STATE OFFICER HANDBOOK

Transcription

1 GENERAL RESPONSIBILITIES OF STATE OFFICERS State Officer Responsibilities Include: Religion, Education, and Family We recognize that many state officers have a strong commitment to religion, family, and education. FBLA PBL should be the next priority on your list. In selecting your personal priorities, keep in mind that FBLA PBL does not take precedence over your education. Your parents, family, and guardians form the foundation of your leadership, skills, intellect, and development as a citizen. Keep them informed, apprised, and involved in your FBLA PBL service. Ask for their help, seek their counsel, and make sure your family members know of your new commitments and the hours you will be volunteering. Vince Lombardi said, Winning isn t everything, but wanting to win is! You have an obligation to yourself and those you serve to want to succeed, to achieve as much as you can, and be the best at all times. Members Your foremost responsibility as a State Officer is to represent the many FBLA PBL members throughout the organization. As a state officer, you are not merely a representative of your home chapter or region, but an ambassador and leader of a state wide organization. You are responsible for helping chapter officers effectively lead and serve local members. As a state ambassador of FBLA PBL, the impression you make on other people will have a significant impact on how they judge the entire association. Consequently, you must always be mindful of the image you project in appearance, in speaking, in writing, and in manners. You are charged with the responsibility of projecting yourself as a professional student leader and developing enthusiasm whenever you speak for FBLA PBL. The growth of FBLA PBL depends on the performance of your duties and the impression you leave with people who are interested in FBLA PBL activities. You are responsible for responding appropriately and in a timely fashion to any member requests for assistance. Page 1 of 25

2 FBLA PBL Chapters A State Officer must be prepared to assist chapters in their FBLA PBL growth and development. The contribution you are able to make to chapters will be in direct proportion to your understanding and communication of the fundamentals of FBLA PBL, your use of good judgment, your willingness to help, and your enthusiasm. State Officers should always be prepared, on any occasion, to make impromptu remarks or say a few words about FBLA PBL. To do this you should know and understand the bylaws, creed, mission, and general historical and current facts about FBLA PBL. From time to time, controversies will occur in a local chapter. As a State Officer, you should remain neutral and outside of any debates or issues that can arise in a chapter. For your own protection, and that of the Association, you are not to take a position, endorse a candidate, or in any other way involve yourself in the internal chapter issues. The Association As a State Officer, you have the challenge of providing guidance, leadership, and inspiration to ALL FBLA PBL members. The example that you set will affect each member s enthusiasm and involvement. State Officers are required to adhere to the Code of Ethics, Code of Conduct, Dress Code, and Pledge. You must, at all times, exhibit the qualities of leadership that will contribute to the growth of FBLA PBL. It is your duty to share ideas, recommendations, and solutions that meet needs and improve service. As you reach for higher goals, you will also encourage those you meet to have the same desire for self improvement and higher goals. State Executive Council As a State Officer, you are a member of a team of state leaders. It is the responsibility of this team to collectively work to meet the needs of the members of FBLA PBL. You are responsible for working with the other officers, meeting your commitments to them, and being honest and straightforward in your communication with them. You owe it to your fellow officers to always treat them with respect and courtesy. It is your duty to regularly correspond with other members of the team regarding your progress on action items and to provide feedback and assistance Page 2 of 25

3 Local Chapter Adviser(s) Your local chapter adviser(s) is/are a critical component of the State Officer support network. State Officers need to keep their adviser(s) informed of their activities and included in correspondence and outreach. If you require the use of school facilities, resources, or administrative approval for State Officer activities, you must coordinate with your local chapter adviser prior to taking any action. Chapter advisers should be informed of any travel you plan to make to accomplish official state officer duties including meetings, chapter visits, and presentations to local business leaders and elected officials. It is your responsibility to inform them. State Staff The FBLA PBL State Adviser, Assistant State Adviser, and State Officer Team Adviser are responsible for the management and operation of and constitute your State Staff. Throughout the year you will also work with professional leadership trainers, event professionals, and other service suppliers. The people employed by FBLA PBL are committed to making your term as a State Officer a successful and rewarding experience. Your cooperation, communication, and responsiveness to their requests are vital to the progress of FBLA PBL. The State Adviser, Assistant State Adviser, and State Officer Team Adviser must be copied on all state officer correspondence. Finances and implementation of policies and procedures are the responsibility of the State Adviser. State Officers are not authorized to enter into any contractual relationship or make commitments on behalf of the association without specific authorization from the State Adviser. Business World State Officers are the key ambassadors of FBLA PBL. This means developing in depth knowledge of the association, its goals, and strategy for success. This also means effectively communicating the important mission of FBLA PBL to business, government, education, and community leaders. You are charged with seeking opportunities for FBLA PBL to develop new partnerships and enhancing relationships with old friends of FBLA PBL. You are responsible for working with the State Staff to gain support from business and government officials for the important work of FBLA PBL. Page 3 of 25

