STATE ADVISOR GUIDE INTERNATIONAL LEADERSHIP CONFERENCE JUNE 27-30, 2018

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1 STATE ADVISOR GUIDE INTERNATIONAL LEADERSHIP CONFERENCE JUNE 27-30, 2018 We are looking forward to seeing you and over 11,000 HOSA members, advisors, sponsors, and guests in Dallas for the 2018 International Leadership Conference. In this guide, you will find information on travel, hotel accommodations, airfares, competitive events, registration updates and deadlines, special awards and nomination forms and all other general conference details. 1

2 2018 State Advisor Guide IMPORTANT DEADLINES All state advisor registration information can be found on HOSA s website at hosa.org/stateaavisorguide. Please be sure to complete the Competitive Events Management and Information form, Special Activity Registration form, State Advisor Contact form and submit your state winners list to Competitive Events. Below you ll find important deadlines for each of these forms: DEADLINE State Meeting Room Request March 1 Goodheart-Willcox Outstanding Service Award for Local Advisors Nomination Competitive Event Management Information Contact information for the Event Manager and Quality Assurance of your assigned competitive events. State Winners List to Competitive Events top 5 or 10 winners from SLC to Bergen Morehouse at bergen.morehouse@hosa.org Please include your HOSA Happenings Winners Special Activity Registration Form Includes the following: Advisors to Judge Outstanding HOSA Chapter Friday and Saturday Night Event Chaperones Flag Bearer General Session Courtesy Corps Local Advisor Recognition Executive Council Candidate State Meeting Request Outstanding State Leader Special Needs/Reasonable Accommodation State Scholarship Information State Advisor Certification Workshop Ambassador April 12 May 1 May 1 May 15 HOSA, Inc. Board of Directors Application May 15 Medical Liability/Code of Conduct Forms May 15 Executive Council Candidate Packet May 15 Special Awards Nomination Form(s) May 15 Validate Registration May 20 2

3 2018 State Advisor Guide HOTEL INFORMATION The following hotels are approved conference hotels for the 2018 International Leadership Conference: Omni Dallas Hotel Hyatt Regency Dallas Hilton Anatole Westin Hotel Dallas Fairmont Dallas Lorenzo Hotel Dallas Renaissance Dallas Marriott Suites Market Center Crowne Plaza Dallas Sheraton Dallas RESERVATION INFORMATION Option 1: Online reservations through the link provided at ilc.hosa.org/travel Option 2: Fax the reservation form (online at ilc.hosa.org/travel). If you fax your reservation form, it is recommended to follow up with the hotel by calling reservations to receive your confirmation numbers. Hotel reservations are on a first-come, first-served basis. HOTEL REGISTRATION DEADLINE : MAY 15 3

4 Hotel Information 2018 State Advisor Guide Room Rates: Payment: The hotel room rates range between $165 and $189 for single, double, triple or quad rooms at the 10 approved HOSA hotels. Hotels collect the first night s room and tax for each room when reservations are made. The hotels do have a cancellation policy which is 5 days prior to the scheduled arrival date. If you cancel before 72 hours, your card will not be charged. If an advisor does not wish to use a credit card to hold the rooms, a deposit check in the amount of the first night s lodging plus tax must accompany the hotel registration form. This check is deposited and credited to the total amount owed. If a school is going to pay the hotel bill by check or cash at the time of the ILC, the amount owed will need to be paid at the time of hotel registration. Incidentals: Tax Exemption: Parking: Check-In: Check-Out: Hotel Policy: Smoking Policy: Delegates should be informed about additional room costs and incidental charges including room service, movie rentals, and telephone calls. Hotels handle incidental charges in the following ways at the time of check-in: (1) Credit card on hold; (2) Cash deposit for each room in the amount of $50; (3) Check-in request that no incidentals are made to the room. If no incidental charges are incurred, no charges will be made and cash will be refunded. Hotel state tax exemption must be federal form #501-C3 or Texas form DR-5 tax exempt form. In order to comply with government policies, the hotel must receive a copy from one of the above mentioned forms and patent must be from the tax exempt organization. Standard self-parking rates apply for each hotel and are subject to change at the hotels discretion. Check-in is 3 p.m. Please be aware that early arrival at the hotels does not necessarily allow a delegation to secure rooms earlier than mid-afternoon. Check-out is 11 a.m. Please have a system in place to check your students room prior to checking out in order to assure they are left in good condition. Please be reminded that all delegates must be housed in approved conference hotels to be eligible for competition. It is the state advisor's responsibility to ensure that all delegates from their state follow this national policy. Smoking is prohibited in all guest rooms, restaurants, meeting rooms and interior public spaces. If your delegates smoke, they will be charged a $250 fee to return the room to its proper condition. 4

