HOSA Chapter/State Officer Guide

This program will introduce, implement, and promote a set This program will introduce, implement, and promote a set of training tools, which will properly inform, train, and of training tools, which will properly inform, train, and develop the leadership styles of both local and state develop the leadership styles of both local and state

officers across the nation.officers across the nation.

HOSAHOSAChapter/State Officer Chapter/State Officer

GuideGuide

It is important for HOSA leaders to be It is important for HOSA leaders to be informed. As a leader, many members will informed. As a leader, many members will look to you for answers to HOSA questions. look to you for answers to HOSA questions. By learning important HOSA facts, you will By learning important HOSA facts, you will show members that you are well informed show members that you are well informed

about the history of HOSA. This about the history of HOSA. This information, in turn, will truly show your information, in turn, will truly show your

pride in the organization.pride in the organization.

Know Your FactsKnow Your Facts

HOSA HistoryHOSA HistoryHOSA…HOSA…

• was conceived by six charter states was conceived by six charter states (AL, NJ, NM, NC, OK, TX) at the (AL, NJ, NM, NC, OK, TX) at the organizing meeting in Cherry Hill, NJ in organizing meeting in Cherry Hill, NJ in November 1975.November 1975.

• was was officiallyofficially organized at a organized at a Constitutional Convention held in Constitutional Convention held in Arlington, TX in 1976. Attendees at the Arlington, TX in 1976. Attendees at the convention included state supervisors, convention included state supervisors, state advisors, teachers and over 300 state advisors, teachers and over 300 student leaders.student leaders.

• was comprised of only six states with was comprised of only six states with 6,000 members.6,000 members.

• focused on limited supportive nursing, focused on limited supportive nursing, dental, medical and related programs dental, medical and related programs in health careers approved by a State in health careers approved by a State Department of Education.Department of Education.

HOSA MissionHOSA Mission

The mission of HOSA is to The mission of HOSA is to enhance the delivery of enhance the delivery of compassionate, quality compassionate, quality health care by providing health care by providing

opportunities for opportunities for knowledge, skill and knowledge, skill and

leadership development of leadership development of all health science all health science

technology students, technology students, therefore, helping the therefore, helping the

student meet the needs of student meet the needs of the health care the health care

community.community.

Goals of HOSAGoals of HOSA

• To promote physical, mental, and social well-being;To promote physical, mental, and social well-being;

• To develop effective leadership qualities and skills;To develop effective leadership qualities and skills;

• To develop the ability to communicate more effectively To develop the ability to communicate more effectively with people; with people;

• To develop character; To develop character;

• To develop responsible citizenship traits; To develop responsible citizenship traits;

• To understand the importance of pleasing oneself as To understand the importance of pleasing oneself as well as being of service to others; well as being of service to others;

Goals of HOSAGoals of HOSA• To build self-confidence and pride in one's work;To build self-confidence and pride in one's work;

• To make realistic career choices and seek successful To make realistic career choices and seek successful employment in the health care field; employment in the health care field;

• To develop an understanding of the importance of To develop an understanding of the importance of interacting and cooperating with other students and interacting and cooperating with other students and organizations; organizations;

• To encourage individual and group achievement;To encourage individual and group achievement;• To develop an understanding To develop an understanding

of current health care issues, of current health care issues, environmental concerns, and environmental concerns, and survival needs of the survival needs of the community, the nation, and community, the nation, and the world.the world.

• To encourage involvement in To encourage involvement in local, state, and national local, state, and national health care and education health care and education projects.projects.

The positions you hold as The positions you hold as officers are extremely officers are extremely important to HOSA. important to HOSA.

Knowing exactly what is Knowing exactly what is expected of you and your expected of you and your

position is crucial in order to position is crucial in order to move forth with any move forth with any

business. This section will business. This section will provide detailed provide detailed

descriptions as they relate descriptions as they relate to both local and state to both local and state

offices. offices.

