UWRF Agricultural Education 403/603 Workshop Plan

Title:

Officer Selection and Training

Length:

45-50 min

Setting:

AGED 403
April 15

Written By:

Madeline Bode
Tanner Johnson
Bryanna Nelson

April 15
Date
Presented:
Learning Outcome(s): What will the learners be able to do following this workshop?
Recall and relate National FFA Officer Rules
List duties of each officer position
Evaluate student personal attributes to help them find an officer position that matches them
Evaluate an Officer Application
Initiate methods for training officers
Assessment Plan: How will learners progress toward the learning outcomes be measured?
Topic:

Officer Selection and Training

quiz with IClickers

References and Other Resources: What items were used to develop this plan?

FFA Manual
Youth Officers - UC 4-H Youth Development Program
Ideas for Training Officers | NAAE Communities of Practice

Training Techniques Used to Prepare National FFA Officer Candidates for the National FFA Officer
Selection Process
o uwi-primoalma-prod.hosted.exlibrisgroup.com
http://www.jerseyageducation.nj.gov/agriculture/ag_ed/ffa/officers/15.0011.pdf
http://www.diycommitteeguide.org/resource/characteristics-of-a-good-treasurer
http://www.mpsaz.org/rmhs/organizations/ffa/downloads/award_apps/officer_app/files/officer_election_g
uide.pdf
Materials, Equipment and Supplies: What items needed to present the workshop?
I clickers and Smart Notebook
Paper for groups to create Officer Applications
5 Handouts (2 election processes, 2 applications, and 1 Workshop Training Workshop Handout -Page 4
only)
Slideshow link: https://docs.google.com/presentation/d/1yPVqOep-sw6Js9B2KOkQzYg7_kjLGM05dFGcojByDo/edit?usp=sharing
Situation: Who are the learners and what prior experience do they have with the topic?
The learners are college students preparing to be FFA Advisors
Presenter Directions
Tell class Raise your hand if you
have ever been an officer before.
If so, what did you learn from this
experience?

Content Outline and/or Procedures

Attention Getter

Presenter Directions
Go Through slides on Officers
Answers:

Content Outline and/or Procedures

I Clicker Activity Officer Descriptions

Discuss slides

Qualifications for Officers from Handbook from FFA and 4H

Questions for Students to Ask themselves

Cs

Personal Attributes of 3 Positions

Student Attributes Matching Worksheet (SEE NEXT PAGE)

Group discussion, state reasons and defend answers.

Officer Election Methods

Look harder in 4H Bryanna
Group work Evaluate an Officer Application
Group Work Create a Nomination/Election Method

Have students independently draw

lines to connect people to positions
on their worksheet.
Hand out packets
Have groups work together to assess
methods. Talk as group.
Work to create their own methods
Provide Paper

Methods for training officers Officer Retreats, Officer Training

3 Review Questions on IClickers

Personal Attributes Worksheet

Name:

Match Each Individual to the Officer Position you think they should possess:

President

Secretary

Treasurer

Casey Bauman

Jude Parker

Ashley Wilson

- Detailed oriented
- Has successfully

- Is an active listener
- Is a people person
- Is good at task

- Attentive listener
- Detail oriented
- Takes good notes in

financed her SAE

project
- Likes a clear
structured order to
activities

management

class

Give your reasons why you placed each student where you did:
____________________________________________________________________
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3

Office Election Guide 1

Election Process
1. A nominating committee composed of 5-7 individuals shall nominate the FFA officer team for the
upcoming school year. This will be done in mid-April. The committee should consist of all
retiring, senior FFA officers, an alumni representative, a high school administrator, and a nonagricultural teacher from the high school. If too few retiring, senior FFA officers are present, a
representative of the agricultural advisory board may be used to acquire the 5-7 members.
2. Candidate MUST go through the outlined officer selection process.
a. Fill out required application, get proper signatures and recommendations, and submit all
on time.
b. Must submit a type-written, 1-page statement explaining why they desire to serve as an
officer.
c. Must go through an interview process with the nominating committee. During this process,
the candidate must express their goals, objectives and qualifications. They will also be ask
numerous questions regarding their qualifications and reasons why they want an FFA
office.
d. The nominating committee will present the advisors with their recommended slate of
officers. This slate will then be presented to the general membership by the highest
ranking, senior FFA officer at the next official FFA meeting. The new Chapter FFA
Officers will be inducted and seated at the Annual Parent/Member Banquet in May.
3. Questions used by the nominating committee will seek to determine the strengths and abilities
the candidate brings to the office they desire.
4. A scoring rubric will be utilized by the nominating committee in measuring candidates
qualifications for office. The rubric is:
a. Application 10 points
b. Past FFA Leadership Experiences 35 points
c. Other Leadership Experiences 20 points
d. Performance in Interview and Response to Interview Questions 35 points
5. A written evaluation identifying areas of strength and areas needing improvement will be
provided to all candidates completing the selection process. Questions regarding the outcome
and evaluations should be addressed to the chapter advisors for clarification.

6. In the case of an election because of an officer resignation, the current Chapter FFA Officer team
and the FFA advisors will nominate a candidate, except in the case of resignation of the president
or vice president. In the event the president or vice president resigns, the vice president will
assume the office of president, the secretary will assume the office of vice president and an
appointment will be made to fill the office of secretary.

Officer Interview Rubric

Criteria

Official Dress
and Grooming

Poise

Delivery of
Answers

Content of
Answers

Excellent (5)
~Business-like
black pants/skirt,
shined black shoes,
white shirt or
blouse, official
tie/scarf, black
socks, nylons, and
jacket zipped to the
top.
~No more than
three medals are on
the jacket.
~Makeup and
other accessories
are not excessive.

Above Average (4-2)

~All of official dress
in place with the
exception of one or
two items.
~Applicant is neat
and well groomed.
~More than three
medals are on the
jacket.
~Makeup and other
accessories are not
excessive.

Average (1-0)
~All of official
dress in place with
the exception of
two or more items.
~Excessive
makeup and/or
other accessories.
~More than three
medals are on the
jacket.

~Candidate had
excellent poise,
body posture, good
attitude,
confidence, and at
ease before
committee.

~Candidate had good

poise, body posture,
attitude, confidence
and ease before
committee.

~Answers were
organized and easy
to follow, language
was appropriate,
and had excellent
closure.
~Answers consisted
of important and
appropriate subject
matter that related
to the question
asked.

