FCCLA Policy Procedures 10 18 2011

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POLICIES AND PROCEDURES

ARIZONA FCCLA

POLICIES AND PROCEDURES

SCHOOL YEAR
2011-2012

Approved by the Arizona FCCLA
Board of Directors

Revised: 10/18/2011
1
POLICIES AND PROCEDURES

PREFACE

This document is not a replacement for the Articles of Incorporation that legally
established FCCLA, nor a replacement for the bylaws that define the legal structure of
the organization and its officers. Policies are the management tools by which chapters
and students will operate at the chapter, regional and state level. Procedures are
specific guidelines to help clarify the process by which general policies will be
implemented.

The bylaws of FCCLA can only be changed through a formal amendment process at
statewide meetings. However, the FCCLA Board of Directors who represents the
professional teachers that serve as advisors to the chapters of FCCLA can revise this
document. Individuals, chapters and regions can initiate a revision process for these
Policies and Procedures by sharing concerns with the State Advisor or the president of
the FCCLA Board of Directors.

Policies and Procedures will be reviewed and distributed annually. Any changes in the
Policies and Procedures will be finalized at the July meeting. It will serve the
organization for the following school year.

This document is formatted to be easy to read. Each procedure is indented under the
corresponding policy. New procedures will be added to this document as determined by
the FCCLA Board of Directors.

A committee of the board, with the assistance of the FCCLA State Advisor, prepared
this document on September 24-25 and October 29-30, 1993. The FCCLA Board of
Directors approved this draft on November 3, 1993. The Board of Directors made
subsequent changes with approval of the final document on May 11, 1994. The Board
continues to make revisions and approves the updated document annually at the July
Board Meeting.

Revised: 10/18/2011
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POLICIES AND PROCEDURES

POLICIES AND PROCEDURES DEFINITIONS

Advisor - the Family and Consumer Sciences Education teacher who assumes responsibility
for the FCCLA chapter

Advisor Assurance Form – Form completed by the advisor that ensures that she/he has a
copy of completed Comprehensive Consent forms on file for each of the students attending any
FCCLA activities. The Advisor Assurance Form must be on file in the FCCLA State Office.

Articles of Incorporation - the legal instrument that identifies the name of our organization and
other basic information required by state law. FCCLA is incorporated as the Arizona Family,
Career and Community Leaders of America, Inc. (dba Arizona FCCLA). . The legal papers are
filed with the Arizona Corporation Commission.

Board of Directors - the elected advisors that govern the organization

Bylaws - the rules that define the organization and its structure

Calendar of Events - a list of state and national deadlines and activities available to chapters

Chapter - a group of students and their advisor who have joined FCCLA by completing the
affiliation forms and paying affiliation dues

Charter - an official document issued to a school after affiliation

Comprehensive Consent Form - this form, complete with all information and signatures
required, must be submitted by each Family and Consumer Sciences Education student to their
chapter advisor prior to attending any area, state, or national FCCLA conference. The Chapter
advisor must bring a copy of completed forms to all events and send an Advisor Assurance
Form to the State Office prior to the student participating in any FCCLA activities.

Comprehensive Students – middle school or high school freshman (6-9) grade who are
currently or previously enrolled in a Career Exploration Family and Consumer Sciences
Education course.

Executive Council - the elected student representatives who are often called the state officers

Junior Category- students in junior high and freshman (grades 6-9) currently or previously
enrolled in a Family and Consumer Sciences Education Career Exploration course.

National Contender - a student who wins a STAR event competition at the Spring Leadership
Conference and competes at the National Leadership Meeting during the following summer as
the Arizona representative.

Occupational Students - high school sophomores, juniors and seniors (10-12) currently or
previously enrolled in an occupational Career Preparation Family and Consumer Sciences
Education course.

Proficiency Events - Arizona programs offering students additional opportunities to
demonstrate Family and Consumer Sciences standards in several different events. They
supplement the opportunities in national STAR Events.

Revised: 10/18/2011
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POLICIES AND PROCEDURES

Policies - the management tools approved by the Board of Directors that govern the
organization

Procedures - the specific guidelines that clarify the policies of the organization

Senior Category - high school sophomores, juniors or seniors (grades 10-12) affiliated as
comprehensive members and currently or previously enrolled in Career Preparation Family and
Consumer Sciences Education courses.

State Office - the Family and Consumer Sciences Education FCCLA office at the Arizona
Department of Education.

STAR Event - a national program offering students the opportunity to demonstrate standards in
events at both state and national competitions. The acronym, Students Taking Action with
Recognition, represents the achievements in chapter and individual projects, leadership skills
and occupational preparation.

Revised: 10/18/2011
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POLICIES AND PROCEDURES

FCCLA Policies and Procedures

Arizona FCCLA is the state-approved, career and technical student organization for junior and
senior high school young men and women who are currently enrolled in or have taken a course
in Family and Consumer Sciences Education. The organization actively encourages
membership and represents students of all races, religious beliefs and special needs.