HOSA Officer PositionsHOSA Officer Positions

Local OfficersLocal Officers

President:President:

• Presides over and conducts chapter meetings Presides over and conducts chapter meetings according to chapter rulesaccording to chapter rules

• Takes leadership role in working with other Takes leadership role in working with other chapter officerschapter officers

• Coordinates activities with chapter advisorCoordinates activities with chapter advisor• Keeps chapter meetings and activities on taskKeeps chapter meetings and activities on task• Appoints committees and serves as ex-officio Appoints committees and serves as ex-officio

membermember


Vice-President:Vice-President:

• Assists the president in all leadership Assists the president in all leadership functionsfunctions

• Presides over chapter activities in the Presides over chapter activities in the absence of the presidentabsence of the president

• Assumes the office of president should it be Assumes the office of president should it be vacatedvacated

• Coordinates all committee workCoordinates all committee work


Secretary:Secretary:

• Prepares and reads the minutes of the meetingsPrepares and reads the minutes of the meetings• Helps develop meeting agendas with the Helps develop meeting agendas with the

presidentpresident• Keeps track of attendance at all chapter Keeps track of attendance at all chapter

meetingsmeetings• Prepares all written documents and reportsPrepares all written documents and reports• Works with the treasurer in keeping the Works with the treasurer in keeping the

membership list and distributing chapter membership list and distributing chapter membership cardsmembership cards

• Reads minutes and communications at chapter Reads minutes and communications at chapter meetingsmeetings


Treasurer:Treasurer:

• Keeps an account of all chapter fundsKeeps an account of all chapter funds• Collects all State and National duesCollects all State and National dues• Keeps membership records in coordination Keeps membership records in coordination

with the secretarywith the secretary• Keeps financial records neat and accurateKeeps financial records neat and accurate• Encourages efficient management of chapter Encourages efficient management of chapter

fundsfunds• Assists in preparing the chapter budgetAssists in preparing the chapter budget• Assists in the payment of chapter billsAssists in the payment of chapter bills• Serves on the fundraising committeeServes on the fundraising committee


Reporter:Reporter:

• Keeps written records of chapter successes and Keeps written records of chapter successes and member achievementsmember achievements

• Gathers chapter newsGathers chapter news• Serves as chapter photographerServes as chapter photographer• Contacts local media to inform them of Contacts local media to inform them of

exceptional chapter activitiesexceptional chapter activities• Submits articles of chapter activities to local Submits articles of chapter activities to local

newspapernewspaper• Submits articles of chapter activities to State Submits articles of chapter activities to State

and National HOSA and National HOSA • Coordinates publication of chapter newsletterCoordinates publication of chapter newsletter• Submits chapter newsletter in the National HOSA Submits chapter newsletter in the National HOSA

Chapter Newsletter eventChapter Newsletter event


Historian:Historian:

• Maintains a history of local HOSA chapter Maintains a history of local HOSA chapter activities throughout the yearactivities throughout the year

• Compiles the local chapter’s Outstanding Compiles the local chapter’s Outstanding HOSA Chapter bookHOSA Chapter book

• Presents the Outstanding HOSA Chapter book Presents the Outstanding HOSA Chapter book at State/National Conferenceat State/National Conference

• May also serve as chapter photographerMay also serve as chapter photographer


Parliamentarian:Parliamentarian:

• Becomes knowledgeable about basic Becomes knowledgeable about basic parliamentary procedureparliamentary procedure

• Brings a copy of Brings a copy of Robert’s Rules of Order, Robert’s Rules of Order, Newly RevisedNewly Revised to all chapter meetings to all chapter meetings

• Provides recommendations to the presiding Provides recommendations to the presiding officer regarding the conduct of chapter officer regarding the conduct of chapter meetingsmeetings

• Advises chapter members about the use of Advises chapter members about the use of parliamentary procedureparliamentary procedure

• Conducts workshops for chapter members Conducts workshops for chapter members upon requestupon request

State OfficersState Officers

HOSA State Officers HOSA State Officers should be available, should be available,

as necessary, to as necessary, to promote HOSA in promote HOSA in

their state and fulfill their state and fulfill their duties as state their duties as state officers for the time officers for the time

that they are in that they are in office.office.

