standard in a division. Transfer the goals for the activity from form POA-2. Plan of action Write the steps followed in completing the activity. This is not a report; it is a plan. Refer to form POA-2 for plan of action. State clearly and briefly who, what, when, where and how. Should be written in future tense. Results/evaluation Photo Describe the accomplishments the chapter achieved in conducting the activity. Caption explaining the picture. Refer to form POA-4 for the activity. Use as many numbers, facts and figures as possible. Example: Number of members and nonmembers involved. Use proper English. Should be appropriate, relate to activity described and be of the chapter activity. The font type and size must be Arial 10. Activity description/goals length is limited ten (10) lines of text. Plan of action and results/evaluation length is limited to fourteen (14) lines of text. If font type and size are not retained to these standards, the application may be DISQUALI- FIED. National FFA Chapter Planning and Recognition Handbook 36

38 IV. Selection of application photos The chapter needs to include a photo and caption for each activity. Good photographs and captions increase the impact of the application. Keep the following points in mind when taking and captioning photos: A. Do not stage the pictures. Take photos throughout the activity and select the best ones. B. Appoint a member to be responsible for photographing each activity. C. Be sure the photographer knows how to use the camera. Photos that aren t well-exposed are generally too dark or grainy. D. Plan your pictures; do not just point and shoot. E. Move as close to your subject as possible. F. One photo, not a collage, should be submitted with each activity. G. Captions should do more than just name the picture. They should be informative and interesting. H. The font type and size for photo captions must be Arial 14. Photo caption length is limited to eight (8) lines of text. Font size and type must not be altered. I. The National FFA Organization uses photos from the winning entries in printed materials and cannot use scanned or digital images from applications. If your chapter has moved from film to digital photography be sure to capture some images of each event at a resolution of at least 300 DPI so that they may be submitted for publication. J. Photos must be of the chapter activity. Misleading or falsified photos may lead to disqualification. V. Altering the application Altering the application, may result in the application being DISQUALIFIED. Altering the application includes copying the application into a word document, altering the space given for responses for any question or changing the font from Arial or changing the font size from the stated size. The following is not considered altering the application: bolding, underlining or changing the color of text. VI. References SMART Goals LifeKnowledge Lessons MS.14 Developing goals MS.15 Goal setting strategies HS.44 The benefits of goal setting HS.45 Goal setting strategies AHS.09 Long term goals and opportunities AHS.44 Organizational planning AHS.45 Leading program of activities development Additional lessons are available. National FFA Chapter Planning and Recognition Handbook 37

39 Appendices Appendices Forms Appendix A POA-1 Program of Activities Appendix B POA-2 Activity planning sheet Appendix C POA-3 Committee meeting report Appendix D POA-4 Final report Appendix E Form II Sample Appendix F Photo Page Sample National FFA Chapter Planning and Recognition Handbook 38

40 Appendix A: FFA Chapter Program of Activities: Form POA-1 Division: (check one) Student Chapter Community Name of committee: Purpose of committee: Committee members: ACTIVITIES GOALS Completion Date: Estimated income: Estimated costs: Chapter action taken: Approved Amended Rejected Completion Date: Estimated income: Estimated costs: Chapter action taken: Approved Amended Rejected Completion Date: Estimated income: Estimated costs: Chapter action taken: Approved Amended Rejected Completion Date: Estimated income: Estimated costs: Chapter action taken: Approved Amended Rejected Completion Date: Estimated income: Estimated costs: Chapter action taken: Approved Amended Rejected National FFA Chapter Planning and Recognition Handbook 39

41 Appendix B: FFA Chapter Program of Activities: Form POA-2 Committee: Members Responsible: Activity: Goals Steps Target Date Est. Cost Results/Notes National FFA Chapter Planning and Recognition Handbook 40

42 Appendix C: FFA Chapter Committee Meeting Report: Form POA-3 Date of meeting: Name of committee: Members present: Members absent: Action taken: Member(s): Responsible: Comments: Submitted by: National FFA Chapter Planning and Recognition Handbook 41