FCCLA members develop skills for life, while focusing on the multiple roles of the family
member, wage earner and community leader. Through chapter activities, FCCLA members
experience growth in leadership, character development, critical thinking, communications, team
building, practical knowledge and Career and Technical preparation.

FCCLA has traditions that have evolved from Future Homemakers of America Inc. Arizona
members of Future Homemakers of America (FHA) and Arizona Home Economics Related
Occupations (HERO) had a long history of success in Arizona. FHA was organized in 1945 and
Arizona received its charter in 1946. HERO had been in existence since 1971.

A decision was made in 1992 to unify FHA and HERO due to the similarities of the two
organizations. During the school year, 85 chapters and 1,600 FHA and HERO members
participated in statewide unification activities. On April 21, 1993 the members selected STRIVE
as the name of the organization and approved the new bylaws. The Arizona Corporation
Commission approved the Articles of Incorporation on October 1, 1993. In 1999 the state and
national organizations changed their name to Family, Career and Community Leaders of
America, FCCLA. FCCLA is incorporated as the Arizona Family, Career and Community
Leaders of America, Inc. (dba Arizona FCCLA).

Arizona FCCLA is affiliated nationally with Family, Career, and Community Leaders of America,
Inc., commonly known as FCCLA. The headquarters for National FCCLA is located in Reston,
Virginia. National FCCLA annually sponsors regional Cluster Leadership meetings and A+
Conferences in the fall and the National Leadership Conference each summer.

In 2010, the national FCCLA organization consisted of over 6500 affiliated chapters from 50
state associations, the District of Columbia, Puerto Rico and the Virgin Island. Its total
membership was more than 200,000.

Arizona FCCLA annually sponsors Fall and Spring Leadership Conferences. Board members
from each region will organize and host a regional meeting, which may focus on leadership,
competition or other activities for its members.

Revised: 10/18/2011
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POLICIES AND PROCEDURES

MEMBERSHIP and RECOGNITION

Chapter Affiliation

Each school may affiliate more than one chapter. Affiliation takes place on the www.azfccla.org
website.

Chapters are not affiliated with the national organization until the National FCCLA office
receives actual payment.

Chapters need to have dues, registration fees and all other accounts paid in full with the
state FCCLA office to participate at the state conferences.

Individual Student Affiliation

Active members are students who are enrolled in or have successfully completed course work
in Family and Consumer Sciences Education. The students name must appear on the chapter
membership affiliation forms accompanied by the annual dues and be submitted before the
designated deadline.

An active member must be affiliated at both the state and national level by the specified
deadlines in order to participate in regional, state and national events. To retain membership
privileges and be eligible for competitions at state meetings, the student must be in good
standing with the school and community.

Students who missed the qualifications for affiliation may register for state functions as guests.

Alumni and Associate Affiliation

Former members of FHA, HERO, Arizona STRIVE, FCCLA or any other interested individuals
may become part of the national network of adults who support our organization. The
application and dues are mailed to the National FCCLA office. These individuals will be asked
to serve the state organization as speakers, chaperones, judges and business contacts.

Honorary Membership

Honorary membership may be awarded to any individual whose professional responsibilities are
not directly related to FCCLA but has made outstanding contributions and is giving continued
service to the organization. An individual or chapter may submit nomination forms for honorary
membership to the FCCLA State Office. Nominations should be submitted by deadline prior to
the Spring Leadership Conference. Nominations will be evaluated and approved by a
committee consisting of the FCCLA State Advisor, one FCCLA Board Member and one member
of the FCCLA State Executive Council. Honorary members will be recognized at the State
Spring Leadership Conference.

Outstanding Member

Being recognized as an outstanding chapter member is one of the highest compliments a
student can receive in the FCCLA organization. Each chapter may nominate one student (an
affiliated member not currently a member of the FCCLA State Executive Council) for this honor

Revised: 10/18/2011
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POLICIES AND PROCEDURES

each year by submitting the required nomination by the listed spring deadline. A team of 3
evaluators (FCCLA State Advisor, one FCCLA State Executive Council member and a member
of the FCCLA Board of Directors) shall review the nomination forms prior to the Spring
Leadership Conference. A maximum of three (3) recipients, one from each level of affiliation
(junior, senior, occupational) may be selected statewide. Students earning this level of
recognition will be acknowledged at the State Spring Leadership Conference.

Master Advisor

This program recognizes advisors who have been successful in advising an affiliated chapter for
a minimum of three years; promoting the organization; operating a co-curricular chapter with a
balanced program of work; facilitating youth-centered activities and keeping abreast of new
happenings within FCCLA. Candidates must submit a typed application and 3 required
recommendations to the state advisor by designated deadline. This application may be
submitted by the candidate or as a nomination. Recipients selected at the state level will be
recognized at the National Leadership Conference.

Advisor Mentor

This program recognizes the skills of experienced advisors who help orient and train new
advisors. It recognizes advisors who have been successful in achieving Master Advisor
recognition; devoting 2 years to new advisor assistance; assuming adult leadership roles in
FCCLA; conducting advisor workshops; attending training workshops and using national and
state FCCLA resources. Candidates must submit an application and 3 recommendations to the
state advisor by designated deadline. This application may be submitted by the candidate or as
a nomination. Recipients selected at the state level will be recognized at the National
Leadership Conference.

