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Student Conference Letter

Emergency procedures for CareerTech student organization conferences/events

TO:                  Superintendents of Schools

FROM:             Lynn Hawkins, Senior Program Administrator

SUBJECT:       Emergency Procedures for CareerTech Student Organization Conferences/Events

Student safety is CareerTech’s number one concern. Preserving peace of mind for families, local schools and communities are also of primary concern. Sadly, changing times and events in the world call for extra precaution to be taken on a statewide level for the many events hosted and attended by students in our seven student organizations.

While our student organizations have always been conscientious about requiring a signed permission slip for each student participant, providing on-site first aid and on-site security at the events, we must now take additional steps.

The Oklahoma Department of CareerTech office now requires local chapter advisors to provide accurate and current information about their students participating in each conference/event to school superintendents and principals in case of emergency.

We recommend all superintendents reinforce our message to your student organization advisors concerning the importance of leaving accurate information with their school administration before departing to any conference or event (see enclosure). This information should include:

  • The total number and names of student participants from the local chapter
  • The location and dates of the conference/event
  • The hotel/housing arrangements for the local chapter
  • Emergency contact numbers including: 1) The local advisor’s phone/cell phone numbers. 2) The state advisor and State CareerTech emergency numbers.

This contact information and event information is now DOWNLOADABLE. Forms found in conference registration packets in the event’s program are now available on each organization’s website front page under the heading “CTSO Student Conference and Travel Information” at: www.okcareertech.org Simply download the form to complete and post in your school’s office listing the participants traveling to the event. Also posted on each website will be general conference information and the state’s emergency contact information, including:

  • State advisor phone/cell numbers.
  • Local emergency numbers (for the city or event)

The state advisors of the seven CareerTech student organizations will be informing their local advisors about this policy. These seven organizations include DECA, Marketing Education; HOSA, Health Careers Education; BPA, Business and Information Technology Education; FCCLA, Family and Consumer Sciences Education; TSA, Technology Engineering; Skills USA, Trade and Industrial Education and FFA, Agricultural Education.

Please contact me with any questions or concerns you may have about this policy at 1-800-522-5810 ext. 478.

Thank you for your support of CareerTech and the student organizations.