5 Travel Information 2018 State Advisor Guide Travel Agency Reduced Airfares If you would like help in making your individual or group airline reservations, please contact Travel Leaders in Texas. Call Kathy Buick at or or Please note Travel Leaders will charge a small agency fee per airline ticket. DALLAS/FORT WORTH INTERNATIONAL AIRPORT (DFW) 2400 AVIATION DRIVE DALLAS, TX DALLAS LOVE FIELD (DAL) 8008 HERB KELLEHER WAY DALLAS, TX DART DART is the local transit system, they provide transportation from both Love Field and Dallas/Fort Worth International Airports. Please see the information at ilc.hosa.org/travel. Taxi Service Downtown Dallas is approximately 23 miles from DFW International airport. From the airport, there is an estimated cost of $60 (one way) for taxi service. From Dallas Love field Airport to Downtown the rate is approximately $20. Supper Shuttle Super Shuttle is offing a discounted rate to ILC attendees. There is a reservation link at ilc.hosa.org/travel for more information. Bus Transportation If you would like information about bus transportation to Dallas, contact Unified Event solutions. Call Jonathan Park at (512) or jonathan@unified-es.com. HOSA DAY IN DALLAS Dallas offers HOSA delegates many unique opportunities for entertainment. HOSA is working with Premiere Global Tours to provide turn key tours for conference delegates. There is a description of the tours provided and a reservation link at ilc.hosa.org/travel. HOSA does not benefit and does not handle any of the tour responsibilities. 5

6 2018 State Advisors Guide General Conference Information New Advisors Coffee Talk General Session Courtesy Corps On Wednesday morning from 8 9 a.m., there will be a special meeting for Local and State Advisors attending the International Leadership Conference for the first time. Coffee Talk is designed for first year attendees only and will provide an opportunity to ask questions and learn how to take advantage of the opportunities offered at the ILC. Please share this information with your new local advisors. Each state should provide 2-4 individuals to serve as General Session Courtesy Corps. Courtesy Corps members will provide assistance, guidance and information as necessary to offer the best possible service to conference delegates. Members will be assigned various tasks on a rotating basis. Please designate alternates. These members should not have other major responsibilities or involvement in competitive events. Courtesy Corps assignments are included on the online Special Activity Registration Form due May 15. Please register only those Courtesy Corps members who can attend the Wednesday orientation and accept national assignments. DO NOT list those delegates whom you have assigned for the competitive event(s) your state is sponsoring. In addition: Each state is asked to assign 2 4 advisors or adult chaperones to serve chaperones for the student events on Friday and Saturday evening. Please include the name and school of those assigned on the Special Activity Registration form. Workshop Ambassador Each state will be asked to provide 2-4 individuals to serve as a Workshop Ambassador. Workshop Ambassadors need to commit a block of time (4 hours) between 9 a.m. 3 p.m. on either Thursday or Friday. Duties include assisting with the workshop details such as: welcoming the presenter; ensuring presenter has needs met for workshop, including technical assistance (if needed); serving greeter; introducing speaker; thanking speaker at conclusion; ensuring participants complete evaluations; and clearing the room and tidying up for next presentation. The Workshop Ambassador MUST be dressed in HOSA uniform and be able to attend an orientation on Wednesday. Specific assignments will be made at the Workshop Ambassador Orientation. Special Talent Request You probably have HOSA members and advisors with special talents in your state and we are searching for them! If you have members or advisors who are attending the ILC and would like to volunteer their time and talent to assist with a session, please ask them to send an tojeff.koeninger@hosa.org. In the subject line, please write SPECIAL TALENT and then describe the special talent (sign language, bilingual, etc.) in the . Be sure the HOSA member includes: full name, school, address and phone number. Special talent also includes singers/performers for the General Sessions. HOSA is looking for talented singers/performers to participate in the International Leadership Conference. If you are interested, please send a YouTube link to HOSA. The deadline for entries is March 15. If selected, he/she will sing/perform at one of the general sessions at the International Leadership Conference. You may a link or questions to HOSA at jeff.koeninger@hosa.org. 6