Advisor of the Year

This state award recognizes an outstanding advisor for their leadership role in FCCLA on a
chapter, state and national level. The selection of this advisor is made by the state advisor and
the state executive council. The recipient selected will be recognized at the state level for their
dedication to the organization and its members.

Comprehensive Consent Form

This form is available in on the Arizona FCCLA web site. All pages must be completed and kept
on file with the FCCLA Chapter Advisor. Each page needs to be initialed or have signatures.
When the Comprehensive Consent Form is completed, an Advisor Assurance must be
completed and be on file with the FCCLA State Office before the student may participate
in any FCCLA events. While attending FCCLA activities, Advisors should have the signed
forms in their possession.

Revised: 10/18/2011
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POLICIES AND PROCEDURES

REGIONAL MEETINGS

The FCCLA Board of Directors will organize chapters into regions. The regions will be
organized according to geographical boundaries, number of chapters and sizes of chapters.
Any chapter wishing to change regions must submit its request in writing to the FCCLA Board of
Director’s stating the reason for the change. It will be placed on the next board of director’s
agenda. The change of regional affiliation will be implemented immediately upon Board
approval. Each request for realignment will be considered; however, the regional balance will be
maintained.

Board members from each region will be responsible for implementing a regional meeting.
Applications for financial support are available from the FCCLA state office for regional
meetings. The following are suggestions for the regional meeting:

1) To bring selected FCCLA chapters together to preview and evaluate student/chapter
projects.

2) To develop leadership and other skills by participating in activities.

3) To encourage and prepare students to participate in PROFICIENCY and STAR (Students
Taking Action with Recognition) Events at the Spring State Leadership Conference.

4) To discuss and act upon regional concerns.

5) To encourage regional networking between chapter members and advisor.

6) To promote Family and Consumer Sciences and Related Occupations.

ANNUAL STATE MEETINGS

Arizona FCCLA will have two state-wide meetings each year. The purpose of annual meetings
is to provide educational opportunities for leadership development in a structured environment
that reflects the professional community.

Participants in the annual meetings are expected to dress and conduct themselves as
professionals.

Refer to current Student Handbook for examples of appropriate or inappropriate attire.

Advisors may bring only the number of students/guests pre-registered to participate in the
annual state meetings. Cancellations will not be accepted for state activities after the
registration deadline has closed. No refunds are available for students not attending
conferences. Student substitutions will be accepted. Exceptions to this policy may be presented
in writing for Board of Director consideration. Schools need to follow local school district policy
as well as any published materials to attend events for the ratio of chaperones per students.
Students must be supervised. It is recommended that schools provide male chaperones for
male students and female chaperones for female students for overnight events.

Revised: 10/18/2011
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POLICIES AND PROCEDURES

Changes in the FCCLA Bylaws may be made at the annual state FCCLA Fall and Spring
Leadership conferences. Any amendments must be received at the FCCLA state office 60 days
prior to the next annual state conference and either emailed or mailed to all affiliated chapters
30 days prior to the next annual meeting.

Voting may occur at the annual state FCCLA Fall and Spring Leadership Conferences, in
accordance with Article VII, sections 2 and 3 of the bylaws that read as follows:

Section 2. Voting Delegates. Each affiliated chapter shall be entitled to one voting delegate
at the annual meeting. In addition, each affiliated chapter shall be entitled to one additional
voting delegate for each 8-30 active members of the chapter, to two additional voting
delegates for each 31-60 active members of the chapter, to three additional voting
delegates for each 61-90 active members of the chapter, and so forth.

MEMBERSHIP TOTAL VOTING DELEGATES
1-7 1
8-30 2
31-60 3
61-90 4

Section 3. Motions, Debating, Votes. The privilege of making motions, debating matters
and voting at the annual meeting shall be limited to designated voting delegates. Proxy
voting is not allowed. All matters presented at the annual meeting shall be decided by vote
of a majority of the registered voting delegates in attendance at the annual meeting.

If there are proposed changes to the by-laws, time will be allotted during the annual meeting to
discuss the changes that are being proposed. All discussion will be limited to only voting
delegates.

STATE FALL LEADERSHIP CONFERENCE

Fall Leadership Conference brings members and advisors together from throughout the state to
participate in workshops on leadership, personal development, and chapter officer training.
Members may also have an opportunity to hear a motivational speaker. Non-members may also
attend the conference if space is available and may be required to pay a higher registration fee.

STATE SPRING LEADERSHIP CONFERENCE

STATE SPRING LEADERSHIP CONFERENCE provides students with the opportunity to
further expand their leadership opportunities. They will demonstrate skills through
PROFICIENCY and STAR Events. The students also gain knowledge by observing other
student projects and presentations.