4 Unauthorized Activities State Officers may not endorse or support candidates for local or state offices. State Officers may not personally endorse any product, item, or service on behalf of business education or FBLA PBL. State Officers are not permitted to accept personal honorariums or payments for services performed as a State Officer. State Officers are not permitted to obligate FBLA PBL for funds or services of any nature without prior approval from the state adviser. State Officers may not get involved in local chapter issues and political concerns by offering interpretations of policies or rules. State Officers may not hold official meetings or appoint other members or committees without the approval of. Romantic relationships between State Officers are not allowed. State Officers are not allowed to violate curfew at FBLA PBL activities. State Officers are not allowed to send correspondence to chapters, school officials, or business leaders without it first being reviewed by the State Adviser Page 4 of 25

5 WHO IS OKLAHOMA FBLA PBL? is a volunteer lead, staff supported, student driven nonprofit organization dedicated to developing the business leaders and entrepreneurs of the future. Close partnerships between the national FBLA PBL organization, students, advisers, alumni, business leaders, parents, and staff make the mission possible. State Officers should have a clear understanding of the roles of all leaders who make the work of happen. National FBLA PBL FBLA PBL is our parent organization and how receives its state charter and nonprofit 501(c)(3) status. FBLA PBL rules and regulations are customized to fit the specific needs of each state. FBLA PBL also serves as a resource, guide, and producer of programs, recognition, and membership materials. State Staff State staff members are volunteers and receive no compensation from. Staff members are appointed by the State Adviser. If a position is vacant, the State Adviser assumes the responsibility of that position. State Adviser The State Adviser is responsible for managing, directing, and implementing the activities and policies of FBLA PBL. The Officers are required to work in partnership and to be in regular communication with their State Adviser at all times. Assistant State Adviser The Assistant State Adviser is responsible for updating and maintaining the state Web site, proofing and distributing the state newsletters, and other duties as designated by the State Adviser. State Officer Team Adviser The State Officer Team Adviser is responsible for the ongoing training and development of State Officers. The State Officer Team Adviser is a trainer, mentor, counselor, and adviser for Officers. The Officers are required to work in partnership and to be in regular communication with their State Officer Team Adviser at all times. Page 5 of 25

6 GENERAL EXPECTATIONS OF STATE OFFICERS State Officers are expected to be models of the ultimate FBLA PBL leader. In addition to attending conferences, State Officers and their local chapters are expected to be in good standing and participate and get involved in the following FBLA PBL programs and opportunities. General State Officer Expectations Submit membership dues by September 15. Participate in FBLA PBL membership, leadership, and participation programs. Participate in at least one competitive event. Submit at least one article for publication in each issue of the State Newsletter. Achieve a minimum of one level of the Business Achievement Awards or Career and Membership Achievement Program by end of term. Apply for the National FBLA PBL scholarships. Personally volunteer and/or contribute to March of Dimes, our state and national service partner. Conduct chapter visits as requested and assigned. Participate in and promote State Community Service Project. Secure state sponsorships. Local Chapters Expectations of State Officers Submit initial membership dues online by the stated deadline and all dues throughout the year, and definitely before the final membership deadline. Contribute names of FBLA PBL alumni members to the State Adviser. Recite the FBLA PBL Pledge/Creed at chapter meetings throughout the year. Maintain, on file, a current version of chapter bylaws. Meet or exceed last year s membership total. Establish chapter goals/program of work and chapter calendar. Submit a Local Chapter Annual Business Report for competition. Participate in State meetings and conferences and submit all registration materials in a complete and timely manner. Meet with local adviser weekly to discuss state officer responsibilities Page 6 of 25