State OfficersState OfficersPresident:President:

• Presides at the State Presides at the State Leadership Conference Leadership Conference and all officer meetingsand all officer meetings

• Makes committee Makes committee appointmentsappointments

• Develops, with the Develops, with the assistance of the assistance of the Executive Council, an Executive Council, an Annual Program of Work Annual Program of Work and goals for that and goals for that prospective yearprospective year

• Acts as an ambassador Acts as an ambassador for their state associationfor their state association

State OfficersState Officers

The rest of the officer titles and duties vary from state to The rest of the officer titles and duties vary from state to state as some states follow the lead of Nationals (President, state as some states follow the lead of Nationals (President,

President-Elect, Region Vice-Presidents, etc.) and others President-Elect, Region Vice-Presidents, etc.) and others base their titles on local chapter officers (President, Vice-base their titles on local chapter officers (President, Vice-President, Secretary, etc.). The following slides will give a President, Secretary, etc.). The following slides will give a

description of the general description of the general duties of state officers.duties of state officers.

State OfficersState OfficersState Officers:State Officers:• act as ambassadors for their state associationact as ambassadors for their state association• will plan and participate in their State Conferencewill plan and participate in their State Conference• will represent the state in any way necessarywill represent the state in any way necessary• will serve the members to the best of their abilitywill serve the members to the best of their ability

As a leader of HOSA there will be many times As a leader of HOSA there will be many times where you will find yourself on the spot. It is where you will find yourself on the spot. It is

essential that you not only know your facts and essential that you not only know your facts and history, but that you also know how to properly, history, but that you also know how to properly,

professionally, and respectfully present this professionally, and respectfully present this information to your audience. By knowing your information to your audience. By knowing your HOSA history and gaining composure, you can HOSA history and gaining composure, you can learn how to handle an “on the spot” situation learn how to handle an “on the spot” situation

with professionalism and tact.with professionalism and tact.

On the Spot…On the Spot…

Impressions are made from the moment Impressions are made from the moment someone meets you. Making a positive someone meets you. Making a positive

first impression is essential. Appearance, first impression is essential. Appearance, standing, sitting, and shaking hands can standing, sitting, and shaking hands can

all have an impact on how people perceive all have an impact on how people perceive you as a leader.you as a leader.

First Impressions Last a First Impressions Last a LifetimeLifetime

Official HOSA Uniform Official HOSA Uniform PolicyPolicy

• Blazers for members - Blazers for members - Males and Females.Males and Females. A tailored navy blazer with A tailored navy blazer with emblem affixed over the emblem affixed over the heart. Awards Unlimited heart. Awards Unlimited Supply Service is the Supply Service is the official supplier for this official supplier for this blazer.blazer.

• Shirt/blouse for female Shirt/blouse for female members.members.A white tailored blouse or a A white tailored blouse or a short-sleeve white jewel short-sleeve white jewel neck shell are acceptable. neck shell are acceptable. This is interpreted to This is interpreted to mean: an open or closed mean: an open or closed neck. Jewel necklines with neck. Jewel necklines with lace, ruffle or full-edged lace, ruffle or full-edged collars are not acceptable.collars are not acceptable.

•Shirt for male Shirt for male members.members.

A white closed-neck, A white closed-neck, man-man- tailored dress shirt, tailored dress shirt, suitable suitable for use with a for use with a tie.tie.

•Accent for femaleAccent for femalemembers.members.

The maroon HOSA scarf is The maroon HOSA scarf is no no longer a required longer a required part of the part of the official official uniform for females. uniform for females. However, maroon accent is However, maroon accent is

optional as a scarf or bow optional as a scarf or bow tie.tie.

•Accent for male Accent for male members.members.

A solid navy or maroon A solid navy or maroon man- man- tailored long tie.tailored long tie.


• The official HOSA member The official HOSA member or advisor pin is centered or advisor pin is centered on the left lapel of the on the left lapel of the jacket.jacket.

• Matching navy or white Matching navy or white slacks for males, and slacks slacks for males, and slacks or skirts for females.or skirts for females. (Jeans and denim skirts are not (Jeans and denim skirts are not considered appropriate.)considered appropriate.)