Registration for the FCCLA Spring Leadership Conference is due March 1 or as published each
year. An opportunity will be made to accommodate schools that have vacation schedules,
which interfere with the registration deadline. Cancellations will not be accepted for state
activities after the registration deadline has closed. No refunds are available for students not
attending conferences. Student substitutions will be accepted. Substitutions may be made in
event registration prior to the Conference by contacting the State Office or at Spring Conference
by contacting Headquarters. All substitute students must be affiliated.

Revised: 10/18/2011
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POLICIES AND PROCEDURES

Each student may participate in one competitive star event. When scheduling allows, an
exception to this policy may be made for students competing in Parliamentary Procedure. The
additional exception will be for culinary students competing in the national culinary star event
prior to Spring Leadership Conference; those students may also participate in one additional
state proficiency event.

Each Family and Consumer Sciences student is responsible for identifying the level and
category in which he/she intends to compete. The options are: Occupational (grades 10-12),
students are affiliated as Occupational members and currently or previously enrolled in a
concentrated program that prepares individuals for paid employment, Senior (grades 10-12),
students are affiliated as Comprehensive and are currently or previously enrolled in general
Family and Consumer Sciences programs, and Junior, affiliated as Comprehensive in grades
6-9 and currently or previously enrolled in a Career Exploration or general Family and
Consumer Sciences programs.

Events will be organized into multiple sections for the purpose of judging. In order to select the
national contender to represent the state of Arizona at the national competition, an equalization
process may be used. A member who participates in the national STAR Events competition
may participate in the same event at both the state and national competition the following year,
but must not duplicate a previously used presentation or project.

All decisions by judges are final. Grievance Procedure Forms will be available at headquarters
to report areas of concern. Based on their evaluation, Gold, Silver and Bronze medals will be
awarded at the Spring Leadership Conference. Certificates will be issued to all conference
participants and to recognize contenders for the FCCLA National Leadership Conference.

NATIONAL LEADERSHIP CONFERENCES

Arizona FCCLA members will have the opportunity to participate in the Annual FCCLA National
Leadership Conference each summer. All students registered for STAR Events competitions at
the Spring Leadership Conference will be considered to have national intent. The
individual/team receiving the highest score in each of the STAR Events categories at the
FCCLA Spring Leadership Conference will have the opportunity to represent Arizona in national
competition. In case of ties or for events with multiple judging teams, an equalization process
will be used to determine the National Contender. If the highest scoring entry is not a gold
medal winner, the state office will determine whether the entry should proceed to national
competition. This score should be a minimum of 85 points in order to advance to the National
Leadership Conference.

National Leadership Conference and Cluster Meetings are held out of state, therefore requiring
special arrangements and sponsorship. Local school boards should approve adults sponsoring
the members. One adult is recommended per every four (4) members/delegates or as specified
by school district policy. Advisors are encouraged to attend, but other adults may take their
place if local school policies are followed.

Revised: 10/18/2011
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POLICIES AND PROCEDURES

National Leadership Conference Scholarships:

The State Advisor will establish procedures for distributing funds to the students and advisors.
In recognition of their induction into the Future Homemakers of America National Leadership
Hall of Fame during the 50th Year Anniversary, the National Leadership Conference State
Scholarships will be renamed to honor Jan Jacobson and Dr. Nancy Graham.

Each chapter contributes the $10 annual chapter affiliation fee through their chapter affiliation.
These funds will be used to defray FCCLA National Leadership Conference expenses of
applicants who are awarded these scholarships. The amounts of the scholarships will vary
yearly according to the amount donated to this fund and according to the number of students
and/or advisors that are qualified and capable of attending the national meetings.

Jan Jacobson National Leadership Conference Student Scholarships: Jan Jacobson
began her involvement in Family and Consumer Sciences: Life Management in high school.
She then became a teacher and began her first FHA chapter in 1957. She was the advisor to a
state officer every year she taught. In addition, Jan has been the advisor to one state president
and four national officers. Her career has been dedicated to helping students and developing
leaders through the FCCLA organization.

Dr. Nancy Graham National Leadership Conference Advisor Scholarships: Dr. Nancy
Graham is a recognized leader in Family and Consumer Sciences: Life Management. She
began her career as a teacher and was the advisor to state officers for five consecutive years.
Further education brought her to the university level where she was an instructor. Currently
retired from teaching, Dr. Graham is actively involved professionally in Family and Consumer
Sciences at both the state and national levels.

FCCLA EXECUTIVE COUNCIL (State Officers)

Students running for the Executive Council must be affiliated with the state and national
organization by the designated date of the current school year and have completed or be
enrolled in one or more Family and Consumer Sciences Education course(s). Applicants will
complete the application form; attach a resume, prepare any other requested written materials
complete FCCLA Facts test; submit three letters of recommendation (other than the advisor)
indicating suitable character and leadership skills; secure the approval of parents, the chapter
advisor, employer if applicable and appropriate school officials; maintain minimum grade point
average of 2.5; and be citizens in good standing. Documentation of all of the above must be in
the state office by the deadline or students will be disqualified. There will be no write-in
nominations during the election process.