7 2018 State Advisor Guide State Meetings Communication Chartered association meetings will be scheduled as requested based upon room availability. Due to limited room availability, we are requesting that rooms are not used as meeting space for registration time. A time may be requested on the State Meeting Form due March 1. Rooms will be assigned on availability or first come, first-serve basis. Throughout the course of the conference, there are times when the state advisor is needed in HOSA or in Competitive Events Headquarters. On the state communication form, please provide your cell phone for communication during the conference and/or the name and number of the designated contact person from your state. The cell phone number is for the use of CE Staff and Conference Staff. We will NOT provide local chapter advisors with your number unless otherwise advised. State Conference Registration There will be one time available to register and receive your state conference registration materials: Tuesday, June 26, 9 10:30 a.m. in Omni Hotel, Dallas A-G If you arrive after 10:30 a.m., your materials will be available for you at the HOSA Headquarters registration desk. The ballroom will also be open from 10:30 a.m. 10:00 p.m. in order for states to prepare materials for registration. This room is the same room that will be used for conference registration on Wednesday, which means your programs and other conference materials will already be placed on your registration table on Tuesday. There is a place on your Special Activity Form for you to request the number of tables you will need for registration. Please note: ALL states must have their state registration in Dallas A-G at the Omni Hotel on Wednesday during the specified times. We are requesting that states DO NOT use state meeting times for registration HOSA will not be assigning rooms for that purpose. Local Chapter Conference Registration Code of Conduct and Medical Liability Release Forms The designated area to distribute packets on Wednesday, June 27 from 8 a.m. 1 p.m. is Dallas A-G at the Omni. Please notify your delegation of the process and time for ILC packet distribution for your state. When a state delegation does not travel together to the ILC, local advisors become extremely frustrated when they do not know where or how to locate the State Advisor (or designee) for registration. Forms must be completed with appropriate signatures and mailed before the ILC. Please keep a copy for your files. It is the state's responsibility to ensure that Headquarters has a copy for each delegate. Refund Policy Scholarships Conference registration is nonrefundable. Substitutions are allowable until the official conference registration closes at 10 p.m. on Tuesday, June 26, The HOSA Scholarship Application is online at hosa.org/scholarships. All applications are to be submitted through STEM Premier. Students should create a profile on STEM Premier and then apply for HOSA Scholarships. There is no limit to the number of applications per school or per state association. Applications deadline is March 15. Late applications will not be accepted. 7

8 2018 State Advisors Guide Local Advisor Recognition Goodheart- Willcox HOSA Outstanding Service Award for Local Chapter Advisors (3 regional winners) Outstanding State Leader HOSA will give special recognition to one (1) middle school; one (1) secondary; and one (1) postsecondary/collegiate HOSA advisor representing each state association during the Recognition Session. The selection process is to be determined by each state association. This is a means of recognizing advisors for the time and effort they provide to successful HOSA chapter activities for their members. The local advisor recognition may be submitted on the Special Activity Form due May 15. Goodheart-Willcox Publisher strongly believes in the HOSA mission and is honored to be a partner in educating and training today s young people to be tomorrow s health professionals. As a result, Goodheart-Willcox will recognize three local HOSA chapter advisors, one from each HOSA region, who have made outstanding contributions of local, regional, state and/or national significance to the promotion, development, and progress of HOSA Future Health Professionals with an unrestricted cash award of $2000 each. State advisors are invited to nominate one nominee from their state using the criteria listed at hosa.org/goodheart-willcoxaward. Application deadline: April 12 HOSA will give special recognition to one (1) Outstanding State Leader from each state at the 2018 ILC. For more information, review the event guidelines at hosa.org/guidelines. You can submit the name of your Outstanding State Leader on the State Activity Registration Form online. The Outstanding State Leader is asked to summary information (page 2 of the guidelines) and a picture to hosa@hosa.org by May 15. The subject line of the should be: Outstanding State Leader from (list state). Executive Council Candidates The nomination and campaign procedures for Executive Council candidates are included in this packet (Appendix B). Additional copies may be received from HOSA headquarters upon request. Candidates must complete the information requested on the application posted on STEM Premier by May 15. Please review the Executive Council candidate information and contact HOSA Headquarters if you have any questions. All materials must be received by May 15 (this includes the Photo, YouTube link and Resume). We need your help in assuring that qualified HOSA members have an opportunity to seek a position on the Executive Council. Please consider implementing a process to encourage and screen Executive Council candidates to represent your state. Executive Council Campaigning One of the highlights of participation as a delegate at the ILC is the election of the Executive Council. IF you have scheduled a state meeting on Wednesday, June 27, and you are wanting to have a Executive Council candidate speak at your state meeting, please make your request online on the Executive Council Candidate State Meeting Request on the Special Activity Form, and we will try to schedule a Executive Council candidate to speak at your meeting. 8

