Southeast District Officer Qualifications and Duties Keep these two pages for your reference. Do not submit with the application.

Transcription

1 DUE BY SEPTEMBER 7, 2018 TO SE DISTRICT 4-H OFFICE SE District 4-H Officer Filing Application Packet Serving in office during the H Year Term in office: October 2018-October 2019 Elected October 2018 Southeast District Officer Qualifications and Duties Keep these two pages for your reference. Do not submit with the application. A. OFFICES: The district officer team of Oklahoma 4-H shall consist of a President, Vice-President, Secretary, Public Relations Officer, Recreation Leader, Healthy Living Officer, and Photographer. All District Officers are elected at District Leadership Conference in the Fall. B. QUALIFICATIONS: (Amended 2/2018) 1. Must be enrolled in 4-H. 2. Held or holding a local and/or county 4-H office. 3. Must be 14 by September 1, 2018 and be returning to high school the school the year following the election (September 1, 2019). 4. Must have residency and be available within the district during the year elected to fulfill the duties of the office. 5. Must be a county delegate and attend State 4-H Roundup the year seeking office. 6. Must be a current Certified Volunteer in county prior to DLC the year running. 7. Must attend the District Officer Candidate Orientation in September/October 2018 prior to running for office. Dates are listed on application to sign up. 8. Complete and file the District Officer Candidate Application Form. C. FILING FOR OFFICE: By filing for an office, candidates accept the responsibilities of being an officer including the sacrifice of their personal time and finances if necessary to fulfill their duties. All candidates agree to abide by the duties outlined, both expressed and implied by seeking nomination and filing for office. Amended (4/04). D. DUTIES AND RESPONSIBILITIES OF OFFICERS Officers are expected to serve as positive role models for their peers. As such, they are expected to strictly adhere to all items listed and inferred by the Oklahoma 4-H Code of Conduct and any other published policies or rules governing 4-H affiliated events and activities. Amended (4/04). Officers must agree to attend regular business and committee meetings, follow through with team goals and projects, state and district events as determined by the officer team and to perform responsibilities as outlined for their office. Added 1/95 Amended (4/04). Officers who miss more than two meetings or one required event, without notifying the advisor and president at least one week in advance with legitimate cause; or who fail to fulfill their commitments, agrees to set in review before their peer officers and advisors to determine if they should continue in their office. An officer who allegedly violates the Oklahoma 4-H Code of Conduct and any other published policies or rules governing 4-H affiliated events and activities will appear before a review board. The Review board for district officers will include: the member s Extension Educator with 4-H responsibility, 1 District 4-H Specialist, 1 State 4-H Specialist/Assistant State Specialist, State 4-H Program Leader, and 2 District Officers, all appointed by the State 4- H Program Leader. The officer will automatically forfeit their office if found in violation, following the review process. Amended (4/04). 1 Page

2 General Responsibilities for all District Officers: (Amended 2/2018) a) Be available for workshops and programs at the local club, county, district and/or state level. b) Represent the 4-H Program by speaking to civic groups, 4-H groups and 4-H volunteers throughout the state. c) Assist with District events and activities as needed. d) Seek opportunities to recruit 4-H members to participate on the District level. e) Plan and conduct the District Rally at Oklahoma 4-H Roundup. f) Plan and conduct the District Leadership Conference. g) Other duties as assigned. President: (Amended 4/04) a) Preside at all district meetings. b) Attend to such duties as are necessary to carry out the district 4-H Program. c) Appoint committees. d) Coordinate selected activities of the District Leadership Team. Vice-President: (Amended 2/2018) a) Serve in the absence of the president. b) Perform all duties delegated by the president. c) Coordinate programs for District events which includes contacting speakers and workshop presenters, lead the development of program agendas, etc. d) Assist President on questions of Parliamentary Procedures. Secretary: (Amended 2/2018) a) Record minutes of all district 4-H officer meetings. b) Keep the state officers and state 4-H staff informed of all district projects. c) Conduct the official correspondence of the District. d) Perform duties delegated by the President. e) Work with Public Relations Officer to develop information to share in the District through social media and other means. Recreation Leader: (Amended 2/2018) a) Assist with group singing, leading get acquainted activities, games, or other recreation activities on a district and state level, and at any other special meetings that are a part of the 4-H program at the district or state levels. b) Promote 4-H enthusiasm. c) Coordinate activities for the Spirit Contest held during State Roundup for the District. Public Relations: (Amended 2/2018) a) Be well-informed of district events and activities and post information on District social media sites through collaboration with District Secretary and District Advisor. b) Assist in developing marketing and promotional materials for District Leadership Conference and other activities sponsored by the District Officer Team. c) Seek out information from 4-H members and county information to showcase on District social media sites. Healthy Living Officer (Added 2/2018) a) Work with the District Officer Team to make sure healthy living activities are included in all District events and activities. b) Plan and conduct health and safety activities at District events and activities. This might include short energy breaks, workshops, or other activities to promote healthy living. 2 P age