In order to ensure that Comprehensive and Occupational students have the opportunity to
participate in national FCCLA leadership activities during the summer, the election of the
FCCLA Executive Council and the term of service for state officers begins and ends with the
Spring Leadership Conference. Additionally, to ensure that a balance Career Exploration and
Career Preparation students and occupational and comprehensive affiliates are able to serve as
FCCLA state officers, the following election procedures will be utilized:

Revised: 10/18/2011
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POLICIES AND PROCEDURES

The chapters nominate state officer candidates. Chapters with multiple candidates will hold
internal runoff competitions. Only two candidates per chapter are permitted to run for a
state officer position. The nominated candidates should submit all of the application
sections to the state office by the designated date. All written applications will be screened
and scored by the State Advisor and 1 other nonpartisan individual. A rubric will be used
for the written application process. Candidates must receive a minimum of 70 points on the
application to be eligible to continue in the election process. All candidates will be notified
of the results of the written application process.

All candidates who pass the written application will be granted an interview with a
committee on a specified date at the same location. No exceptions will be made. The
interview committee will be comprised of the state advisor and at least 2 other nonpartisan
individuals. Interview dates will depend on the date of Spring Leadership Conference and
school spring breaks. A rubric will be used for the interview process. Candidates must
receive a minimum of 70 points in the interview to be eligible to continue in the election
process.

Candidates will be notified prior to the conference of the results of these 2 phases of the
election process. The candidates who pass both the written application process and the
interview process may participate in the election process and be elected at the Spring
Leadership Conference.

Chapters within each region then caucus and instruct their voting delegate(s) in casting
ballots. The voting delegates elect no more than fourteen individuals to the Arizona FCCLA
Executive Council.

In the event of a tie, the runoff procedure will be implemented. All voting delegates will
reconvene to resolve the tie. The candidates involved in the tie will be reintroduced to the
delegates. The voting delegates will then cast a ballot for the candidates who best
represent the needs of the members and Arizona FCCLA. After the tally of these votes, if
there is still a tie (due to an even number of voting delegates) then one voting delegate will
be withheld from voting (picking numbers or drawing straws) and ballots will be cast again.

The election process includes candidate-campaign speeches, a situation question related to
FCCLA and a FCCLA test. Each candidate will prepare a two- three minute speech on the
assigned topic. All candidates will be given the same situational question and test.

No posters, handouts or team presentations will be permitted as part of the election process.

The Board of Directors may appoint representatives from the non-elected slate of officer
candidates after the State Spring Leadership Conference election to complete the number of
officers. Depending on the Spring Leadership Conference date, this will be done at the next
Board of Directors meeting following the conference. Appointed candidates will be notified of
their appointment and will be required to participate in all training and meeting responsibilities.
Appointed Council members cannot hold a title office, but will serve as regional representatives
or Mentors. The Board of Directors at this meeting also may appoint Junior High
Representatives.

If a vacancy on the FCCLA Executive Council occurs following the Executive Council leadership
training program, those officers remaining on the FCCLA Executive Council will also assume the
duties and responsibilities of the vacated position.

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POLICIES AND PROCEDURES

Members of the FCCLA Executive Council are expected to attend but will not pay the
registration fee for the Executive Council Leadership Training, Fall Leadership Conference, Fall
Leadership Training Camp and Spring Leadership Conferences. General FCCLA membership
dues will help to off-set the food and lodging expenses of the Executive Council Members while
attending these state level functions. Members of the FCCLA Executive Council are also
required to attend and fully participate in the FCCLA National Leadership Conference. The state
association will assist with the costs of the NLC as stated in the Executive Council Application
information and documents. Each member of the FCCLA Executive Council will contribute
$500.00 towards their training expenses by designated deadline.

The FCCLA Executive Council members are expected to wear the approved uniform and attend
all meetings. The State Advisor in consultation with the FCCLA Executive Council and the
FCCLA Board of Directors will make the selection of the official uniform.

If an Executive Council Member misses a meeting, he/she needs to complete the following
procedures:
1. Notify the chapter advisor and the FCCLA State Advisor.

2. Document, in writing, why he/she missed the meeting. This letter must be signed by the
advisor and sent to the FCCLA State Advisor.

3. Make up the missed meeting by doing an alternative leadership activity for Arizona
FCCLA. The activity will be at the discretion of the FCCLA State Advisor.

If an FCCLA Executive Council member needs to resign he/she must complete the following
procedures:

1. Discuss the circumstances with the chapter advisor.
2. Chapter advisor will notify parents and school administrator.
3. Notify the FCCLA State Advisor in writing. Documentation should include name, region,
effective date, and reasons for resignation. The advisor and student must sign the letter.
Copies will be sent to the FCCLA State Advisor, parents and school administrator.

FCCLA Executive Council Officers are expected to serve from one Spring Leadership
Conference through to the next Spring Leadership Conference. If an executive council member
resigns from office after Executive Council Leadership Training, the vacancy will not be filled.