9 2018 State Advisor Guide State Winners List Following your state conference, you are asked to compile an official list of state winners, including HOSA Happenings, through at least the 5th place and share your state winners with HOSA. Please this list to Bergen Morehousa at no later than May 1. The list should include: Original names and schools of top 5 (or 10) in each state event. In team events, please list the last name of each competitor on the team. Your state winners list will help the CE Program Staff assure that ILC competitors are registered for the proper event. Competitive Event Sponsorship and Orientation Each state has been assigned to help manage at least one competitive event at the ILC. The state is responsible for assigning Event Personnel as described in the state Event Personnel chart online at hosa.org/stateadvisorguide. Event Personnel includes roles such as Event Manager, Quality Assurance, Section Leaders, Patients/ Clients, Timers, etc. Please assign all Event Personnel as described in the chart online online at hosa.org/ StateAdvisorGuide. In most cases, states will assign one Event Manager and one Quality Assurance for each event your state is sponsoring at the ILC. Provide contact information for these two individuals online by May 1. It is vital that the Event Manager and Quality Assurance can attend a MANDATORY orientation on Wednesday, June 27 from 10:30 a.m p.m. A specific time and room have been assigned for an Event Personnel Meeting, conducted by your Event Manager. Usually this Event Personnel Meeting will occur before the event. This is the opportunity for all Event Personnel to get on the same page and work out logistics for managing the event. All Event Personnel helping manage the event are required to attend. A Lieutenant from the Competitive Events Team will be in contact with the Event Manager and QA after May 15. For some events, it may make sense for you to assign round one Event Personnel and round two Event Personnel. If you have enough advisors and chaperones attending the ILC, this helps split up duties among your state attendees. The EM and QA should remain the same for round one and round two. SPECIAL NOTE: The following events will have their round two skill events taking place at an offsite location: Dental Science,CERT, Sports Medicine, Physical Therapy, Medical Assisting, Home Health Aide, Emergency Medical Technician, Clinical Nursing, Nursing Assisting, Pharmacy Science, Veterinary Science, Biomedical Laboratory Science. 9

10 2018 State Advisors Guide Competitive Event Special Announcements All changes to the event guidelines are found online at hosa.org/guidelines. Please make sure that the events in your state follow the new guidelines for Guideline Reminder: HOSA members are required to bring a copy of their event guidelines in print or electronic format to the event orientation at the conference. For the MOST CURRENT copy of the event guidelines, go to hosa.org/guidelines SPECIAL COMPETITIVE EVENT SCHEDULING REMINDERS FOR 2018: Competitor orientations will take place directly before the round one event. This means there will not be time between the orientation and the start of the event for competitors to go back to their room. If competitors are in an event with appointment times, this means the first appointment times will be directly following the conclusion of orientation. Competitors may be the first to report, or you may be two hours later, depending on your random appointment assignment. Competitors should prepare for both possibilities. Judging Appointment Times In events with appointment times, competitors will be given appointment times at the event orientation. Competitors should arrive to the listed report room in the program 15 minutes prior to their given appointment time, not at the beginning of overall judging time for that event. Appointment times help manage the flow of the competitive event so competitors are not waiting hours for their time with the judges. Event Personnel Meetings will take place directly before the round one event starts. There will be a second Event Personnel Meeting that takes place directly before the round two portion of the event, if applicable. In some cases, we understand that state event personnel is different between round one and round two, so we have provided an opportunity for event personnel to meet before each round. Round two Information Sheets have been created for competitors who advance to round two. These round two Information Sheets are one-page documents that explain all the details of round two, what to expect, where to go, and any special notes a competitor may need. These will be posted on the HOSA app, at CE Headquarters, and made available online when round two names are posted. Tests Due to conference room availability, there are multiple tests that will take place in the same room. Please help your competitors be prepared to share testing rooms with other events and be prepared to follow event personnel instructions for how to check-in appropriately. Deadline for Changes Remember that the deadline for you to make any final changes to competitive event registration is 10 p.m. on Tuesday, June 26. PLEASE stress to your local advisors the importance of any CE changes before you register on Tuesday. The sooner we get the changes into the system, the more accurate your chapter packets and our event lists will be. This includes competitors who are not attending the ILC, team member changes, spelling changes, etc. BEST PRACTICE: Give your chapter advisors your cell phone number and ask them to text you any changes before 10 p.m. on the Tuesday, June

11 2018 State Advisor Guide Special Needs Policy and Accommodations At the January 2007 Board of Directors meeting, a Special Needs Policy for HOSA Members was passed. A copy of the approved policy can be found in Attachment H. There are two methods to alert HOSA to the participation of HOSA delegates with Special Needs: 1. Special Needs Events: The event eligibility form found in the event guidelines must be signed by the competitor, school official and chapter advisor. The competitor must the form to HOSA by May 15. Those events include Personal Care, Life Support Skills, Speaking Skills and Interviewing Skills. 2. ALL other events and delegates: Please make sure local advisors inform you of any necessities needed by participants who have special needs for competitions, i.e. equipment, translators, wheelchair, other accommodations. As a State Advisor, you will need to communicate these special accommodations on the Special Activity Registration Form online by May 15. Accommodations requested for the ILC MUST HAVE been done in the same manner at the State Conference. We cannot provide any accommodations that you did not provide at your State Conference. Materials from States to International Competition State advisors should be aware that event guidelines describe the materials that MUST be turned in during the competitor appointment time at the ILC. You will need to determine a state process for either returning competitors' materials at the state conference, or informing competitors that they will need to reprint/recopy materials and bring them to the ILC. Example: Health Career Photography. IF the state keeps the pictures and narrative, then the competitor must be informed that he/she needs to reproduce those materials for competition. Competitive Events Team Member Registration If a member of the HOSA Competitive Events Team is from your state, they will register with your state for the International Leadership Conference through HOSA and not through HOSA. HOSA will credit your state for their registration fees. HOSA Activity Tracking System Reminders The HOSA Activity Tracking System is used for HOSA Service Project, Barbara James Service Award and MRC Volunteer Recognition. State Advisor instructions can be found online on the State Advisors portion of the HOSA website: Reminder: The HOSA deadline is May 15. HOSA members may continue to accrue service hours and donations from the SLC deadline until May 15. After May 15, HOSA will pull reports of all APPROVED hours/donations for ILC recognition. ILC Registration Note: HOSA Service Project, Barbara James Service Award and MRC Volunteer Recognition will still be options in the ILC Registration System. However, ONLY those members and chapters with APPROVED hours/donations from the HOSA Activity Tracking System will be recognized at the ILC Recognition Session. It is the Chapter Advisor s responsibility to make sure all members registered for these events have the required APPROVED hours/donations in the HOSA Activity Tracking System. Recognition lists used for ILC recognition will come from the HOSA Activity Tracking System, not the ILC Conference Registration. 11