7 SPECIFIC DUTIES OF STATE OFFICERS All state officers are required to perform all duties as prescribed in the bylaws and perform the following duties as outline by each position: Duties of the State President Serve as Chairman of the State Executive Council, Preside over the Council meetings and business meetings of FBLA PBL, Appoint appropriate committees and committee chairmen, Serve as an ex officio, non voting member of all committees, Perform other duties for the promotion and development of local and state FBLA PBL. Duties of the Vice President Serve as a member of the State Executive Council, Assist the President in the promotion and development of FBLA PBL, Perform other duties for the promotion and development of local and state FBLA PBL. Duties of the Secretary Serve as a member of the State Executive Council, Keep an accurate record of all business meetings of the State Leadership Conference and of the State Executive Council, Supply promptly at least one copy of the minutes and substantiating reports to the FBLA & PBL Presidents and Executive Council Members, Perform other duties for the promotion and development of local and state FBLA PBL. Duties of the Reporter Serve as a member of the State Executive Council, Publish state FBLA & PBL newsletters, respectively, Solicit news articles from local chapters, Perform other duties for the promotion and development of local and state FBLA PBL. Duties of the Parliamentarian Serve as a member of the State Executive Council, Advise the President of the orderly conduct of business in accordance with FBLA & PBL Bylaws and Robert s Rules of Order Newly Revised, Perform other duties for the promotion and development of local and state FBLA PBL. Duties of the National Officer Candidate/State Executive Vice President Serve as a member of the State Executive Council, Serve as liaison between the State and National Associations, Assist the President in the promotion and development of FBLA PBL, Perform other duties for the promotion and development of local and state FBLA PBL. Page 7 of 25

8 Duties of the Local Chapter Adviser to State Officers Ensure the State Officers have safe and reliable transportation to all required meetings and events Ensure that State Officers comply with all district and school policies regarding absences, travel, grades, and chaperones Serve as the primary contact between parents, school officials, and the State Officer Accompany the State Officer and/or provide acceptable chaperonage for all Executive Council meetings, conferences, or any other activity during which the State Officer is acting in his/her official capacity and chaperones are required by the School District Oversee the duties of the State Officer and maintain regular communication with the State Adviser and State Officer Team Adviser on matters concerning the success and activities of the State Officer Review the State Officer s correspondence Provide guidance, recommendations, and advice regarding the operations, decisions, and direction of Participate in the successful administration of the State Fall Leadership Conference and State Leadership Conference Contact the State Adviser and State Officer Team Adviser regarding questions, circumstances, or recommendations that impact State Officer performance Page 8 of 25

9 FBLA PBL STATE OFFICER SERVICE ATTITUDE Taking that EXTRA STEP as a State Officer is not a program it is an attitude. The EXTRA STEP is not something you strive to be it is something you always DO! EXTRAORDINARY CUSTOMER SERVICE. The difference between ordinary and extraordinary is that little extra. State officers don t wait for things to happen they make things happen. State Officers anticipate the unmet need and get other leaders involved to solve it!! X FACTOR. X is the unknown quantity. State officers take initiative to seek and find opportunities to serve. They go above and beyond to find solutions to challenges. State Officers isolate factors that influence FBLA PBL and through innovation and creative thinking wholeheartedly pursue short term actions that produce long term results. TOP OF MIND AWARENESS. State Officers are FBLA PBL s ultimate brand. Building relationships and external awareness is the key to being first in the minds of students and stockholders. When someone thinks student leadership, outstanding organization, business experience, community leaders, or excellent opportunity, they think of FBLA PBL. RESULTS DRIVEN. State Officers take every action with the end in mind. They are obsessed with results not activity. State Officers think, How will this action delight our members and meet needs? The ultimate result of FBLA PBL success is a growing association of involved students. State Officers know that growth isn t a goal to achieve it is a measurement of how well we deliver value and build business leaders. AMBASSADORS OF LEADERSHIP EXCELLENCE. State officers are the vision and hope of business leadership excellence in action State Officers know business and they know the business of FBLA PBL. State Officers are FBLA PBL to the world. They host in any environment and work to make everyone feel warm, welcome, and important through their charm, grace, and sincerity. SPEAK TO THE FANS! Effective communication takes powerful planning and dynamic delivery. State Officers are expected to be inspiring, educational, persuasive, and informational in any environment. TIMELINESS. State Officers are on leader time. As masters of time, they are masters of efficiency, organization, and delegation. State Officers start projects early not when they are due. They know their limits and know how to say NO. They communicate the status of projects, get others involved to help get the job done, and seek clarity and assistance well in advance of the deadline. State Officers know they have less than one year to make a positive impact. They pursue service urgency knowing they can celebrate after a job is well done. EVALUATION. State Officers know that there are lessons learned in looking back that will help propel themselves and FBLA PBL forward. State Officers are dedicated to improving themselves and actively seek and report customer feedback and stakeholder input. State Officers are not afraid of mistakes. They are afraid of missing opportunities because they did not take time to evaluate. PROJECT PLANNING. State Officers know that service is 90% successful project completion and 10% on stage success. They work to produce perfect project results for members and chapters! Page 9 of 25