• FootwearFootwearappropriate to the overall appropriate to the overall appearance of the uniform in appearance of the uniform in navy, black, or white, should navy, black, or white, should be consistent among the be consistent among the group. group.

How to StandHow to Stand• WomenWomen - A female officer stands up - A female officer stands up

straight and tall with the left foot facing straight and tall with the left foot facing front and at a slight angle, and the right front and at a slight angle, and the right heel placed in the instep of the left foot and heel placed in the instep of the left foot and at a 90 degree angle to the left foot.at a 90 degree angle to the left foot.

• The right leg may be slightly bent to The right leg may be slightly bent to prevent a stiff looking pose. (This leg/foot prevent a stiff looking pose. (This leg/foot position helps to slim the hips.)position helps to slim the hips.)

• MenMen - A male officer stands up straight with - A male officer stands up straight with feet spaced comfortably apart (no more feet spaced comfortably apart (no more than shoulder-width) and facing forward. than shoulder-width) and facing forward.

• All officersAll officers - Eyes forward, chin up. (Don't - Eyes forward, chin up. (Don't look at your feet!) Hands comfortably look at your feet!) Hands comfortably relaxed at the sides with shoulders back. relaxed at the sides with shoulders back. Elbows may be slightly bent and should be Elbows may be slightly bent and should be close to the body, but not stiff. (Males may close to the body, but not stiff. (Males may clasp their hands together in front if they clasp their hands together in front if they prefer.)prefer.)

RememberRemember

When sitting on stage, try to sit as still as When sitting on stage, try to sit as still as possible. Do not move around or play with possible. Do not move around or play with any parts of your clothing. ALWAYS keep any parts of your clothing. ALWAYS keep

your eyes focused on the stage action, your eyes focused on the stage action, such as a speaker. Keep a positive such as a speaker. Keep a positive

expression on your face, and remember expression on your face, and remember that someone in the audience is watching that someone in the audience is watching

YOU!YOU!

Shaking HandsShaking Hands

A good hand shake is firm, brief, and at A good hand shake is firm, brief, and at elbow length. It should convey a positive elbow length. It should convey a positive attitude. Be sure to establish eye contact attitude. Be sure to establish eye contact

- and smile!- and smile!

Shaking HandsShaking Hands1.1. Bring your right hand from the side of your Bring your right hand from the side of your

body to the waistline. body to the waistline. 2.2. Place your palm firmly in the other person's Place your palm firmly in the other person's

hand for one or two shakes.hand for one or two shakes.3.3. Your left hand should remain at your side.Your left hand should remain at your side.4.4. Say "Hello" or "How do you do"Say "Hello" or "How do you do"5.5. Maintain eye contact and a sincere smileMaintain eye contact and a sincere smile

Shaking HandsShaking Hands

Be sure your hand shake is very firm. Be sure your hand shake is very firm. Not strong enough to hurt the person you Not strong enough to hurt the person you

are greeting, but not limp and weak are greeting, but not limp and weak either!either!

With leadership in any With leadership in any organization comes the organization comes the

responsibility of giving key responsibility of giving key note addresses, thoughts of note addresses, thoughts of

the day, introductions or the day, introductions or greetings on behalf of the greetings on behalf of the

organization. Knowing organization. Knowing exactly what to say and how exactly what to say and how to say it is a major aspect of to say it is a major aspect of

being a leader. Make sure you being a leader. Make sure you are well prepared for all are well prepared for all

speeches. Practice thoroughly speeches. Practice thoroughly so you present the so you present the

information in a professional information in a professional manner.manner.

Talking the TalkTalking the Talk

Writing is important when Writing is important when conducting any form of conducting any form of business. As a leader you business. As a leader you will be expected to write will be expected to write letters, thank you notes, letters, thank you notes, e-mails, and speeches.e-mails, and speeches.

Knowing how and what to Knowing how and what to write helps to relieve write helps to relieve anxiety and apprehension anxiety and apprehension when communicating when communicating through writing. through writing.