~Answers appeared
to be organized and
easy to follow,
language was
appropriate, good
closure.
~Answers were
questionable and/or
somewhat related to
the question asked.

~Candidate had
average poise,
body posture,
attitude,
confidence and
seemed to
comfortable with
judges.
~Answers were not
very well
organized or easy
to follow.

~This candidate
would represent
General Effect FFA extremely
well.

~This candidate
would represent FFA
well.

~Answers
consisted of subject
matter that did not
relate to the
question asked or
were not
appropriate.
~This candidate
would not be a
good
representative of
the FFA.
Total

Weight

Total

X1

________

X1

________

X2

________

X2

________

X1

________

_____ / 35

Chapter Officer Application ~ Big Spring FFA

Applicants Name: _____________________________________ Degree: __________________
Address: ______________________________ City: _____________ State: ____ Zip: ________
Phone #: ____________________________________________ Grade: ________ Age: ______
GENERAL QUESTIONS
1. Agriculture classes planned for the coming year: __________________________________
2. List the offices you want to be considered for, if you are elected, in order of preference.
(Offices available are listed in the Chapter Officer Handbook. Greenhand applicants are not
eligible for the offices of President or Vice President.)
A. ___________________

B. ___________________

3. Current GPA: _____________________________

C. ___________________

Guidance Counselor Initials: _________

EXPERIENCE QUESTIONS
1. List all FFA leadership roles you have experienced. (Officer, committees, etc.)
2. List all FFA activities/CDEs you have participated in, excluding seminar and night meetings.
3. List any FFA awards or honors you have received.
4. List involvement in school/community activities outside the FFA.

5. Describe your experiences speaking in front of large groups of students/people?

LEADERSHIP THOUGHT QUESTIONS
1. Briefly state the qualities you possess that qualify you for a chapter office.

2. If you were elected to a chapter office, what would be your main goal for the chapter?
3. Select one of your personal qualities and explain how it will be of value to the chapter officer team.
7

4. What other commitments do you have in the year that would compete for your time?

5. What do you believe are the most important responsibilities of a chapter officer?

6. List at least three ideas for new chapter activities for the upcoming year.
STATEMENT OF INTENT
Upon completion of this application, provide a type-written, 1-page statement explaining why you
desire to serve as an officer. Attach that statement to this completed application.
LETTER OF RECOMMENDATION
In addition to this completed application and the essay of intent, please submit one letter of
recommendation from a high school teacher. This letter should be submitted in a sealed envelope, with
the teachers signature across the seal. Letter must come from a non-agricultural teacher.
CANDIDATES AGREEMENT
I understand I am responsible for my duties as a chapter officer and will uphold them to the best of my
ability. I have read and understand the information presented in the Big Spring FFA Chapter Officer
Handbook. I have completed the officer application honestly and accurately to the best of my ability,
and I have completed the Statement of Intent, secured a Letter of Recommendation, and completed the
Officers Contract and Code of Contact. Upon my election, I understand I am required to be at all officer
team meetings, on time, or will fall subject to the consequences associated with absence and tardiness. I
am aware that repeated absences from required functions will result in my being dismissed from the
officer team early. My presence at the officer retreat is mandatory!
Applicant Signature: _______________________________________ Date: ____________
PARENT/GUARDIAN AGREEMENT
I ____________________________, hereby approve of my son/daughter, ___________________,
running/becoming a Big Spring FFA Chapter Officer for the 2011-2012 school year. I realize that s(he)
is responsible for their officer duties and will uphold them to the best of their ability. I have read and
understand the information presented in the Big Spring FFA Chapter Officer Handbook. I further
understand my child is required to be at all officer team meetings, on time, or will fall subject to the
consequences associated with absence and tardiness. I am aware that repeated absences (no more than
three) from required functions will result in my students early dismissal from the officer team. His/Her
presence at the officer retreat is mandatory!
Parent/Guardian Signature: _________________________________
8

Date: ____________

Interview Process and Questions

Overview
Candidates desiring to serve as a Big Spring FFA Chapter Officer MUST first complete the Officer
Application, Statement of Intent, Letter of Recommendation and Agreements, and submit all to the
chapter advisors by the published deadline in April.
Nominating Committee
The nominating committee will consist of 5-7 individuals including all retiring, senior FFA officers, an
alumni representative, a high school administrator, and a non-agricultural teacher from the high school.
If too few retiring, senior FFA officers are present, a representative of the agricultural advisory board may
be used to acquire the 5-7 members.
Interview Process
Round One
In this round, the nominating committee will ask each candidate, individually, a variety of questions to
evaluate their poise, organization of thought, leadership ability, responsibility, and level of commitment
to serving as an FFA officer. This round will be evaluated using the rubric found in the Big Spring FFA
Chapter Officer Handbook.
Round Two (if needed)
In this round, a group of 3-4 candidates will be given 10 minutes to prepare a 5-minute group
presentation on one of topics below. The purpose of this round is to evaluate the interaction of candidates
with a group of their peers.
8th Grade Recruitment Presentation
Plans For An FFA Activity
FFA Meeting Energizing Activity
School Board Appreciation Presentation
Round Three (if needed)
In this round, candidates may be called back by the nominating committee in order to evaluate specific
characteristics and qualities between two or more candidates. Not everyone will be called back for this
interview round.

Examples: Create a scrapbook page. Create a news release. Write a thank-you letter.
Sample Questions
1. Which FFA office do you believe would be the most difficult to hold? Why?
2. What is your definition of leadership?
3. How would you encourage an inactive FFA member to become more involved?
4. Who is your role model and why?
5. Tell us about a time you had to be direct with someone. How did you handle it?
6. Tell us about your desire and ambition to do well.
7. How do you hope to grow as a leader next year, if you are elected to office?
8. What is the most valuable activity of our FFA chapter? Why?
9. What do you see as our chapters greatest weakness? How do you suggest we fix it?
10. What is the one regret you have since joining our FFA chapter? Why?