10 PROFESSIONAL IMAGE & OFFICIAL DRESS Official Officer Uniforms State Officers are always on stage, consequently you must be mindful at all times of the image you project in appearance, in conversation, and in manners. As a state representative of, the impression you make on others will have a significant impact on how they judge the entire association. The image that you portray will have a major impact on the success that you will have as a State Officer. You have many talents and abilities and it is important that you have the opportunity to share them. By maintaining a professional image and conducting yourself professionally at all times, you will be in the best position to make a positive and dynamic impact. Participants in FBLA PBL conferences are required to adhere to the FBLA PBL Dress Code. State Officers are expected to go beyond mere adherences to the FBLA PBL Dress Code and to be models of business professionals. State Officer attire should always be, at a minimum, clean, polished, and well pressed. OFFICIAL UNIFORM: The State Officer Uniform is professional attire determined by the State Adviser. State Officers are responsible for the cost of their uniforms. The official officer uniform consists of: Official FBLA PBL blazer with combo patch (ordered from FBLA PBL MarketPlace) FBLA PBL Official Scarf (ladies)/tie (gentlemen) Khaki skirt (ladies)/ slacks (gentlemen) Ladies Shell/blouse (color to be determined by state staff each year) Gentlemen Long sleeved shirt dress shirt (color to be determined by state staff each year) Ladies Navy blue pumps; no open toe, open side, sling back, or ballet flat shoes. Gentlemen Brown or cordovan dress shoes Ladies Tan or nude pantyhose The official uniform also includes the State Officer name badge which will be provided by state staff. BUSINESS CASUAL UNIFORM: State Officers are State Officers all of the time and your dress should always reflect a professional image. FBLA PBL understands that, on occasion, it is acceptable to wear attire other than the official uniform. The official business casual uniform is the State Leadership team shirt (tucked in!) with color coordinated slacks (guys/girls) or skirt (girls). The design of these shirts is the responsibility of the State Adviser. In addition, there will be times when it is appropriate to wear business attire which is not necessarily your officer uniform. Officers should use their judgment and consider the purpose and nature of each event when determining the attire they will wear Page 10 of 25

11 FBLA PBL gear (e.g. FBLA PBL clothing or conference sweatshirts/t shirts), dress shorts, and other business casual attire are acceptable if indicated in advance communication. If dress specifications are not indicated, officers must use good judgment in selecting appropriate attire for events. You ll always be safe in your official uniform. Travel Attire When traveling on behalf of FBLA PBL, State Officers always wear their FBLA PBL official uniform (driving, airline, train, etc.). In some cases it may be permissible to wear the business casual uniform. State Officers must always travel in official dress, especially if traveling by air or if there is a chance that time will not allow for changing into professional dress on site. Page 11 of 25

12 Virtual Image In today s connected world, a leader s virtual image can be as critical as his/her personal, live appearance. Leadership requires consistency... of vision, effort, priority, and image. It is difficult to be taken seriously as a leader when an alternate image exists for members and other constituencies to see. State officers must ensure that all elements of their image, real and virtual are consistent and communicate the intended message. format and signatures, voice mail messages, Web site profiles, My Space, Facebook and all other social networking pages, and all other content that can be seen, heard, or viewed by members, advisers, administrators, alumni, or business partners, are all examples of the opportunities you have to create and support your image as a true professional student leader Page 12 of 25

13 FBLA PBL STATE OFFICER RULES State Officers know that the person who knows the rules rules! In all matters, Officers are expected to abide by the following team rules: 1. Share the Air Leaders must communicate! There are loud and quiet leaders. Both are badly needed. If you are loud leader, let others be heard. If you are a quiet leader, make yourself heard. 2. Seek Clarity The only dumb question is the one not asked (actually... the same question asked repeatedly or because you have not read your material still counts as dumb). You are the owner of your understanding. Do not fake it til you make it. Be sure! Be brave! Seek clarity! 3. Home Sweet Home The officers with whom you serve are part of your family. The places where we meet and conduct business are extensions of our home. You are the host. Take care of your family! Clean up after your home! Make others feel like welcome guests! 4. Leader Time Early is on time. On time is late. Late is left. Be where you are supposed to be, doing what you are supposed to be doing, when you are supposed to be doing it! 5. Be Your Best Those you serve expect your best. Be is a continuous state. You are a leader and a representative of your family, school, and association AT ALL TIMES! Being your best is not compared to anyone else it is compared to the talent potential you have. Many leaders can be better than others, but they fall short if they are not reaching their limits. 6. Whoop! Shut it Down! Be constructive not destructive! Negative leaders drain energy while positive leaders fill others up with energy. Shut down negative vibes. Do not tolerate it from others. No negative language in word, thought, or deed! 7. Obey the Law of Stupidity Don t be stupid! Think before you act and think of those who are counting on you! Appreciate delayed gratification. Don t play the system or manipulate your way. Remember, excuses satisfy those who make them. 8. Embrace the Freak, but Don t Be One Every team, family, and organization has a bizarre person or two in their ranks. They are the ones who need your leadership the most. Don t exclude them embrace them. And, make sure you are not one yourself! 9. Have Fun! Having fun leading doesn t mean it was an all out thrill ride 100% of the way. It means you enjoyed the ride. The experience was worthwhile. You would do it over if you had the chance! When you think back you smile at the results, friendship, and memory. Page 13 of 25