* Please keep in mind that it is best to send letters and * Please keep in mind that it is best to send letters and thank you thank you notes in a timely manner.notes in a timely manner.

Dear HOSADear HOSA

Style sets us apart from one Style sets us apart from one another. Finding and another. Finding and

developing your own style of developing your own style of leadership is just as important leadership is just as important

as making your first impression. as making your first impression. Many people will remember Many people will remember

impressionable or unique styles impressionable or unique styles of leadership. This section will of leadership. This section will describe different leadership describe different leadership

styles as well as provide tips on styles as well as provide tips on deciding which will work best for deciding which will work best for each situation you encounter. each situation you encounter.

How do How do YouYou Lead? Lead?

Leadership StylesLeadership Styles

Some leaders have one definitive style, Some leaders have one definitive style, but most use a variety of different styles to but most use a variety of different styles to

suit different situations. Prior to attending an suit different situations. Prior to attending an event, ask questions to assess the leadership event, ask questions to assess the leadership

style(s) that will best fit the needs of the style(s) that will best fit the needs of the members you are serving.members you are serving.

Leadership StylesLeadership StylesA leader is not locked into one A leader is not locked into one style of leadership. Their style style of leadership. Their style can change depending on the can change depending on the following conditions:following conditions:

• The amount of confidence the The amount of confidence the leader has in the group to leader has in the group to perform the task.perform the task.

• The amount of trust the leader The amount of trust the leader has in the group to act in a has in the group to act in a responsible and mature manner.responsible and mature manner.

• The amount of confidence the The amount of confidence the leader has in himself/herself.leader has in himself/herself.

• The amount of security the leader The amount of security the leader feels with his/her supervisor.feels with his/her supervisor.

• The nature of the task the group The nature of the task the group has to perform.has to perform.

• The objectives the leader wants The objectives the leader wants to accomplish.to accomplish.

• The ethics or values of the leader.The ethics or values of the leader.

The true voice of HOSA is the members. The true voice of HOSA is the members. As an officer you must not only learn to As an officer you must not only learn to listen to the members but also to health listen to the members but also to health care partners, educational leaders, and care partners, educational leaders, and other professionals. This section will list other professionals. This section will list 12 main listening principles and help you 12 main listening principles and help you

to become a better listener.to become a better listener.

Can You Hear Me Now?Can You Hear Me Now?

12 Principles of Listening12 Principles of Listening1.1. Listening is an active process Listening is an active process

that demands constant that demands constant concentration. You cannot be a concentration. You cannot be a lazy or part-time listener and lazy or part-time listener and hope to be an effective listener.hope to be an effective listener.

2.2. Do not make prior judgments as Do not make prior judgments as to the importance of the message to the importance of the message being transmitted. If you fail to being transmitted. If you fail to recognize the importance of the recognize the importance of the message, you may have the message, you may have the tendency to disregard the tendency to disregard the content.content.

3.3. If you cannot hear the speaker If you cannot hear the speaker clearly, correct the situation or clearly, correct the situation or time will be wasted for all time will be wasted for all involved.involved.

4.4. A reason or purpose for listening A reason or purpose for listening enhances listening effectiveness. enhances listening effectiveness. You listen more intently to what You listen more intently to what you are interested in as opposed you are interested in as opposed to what is important.to what is important.

12 Principles of Listening12 Principles of Listening

5.5. A person should listen to the complete message and A person should listen to the complete message and determine the meaning rather than making a snap determine the meaning rather than making a snap judgment before the message is completed. judgment before the message is completed.

6.6. A good listener must ignore distractions and A good listener must ignore distractions and concentrate on the message. You must learn to tune concentrate on the message. You must learn to tune out everything that is irrelevant to the message.out everything that is irrelevant to the message.

7.7. Do not formulate a response until the message is Do not formulate a response until the message is transmitted in its entirety. An ineffective leader will transmitted in its entirety. An ineffective leader will formulate their response before the speaker finishes, formulate their response before the speaker finishes, often interrupting the speaker. often interrupting the speaker.

8.8. Clarify the message with the sender to assure you Clarify the message with the sender to assure you understood the message.understood the message.

