New Teacher Survivor Series
Part #20 - What exactly are the Chapter FFA Officers duties and is the Ag teacher really in charge of the chapter?
The age old question of, "what are the chapter FFA officers' duties?", has and probably will be a lesson in which many teachers learn the hard way. Should the Ag Ed instructor run the meetings? Should the Ag Ed instructor plan the activities? Should the Ag Ed instructor elect officers in the way they see fit? I think it is important that we set some ground rules or rules of thumb for the operation of the FFA chapter. The following outline should be considered just that, an outline. However, the basic concepts should apply in all chapters.
Question #1 - Who is in charge?
Answer: The Ag Ed instructor is the advisor of the FFA chapter. Ultimately, you are responsible for the failure of any activity, event, or function the chapter puts on. The community and supporters will look to you if a project goes array. You have probably heard the saying, "the kids get the credit if it is a success and the teacher gets the blame if it isn't". This is a true statement. It really happens this way. So, you must be careful. I suggest you treat the FFA chapter like you supervise livestock show SAEs. You should guide the officers, give them options and ideas to decide from that you can live with. Very seldom should you allow the officers to decide a direction for the chapter that you don't give them a choice to select from.
Question #2 - Who should plan the FFA activities?
Answer: Planning and organizing the activities are just as important as deciding what activities to have. Making arrangements, making phone calls, placing dates on school calendars, and blocking facilities require the Ag instructor do most of the ground work. In fact, the instructor should guide every aspect of preparing and conducting the activity. However, you do not want to do these things in isolation. If you do it all, the FFA officers will let you. Eventually, you cannot get help from your officers.
Example: Planning for FFA Week.
Step 1 - Present the officers with a list of possible activities you have in mind.
Step 2 - Bring the officers to consensus on the number and type of activities from the list you provided.
Step 3 - Have the officers volunteer to lead the committee for one of the activities.
Step 4 - Have the chapter approve the activities in a FFA meeting. (note: If the chapter has approved the item, not one person can question your methods; however, if you go on your own, it might come back to haunt you.)
Step 5 - Post a sign-up sheet for each activity in which chapter members can volunteer to help.
Step 6 - Meet with each committee chair to outline what needs to be taken care of for each activity.
Step 7 - Meet with each committee to guide the process on making arrangements and assignments for the activity.
Step 8 - You must volunteer to take care of the items that you feel are the most important.
Step 9 - Touch base with the committee chair daily to make sure things are progressing.
Step 10 - Double check that all things are taken care of well before the date of the activity.
Question #3 - What role should the FFA officers play in other activities?
Answer: Other activities such as school farm clean-up days, work days at the fairgrounds, helping with community activities should be planned and organized totally by you. You make the assignments. Utilize your officers in a role where they represent you.
Question #4 - Should the FFA chapter officers tell you that your ideas are not what they want to do?
Answer: If this happens, you are in trouble. If you have done things consistently and used the process above, you will not have this happen. The key to success is to allow the chapter to make decisions, help plan and conduct the activities, and feel like they are a part of the process in the context of you guiding the process and fully in control.
Question #5 - Can the Ag Ed teacher set the method for which the chapter officers are elected?
Answer: - In a word, NO. You can guide the process, but, the chapter must vote on the way in which chapter officers are elected. If your chapter has not approved the election process, do it immediately. In addition, if you want to change the method, have the chapter vote on the new election process. You might also want to read through SS#9.
Question #6 - What should be the roles of the chapter officers?
Answer: President - Conduct meetings; Be present at all chapter activities; Represent the chapter at assigned school functions; Represent the chapter at the State level of FFA; Represent the chapter at the National level of FFA; Assist the Ag Ed teacher with chapter activities.
Vice-President - Assist the Ag Ed teacher in coordinating active committees; Conduct meetings in the absence of the President; Be present at all chapter activities; Represent the chapter at activities where the President cannot attend.
Secretary - Record minutes of the chapter meetings; Serve as chairperson of assigned committees; Take roll at all chapter meetings and activities; Be present at all chapter activities; Assist the Ag Ed teacher with correspondence. (Construct a Secretary's Book - optional)
Reporter - Assist the Ag Ed teacher in preparing news articles and publicity materials in regard to chapter activities; Serve as chairperson of assigned committees; Be present at all chapter activities. (Construct a Chapter Scrapbook - optional)
Treasurer - Assist the Ag Ed teacher in collecting member dues; Serve as chairperson of assigned committees; Be present at all chapter activities.
Sentinel - Arrive early to help arrange the room before chapter meetings; Assist the President with parliamentary procedure and/or requests during the meeting; Assist the Ag Ed teacher in arranging for refreshments after the meetings; Assist the Ag Ed teacher with activities in conjunction with the chapter meetings; Be present at all chapter activities.
Conclusion: In a nut shell, like anything else we do as Ag Ed teachers, you can find yourself up a creek without a paddle very quickly. To much or to little power for the officers will cause you some heartburn. It is recommended that if you are going to error, it is best to error on the side of to little power for the officers. Be smart, and treat the officers in a way that you would want to be treated if you were the chapter officer. Always remember, you are ultimately responsible for what happens in and around your program.
If you have any questions, call your district program specialist and hash it out.
Good Luck!!