Officer Code of Conduct

It is a both a privilege and responsibility to be elected an officer of the Big Spring FFA Chapter. The
following guidelines are written to help you approach the year with a clear understanding of what is
expected.
All Officers Are Expected to:
1. Observe both the FFA Code of Ethics, as printed in the Official FFA Manual and the Big Spring
High School Student Handbook.
2. Strictly forego any use of alcohol, tobacco, drugs and profanity, on school property or at FFA events.
3. Maintain a professional relationship at all times with other officers, teacher and administrators.
4. Maintain high academic achievement by carrying a minimum 2.0 GPA at all times.
5. Follow instructions given by the FFA advisors and other high school faculty.
6. Be willing to make the Big Spring FFA chapter your first priority for the coming year.
7. Be punctual and prepared for all assignments and activities.
8. Avoid places and/or activities that, in any way, raise questions as to your moral character.
9. Accept suggestions, feedback, and criticism in a mature way.
10. Follow accepted standards of behavior and etiquette in public places.
11. Observe all of the above guidelines in all areas of life for the coming year. You represent this
chapter 24 hours a day, 365 days a year.
12. Complete all assigned officer tasks by appropriate deadlines and make every effort to assist the
other members of the team with their assignments.
Furthermore, it is Recommended that All Officers:
1. Refrain from speaking negatively about anyone.
2. Refrain from reckless operation of motor vehicles, including speeding.
3. Plan ahead to be in attendance at all chapter activities. Notify the advisors as soon as possible if
you will not be able to attend. Attend the Chapter Officer Retreat, June 20-22, 2011.
4. Keep your advisors informed of any problems you encounter or mistakes you make.
5. Become knowledgeable about agriculture, agribusiness, agricultural education and the FFA.
6. Attempt, through preparation and practice, to develop yourself into an effective public speaker.
7. Be prompt and consistent in completing all assignments.
8. Periodically evaluate your personality and attitudes, making every effort to improve yourself.
9. Maintain and protect your health.
10. Treat ALL FFA members equally, not favoring one over another.
11. Behave in a manner that conveys and commands respect.
12. Maintain dignity while being personable, concerned and interested in the people around you.
13. Serve as a member of the team, always maintaining a cooperative attitude.
In the event an officer has a problem following these guidelines:
1. The advisors shall meet with the officer in question privately and discuss the situation.
2. If the officer continues to display problems meeting the requirements of this agreement, a written
notice will be sent to the officer, the officers parents, and the high school administration. At that
time, a meeting will be held between the advisors, officer and parents to resolve the situation.
10

3. If problems continue, a meeting, including an administrator, will be arranged to discuss dismissal,

or the officers resignation.
In the event an officer no longer wishes to serve as an officer:
1. The officer shall submit an official letter of resignation stating their reason for vacating their
duties to the advisors or Chapter President.
2. The advisors shall meet with the officer in question privately and discuss their intent and the
situation.
3. The officer team will be presented with the request for resignation and will decide as a team how
to divide the remaining responsibilities from the vacated position.
4. If the officer in question wishes to be reinstated to their office, they shall submit a letter of intent
to the Chapter President and the officer team will have full power to accept or deny
reinstatement in a private meeting with the advisors.
Discipline Guidelines
All Chapter FFA Officers will be placed on behavior contracts for any of the offenses listed below. The
Chapter Officer is allowed two chances to improve their behavior, with the third offense resulting in
removal from the team.
Offenses:
Not abiding by the FFA Code of Ethics or Code of Conduct.
Unexcused absences: Anything but an illness or family emergency.
Receiving of discipline referrals from school administration or faculty/staff.
Offenses could result in the immediate removal from Chapter Officer Team:
Use and/or possession of alcohol or drugs.
Use and/or possession of tobacco.
Stealing or possession of stolen goods.
Use and/or possession of weapons.
Defiance of school faculty and/or staff.
Two grading periods below a 2.0 GPA.
Fighting.
Receiving school discipline referrals.

11

The parent and/or officer have the right to request a hearing regarding this action. The hearing will be
held as soon as possible with a panel consisting of an administrator, advisors, officers counselor, and one
other teacher. The officer and parent will be given the opportunity to present reasons for this action to be
voided. The decision of the hearing panel will be final.
Candidate and Parent/Guardian Agreement
I have read, studied, and understand the above points. As an elected officer of the Big Spring FFA, I will
carry out my responsibilities in accordance with these statements and understand that I can be
suspended or removed from office if I do not satisfactorily follow these established standards.
___________________________________
Candidate Signature
Date

___________________________________
Parent/Guardian Signature
Date

12

Officer Election Guide 2

See Additional PDF
Officer Application 1 & 2
See additional PDF

13

Chapter Officer Election Guide

Nominating Committee
The nominating committee will consist of the following people:
- FFA Advisor
- Current FFA President or retiring officer
- Past FFA Officer
- Ag Department Faculty member
- Other as needed
Scoring Rubric
FFA Officers will be selected on a point scale. The breakdown of points are as follows:
1. Interview: 120 points
2. Teacher Recommendation Forms (3 required): 90 points
3. Speech given to Ag Class: 40 points
TOTAL POINTS POSSIBLE: 250
President will be determined by the candidate with the most points. All other offices will
be selected based on skills but using points as a criteria for more than one qualified
candidate for each position
Interview Process
Interviews will be scheduled over a two-day period after school and lunch time. Each
interview will be scheduled to last 20 minutes. Interviews will be scheduled on a first
come first serve basis with the schedule to sign up being announced ahead of time.
Teacher Recommendation Forms
Students are required to hand out three teacher recommendation forms to teachers.
Teachers are to submit those forms to the FFA advisor before the deadline.
Speech
Candidates are required to give a 3-minute speech before the interview takes place to
their respective Ag Class about FFA and the benefits of being an active member. This
speech will be scored by the FFA Advisor. The speech should inspire students to be
better and to be more active in FFA.
Election Process and announcing the new officers
As soon as the nominating committee finalizes their recommendations, those
recommendations are brought before the entire chapter at a regular meeting and voted
upon. No seniors are allowed to vote. A vote will take place through a nomination to
accept the nominating committees recommendation and not through secret ballot.

Sample Chapter Officer Application 1

_______________ FFA Chapter Officer Application

Name: _____________________________

Degree Received: ____________________

Agricultural Class you will be enrolled in next year*: ___________________________

*You must be enrolled in an Agricultural Education class both the Fall & Spring semesters to be
a chapter officer
Please type the following information. You may submit two (2) additional pages stapled to
the back of this front/back information page.
1. List all FFA leadership roles you have experienced. (Officer, committees, etc.)