12 2018 State Advisors Guide Voting Delegate The Task Force on Voting Delegate Process met on December 11 with the purpose of redefining the role of the Voting Delegate. The HOSA, Inc. Board of Directors approved the following motion to be effective starting at the 2018 International Leadership Conference. It is moved that Voting Delegates be ineligible to compete in competitive events at the ILC* and that HOSA create a track of educational activities for Voting Delegate participation. *Clarification on events at ILC: Voting Delegates can participate in Recognition Events except for Healthcare Issues Exam or any event that requires on-site testing. A voting delegate s purpose is to represent the membership of the chartered association, to conduct business on behalf of the organization, and to elect the executive council team. Currently, many states are underrepresented, not properly informed, and have many conflicts with competitive events that keep Voting Delegates from properly fulfilling their duties. The goal of the Task Force is to increase the perceived importance of the Delegate Assembly by expanding the educational process and responsibilities of the individual voting delegates. For additional information please see the Voting Delegate packet at ilc.hosa.org/node/1. Voting Delegates will need to register in the conference registration system and select Voting Delegate under Options and Activities. Voting Delegates State associations of HOSA shall exercise their membership voting privileges through voting delegates. Voting delegates shall be allowed each Division (Secondary and Postsecondary/Collegiate) of each chartered State Association as follows: Membership Voting Delegates Membership Voting Delegates ,001-19, ,001-21, , ,001-23, ,001-3, ,001-25, ,001-5, ,001-27, ,001-7, ,001-29, , ,001-31, ,001-11, ,001-33, ,001-13, ,001-35, ,001-15, ,001-37, ,001-17, ,001-39, E-Voting At the Business Session, Voting Delegates will be voting through an e-voting system. Please advise your Voting Delegates to bring a smart phone or tablet with them to the Business Session. If a delegate does not have a mobile device, delegates will be able to share mobile devices to cast individual votes and HOSA will also provide a few devices to share. 12

13 2018 State Advisors Guide Conference Registration Procedures Each chapter is instructed to register online at Online registration closes at midnight (CST) on May 15. State Advisors MUST review and correct each chapter's registration BEFORE VALIDATING YOUR STATE BY MAY 20. It is your responsibility to verify conference participants' membership and eligibility. Eligibility means each participant is: A member of HOSA-Future Health Professionals. Staying at the designated hotel property. Competed in the event at the state level for which he/she is registered for international competition (exception: substitutions and additions on teams). Reminder: HOSA members may enter only one competitive event at the ILC. In addition, they may participate in as many Recognition Category events as they wish. Exception: Beginning in 2018, Voting Delegates will not be allowed to compete in any competitive event. Voting Delegates will be allowed to participate in all Recognition events except Health Care Issues Exam. When you verify online chapter registration for the ILC, we would ask that you check the lists for the following: Your state only has a maximum of 3 competitors (teams) per event in Health Science, Health Professions, Emergency Preparedness, Leadership and Teamwork Events. Voting Delegates cannot compete NOTE: Chapters may make changes to their online registration until the registration has been verified by the state advisor. After midnight on May 15, chapter advisors will NOT be able to make changes. All registration changes after that time MAY ONLY BE MADE, IN WRITING, BY THE STATE ADVISOR. After reviewing and verifying all chapter registration data, print an invoice and submit payment in the full amount for your delegation's registration. [The payment may come in one state check, individual school checks or personal checks. If paying by check, please be sure to reference the charter number in the memo line. We can also invoice a state association.] Please keep a copy of the chapter registration forms for your records. HOSA State Associations MUST pay the full amount owed to HOSA, Inc. within ten (10) days of the closing day of the annual International Leadership Conference or be assessed a 5% penalty for late payment. Failure to pay the 5% penalty will be referred to the HOSA, Inc. Board of Directors for action. THE IMPORTANCE OF CORRECT STATE REGISTRATION LISTS CANNOT BE STRESSED ENOUGH. These registration lists transfer into all aspects of the competitive event program, and when competitors are registered for the wrong event, or with the wrong team members, or are no longer coming to the ILC, these changes have a huge impact on the processes behind the scenes. PLEASE help us to ensure a positive event experience for your members by verifying your state registration lists are correct. 13