3 c) Select and share healthy living recipes, activities or physical fitness ideas with Public Relations Officer to share on social media. Photographer: (Added 2/2018) a) Responsible for taking photos of district events and activities. b) Recruit other 4-H members to assist in taking photos at events and activities if you are unable to attend. c) Select photos taken at District events and activities and write short captions. Submit to Public Relations Officer to post on social media. d) Submit all photos to District Advisor to be used for Annual Highlight video, officer video, and other marketing projects. Southeast District 4-H Officer Guidelines and Election Process Behavior of Candidates: Candidates are expected to serve as positive role models for their peers. As such, they are expected to strictly adhere to all items listed and inferred by the Oklahoma 4-H Code of Conduct and any other published policies are rules governing 4-H affiliated events and activities. Candidates who allegedly violate the Oklahoma 4-H Code of Conduct and any other published policies or rules governing 4-H affiliated events and activities will appear before a review board. The review board structure is defined as stated in the Oklahoma 4- H Code of Conduct. If the review board finds the individual in violation they will automatically be withdrawn from consideration for office. Once elected as an officer the same policies will be followed. Campaign Guidelines: District officer candidates must complete the District Officer application and have appropriate points and signatures. Candidates must meet the age guidelines to run for district office. All candidates running for district office must attend a mandatory candidate orientation presented by the Southeast District 4-H Program Specialist. The dates the training will be offered are September 27, 5:30-6:30 p.m. and October 1, 4:30-5:30 p.m. Candidates who are unable to attend either of these meetings will need to set a time for a one on one orientation with the District 4-H Program Specialist. Only one candidate per county per office can file. If more than one candidate from one county are interested in the same office that must be decided within their respective county before application is made to the District Office. Candidate will be required to present his/her own speech at District Leadership Conference in person. Substitutions may not be made nor will Skype or other technology be allowed. Candidates will be allowed to give a 3 minute campaign speech. Recreation Leader candidates may perform or lead one song or activity as long as they follow the allowed time allotment. No costumes and no props are allowed. All candidates must be dressed in professional dress. No ambassador or officer uniforms allowed. No musical instruments or pre-recorded music is allowed and candidates may not accompany themselves. Posters cannot exceed 22 X30. One full sheet of poster board is 22 X28 or ½ sheet of foam board is 22 X 30. Posters must be free standing. Posters cannot be attached to the wall. If glitter is used, poster must be laminated. One poster is allowed per candidate. Candidate must provide an easel. No tear off materials, flyers, or gifts may be attached to the posters. No other campaign materials are permitted. This includes buttons, stickers, clothing, candy, food, etc. Any electronic form of campaigning - social media, text messaging, blogging, YouTube, etc. is permitted by the candidate as long as there is not negative campaigning or defamation of character reported. Any inappropriate messages are grounds for removing the candidate from the ballot. The candidate is also responsible for the actions or messages of friend/colleague/associates campaigning on their behalf. 3 P age