2. List all FFA activities/CDEs you have participated in, excluding seminar and night
meetings.

3. List any FFA awards or honors you have received.

4. List involvement in school/community activities outside the FFA.

5. Describe leadership qualities you possess that would qualify you for a chapter officer.

6. List at least three ideas for new chapter activities for the upcoming year.

7. Explain your present SAE program.

8. Describe why you want to become a chapter officer.

Sample Chapter Officer Application 2

___________________ Chapter Officer Application

Applicant's Name: _____________________________________________________
Address: __________________________ City: _____________ State: ____ Zip: ________
Phone #: _________________________ Grade: ________ Age: ______
Agriculture classes planned for the coming year: ______________________________________
Number 1 - 6 by preference, the offices you want to be considered for, if you are elected.
(One is your most desired spot and six is your least desired spot.)
(Freshmen applicants are eligible for Sentinel, Parliamentarian, Historian, and Chaplain only.)
__ President
__ Sentinel

__ Vice President
__ Parliamentarian

__ Secretary
__ Historian

__ Treasurer
__ Chaplain

__ Reporter

1. Briefly state the qualities you posses that qualify you for a chapter office.

2. If you were elected to a chapter office, what would be your main goal for the chapter?

3. Describe your experiences speaking in front of large groups of students/people?

4. Select one of your personal qualities and explain how it will be of value to the chapter officer
team.

5. What other commitments do you have in the year that would compete for your time?

Sample Chapter Officer Application 2

6. What do you believe the most important responsibilities of a chapter officer are?

I ____________________________, hereby approve of my son/daughter,

___________________, running/becoming a ____ FFA Chapter Officer for the school year. I
realize that s(he) is responsible for their officer duties and will uphold them to the best of their
ability. I further understand my child is required to be at all executive committee meetings, on
time, or will fall subject to the fees associated with absence and tardiness. I am aware that
repeated absences (no more than three) from official officer functions will result in my student's
early dismissal from the officer team. His/Her presence at the officer retreat is mandatory!
Parent/Guardian Signature: _________________________________

Date: ____________

I understand I am responsible for my duties as a chapter officer and will uphold them to the best
of my ability. I further understand I am required to be at all executive committee meetings, on
time, or will fall subject to the fees associated with absence and tardiness. I am aware that
repeated absences from required functions will result in my being dismissed from the officer
team early. My presence at the officer retreat is mandatory!
Applicant Signature: _______________________________________

Date: ____________

Maryland
4-H

Officer Training
made easy
Facilitators Guide

Adapted from 4-H Officer Training made easyFacilitators Guide

Kansas State University Agricultural Experiment Station
and Cooperative Extension Service

Table of Contents
Introduction

General Workshop Outline

Suggested Themes

Ten Rules for an Enthusiastic Officer Team

Tips for Being a Good Leader

The 4-H Club Meeting Discussion Guide

Puzzle Activity

Points to Look for in a Good Club Meeting

Check Yourself as an Officer

10

Rate Yourself as an Officer

10-11

Do You Know Parliamentary Procedure?

11

Characteristics of a Good Leader

12

Officer Breakout Sessions

13

Agenda

13

President

13

Secretary

13-14

Treasurer

14

Reporter

15

Parliamentary Procedure Activity

16

Mock Meeting Minutes Worksheet for Secretaries

17

Sample Treasurer Information

18

Evaluation Form

19

Introduction to Ocer Training

Why do we have officer training?

To teach officers their specific officer responsibilities.

To reinforce concepts for members who have been officers previously.
To build teamwork and trust in the club officer team, which leads to a more effective
and successful year.
To demonstrate a successful club meeting.
To give officers a chance to learn from each other through asking questions and
discussing the characteristics of their clubs meetings, activities and members.
To allow members to get to know 4-Hers from across the county.

How to use this guide:

Tailor the times/order to your needs.

Insert additional officer breakout sessions that your county needs.
Carry out more leadership or team-building activities as you see the need for them.
Do your homework: This guide is not for the 4-Hers, but for the facilitators.
Read through and follow the 4-H Officer Handbook so the officers have a reference
for what is discussed during their sessions.

Successful officer training characteristics:

Preparation is key: Facilitators must be competent in leadership and officer skills.

Enthusiasm is contagious and starts with the facilitators.
Offer a separate session for adults so they dont distract or intimidate the officers.
Use several types of teaching media, such as visual aids, handouts, handson activities, etc.
The goal is for officers to understand their roles in the club and how the officer team
needs to work together to accomplish the clubs goals.

4-H Ocer Training Workshop

General Outline
Fill out this sheet and make copies for each facilitator.
Estimated Time Topic

Person Responsible

5 minutes

Get-Acquainted Activity

_________________________

5 minutes

Welcome and Introductions

_________________________

10-15 minutes

Discuss:
Characteristics of a Leader
Check Yourself as a Leader

_________________________

10 minutes

Parliamentary Procedure Activity _______________________

10-30 minutes

Separate Officer Groups*:

President
Vice President
Secretary
Treasurer
Historian
Reporter
Song Leader
Recreation Leader

_________________________
_________________________
_________________________
_________________________
_________________________
_________________________
_________________________
_________________________

15 minutes

Mock Business Meeting with Explanations

_________________________

5-10 minutes

Evaluation and Refreshment

_________________________

Total time: 1-1 hours

*Officer breakout session tips:

Officers should come out of the session prepared to do their part at the mock meeting.
Presidents should have an agenda prepared, should have practiced leading a discussion and should be ready
to preside over the mock meeting. Set it up so more than one person gets to preside.
Secretaries should have minutes from the previous meeting ready to read, may make up some
correspondence to read and be ready to take roll. Again try to have more than one person involved.
Treasurers should have a report and some bills to present.
Reporters should have a news article they have written to present.
Recreation leaders/Song leaders should have an activity to lead.
Rod Buchele, Extension Specialist, 4-H Youth Development, SW Area, KSU

Suggested Themes for Ocer Training Sessions

The most important reason to use a theme when facilitating an officer training workshop is to make it
interesting and exciting for the participants. Because so many participants will repeat the training, change the
theme each year to maintain interest and fun while still allowing participants to learn about their offices.