14 2018 State Advisors Guide Chapter Conference Registration Process HOSA offers online conference registration for chapters. States will need to direct chapter advisors to HOSA.org for conference registration. Registration is integrated with affiliation, therefore, chapter advisors will login the same way they do for online affiliation. The following steps should be followed to complete the online International Leadership Conference Registration: Note: You must have affiliated online to use the online conference registration process. 1. Go to and select the Login link above the search box in the upper right-hand corner. 2. Click the Access Chapter Advisor Services link from the links offered. 3. You will now be prompted to log in using your charter number and password. 4. The online affiliation menu will be displayed once you have logged in successfully. Chapter advisors will notice an option in the menu, Conference Registration. You will be asked to log in with your charter number and password again. 5. Upon clicking Begin Registration, the system will present a table of affiliated members. Each row of the table will include a "Register" button. Clicking this button will then take the advisor through a series of prompts to collect conference registration information. At the upper right-hand side, buttons are provided to register family members and guests. 6. After the chapter advisor completes the registration for their chapter, the data is then submitted to the state advisor for review. The registration process is completed by reviewing your registration and clicking the done button. The state advisor will have the option to add, delete and/or update any data submitted by the chapter before releasing it to HOSA. Please call HOSA with any challenges or questions in using the online registration process. ONLINE REGISTRATION CLOSES AT MIDNIGHT (CST) MAY 15 After midnight, all additions and changes must be made via to hosa@hosa.org by the state advisor only. Requests from local chapters will be forwarded to the state advisor for approval before being entered into the HOSA Conference Management System. 14

15 Healthcare Issues Exam REGISTRATION GUIDELINES 2018 State Advisor Guide The Healthcare Issues Exam is designed to encourage health science students to investigate, analyze, and apply their knowledge of current healthcare-related issues. Each state is allowed to enter any qualified HOSA member based on the following formula: total competitors per state not to exceed 25% of the number of that state's previous year's ILC student delegates. (Example: a state with 40 student delegates at the 2017 ILC can enter a maximum of 10 students in this event in 2018.) The percentages have been calculated and the numbers below represent the total number of student delegates per state that are eligible to compete in the 2018 Healthcare Issues Exam. State 2017 State 2017 State 2017 Alabama 41 Kansas 14 North Carolina 72 Alaska 12 Kentucky 61 North Dakota 16 Am. Samoa 1 Louisiana 6 Ohio 72 Arizona 82 Maine 0 Oklahoma 54 Arkansas 17 Massachusetts 15 Oregon 11 California 66 Mexico 0 Pennsylvania 47 Canada 27 Michigan 63 Puerto Rico 3 Colorado 44 Minnesota 20 Rhode Island 1 Connecticut 8 Mississippi 42 South Carolina 51 Delaware 23 Missouri 47 South Dakota 23 Florida 84 Montana 6 Tennessee 74 Georgia 75 Nebraska 12 Texas 156 Hawaii 45 Nevada 35 Utah 49 Idaho 47 New Hampshire 22 Virginia 39 Illinois 43 New Jersey 45 Washington 39 Indiana 42 New Mexico 17 Wisconsin 34 Iowa 13 New York 20 West Virginia 35 Please verify the number of participants in HCIE representing your state from online conference registration to ensure your state follows the guidelines. 15

16 HOSA CONFERENCE REGISTRATION HISTORY 2008 Dallas 2009 Nashville 2010 Orlando 2011 Anaheim 2012 Orlando 2013 Nashville 2014 Orlando 2015 Anaheim 2016 Nashville 2017 Orlando AL AK AR AS AZ CA CD CO CT DE FL GA HI ID IL IN IA KS KY LA MA MD MI MN MO MS MT NE NV NH NJ NY NM NC ND OH OK OR PA PR SC SD TN TX UT DC VA WA WI WV TOTAL 5,296 5,822 6,542 6,127 6,740 7,031 7,868 8,821 8,704 9,811 16