43 Appendix D: FFA Chapter Committee Meeting Report: Form POA-4 Name of committee: Activity: Budgeted $: Actual costs $: Actual receipts $: Date activity completed: Accomplishments: (include dates) Recommendations: Submitted by: (committee chair) (date) National FFA Chapter Planning and Recognition Handbook 42

44 Division III - Community Development - Activity One FFA can develop partnerships with other groups and organizations while taking a leadership role in making the community a better place to live and work. Using state, national and international activities, a chapter and its members can serve as catalysts in improving community's economic, environmental and human resources. Name of Activity: Which quality standard applies to this activity? (check one) Feeding Our Furry Friends Economic Development Environmental Human Resource X Citizenship Agriculture Promotion A. Activity Description/Goals - (What did you want to accomplish?) Activity Description: To provide high quality pet food, at no cost, to those residents of ABC County in need of assistance for care of their pets. As we well know, research has shown the therapeutic benefits of pets in reducing stress. In these tough economic times, we wanted to make sure that people were able to take care of their pets. Goal #1: To obtain donations of at least 2000 pounds of mixed pet food (by species) for distribution by December 10. Goal #2: To identify 5 sources of distribution of collected pet food located within ABC County by November 15. Goal #3: Secure funding for 250 nylon sacks for packaging of mixed pet foods for distribution by December 1. Goal #4: To prepare at least 100 bags of pet food for distribution to needy families by December 20 (20# for dogs, 10# for cats and 10# for birds). We hope to make this an ongoing project with the cooperation of all parties involved: ABC County FFA Alumni, Store Distribution Center #123 and local food banks. B. Plan of action - (Who, what, when, where, how?) All activities associated with this plan of action will be developed and completed by the animal committee in cooperation with other entities as necessary that are stated individually. 1. (November 1) Survey local veterinarians for any side effects of mixing pet foods by species. (Goal #1) 2. (November 10) Meet with local food banks to assess pet food needs with their programs. (Goal #2) 3. (November 10) Contact Wal-Mart distribution center to determine availability of pet food. (Goal #1) 4. (November 15) Search for a source of nylon bags at the most reasonable cost possible. (Goal #3) 5. (December 1) Approach our FFA Alumni to secure funding for the nylon bags. (Goal #3) 6. (December 5) Make all need arrangements to pick up pet food from Wal-Mart distribution center. (Goal #1) 7. (December 10) Secure stencil to label nylon bags and use spray paint to mark bags. (Goal #4) 8. (December 15) Mix donated feed by species and package as follows for distribution: dog food-20#, cat food-10# and bird food-10#. (Goal #4) 9. (December 15) Make sure all equipment and area is well cleaned between bagging of species. (Goal #4) 10. (December 20) Contact local food banks/pantries for pick up and distribution of pet food. (Goal #4) 11. (Ongoing) Repeat steps #3-#10 as often as possible to help feed our furry friends. (All Goals) C. Results/evaluation - (What was accomplished?) Goal #1 Results: (EXCEEDED) The chapter obtained donations of 2100 pounds of pet food (dog, cat and bird) for distribution. Goal #2 Results: (EXCEEDED) The chapter was able to provide 8 food banks/pantries to help distribute the mixed pet pet foods in ABC County. Goal #3 Results: (MET) The alumni chapter funded the purchase of 250 nylon sacks to package the mixed pet foods. Goal #4 Results: (EXCEEDED) Members prepared 135 bags of pet food (75 bags for dogs, 35 bags for cats and 25 bags for birds) for distribution to needy families. Evaluation: This project is an example of finding creative ways to solve a problem and save resources while educating everyone about pet importance in our lives, hard decisions that must be made and the ease of using valuable resources that are often discarded. ABC County has a 15.7% unemployment rate; therefore, families are suffering to have to make a hard decision: feed the pets or feed the family. Wal-Mart distribution center had wasted pet food from broken and damaged bags that they had no place to go with. The FFA obtained nylon bags and the wasted pet food to re-bag for distribution to local food banks, thus avoiding the tough decision of who to feed. With this program, everyone eats and the valuable role of the pet of stress management in these hard times is maintained. National FFA Chapter Planning and Recognition Handbook 43

45 Community Development - Activity One Chapter #: Name of Activity: Feeding Our Furry Friends National FFA Chapter Planning and Recognition Handbook 44