CSI: 4-H Officers (Comprehensive Skill Instruction)

Provide each participant with an armband, letter or number at check-in. Have participants get
into groups according to the color of armband, letter or number. Give groups a parliamentary
crime and let them find the missing evidence (parliamentary procedure) and identify the
suspect (the problem). Each group must process the activity with the help of the facilitator.
Continue using these same groups, until participants are split into their respective officer groups
Focus the entire program on working together as a team and understanding that the different
offices are all necessary so the club can solve all its mysteries before the suspect (the
problem) can commit another crime. Use technical terms that can be dissected into a list of
important officer traits. (Example: Examine Energetic, eXcited, Able, Mindful, Imaginative,
Never late, Enthusiastic)

Pirates of the Caribbean (4-H is a Hidden Treasure)

Each participant gets a piece of treasure. This can be anything from a 4H button to a gold coin,
candy or a piece of paper with a part of a business meeting or a responsibility of an officer.
Participants are split into groups according to their treasure. Participants then rotate through a
series of stations, beginning with their treasure group. The station activities can relate to:
dispelling stereotypes, qualities of a good leader, making meetings work for your club, team
building, parliamentary procedure fun facts and learning about your club members. During the
mock meeting, each group is responsible for one announcement regarding good parliamentary
procedure, leadership facts, etc., from their first station.
The program centers on the treasure that 4-H is to its members and how officers help members
see their place in finding that treasure. Be sure to keep a pirate theme on posters or have
presenters wear pirate hats or eye patches to add to the theme. Tropical refreshments are also
appropriate: banana splits, frozen fruit slushies with drink umbrellas or similar treats.

Game Show
Use a format that is recognizable and easy to play: Jeopardy, Hollywood Squares, Wheel of
Fortune or The Price Is Right. Participants can be grouped according to a token given at checkin. It could be play money, a colored game piece, a playing card, etc. Groups rotate through a
series of stations with different games at each station. The group with the most points at the end
of the event gets a reward such as a 4-H pencil or wristband, or getting to be in line first for
refreshments.
Focus the program on the fact that all members are winners, and they all need the encouragement
and guidance that club officers can give them just like the audience input on the game shows.
Officers also need to remember that they are like the host, who cannot play the game for the
participant but can only explain and demonstrate.

Skill-a-thon
After a parliamentary procedure session, split participants into mixed groups and quiz their
knowledge, both with basic questions and comprehensive questions involving scenarios that may
occur in their club.

Ten Rules for an Enthusiastic Ocer Team

1. Help each other be right not wrong.
2. Look for ways to make new ideas work not for reasons they wont.
3. If in doubt check it out!
4. Help each other win, and take pride in each others victories.
5. Speak positively about each other and about your organization at every opportunity.
6. Maintain a positive mental attitude no matter what the circumstances.
7. Act with initiative and courage, as if it all depends on you.
8. Do everything with enthusiasm it is contagious.
9. Whatever you want give it away. (This may sound odd, but it works that way;
i.e. power, respect, enthusiasm, compassion, recognition, etc.)
10. Dont lose faith and never give up!
Phyllis Wright, Extension Agent, Warren County, Pennsylvania

Tips for Being a Good Leader

1. Be a team player
2. Be thoughtful of others
3. Be helpful
4. Be a good sport
5. Be reliable and responsible
6. Celebrate others success
7. Be fair
8. Have fun with 4-H!

The 4-H Club Meeting Discussion Guide

Prepare some type of visual to help the participants see and understand the total picture of a 4-H
club meeting.
I.

Although each 4-H group is unique, all have some things in common. In order to make 4H fun and educational, meetings should include a balance between:
A.
Programs (presentations and special activities)
B.
Group decisions (business meetings when needed or informal discussions)
C.
Recreation and social time

II.

How much time should be spent in each of the three major parts of a meeting?
A.
Programs (presentations and special activities) 15-20 minutes (or more,
depending upon the needs of your group) which might include:
1.
Presentations by members, leaders or parents to develop self-confidence
in speaking to groups
2.
Special programs by resource people in the community
3.
Project work actually doing project work together
4.
Activities such as community service projects or other activities the
group identifies as goals.
B.
Group decisions 15-20 minutes, which provides the opportunity for:
1.
Members to learn about methods of making decisions and the effect of
decisions on the group.
2.
Business meetings and the opportunity to learn effective methods of
conducting business using parliamentary procedure.
3.
Members to develop the leadership skills involved in serving as an officer or
committee member.
C. Recreation and social time 10-15 minutes which might include:
1.
Fellowship an informal time set aside for members and leaders to get to
know each other. A get-acquainted activity at the beginning of the meeting is
useful.
2.
Recreation a variety of organized games and singing should be included
in every meeting. New games are great!
3.
Refreshments gives members a chance to serve as a host/hostess
(optional).

Putting a Meeting Together

Putting together an interesting 4-H meeting is like putting together a puzzle, except you have the exibility to
put the pieces together in the way that works best for you. The way people work together while they are putting
the meeting together is just as important as the picture they make. Use the puzzle pieces to put together a fun,
interesting club meeting in your preferred order.

Second

Main Motion

Demonstration/
Talks

Announcements
Adjournment

Skill-a-thon

Guest Speaker
Vote

Recreation

Call to Order

Song

Unnished
Business

Ocer Reports
Roll Call

Committee Reports

New Business

Discussion

Community
Service

4-H Pledge

Pledge of
Allegiance

Points to Look for in a Good Club Meeting

This sheet can be used to evaluate all meetings. Officers should be able to give their clubs a five-star rating for
most of the questions. The ones answered with a one-, two-, or three-star rating are areas that need
improvement.
Never

Sometimes

Always

Guests are introduced and made to

feel comfortable.
There is a special program in addition
to the business meeting and
recreation.

The meetings have variety.

The ocers and leaders create an

agenda with one another before the
meeting.
The president calls the meeting to
order on time, keeps the meeting
rolling and closes on time, according
to the agenda.
Ocers and leaders use correct
parliamentary procedure.
The business part of the meeting is
short and snappy.

The program is interesting to most

members.
There is an opportunity for members
to get to know each other (if needed).
Announcements are short and to the
point.
Ocers and leaders avoid excess
talking.
All members take part in discussion.
Recreation is fitting for the place and
group.
Members show each other respect
and cooperate with each other.
Each meeting has fun, learning and
fellowship.

Check Yourself as an Ocer

A 4-H club needs officers who will:

Serve the group best during the next year.

Work with all members and give everyone a chance to participate.
Share leadership by giving others an opportunity to accept responsibility and develop their
leadership ability.
Be dependable.
Help to plan a program for the year that is in the best interest of all the members of the club.
Work well with other officers, committee members, leaders and parents.
Try to make the meetings worthwhile and interesting.