14 OKLAHOMA FBLA PBL POLICIES FINANCE REIMBURSEMENTS State Officers and State Advisers may be reimbursed for purchases related to the cost for training and conferences. The State Adviser(s) must approve all expenditures prior to purchasing. State officers are responsible for registration fees, hotel costs, and travel expenses to and from state conferences. MANAGEMENT AND OPERATIONS MEETINGS State Officer Training. The first meeting of the new Executive Council shall be held on a Friday and Saturday in May or June prior to the National Leadership Conference at a site determined by the State Adviser(s). The purposes of the meeting are to: (a) evaluate the past year; (b) develop and adopt a Plan of Action; (c) develop and adopt the calendar; (d) improve acquaintances among the State Officer Team; (e) resolve pending business; and (f) provide leadership training. Summer Meeting. The Executive Council may meet at a site determined by the Executive Council at State Officer Training. This meeting will take place following the National Leadership Conference, but prior to the State Fall Leadership Conference. The purposes of the meeting are to: (a) evaluate the Plan of Action; (b) develop the State Fall Leadership Conference and define State Officer roles; and (c) resolve any pending business. State Fall Leadership Conference. The Executive Council shall meet the evening before the State Fall Leadership Conference at the site of the State Fall Leadership Conference. This conference is typically held in October. The purposes of the meeting are to: (a) finalize preparations for the conference; (b) evaluate the Plan of Action; and (c) resolve any pending business. Winter Meeting. The Executive Council may meet in January at a site determined by the Executive Council. The purposes of the meeting are to: (a) develop the State Leadership Conference and define State Officer roles; (b) evaluate the Plan of Action; (c) prepare for FBLA PBL Week; and (c) resolve any pending business. State Leadership Conference. The Executive Council shall meet at the State Leadership Conference. This conference is typically held in March or April and is coordinated by the State Adviser(s). The purposes of the meeting are to: (a) finalize preparations for the conference; (b) evaluate the Plan of Action; and (c) resolve any pending business Page 14 of 25

15 Special Meetings. The State Adviser(s) may call other special meetings. Special meetings can be called at the: (a) Governor s Proclamation Signing; (b) National Leadership Conference; (c) National Fall Leadership Conference; and (d) at the discretion of the State Adviser(s). TRAVEL State Officers are encouraged to visit local chapters when invited. It is the responsibility of the local chapter extending the invitation to take care of all out of pocket expenses, not mileage (unless previously discussed), incurred by the State Officer and his/her adviser. This may include a meal depending on the time of the visit. State Officers should make this policy clear to the local chapters before accepting the invitation. (Out of pocket expenses could include: gas money, turnpike fees, parking fees, meals, etc.) The state shall not reimburse officers for travel expenses to and from Executive Council meetings and conferences. SELECTING STATE OFFICERS PROCEDURES FOR BECOMING A STATE OFFICER APPLICATION AND RÉSUMÉ Refer to the bylaws for application procedures. Article VI, Section 2. CANDIDATE INTERVIEWS Each candidate for state office is required to interview with the State Executive Council, State Adviser(s), and any present National Officers at the State Leadership Conference. CAMPAIGN BOOTH AT STATE CONFERENCE Space for a campaign booth may be provided at a designated location during the State Leadership Conference. A table may be available for each candidate for state office. The space for each candidate s booth shall be randomly assigned and limited according to space available. The campaign area shall be open and available during campaign hours. Campaign posters and signs may only be posted in the campaign booth area. The candidate may distribute materials at the question & answer and voting sessions. Candidates planning on supplying any food (candy, cookies, popcorn, snacks, etc.) or drinks at their campaign booths will need to make arrangements prior to the State Leadership Conference with the State Officer Team Adviser and Catering Manager at the State Leadership Conference site. Candy must be individually, pre wrapped, not homemade. Stickers must be placed on an item or individual. Page 15 of 25