Executive Council members may choose to pursue Executive Council duties for the following
year by running for the office of Executive Council Mentor. Students desiring to run for the
office should submit an application to the Board of Directors by the designated deadline. The
current Executive Council application form will be used. A representative of the FCCLA Board
of Directors will work with the state advisor to screen applications. FCCLA Board of Directors
will appoint approved candidates at the next meeting. Up to three Executive Council Mentors
may be selected. They will serve throughout the following school year as a mentor for the
Executive Council. Executive Council Mentors will not be eligible to run for other officer positions
on the Executive Council. This office may be applied for in subsequent years if desired.

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POLICIES AND PROCEDURES

The FCCLA state office will conduct Executive Council Leadership Training for the FCCLA
Executive Council members during the summer after the Spring Leadership Conference.
Membership dues will be used to finance the training. Attendance at the leadership training is
mandatory. Only in extreme situations, e.g. death in the immediate family, can exceptions be
made. Failure to attend will result in officer replacement. Advisors are not required to attend
the training. During that training session, selection of the FCCLA Executive Council Officer
positions will be conducted. The following offices and job responsibilities will be filled as
numbers permit:

PRESIDENT:

It will be the duty of the president to preside over all the meetings of the FCCLA Executive
Council. The president will develop meeting agendas with the assistance of the FCCLA
State Advisor. The president shall call at least one state meeting each year at a date and
place to be determined by the FCCLA Board of Directors and preside over this meeting.
The president shall have the privilege of appointing committees and serving as an ex-officio
member of these committees.

FIRST VICE PRESIDENT:

It will be the duty of the vice president to serve in any capacity as directed by the president,
to accept the responsibilities of the presidency as occasions may demand, to take
responsibility for all appointed committees and to be available as necessary in promoting
the general welfare of FCCLA.

SECRETARY:

The secretary will perform the duties common to such an office, such as keeping an
accurate record of the meetings of the FCCLA Executive Council and the sessions of the
state meetings. A professionally prepared copy will be submitted to the state advisor within
one week of each meeting for the permanent files. He/she shall perform such other duties
as the FCCLA Executive Council and the FCCLA State Advisor direct him/her.

VICE PRESIDENT OF MEMBERSHIP:

The vice president of membership will provide leadership in planning and implementing
programs for membership promotion and development, provide updated membership
reports at executive council meetings, determine chapters who should be recognized for
membership achievements and assist State Advisor in developing a recruitment packet for
FCCLA membership.

VICE PRESIDENT OF PUBLIC RELATIONS:

The vice president of public relations will provide leadership in planning and implementing
the organization’s public relations programs, determines schedule for newsletter mailings
and determines focus for each newsletter, requests information for newsletter and web
page, and assists state advisor in developing a promotional flyer for FCCLA.

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POLICIES AND PROCEDURES

VICE PRESIDENT OF NATIONAL PROGRAMS:

The vice president of national programs will provide leadership in planning and
implementing programs for the individual development and recognition of the organization’s
members, determines what individuals and chapters should be recognized due to
participation in national programs and develops informational flyer to be sent to chapters on
national programs.

VICE PRESIDENT OF COMMUNITY SERVICE:

The vice president of community service will provide leadership in planning and
implementing the organization’s community service programs, assist State Advisor in
selecting the agencies for Destination Outreach Project at Spring Leadership Conference,
assist in determining recognition award for Community Service and determines community
service project for Executive Council team.

VICE PRESIDENT OF STAR EVENTS:

The vice president of STAR events will provide leadership in planning and implementing
the organization’s STAR Events programs, provide information to new chapters on the
different STAR events, develop informational flyer for STAR events, assists and organizes
assemblage of consultant and judges packets for each event and assists with the set up of
awards ceremony for STAR events presentation

VICE PRESIDENT OF PARLIAMENTARY LAW:

The vice president of parliamentary law will be knowledgeable about parliamentary
procedure using Robert’s Rules of Order and will provide leadership in assuring that the
business sessions for the Executive Council meetings are conducted in accordance with
Robert’s Rules of Order.

EXECUTIVE COUNCIL MENTOR:
This office will be filled in the Spring. There may be up to three mentors elected by
procedure. Executive Council Mentors cannot run for other officer positions during their
year of service. The Executive Council Mentors will assist the president and other officers
in carrying out their responsibilities. Duties could include specialization in the areas of
membership, communications, national programs, STAR Events or other duties as directed
by the state advisor. The Executive Council Mentors will serve through the subsequent
years Spring Leadership Conference. At that point they may run for Executive Council
Mentor again or run for Executive Council at Spring Leadership Conference or leave the
Executive Council after completion of their Spring Conference responsibilities.

NATIONAL EXECUTIVE COUNCIL

Serving as a National FCCLA Executive Council member is a tremendous responsibility and an
exciting, rewarding challenge. National Executive Council members have many responsibilities.
These responsibilities take priority over other school and community activities. The National
Executive Council serves the functions of public relations, policy making, program development
and planning. Candidates and their advisors should take time to review all available materials
to clearly understand the commitment that accompanies this endeavor.

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Further information about this is available in the National Executive Council Handbook available
from National FCCLA.