Rate Yourself as an Ocer and Club Member

Check the statements that apply to you. You should strive to have all the following
checked by the time your term in the office is finished.
I try to know and understand the people with whom I am working.
I know the duties and responsibilities of my office.
I attend meetings regularly (at least of the meetings).
I am willing to learn more in order to be a better officer.
I am on time for the meetings.
I try to spend some time at meetings with each member of the club during the
course of the year.
I accept responsibilities willingly and enjoy doing more than just what is required of me
I try to work cooperatively with the leaders and other officers.
I am willing to give credit to others.
I encourage new members to join and do things with them at meetings to make them feel
welcome.
I listen to ideas and suggestions from others.
I am willing to help conduct and take part in the meetings.
I am ready to try new ideas.

10

Check yourself.
Watch out for these things:
Gossiping Be a trustworthy person for members to go to.
Exaggerating and half-truths Be credible to members, leaders and parents.
Being a snob Be friendly. Participate in activities; do your share.
Swearing Even if you are angry enough to swear, keep it to yourself. It makes you seem
out of control.
Teasing Treat others as you want to be treated; everyone is special.
Unconstructive criticism Only criticize if you have an idea for improvement, but never be
mean with your ideas.
Wearing your feelings Being too touchy will make people nervous to be around you; take
criticisms with a calm manner.
CREDIT: Cecil Eyestone, Leadership A Guide for 12 to 15 Year Olds, 4-H 204 Rev.

Do you know parliamentary procedure?

Take this short true (T) or false (F) quiz to test your parliamentary procedure knowledge.
Answers can be found on page 20.
___ The president of a group should be in charge of the meeting.
___ In presenting motions, members should begin by saying, I make a motion.
___ You should not second a motion unless you rise, address the chair, and are recognized.
___ Nominations made from the floor should always be seconded.
___ The secretary need not stand up when reading the minutes.
___ The secretary need not stand when calling roll.
___ The minutes of a meeting should be approved by a motion and vote.
___ An amendment to a motion does not need to be seconded.
___ If the chair does not like a motion, it can be ignored.
___ Before every meeting, the president should outline a plan or agenda.

11

Leadership is
the ability to influence the thinking and actions of people. Good leadership helps others in the group to
become the best they can be and it inspires everyone to want to make the best better. It requires willingness to
tackle a new job and persistence to see it through.

Characteristics of a Good Leader

One of the greatest challenges in learning to be a successful leader is learning to understand yourself and
to know as much as possible about the others in your group.

Recognize ability. You may think Jane Jones is the only person in the club who has musical ability, but give
everyone a chance. Or, you might assume Jim Smith is of no use except as a troublemaker, but maybe you have
it all wrong. If you find what a person is good at or interested in, you will find he or she has some ability that
will help the club. Help develop members talents. Remember that everyone is important and every person you
talk to is somebody.
Grow in wisdom. Leadership is the greatest opportunity for learning you will ever experience. So many
things you think you know well enough now will have to be known much better when youre leading others.
What you learn about people in working with them is a lesson that will help you all your life. Enhance your
wisdom through training, meetings and sharing experiences with others. Remember that you wont always
know the answers; when you dont, be sure to admit it, but strive to find the answer if it can be found.

Work with others. As a leader, you will work with many people; however, leadership doesnt mean bossing
people around, nor does it mean doing everything for them. Rather, it means guiding people into making their
own decisions and doing things for themselves. Sometimes you will feel you could do a task better and more
easily by yourself than by helping others to do it for themselves. Dont give in to the temptation! Instead,
explain clearly and answer questions then let the members do the rest.

Cooperate. Youth leaders and adult leaders must cooperate in all aspects of 4-H. From planning your
meetings to organizing fundraisers, cooperation is key. Parents are an important piece of the puzzle when
working with 4-Hers. You must be willing to compromise with your schedule and activities in order to get
members to attend. In addition to members families, be sure to cooperate with organizations in your town or
community. They are more willing to help your clubs cause if your members are familiar to them. Dont go
along with everything in an attempt to be cooperative. Know when to present your own ideas and get the ball
rolling yourself.

Lend a helping hand. Your 4-Hers may need a little coaxing to gain courage every once in a while. Give
them support by showing them how and telling them why. If a 4-Her has learned a lesson from a mistake
without feeling bad or discouraged about it, then you have fulfilled your responsibility.
Play. Get in the game. When you are enthusiastic and fun, your attitude rubs off on others. As a leader, you
must get to know your 4-Hers. Recreation is a great opportunity to learn more about the members and let them
learn more about you. This will make them feel more comfortable around you and they will be more
enthusiastic about attending meetings and other activities

12

Ocer Breakout Sessions

Agenda
Review Officer Duties
Review Officer Publication (Maryland 4-H Officer Handbooks)
Hands-on Activities, Prepare for Mock Meeting
Questions

2-3 minutes
2-3 minutes
15-20 minutes
3-4 minutes

President
Use the following information and the 4-H Club Agenda Worksheet found in the officers
handbook to make up an agenda for the mock meeting. Be sure to ask the secretary if there is
any old business from the last meeting. Tailor the topics below to your needs; add additional
agenda items if you wish. Thinks about where each item belongs in the agenda.
At the last meeting, we discussed paying for leaders to attend the county/city
leaders appreciation banquet. Our leader, Bob Smith, was unsure if he would be able
to attend so it was postponed to next month.
Your club has been asked to adopt a family for Christmas. This is a community activity
that the County Health Department coordinates.
Your leader wants to recognize five members who attended the county/regional
One of your members wants to go on the 4-H Citizenship Washington Focus trip. The
trip will cost him $1200. He wants to ask the club for some financial help.
The recreation committee has a game to play.
The club had a Halloween party in October.
You have a guest from the Area Extension Office.
There will be club officer training Nov. 18 at the local Extension office. All club officers are asked to
attend.
The next meeting of the club will be at 6:30 p.m. Dec. 16 at the old school house.
The club leaders recognition committee met last week.