16 CAMPAIGN SPEECH A total time of two minutes shall be allowed for a candidate s nominating speeches at the voting session during the State Leadership Conference. The candidate may use the time however they choose, but must maintain a professional image (no skits) and meet dress code requirements. INSTALLATION PRACTICE SESSION There shall be an installation practice for all officer candidates at the State Leadership Conference. Current state officers are required to attend this session. OFFICER COMMITMENT It is mandatory that State Officers attend all State Executive Council Meetings, State Officer Training, the State Fall Leadership Conference, conference calls, and the State Leadership Conference, unless excused by the State Executive Council and State Adviser(s). Notification must be sent to the State Officer Team Adviser at least two weeks prior to the absence stating the reason an officer must be excused for a conference call, Executive Council Meeting or State Conference. The excuse letter should include date of obligation of the other activity, and objective of activity. Written notification (e mail is acceptable) must be received by the State Officer Team Adviser two (2) weeks before intended absence. Letters should be as detailed and informative as possible to aid the decision of the Executive Council. In extreme cases, the excuse letter may be waived by a majority vote of the Executive Council. If no communication is made with the State Officer Team Adviser, the absence is automatically unexcused and requires no vote from the Executive Council. After the first unexcused absence, the state officer will receive a warning. The second unexcused absence will result in a review and possible dismissal by the State Executive Council. VACANCIES IN OFFICES OTHER THAN STATE PRESIDENT Vacancies in all offices other than State President may be filled by State Executive Council appointment. The State Executive Council may decide to leave a position vacant until the elections at the State Leadership Conference Page 16 of 25

17 STATE OFFICER CODE OF CONDUCT AND COMMITMENT TO RESPONSIBILITIES OFFICER CODE OF CONDUCT While representing FBLA PBL, each officer shall: 1. Behave in a courteous and respectful manner, according to the national and state FBLA PBL guidelines, refraining from language and actions that might bring discredit upon the FBLA PBL association. 2. Fully participate in all appropriate FBLA PBL activities, conferences, workshops, business meetings, etc. for which he/she have responsibility unless excused by the State Officer Team Adviser and State Executive Council. This includes, but is not limited to, the State Officer Training, Executive Council Meetings, State Leadership Conference, and State Fall Leadership Conference. Written notification (not e mail) must be postmarked and mailed to the State Officer Team Adviser two (2) weeks before intended absence. After the first unexcused absence, the state officer will receive a warning. The second unexcused absence will result in a review by the State Executive Council with the strongest punishment being dismissal by the State Executive Council. 3. Abide by the dress code as outlined in the Revised National Dress Code and agree to maintain proper dress and good grooming to project a desirable image of FBLA PBL at all times. 4. Be willing to take and follow instructions as directed by those responsible and meet all deadlines set forth. 5. Serve as a member of the team and always maintain a cooperative attitude. 6. Treat all FBLA PBL members equally and without discrimination. 7. Be committed to FBLA PBL and the total business education program in Oklahoma. 8. Avoid places and actions that in any way could raise questions as to moral character or conduct. 9. Commit the entire year to state FBLA PBL officer activities and will treat FBLA PBL activities a priority. 10. Be willing to schedule time to minimize conflict at home, work, and school to maximize participation in FBLA PBL activities. 11. Be willing to stay with the officer team during conferences and activities, and will be financially responsible for any damages to property or furnishings in hotel rooms, private accommodations, and/or buildings assigned. If damages are caused, the offending officer will pay for any damage. 12. Strive through preparation and practice to develop into an effective public speaker and workshop presenter. 13. Write all letters, thank you notes, reports, and other correspondence regularly and on time. 14. Not violate any state or federal laws. 15. Act in a manner commanding respect without any display of superiority. 16. Be willing to ask for and accept constructive criticism and evaluation of total officer performance. Page 17 of 25

18 17. Periodically evaluate personality and attitudes and make efforts to improve. Communicate any circumstances which prevent the officer from carrying out predetermined assignments to the State Officer Team Adviser. 18. Not be in possession of or consume controlled substances. A violation of any one of these items may result in immediate suspension by the State Officer Team Adviser and State Adviser(s). The State Executive Council may take action including expulsion from the State Executive Council. While under suspension, the accused will be unable to participate in any FBLA PBL activities, officer duties, Executive Council voting session, or executive sessions Page 18 of 25