17 2018 State Advisor Guide Competitive Event Sponsorship Information Thank you for accepting the important responsibility of competitive event sponsorship at the HOSA International Leadership Conference. The event management process of the Competitive Events (CE) Program at the ILC becomes one of the most important steps to ensure event success. Each state association is assigned one or more events to sponsor at ILC, as indicated in the list below. As a State Advisor, your job is to assign personnel from your state to manage your assigned event. While all event personnel are important to the success of the event, your two most important choices are the Event Manager (EM) and the Quality Assurance person (QA) as they serve as the leaders for the rest of the personnel. The minimum total number of personnel you must assign is listed in the chart below. The full Event Personnel Needs Chart can be found at hosa.org/ StateAdvisorGuide and gives you all the details you need of who to assign and what specific roles they will fill. State Competitive Event Alabama Arizona California Colorado Florida Georgia Hawaii Idaho Illinois/Louisiana/Puerto Rico Indiana Iowa/Alaska Kentucky Michigan Minnesota Mississippi/Delaware Missouri/Canada Pharmacy Science (Pilot) Parliamentary Procedure Medical Terminology Biomedical Laboratory Science Public Health Healthy Lifestyle CPR/First Aid Health Career Photography Medical Assisting HOSA Bowl Prepared Speaking Sports Medicine Researched Persuasive Writing & Speaking Veterinary Science Interviewing Skills Clinical Nursing Epidemiology Extemporaneous Health Poster Extemporaneous Writing MRC Partnership Health Career Display Creative Problem Solving 17

18 2018 State Advisor Guide State Competitive Event Montana/Kansas Nevada New Jersey New York/Connecticut North Carolina North Dakota Ohio Oklahoma Oregon/New Mexico Pennsylvania South Carolina South Dakota Tennessee Texas Utah Virginia Washington/Massachusetts West Virginia Wisconsin Dental Terminology Home Health Aide Medical Spelling Knowledge Test-Pharmacology EMT Knowledge Test--Pathophysiology Speaking Skills Public Service Announcement Knowledge Test-Nutrition Dental Science Forensic Medicine Knowledge Test-Medical Law & Ethics Knowledge Test-Transcultural Health Job Seeking Skills Knowledge for Middle School (KC, KN, MR, MT) Medical Innovation-Original Medical Innovation-Existing Knowledge Test-Behavioral Health Knowledge Test-Human Growth & Development CERT Community Awareness Health Education Personal Care Physical Therapy Life Support Biomedical Debate Nursing Assisting Outstanding HOSA Chapter Healthcare Issues Exam Medical Math Notes: The first state listed is the lead state for the event. States not listed will be notified by HOSA Competitive Events to fill positions as needed. 18

19 2018 State Advisor Guide EVENT PERSONNEL NEEDS For your convenience, the Event Personnel Needs Chart has been posted online at hosa.org/ StateAdvisorsGuide. The Event Personnel Needs Chart includes the total number and type of personnel needed by event and by state sponsor. In addition to reviewing the chart, please read the following information for suggested personnel needs for successful event management. Event Managers (EM) and Quality Assurance (QA) should consult with the Event Lieutenant (LT) for more information, and should work with the State Advisor to develop a written list of all assigned event personnel. For States Co-managing Events: The first state listed is the lead state. Lead state assigns EM, partner state assigns QA. State advisors need to communicate how they will assign additional personnel. For Off-Site Events: State advisors will assign a bus chaperone, as requested by HOSA CE. There will be multiple events sharing the same bus to the same site as well as events using the DART System HOSA will not be responsible for transporting students that miss their event bus/dart Events with a Round Two Off-Site at ILC 2018 = Dental Science,CERT, Sports Medicine, Physical Therapy, Medical Assisting, Home Health Aide, Emergency Medical Technician, Clinical Nursing, Nursing Assisting, Pharmacy Science, Veterinary Science, Biomedical Laboratory Science. EVENT PERSONNEL ROLES Every event personnel member should: be familiar with the event guidelines so you can answer questions and problem solve as needed attend the Event Personnel Orientation prior to competition support and communicate with the EM and QA frequently turn cell phones off, unless using as a timing device (if so, notify competitors) dress professionally and maintain a quiet, friendly and safe environment remember that competitors are nervous and have worked hard to get here; be kind! enjoy a successful event! 19

20 2018 State Advisor Guide Additionally, the following event leaders should possess the following qualities and are responsible for the following tasks while serving at the ILC: Event Manager (EM): smooth, fair, on-time running of entire event communicating with the assigned event LT and QA completing tasks as outlined in the CE Management Guide ensuring enough personnel are assigned to assist attending EM/QA orientation on Wednesday at ILC orienting personnel (especially section leaders) orienting competitors managing event completing all event documentation Quality Assurance (QA): communicating with the assigned event LT and EM completing tasks as outlined in the CE Management Guide attending EM/QA orientation on Wednesday at ILC orienting judges reviewing paperwork for potential errors completing event documentation Section Leader (SL): communicating with the assigned event EM and QA completing tasks as outlined in the CE Management Guide ensuring your section runs on time prepping site introducing competitors to judges & timekeeper listening to competition to be sure guidelines are followed reviewing rating sheets/scantrons completing event documentation Timer: communicating with the EM & SL assigned to your section ensuring event runs on time being in clear site of competitors completing timekeeper log, as applicable Room Proctor: communicating with the EM & SL assigned to your section monitoring competitors and reporting issues to Event Manager or Section Leader Room proctors may be advisors, guests, or mature students. 20