Suggested timeline for students interested in serving on the National FCCLA Executive Council:
 Be elected as a State Executive Council by the end of the freshman year.
 Serve as a State Executive Council member for a minimum of one year by the end of the
sophomore year.
 Student will officially declare his/her interest in running for National Executive Council by
submitting a letter of intent to the State FCCLA Office and Board of Directors no later
than the September Board of Directors Meeting of the potential candidate’s junior year.
The letter of intent should specify the student's goals and qualifications. The letter of
intent must include verifications that the student, parent/guardian, chapter advisor and
school administrator have reviewed the policies and handbooks, relating to becoming a
National Executive Council member. Signatures on this letter indicate the support of all
involved parties.
 Student will serve as a National Officer Candidate Elect on the Arizona FCCLA
Executive Council no later than their junior year. They will be subject to the same
policies and procedures that govern all other FCCLA Executive Council members. This
candidate must attend the Leadership Training Camp and fulfill all other obligations of
the Executive Council.
 The National Officer Candidate Elect will have prepared a plan of action for their year of
service. The plan should utilize the FCCLA planning process in formulating a monthly
goal for developing each of the 8 purposes of FCCLA. Accomplishments should take
place at both the local and state level. The nominee’s knowledge of National Programs,
ceremonies, parliamentary procedure and public speaking should be expanded through
these experiences. These accomplishments should include 3 to 5 monthly speaking
engagements. All activities should help the student improve personal skills, appearance
and stage presence. A designated appointee (other than their Chapter Advisor) will
monitor assessment progress. Report of progress will be made to the FCCLA Executive
Council at each business meeting. Qualifications for National Executive Council
members are specified in the National FCCLA Bylaws. Additionally a candidate serving
in this capacity should have attended a minimum of one National Leadership Conference
 The Board of Directors will determine final endorsement of the National Officer
Candidate Elect at their last Board of Directors Meeting prior to the Spring Conference. If
endorsed, the candidate will be introduced to the general membership at the Spring
Leadership Conference. The nominee will prepare and present a two to three minute
speech that emphasizes commitment to FCCLA and his/her plan of action. This speech
will be presented to the voting delegates and any other members in attendance. The
members will indicate their endorsement of the candidate through the votes of the
designated voting delegates.
 As Arizona may send only send one at-large nominee to each National Leadership
Conference, if more than one candidate has applied, run-offs will be held during regional
meetings at the Spring Conference.
 The endorsed candidate will declare his/her intent to run for National Executive Council
by submitting a completed National Executive Council Application along with all other
required documents to the National FCCLA Office by the published deadline.
 The actual election for National Executive Council will take place at the National
Leadership Conference in the summer. Successful candidates will serve for one full
year and may have additional responsibilities depending on which office is held. National
FCCLA will determine duties for each National Executive Council members elected.

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NATIONAL OFFICER CANDIDATES NOMINATING COMMITTEE

The State Advisor shall appoint the Arizona representative to the National Officer Candidates
Nominating Committee to serve at the National Leadership Conference. This appointment will
be on a rotational basis by state according to National FCCLA procedures. The student
representative should meet all Nominating Committee Criteria as suggested by National
FCCLA. Preference will be given to a State Executive Council member. The State Advisor will
notify this student representative after the National Leadership Conference Form is returned.

FCCLA BOARD OF DIRECTORS

Working in consultation with the FCCLA State Advisor, the FCCLA Board of Directors will be
comprised of affiliated chapter advisors. Their duties shall include, but not be limited to, the
management of financial matters, the formation of regions and various membership issues,
including the allocation of scholarships.

The FCCLA Board of Directors holds regular meetings to consider agenda items relevant to the
management of FCCLA activities. Any FCCLA chapter can have items placed on the agenda
by writing the Arizona Department of Education FCCLA State Advisor or the president of the
FCCLA Board of Directors fourteen days in advance of a scheduled board meeting. The
concern will then be placed on the agenda for the following board meeting.

Elected members are encouraged to follow through with their commitment to represent their
peers by attending all FCCLA board meetings. See Article VI Section 16 for proxy voting
privileges of substitutes when elected members are unable to attend meetings. In order to
provide continuity on the board, if a board member misses two consecutive meetings; they will
be asked to reconsider his/her ability to serve on the board. After a third consecutive missed
meeting, the board member will be removed from the board based on a majority vote of the
board members. Article VI Section 7 outlines filling the vacancy.

If a FCCLA Board of Directors member needs to resign prior to the end of his/her term, he/she
needs to complete the following procedures:

1. Notify the FCCLA state office in writing, in a timely manner.
2. The Director shall hold this office until his/her position is filled.

The FCCLA Board of Directors will approve final changes in the Policies and Procedures of the
FCCLA organization at the July meeting. All final changes should be approved and added at
that meeting, this will constitute official policy for the following year.

Following each board meeting at which changes have been adopted, changes and additions to
Polices and Procedures will be listed with meeting dates indicated on addendum pages.