19 GENERAL TRAVEL POLICIES & PROCEDURES One of the primary responsibilities of a State Officer is that of being an ambassador for the association and role model for members. An officer s attitude and actions must at all times be of the highest standard. An officer should always be prepared and willing to answer questions and be of assistance to members, advisers, and FBLA PBL supporters. Travel Arrangements Traveling on FBLA PBL business will be necessary. As does not have finances available to assist State Officers with travel expenses, arrangements should be coordinated by the officer s local chapter adviser and the State Officer. Hotel Reservations Hotel reservations for conferences and meetings will be arranged and paid for by the local chapter adviser, chapter, and the State Officer. The only exception is the State Officer Training held in the summer. The State Adviser will solicit donations to cover hotel expenses. Rooming Assignments During State Officer Training, rooming assignments will be made by the State Staff. It is not acceptable for anyone, other than the person assigned by FBLA PBL, to room with a State Officer (e.g. friends or other chapter members). State Officers are required to stay at the designated hotel during Training. Chaperones requires all FBLA officers to have a local chapter chaperone at events unless other arrangements have been made with the State Adviser. During State Officer Training, will provide meals and accommodations for one local chapter adviser from each FBLA State Officer s chapter. will provide meals and accommodations for one local chapter adviser from each PBL State Officer s chapter, provided that chapter has not had a state officer in the previous two membership years. If a PBL local chapter had a state officer during the previous two membership years, meals and accommodations will not be paid by for a local chapter adviser. If an FBLA local chapter has more than one State Officer, meals and accommodations will still be provided for one local chapter adviser from that chapter. If a PBL local chapter that has not had a state officer during the previous two membership years has more than one State Officer, meals and accommodations will still be provided for one local chapter adviser from that chapter. In some cases, the school district will require a school official, parent/guardian, or teacher to serve as a chaperone for State Officers. FBLA PBL welcomes school required chaperones and will make every effort to include them in the program. The expense for school district required chaperones is the responsibility of the school district and the State Adviser must be informed of additional chaperones prior to the event. Page 19 of 25

20 CONFERENCES AND MEETINGS Conferences General All State Officers are required to attend all official state leadership conferences, trainings, and competitions. State Officers may also be requested by the to attend business meetings, trade shows, conventions, and other special events as the official state ambassador and spokesperson for FBLA PBL. State Officers are responsible for conference registration unless otherwise stated. State Officer Meetings The State Officer Team will establish its meeting schedule and calendar at the first State Officer meeting or meetings will be pre determined in state officer candidate forms that are signed prior to campaigning. These meetings are mandatory and must be attended by all officers. Meetings include required monthly conference calls with the state officer team. State Officer Appearances & Visits Throughout the year, associations, conferences, and community organizations may request State Officers to host, speak, or exhibit at events or meetings. Officers will be assigned primarily based on geographical location to these opportunities. In all cases, officers should be prepared to participate fully and competently in all events Page 20 of 25

21 STATE OFFICER COMMUNICATION REQUIREMENTS State Officers are the key communication link between and the local chapters. Regular communication, evaluation of activity, and reporting of issues and success is a critical role of State Officers. It is extremely important that all communication is professional, positive, and accurate. Monthly Communication to Chapters Each State Officer is responsible for maintaining and strengthening communication with chapter officers. Each officer should make personal communication and interaction with chapters a priority. Don t forget that all communication must be pre approved before it is sent. Communication with State Officers Sharing of ideas, developing plans, and working together are critical to the efficiency and success of State Officers. All letters, s, articles, speeches, monthly reports, etc. should be copied to the State Adviser and State Officer Team Adviser. This process ensures the connection between officers and the distribution of consistent messages. 5 th of the Month Reports Each State Officer is responsible for submitting a monthly State Officer report by the 5 th of each month. These reports should be submitted via to the State Adviser, Assistant State Adviser, and State Officer Team Adviser. Local chapter advisers should always review this report prior to submission. 5 th of the Month Reports generally report officer activity, assignments, communication, success stories, and important information about which other State Officers and State Staff should know. Reports should focus on officers efforts on state projects and goals, not local chapter activities. Communication with the State Staff Information exchange between the State Officers is critical to the success of FBLA PBL. While , voice mail, and online messenger tools are important communication tools, there is no substitute for two way live interaction. State Officers are required to be in regular communication with the team s State Officer Team Adviser. State Officers are required to participate in the monthly team conference calls. State Officers should be in communication with the State Adviser, State Officer Team Adviser and State President weekly. If you have not been in touch with them in more than 30 days you better check to see if you are still a State Officer! The State Adviser, Assistant State Adviser, and State Officer Team Adviser must be copied on all correspondence ( , letters, packets, etc.) for. Communication with Parents and Your Local Chapter Adviser Your parents and your local chapter adviser form the cornerstone of your participation as an FBLA PBL member. It is expected that you will continue to keep these important people informed of your activities, assignments, and duties at all times. Page 21 of 25