4 Candidates running for office will be required to participate in a Town Hall Meeting at District Leadership Conference and answer questions posed by voting delegates. Questions may only be presented by respective county voting delegates. County order will be randomly drawn. Each candidate will have 60 seconds to answer the question. The number of questions candidates will answer will be determined by the number of candidates running for a specific office with a maximum of four questions being asked. For example, if two candidates are running for President, each candidate will answer two questions. If five candidates are running for Secretary, only four questions will be asked. District Election Process: Each county will be allowed 2 voting delegates regardless of the number of attendees at District Leadership Conference except if a county only brings one delegate they will only be allowed 1 voting delegate. The two voting delegates and all other participants from each county are required to attend the Town Hall meeting. This will provide an additional opportunity for all participants to see candidates think on their feet to respond to questions. After completion of the town hall meeting, counties will meet together at a designated time to determine how their votes will be cast. The voting delegates will cast their two votes for each respective district office. Voting Delegates will be provided a score sheet prior to the campaign speeches. They will be used to judge candidates based on these three criteria: Campaign Speech (50 points), Ability to Answer Questions (25 points), and Leadership Qualities (25 points). These score sheets will be collected after the Town Hall Meeting. Winners will be selected on a majority of the vote. If there is no clear majority (50% + 1), a run-off election will be held. If there is still no a clear majority (50% + 1), the average scores from all voting delegates score sheets will be used to determine the winner of the election. If a tie still remains from the average scores from the score sheets, the following sections will be used in this order to determine the winner: 1) Campaign Speech; 2) Ability to answer questions; 3) Leadership Qualities. Voting Delegate Responsibilities: Each county will submit four candidate questions with conference registration. Be attentive to speeches at the political rally. Attend the Town Hall meeting at which time you are to ask the candidates questions related to their skills, experience, goals, etc. Questions are to relate to the office being sought on the district officer team. Facilitate the county delegation s discussion of candidates, taking into consideration speeches heard during the political rally and in the information learned at the Town Hall meeting. Pick up your county s official ballot. All county delegates will cast their vote by secret ballot for the candidate of choice. The voting delegates shall mark the county s ballot in front of the county delegation based on the delegate s choice and return it to designated location. A county s votes can be split between candidates if agreed upon by the delegation. There should be minimal adult influence or presence in the delegation s determination of candidates. This means adults may attend and help to facilitate questions but are not to participate in discussion of candidates. Ballots must be turned in at the designated time. If needed, run-off elections will be held. Results will be announced during DLC. Mandatory Event/Training Participation: Candidates must be 14 by September 1, 2018 and be returning to high school the year following the election (Fall 2019). Candidates should completely consider if they are committed to the following events/training(s) below in their entirety. You are doing a disservice to the officer team and the district if you are not present at these events/trainings. Being an officer is not a title, it is a privilege to serve your peers. The following trainings/events are required for all District Officers: SE District Leadership Team Training December 1, 2018, 10:00 a.m. 4:00 p.m. Location McAlester SE District Leadership Team Training May 22, 2019, 10:00 a.m. 5:00 p.m. Location TBD. State 4-H Roundup July 2019 (dates are not confirmed Stillwater Leadership Team Retreat June 5-6, Stillwater SE District Leadership Conference, October 16-18, 2019 (dates are not confirmed) Other teleconferences and/or face to face meetings may also be planned during the year. 4 P age

5 DUE BY SEPTEMBER 7, 2018 TO SE DISTRICT 4-H OFFICE SE District 4-H Officer Filing Form Serving in office during the H Year Term in office: October 2018-October 2019 Elected October 2018 Complete the following information: (Print clearly) County Full Name of Applicant Mailing Address City State Zip Code Home Phone ( ) - Applicant s Cell Phone ( ) - Parent Cell Phone ( ) - Applicant s address Parent s name & address: Birthdate (month/date/year): Age on September 1, 2018 Certified Volunteer Yes No Year Certified All Candidates must attend a candidate orientation. Two Zoom Sessions will be offered following the application deadline. Please check below which date you will participate (you only need to participate in one). If you are unable to attend one of these sessions, you will need to set up a teleconference with Cheryl Newberry to go through the orientation. I will attend: Thursday, September 27, 5:30-6:30 p.m. Monday, October 1, 4:30-5:30 p.m. Office being filed for: President Vice President Secretary Public Relations Officer Recreation Leader Healthy Living Officer Photographer Choose One Mandatory Event/Training Participation: Candidates must be 14 by September 1, 2018 and be returning to high school the year following the election (Fall 2019). Candidates should completely consider if they are committed to the following events/training(s) below in their entirety. You are doing a disservice to the officer team and the district if you are not present at these events/trainings. Being an officer is not a title, it is a privilege to serve your peers. The following trainings/events are required for all District Officers: SE District Leadership Team Training December 1, 2018, 10:00 a.m. 4:00 p.m. Location McAlester SE District Leadership Team Training May 22, 2019, 10:00 a.m. 5:00 p.m. Location TBD. State 4-H Roundup July 2019 (dates are not confirmed Stillwater Leadership Team Retreat June 5-6, Stillwater SE District Leadership Conference, October 16-18, 2019 (dates are not confirmed) Other teleconferences and/or face to face meetings may also be planned during the year. 5 Page