Recording Secretary - Facilitator Instructions:

Make enough photocopies of the following incorrect minutes for each secretary.
Make enough photocopies of the Mock Meeting Minutes Worksheet (page 15) for each secretary. Make
enough photocopies of the Meeting Notes Worksheet for each secretary from The 4-H Secretary Record
Book.
First, give each secretary a copy of the incorrect minutes. Work together to cross out any unnecessary
information. Then, hand out the Mock Meeting Minutes Worksheet. Work together to correctly fill in the
worksheet with the information from the incorrect minutes.
The correct minutes, written on the Mock Meeting Minutes Worksheet, are to be read at the mock
meeting.
Hand out the Meeting Notes Worksheet. Discuss how to take concise and efficient notes during the
meeting and how to write the final minutes in the same format as the Mock Meeting Minutes Worksheet
without just filling in the blanks. Suggest to the secretaries that they make enough copies of the Meeting
Notes Worksheet to use at every club meeting. Show them where to locate the worksheet in The 4-H
Secretary Record Book.
Ask each secretary to practice taking notes during the mock meeting using the Meeting Notes
Worksheet.
13

Rewrite the following minutes correctly. Leave out all unnecessary information. Put them in the
correct order, as they would have happened in a well-run meeting. Add information, if needed, to make the
minutes correct (names for motions and whether the motion passed or failed). Read the correct minutes at the
mock meeting.
The regular meeting of the Busy Kids 4-H Club was at the old school house on September 31. The
meeting was called to order by Monty McGee at 7:30 pm. Sue Smith gave a presentation titled Care of Pigs.
The bills for refreshments for the club tour were approved for payment. Jimmy Jones and Paula Potter talked
about the football game they went to the night before. The treasurers report showed a balance of $117.19. We
talked about the clubs spending habits and decided that we should not have elected Eric Smith as treasurer. The
president did a crummy job of conducting the meeting. There was not much business. The secretarys report
was approved as corrected. There were six corrections but one of them turned out not to be a real correction. I
didnt change that one because the person who said it just didnt like the motion we passed. We discussed
paying for leaders to attend the leaders banquet. Our leader, Bob Smith, was unsure if he could attend so it was
postponed until next month. After 30 minutes the meeting was adjourned. Roll call was answered by 14
members, two leaders, and one guest. Ann Jones led us in a conservation activity. A bill from the Corner
Grocery Store for $21.05 for refreshments for the club tour was presented. It was announced there would be a
club officer training November 18 and all club officers should attend. Bob Smith, our leader, thanked everyone
for their help at the fair. Bob Smith, our leader, recognized our two state fair exhibitors. We talked again about
the club having a new members meeting and decided to have one October 25 at 7:30 at the old school house.
Before the meeting we set up the chairs in a semi-circle.

Treasurer
Fill out a check, the checking account register, and deposit slip based on the following
information.
The club has agreed to pay a bill to the Valley Hardware Store for $26.50 for materials to paint fencing
for the livestock project members.
The club collected $102 last Saturday at their car wash fund-raiser. You need to deposit the money in
the bank. There is one $50 bill, two $10 bills, two $5 bills, two checks for $10 each, seven quarters, two
dimes, and one nickel.

Use the following information to fill out a monthly treasurers report for the mock
meeting:
On April 25 the Busy Kids 4-H Club had a balance on hand of $243.76. The club participated in the
community yard sale by operating a snack booth. The club paid for the drinks and families donated
cookies and other snack items. On April 20, a tablecloth was purchased for the booth from Harpers
Drug Store at a cost of $4.02, and lemonade mix and ice costing $10.83 were purchased from Morgans
Grocery Store on April 21. The sale was April 30, and the club earned $103.50.
At the May 3 council meeting, 4-H T-shirts that were left from the last T-shirt sale were offered for sale
and two were sold. The income from the shirts was $19.00.
The treasurer wrote a check May 5 for bills that were approved by the club at the April meeting. One
was for $21.05 to Hometown Sign Company for a new club banner. The other bill was for $16.19 for
refreshments for the March club meeting.
There is an outstanding bill for $12.56 for supplies for the recreation committee activity kit.
14

Reporter
Rewrite the following items into an article appropriate to send to the local newspaper.
Leave out any unnecessary information. Put the items in the correct order to make a newsworthy article. Add
information, if needed, to make the article more interesting. Read the article at the mock meeting.
The regular meeting of the Busy Kids 4-H Club was at the old school house on September 31. The
meeting was called to order by Monty McGee at 7:30 p.m. Sue Smith gave a presentation titled Care of Pigs.
The bills for refreshments for the club tour were approved for payment. Jimmy Jones and Paula Potter talked
about the football game they went to the night before. The treasurers report showed a balance of $117.19. We
talked about the clubs spending habits and decided that we should not have elected Eric Smith as treasurer. The
president did a crummy job of conducting the meeting. There was not much business. The secretarys report
was approved as corrected. There were six corrections but one of them turned out not to be a real correction. I
didnt change that one because the person who said it just didnt like the motion we passed. We discussed
paying for leaders to attend the leaders banquet. Our leader, Bob Smith, was unsure if he could attend so it was
postponed until next month. After 30 minutes the meeting was adjourned. Roll call was answered by 14
members, two leaders, and one guest. Ann Jones led us in a conservation activity. A bill from the Corner
Grocery Store for $21.05 for refreshments for the club tour was presented. It was announced there would be a
club officer training November 18 and all club officers should attend. Bob Smith our leader thanked everyone
for their help at the fair. Bob Smith our leader recognized our two state fair exhibitors. We talked again about
the club having a new members meeting and decided to have one October 25 at 7:30 at the old school house.

Decide which of the following items are the most newsworthy.

A club members prize heifer got loose from the pasture last week.
Your former club leaders family is recognized as the Maryland 4-H Family of the Year.
National 4-H Council is releasing new guidelines regarding use of the name and emblem.
Your club is hosting a face-painting booth at the county/city 4-H carnival.
The club president has been awarded a county/city 4-H scholarship.
A former 4-H member of your club has been hired as a county/city 4-H agent in a county 100 miles
from your hometown.
The local youth organization sent a thank-you note to your club for bringing livestock to a petting
zoo.
A new State 4-H Leader has been named.
The newly named State 4-H Leader was a member of your 4-H club 20 years ago.
A member of your 4-H club took a picture that will be featured on the cover of Momentum, the
College of Agriculture and Natural Resources monthly magazine.

15

A Parliamentary Party
Use this game for a breakout session with Presidents, Vice Presidents, and Parliamentarians or with the entire
group to teach the importance of parliamentary procedure.