22 Communication with Service Suppliers & Vendors During the year, there will be occasions when State Officers will work directly with service suppliers. Unless otherwise assigned, all communication with vendors and suppliers should first be directed and approved by the State Adviser. Conference Speaking & Workshop Assignments State Officers are responsible for developing certain speaking and workshop assignments and working with conference personnel to deliver on specific assignments. These assignments will be assigned at meetings during the year. It is important to know that conferences work on a specific production schedule. Any delay of these assignments will delay the development of conference general sessions and affects the performances of Officers, speakers, and, most importantly, the experience of members and advisers Page 22 of 25

23 STATE OFFICER COMMUNICATION PROCESS All written communication, publications, web content, workshops, and speech outlines must be reviewed and approved by the State Adviser. State Officers should work with the State Officer Team Adviser and Assistant State Adviser to develop this material prior to submitting it for approval. All communication MUST follow proper English and business writing standards. Review and Approval Process All written communication (reports, letters, web content, articles, etc.) should first be reviewed and proofed by your local chapter adviser and then by the State Officer Team Adviser and Assistant State Adviser. All written communication must be reviewed and approved by the State Adviser. Editing and approval usually takes less than 48 hours and should be submitted via as an attachment as well as included in the body of the . Be respectful of your State Staff. Do not send correspondence to be edited and demand that it be turned around immediately. You must provide adequate time for correspondence to be edited. Always copy your fellow State Officers, Local Adviser(s), State Officer Team Adviser, Assistant State Adviser, and State Adviser on the approved final version on your communication. Be sure to keep an up to date file of your communication for easy access and use in the future. Take time to plan ahead so that your written communication flows through this process as quickly as possible. Never send communication to chapters, school officials, or business leaders without having it first reviewed by the State Adviser. Page 23 of 25

24 EDUCATION & CITIZENSHIP Education GPA Report Maintaining a high performance academic background and preparing for the future are also important to the lives of State Officers. State Officers are required at the end of the semester submit a copy of their report card or transcript for the semester. State Officers must demonstrate that they have attained at least a 2.5 GPA. Officers who report less than a 2.5 will be placed on probation and duties limited and re assigned (e.g. travel, assignments, etc.) until a satisfactory improvement can be reported. Scholarships National FBLA PBL provides scholarships for top leaders. Membership is also a great résumé and application builder. Get the most out of your FBLA PBL membership apply for scholarships! Citizenship State Officers represent the best of FBLA PBL. Conduct and demeanor in all situations (inside and outside FBLA PBL) must be professional, ethical, and at the highest levels of integrity, honor, and character. This means that at the very least State Officers are required to adhere to all local, state, and federal laws. Violations of the law are immediate grounds for State Officer termination of service. Citizenship and patriotism are goals of FBLA PBL and mean adhering to the FBLA PBL Pledge/Creed, Motto, Code of Conduct, Dress Code and Code of Ethics. Officers found violating these principles whether in act or in spirit will be removed from office. This would include but is not limited to: cheating on grades or other educational endeavors operating in an unsafe or reckless manner theft use of prohibited substances lying manipulating policies and procedures abusive language or action sexual harassment protecting others who violate school or community codes sharing confidential information disrespect of fellow members, State Officers, parents, advisers or superiors actions unbecoming a leader Page 24 of 25

25 CONSEQUENCES & TERMINATION State Officers serve in a position of high honor and responsibility. Officers who do not fulfill their duties and commitments or act in a dishonorable way will have disciplinary action imposed or even be removed from office. Consequences State Officers serve as partners as well as team members with the other State Officers. As partners, their action or inaction affects the work and results of others. Officers will determine their own consequences for infractions or missed responsibilities. In the event that the Officer determined consequences do not address a specific situation, they will first have the opportunity to address the situation to bring a resolution. In the event a resolution cannot be determined, the State Adviser reserves the right to impose consequences that are fair and consistent with the situation. The State Adviser reserves the right to make the final decision on consequence rulings. Termination State Officers may be removed from Office for severe violations of FBLA PBL principles or consistently not fulfilling commitments and responsibilities. The Association s process for removing an officer will be followed if actions warrant it. The following steps will be taken: 1. Filing of a Complaint: A chapter, State Officer, or State Staff member must file a written complaint with the State Adviser. 2. Notification and Inquiry: Upon receipt of a written complaint, the State Officer involved will be notified that an inquiry is being conducted regarding a complaint that has been received. 3. Notification to State Staff: After a conclusive investigation, the State Adviser will inform the State Executive Council of the findings and recommendation for further action. 4. Probation: If the infraction is of a correctable nature, the State Officer will be given appropriate training and a time table to improve their performance. 5. Removal: If the infraction is of a serious nature or not correctable through training and hard work, then the Officer will immediately be removed from State Office. 6. Appeal: The State Adviser shall have the final decision on all disciplinary, termination, or probation concerns for State Officers. Page 25 of 25