21 2018 State Advisor Guide Report and Evaluation facilitator (R&E): communicating with the EM & QA ensuring enough supplies and correct event lists are available managing competitor arrival and/or post-event evaluations Additional report staff may also be used as room proctors once check-in is complete. Bus Chaperone: obtaining competitor lists for all off-site events using this bus staying on bus and checking in competitors both to and from competition site. Only one chaperone required per bus (not event). CE staff will be in touch with applicable State Advisors Patient/Client: following instructions. dressing appropriately for the part. acting according to the scenario but NOT overacting! Patient/Clients may be advisors, guests, or mature students. Event Assistants: following instructions. acting as runners, door monitors, models, escorts or timekeepers as needed. This is a great job for mature students. Three event assistants per event are recommended to help where needed. Additional personnel may be assigned to help with check-in, rotate as patients/clients, supervise display time, and help event flow as needed. 21

22 2018 State Advisor Guide State Advisor Best Practices 1. State Advisors play a critical role in assuring that events at the conference run smoothly. State Advisors must communicate with and support the Event Manager and QA. If the Event Manager and QA needs are met in regards to having enough event personnel, knowing who they are and having an opportunity to plan all the details, the event will run smoothly and the Event Manager and QA will have a good ILC experience. 2. ASSIGN ALL ADVISORS (and some guests) attending the ILC to some type of responsibility, primarily in competitive events management. If all advisors do a small part, it keeps most advisors from being overburdened. 3. ASSIGN specific EVENT PERSONNEL responsibilities to members who are attending the ILC but not competing such as state officers, alumni members, voting delegates, etc. HOSA members who assist in event management enjoy being a part of the event experience. 4. FOLLOW HOSA RULES! States must follow HOSA guidelines and processes in managing the event. One of the greatest challenges for HOSA competitors is when the state did it differently. 5. PUT IT IN WRITING BEFORE THE ILC, and inform your state event people of their ILC roles. A number of chapter advisors every ILC raise concerns that they were not aware of their event responsibilities until after arriving at the ILC. 6. BE SURE your Event Manager understands that it is his/her responsibility to DOUBLE-CHECK EQUIPMENT AND MATERIALS (event box) PRIOR to the event, and become familiar with what the event plans are. 7. Teach your advisors to be EXTREMELY NICE. This is NOT a classroom environment, so they should not use their teacher power when dealing with HOSA members. The competitive event experience is extremely stressful for students, and kindness is an important element of successful event management. 8. Be sure your event personnel KNOW THE RULES. Ask them NOT to make up rules as they go along. When in doubt, seek clarification from the event Lieutenant, Category Chair, or CE Directors. Note: There may be MULTIPLE MEETINGS FOR EACH EVENT there is a required Event Manager and QA Orientation on Wednesday at 10:30 a.m. The Event Personnel Meeting is generally scheduled immediately preceding the event. 22

23 2018 State Advisor Guide Competitive Event Sponsorship Checklist BY MAY 1 Send state winners list to Bergen Morehouse at bergen.morehouse@hosa.org. Complete Competitive Events Management Information Form online with Event Manager and QA names and contact information. MAY 15 Complete Special Activity Registration form online. AFTER MAY 15 Accommodation Information: For all other competitors not in the special needs events, what accommodations did you make at the state level? (e.g. accommodations for visual and hearing impairments, wheelchair accessibility see note about Special Accommodations on page 11 of this guide) Communicate with Event Manager and QA. Assign your attending advisors, chaperones and students to serve as event personnel for your assigned event. Make sure the Event Manager and QA have connected with the Lieutenant from the CE Team. The Lieutenant will be copying the State Advisor on initial communications with the Event Manager and QA person. ILC Competitive Events Changes. All changes must be sent to the HOSA Office through the State Advisor. Please send event deletions. Even though we do not give refunds, you can help us make the onsite process easier and more accurate by sending us your deletions. NOTE: The person s events will be deleted, but the name will remain on the registration list. BY MAY 20 Validate ILC Registration. Verify students are registered for correct event. TEAM EVENTS: Verify students are grouped by team according to the awarded place at SLC (e.g. 1st place winners are Team 1, 2nd place winners are Team 2). SUBSTITUTIONS: Verify students are eligible to compete. Only 75% of a team can be substituted. Click the validation link to the right of the school s name. AT THE ILC Attend Event Personnel Orientation. Make changes to Competitive Events. List of competitors will be given to State Advisors during ILC registration. Make any changes on the list. Sign the list and turn into Competitive Event Headquarters by 10 p.m. on Tuesday. Even if there are no changes, still sign and return to CE HQ. Do an Event Walk-by: Offer thanks, encouragement and general support to event personnel. Make them feel appreciated! 23

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