Estimated time: 15 minutes

Materials Needed: index cards, printed roles, gavel
Facilitator: In order to run successfully, every meeting must have some basic ground rules for its
participants. The same holds true for your club meetings. Parliamentary procedure is an excellent way to bring
order to the chaos that can happen in youth meetings. In this activity, experience a meeting without any rules
and learn the value of parliamentary procedure.
Benefits of parliamentary procedure

Makes the meeting run more smoothly.

Gives the president a way to stay on track and monitor the conduct of members.
Models the democratic process for fair decision-making.
Allows all to participate.Gives 4-Hers and adults alike a reference for what formal business
meetings should be like.
Gives members a sense of security since the basics rarely change. This is especially helpful when
the club has many younger members. If they can anticipate what is going to happen, they may be
more attentive than if they are completely lost during the meeting.

How to play:

Prepare note cards with instructions for each participant.

Be sure each card is different and that you have one set of instructions for each member of the
group.
Example role: As soon as the president says, Is there any new business?, say that you think
the club should have a party. Dont wait for the president to call on you, just start talking. There
may be others trying to talk about something else, but talk first and keep talking until everyone
does what you want.
Example role: Stand up and be recognized by the president during committee reports.
Speaking very, very quietly and mumbling, discuss the booth ideas your committee has come up
with for the county/ district 4-H carnival. Repeat yourself when asked to, but still with a very,
very quiet voice.
Distribute a card to each member.
Identify someone to be the president to conduct the meeting.
When the president calls the meeting to order, if the members do their assigned roles, then
almost everyone will try to talk about what they want the club to do. Let this go on for several
minutes. Stop the activity when members are really getting in to their roles.
Discuss the activity using the following questions.
What one word would you use to describe what was going on?
Are you going to get anything done at this sort of meeting? Why or why not?
What could you do differently to solve the problem or get something done at the
meeting?
What process do you usually use when making a group decision?
How could parliamentary procedure be used with this group?
What are some examples of decisions that are made when everyone would need to have
their voice heard?
16

Mock Meeting Minutes Worksheet

Date: __________________
Number present:

Members ______ Leaders _______ Parents _______ Guests _______ Total Present _______

The regular monthly meeting of the ________________________ 4-H club was held on ___________
__________ at ____________________________. President _________________ called the meeting to order
at ___________. __________________________ led the Pledge of Allegiance and 4-H Pledge. Song leader __
____________________ led the club in singing _______________________. Roll call was answered with
_______________________________ by _____ members, _____ leader(s), _____ parent(s) and _____
guest(s), for a total of _____ present. The minutes of the previous meeting were approved as read/corrected.
___________________________________________________________________________________,
______________________________________treasurer, reported that the club has $_______ in the account and
$_______ in outstanding bills for _________ ____________________________.
_________________________, ________________ (office), reported that
___________________________________. Club leader _______________________ reported that
_______________ _______________________________________________________________.
Committee reports: ___________________________________________________________________
Unfinished business: __________________________________________________________________
___________________________________________________________________________________
New business: _______________________________________________________________________
___________________________________________________________________________________
Announcements: _____________________________________________________________________ _
___________________moved to adjourn. The motion was seconded and passed/failed.
Program: ____________________________________________ by: ____________________________
Refreshments were ________________________, prepared by ________________________________.
Secretary____________________________

_______________________President

17

Mock Meeting Samples:

Sample Check Register
RECORD ALL CHARGES OR CREDITS THAT AFFECT YOUR
ACCOUNT
DESCRIPTION
NUMBER DATE
OF
PAYMENT/DEBIT
FEE DEPOSIT/CREDIT
TRANSACTION
Balance Forward

BALANCE
103

64

Sample Deposit Slip

18

4-H Ocer Training Evaluation

Check all that apply to you:
I am a: ______ 4-H member
______ Junior age 8-10
______ Intermediate age 11-13
______ Senior age 14-18
______ 4-H parent
______ 4-H MCE volunteer

Pretty
Much

Not Really
I was made to feel welcome as I
arrived.
I enjoyed the activities and they
helped me to get acquainted with
others.
I learned how a 4-H business
meeting should be conducted.
The mock business meeting was
helpful.
The practice activities were
helpful.
My questions were answered in a
way that was easy to understand.
I feel I can now do a good job as
an ocer.

Definitely
Yes!

One new thing I learned was:

__________________________________________________________________________________
__________________________________________________________________________________
______________________________________________________________________
One thing I would change is:
__________________________________________________________________________________
__________________________________________________________________________________
______________________________________________________________________

19

Answers to Do You Know Parliamentary

Procedure? on page 9:
T, F, F, F, F, T, F, F, F, T

Additional Maryland 4-H Officer Training Materials Available:

http://www.maryland4h.org
This publication was reviewed and adapted for use in Maryland 4-H by:
Elizabeth Hill, Faculty Extension Assistant, 4-H Youth Development
Alganesh Piechocinski, Extension Educator, 4-H Youth Development
CynthiaWarner, Extension Educator, 4-H Youth Development
Kendra Wells, Extension Specialist, 4-H Youth Development
University of Maryland Cooperative Extension
November 2005

It is the policy of the University of Maryland, Maryland Agriculture Experiment Station, and Maryland
Cooperative Extension that all persons have equal opportunity and access to programs and facilities without
regard to race, color, sex, religion, national origin, age, or disability. The University of Maryland is an
Affirmative Action Employer. This material may be available in alternative formats.

Publication Credits:
This publication is adapted by:
Katherine Kramer
4-H Youth Development Intern
Reviewed by:
Diane Mack
Extension Specialist,
4-H Youth Development
Rod Buchele
Extension Specialist, 4-H Youth Development

James P. Adams
Associate Professor,
4-H Youth Development
Beth Hinshaw
Extension Specialist,
4-H Youth Development

from a set of officer training materials produced by the Cooperative Extension Service, Iowa State University,
Ames, Iowa.
Brand names appearing in this publication are for product identification purposes only. No endorsement is
intended, nor is criticism implied of similar products not mentioned.
Publications from Kansas State University are available on the World Wide Web at: www.oznet.ksu.edu
Contents of this publication may be freely reproduced for educational purposes. All other rights reserved. In
each case, credit James P. Adams, 4-H Officer Training Made Easy, Kansas State University, June 2005.
Kansas State University Agricultural Experiment Station and Cooperative Extension Service
4-H 930 June 2005
20