6 Candidates for district office must have a minimum of 200 points on the filing application. Consider all years of project work as you complete the application. Instructions: Multiply the number in the How Many column by possible points to get the points earned. The number can not exceed the Max Points noted in the third column. Experiences How Many? Possible Points Max. Points Points Earned 1. Held a 4-H office, such as President, Vice-Pres., Secretary, Songleader, Recreation Leader or Reporter at the local or county level. (5 points per office.) 2. Held a 4-H office at the District or State level. (List all offices and the year held.) (5 points per office.) Serving as a State 4-H Ambassador. (5 points per year.) Served as an active member of one or more local 4-H club committees. List committees: 5. Actively served on county committee of youth and adults, cooperatively planning and conducting an activity or event. List committees: 6. Chaired a county planning committee. 7. Presented original 4-H presentation before a regularly scheduled Civic Group on the local or 5 50 county level. List groups: 8. As a representative of 4-H, instructed 4-H members or others in one or more workshops at 4-H camp, club meeting, day camp, or school. (Do not include school projects not directly related to 4- H project work. A workshop should be a minimum of 45 minutes in length.) List workshop topic(s) and location(s)/group(s): 9. Trained 4-H members in demonstrations, judging and/or project work. 10. Trained non-4-h members (youth and adults) in a project area. 11. Organized community service program(s) in the community, county, or state (i.e. Kids Helping Kids, community beautification, Change for Change, Pull for Kids, etc.) List examples: Participated in six (6) different county events, such as the county fair, project show, fabric and fashion/fashion revue, Share the Fun, judging events, public speaking contests, camp, etc. (Count no more than 2 of the same kind of contest/activity/event) (5 points per event.) List events: Delegate to District 4-H Leadership Conference (10 points per year attended.) Delegate to State 4-H Roundup (10 points per year attended.) Set up educational display at District or State event. (not fair exhibit) 16. Attended conference(s) for further developing leadership skills. List the name(s) of conference(s): 17. Recruited 4-H members who maintained membership, for a minimum of two (2) years. (5 points per year.) List names of members: 18. Submitted a Project Record Book to State Competition. (10 points per year.) Submitted a county project report form to county office. (5 points per year.) 5 25 Total Points P age

7 I have read and understand the guidelines and process for youth being elected to the Southeast District 4-H Officer Team on pages 1-4 of this application packet and agree to follow the guidelines and uphold the image of the 4-H Program. I also agree that all of the information in this Filing Form is true and accurate to the best of my ability. Candidate s Signature Date Parent s Signature Date Educator s Signature Date 7 P age

8 EXTENSION EDUCATOR S REFERENCE SHEET This reference sheet is to be completed by the county educator and attached to the reference letter. Name of Applicant Check the appropriate space and note any comments in support of the applicant s personal characteristic(s). Additional comments may be made on the back of this form. The information received will be confidential and will be reviewed by the consultation committee only. Characteristic Outstanding Desirable Undesirable Unknown TEAMWORK Demonstrated ability to place commitment to group goals over personal aspirations. RELIABILITY Faithfulness to duties; personal integrity; sense of responsibility. PUNCTUALITY On time and prepared for appointments and meetings. LEADERSHIP Initiative; ability to inspire others to act. INDUSTRY Concentration of effort to a task; capacity for sustained effort. COMPETENCE Ability to represent 4-H both in very formal and informal settings. CREATIVITY Original and imaginative. APPEARANCE Cleanliness; dress; poise. EXPRESSION Effectiveness and fluency in speaking. Effectiveness and fluency in writing. Ability to meet people. Sense of humor. Tact. Self-confidence. Attitude toward criticism. MENTAL ALERTNESS AND JUDGMENT COMMITMENT TO 4-H This program is more than an honor; it requires both service and sacrifice. Reference submitted by: Date Signature Title 8 P age

9 SE District Officer Candidate Application Packet Check Sheet Of Materials This form is to be used by the candidate and/or educator to make sure that all materials are completed and turned in by the designated deadline. Please double check to be sure that appropriate signatures are complete on each form! DISTRICT DEADLINE: September 7, 2018 SEND TO: CHERYL NEWBERRY, SE DISTRICT 4-H SPECIALIST P.O. BOX 1378 ADA, OK CHECKLIST: Completed four page SE District 4-H Officer Filing Application (Pages 5-7) Meets all of the qualifications as outlined in Section B of the Southeast District Officer Qualifications and Duties (Page 1-4) Signatures of applicant, parent and educator (Page 7) Extension Educator s Reference Sheet and Signature (Page 8) Extension Educator s Letter of Recommendation 9 P age