A representative of the FCCLA Board of Directors, and an advisor of an affiliated chapter will
conduct an annual audit of the financial records of the Arizona FCCLA. The audit will be
conducted within 60 days of the end of the fiscal year. The ADE CTSO Fiscal Procedures
Manual will be used as a guideline for the audit ensuring that the appropriate procedures were
followed. An audit report will be submitted to the State Advisor, the Board of Directors and will
be kept on file in the Fiscal Procedures Manual.

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POLICIES AND PROCEDURES

The minutes of each FCCLA Board of Directors meeting will be posted to the Arizona FCCLA
website for all to view.

The FCCLA Board of Directors will solicit nominations for board service from all affiliated
chapters. A nominating committee, appointed by the board, will propose a slate of candidates
for the FCCLA Board. The list of candidates will represent all regions and comply with all bylaw
restrictions. The nominating committee will represent affiliated chapter advisors in junior and
senior high school Level I and Level II and Level III programs. At least one member of the
nominating committee must be a non-board member.

The nominating committee shall ensure a staggered rotation of advisors for service on
the FCCLA Board of Directors. Individuals will be elected to serve a two-year term.

The Board will elect a co-chairperson to serve a 1-year term, who then after this term becomes
the chairperson to serve a 1-year term. The chairperson of the board will be a member who has
served on the board for at least one previous year. The chairperson will preside at all meetings
of the board and will set the agenda in conjunction with the State Advisor.
Board Officers will be elected following Robert's Rules of Order procedures for nominations and
elections. There will be 2 elected directors for each of the 7 regions. The board may appoint
and approve as many as 3 non-voting ex-officio directors for a one-year term.

The term of duty for board members begins with the board meeting scheduled at the Arizona
Career and Technical Education Conference and will last for 2 years. All elected directors are
limited to two successive 2-year terms. At least twelve months must have elapsed before
elected or appointed directors may serve on the board again.

The existing FCCLA Board of Directors will serve as the functioning board for the first half of
the Boards Meeting held during the Arizona Career and Technical Education Conference.
The newly elected board members will assume their duties after the Unfinished Business
portion of the Agenda has been concluded at that meeting. Members of both the incoming
and outgoing Board of Directors are encouraged to attend that entire meeting to help
facilitate the transition between the two Boards.

All elected directors shall have 1 vote on all matters to come before the board.

The official ballot for election of board members will be issued to the advisor of each affiliated
chapter. Ballots will be either emailed or mailed to affiliated chapters after Spring Leadership
Conference.

STATE SERVICE PROJECT

Arizona FCCLA will identify and support a FCCLA State Service Project. The FCCLA Board of
Directors will review the State Service Project annually and make recommendations for renewal
or replacement.

One hundred percent of all donations to the FCCLA State Service Project are allocated to the
State Service Project fund unless otherwise specified by the donating chapters.

The chapter that contributes the most money to the State Service Project by the announced
deadline will be recognized at the FCCLA Spring Leadership Conference with an FCCLA
Service Project Award.

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CEREMONIES

Opening and Closing Ceremonies are available on the state website and in national
publications.

SCHOLARSHIPS

Scholarships are available to active members who qualify and complete appropriate forms by
the specified deadlines. Business and community donations, endowment, interest on savings
accounts, and chapter donations generate scholarship funds. The state FCCLA office will make
a list of scholarships, applications, and the application process available on the web site.

If there is not a qualified candidate for a scholarship, the funds will roll over for scholarship
distribution during the following year.

ADVISOR RECOGNITION

Retiring advisors will be presented with a certificate, recognized at a state conference and
honored with an appropriate recognition gift. Advisors can also be recognized at the FCCLA
National Leadership Conference for their involvement as Advisor-to-Advisor, Master Advisor
and Advisor Mentor. The Spirit of Advising award is also recognized at the National Leadership
Conference and is the nominee of the State Advisor.

FINANCIAL OBLIGATIONS

Arizona FCCLA will be prompt and accurate when sending out invoices, delinquent notices and
recording payments. All Chapters and Advisors associated with Arizona FCCLA are expected to
be prompt with payments for goods and service provided by this organization. When finical
obligations are not paid in a timely manner the following ADE approved policy will be followed.

PAST DUE INVOICE POLICY

30 Days Past Due:
Letter to advisor notifying them that they have an invoice past due. Noted that after 60 days
past due a letter will be sent to Local Director and school financial person.

60 Days Past Due:
Letter to advisor notifying them that if no action on past due invoice the chapter’s status could
be impacted. Noted that after 90 days a letter will be sent to the school financial person, Local
Director, and Principal. In addition, a letter is sent to the Local Director and school financial
person notifying them of the past due amount and days late.

90 Days Past Due:

Letter to advisor and principal notifying them that the chapter status could be impacted and that
after 120 days a letter will be sent to the Superintendent. In addition, a letter is sent to Local
Director, school financial person and Principal notifying them of the past due amount and days
late. Invoices past 90 days are subject to a 1.5% late fee will continue to compound monthly until
the balance is paid.

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120 Days Past Due:

Letter to advisor, Local Director, Principal and Superintendent notifying them that the chapter
could be suspended due to lack of payment. The 1.5% late fee will continue to compound monthly
until the balance is paid.

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