9.9. Listen not only to the words being transmitted but the Listen not only to the words being transmitted but the essence of the message being communicated. essence of the message being communicated.

10.10. Listen intently to the feelings expressed by the Listen intently to the feelings expressed by the speaker.speaker.

11.11. Make mental notes throughout the communication as Make mental notes throughout the communication as to what was said. to what was said. After After the message has been the message has been transmitted, you should make written notes especially transmitted, you should make written notes especially for detailed or technical terms.for detailed or technical terms.

12.12. Be aware of non-verbal clues. Remember that how a Be aware of non-verbal clues. Remember that how a person is acting is just as important as what they are person is acting is just as important as what they are saying.saying.

12 Principles of Listening12 Principles of Listening

As in any leadership As in any leadership position, there may be position, there may be

times when conflict arises times when conflict arises either among your team or either among your team or

members of the members of the organization. Being able organization. Being able to deal with conflicts is to deal with conflicts is necessary. This section necessary. This section

will describe the steps on will describe the steps on how to resolve how to resolve

organizational conflicts, organizational conflicts, provide tips on how to provide tips on how to make most situations make most situations “win-win” and lists the “win-win” and lists the ways you can ways you can loselose at at

leadership. leadership.

All Different Shapes, All Different Shapes, Sizes, Ideas…Sizes, Ideas…

Resolving Organizational Resolving Organizational ConflictsConflicts

Every leader will experience conflict at Every leader will experience conflict at some point. When a leader notices conflict some point. When a leader notices conflict or tension, they are obligated to address or tension, they are obligated to address the problem. Attempting to resolve the the problem. Attempting to resolve the

conflict is a way of viewing problems conflict is a way of viewing problems honestly and openly. It provides an honestly and openly. It provides an

atmosphere of fairness in the organization.atmosphere of fairness in the organization.

Resolving Organizational Resolving Organizational ConflictsConflicts

1.1. Recognize that conflict existsRecognize that conflict exists

2.2. Clarify the problemClarify the problem

3.3. Determine a plan for addressing the Determine a plan for addressing the conflictconflict

How to Lose at Leadership

• Set out to defeat someone or something.Set out to defeat someone or something.

• Focus on your own personal goals.Focus on your own personal goals.

• Show your superiority by forcing others into Show your superiority by forcing others into submission.submission.

• Try to put yourself in a position of power.Try to put yourself in a position of power.

• Use threats to get others to do things your Use threats to get others to do things your way.way.

• Act unpredictably and surprise people.Act unpredictably and surprise people.

• Pretend to agree with and support whomever Pretend to agree with and support whomever you are with.you are with.

• Avoid trying to understand the feelings of Avoid trying to understand the feelings of others.others.

• Don’t let people work together and think for Don’t let people work together and think for themselves.themselves.

• Emphasize the insignificance of others and Emphasize the insignificance of others and the superiority of your own position.the superiority of your own position.

How to Lose at Leadership

Part of being a leader is having the ability to Part of being a leader is having the ability to respectfully accept and learn from respectfully accept and learn from

constructive feedback. There will be many constructive feedback. There will be many situations where people will provide you situations where people will provide you

with feedback and where you will provide with feedback and where you will provide them with feedback as well. You must them with feedback as well. You must

learn to accept this and use it as a valuable learn to accept this and use it as a valuable learning lesson. This section will provide learning lesson. This section will provide

the 6 valuable points of constructive the 6 valuable points of constructive feedback.feedback.

Constructive FeedbackConstructive Feedback

Constructive FeedbackConstructive Feedback1.1. Corrective feedback should only be offered as a means of Corrective feedback should only be offered as a means of

helping improve a group member’s performance or helping improve a group member’s performance or ideas. It is important that the group member perceive ideas. It is important that the group member perceive the leader’s intent as improvement.the leader’s intent as improvement.

2.2. Constructive feedback or criticism directed toward an Constructive feedback or criticism directed toward an individual should never be given in front of other group individual should never be given in front of other group members.members.

3.3. Never offer feedback in an angry or punishing way.Never offer feedback in an angry or punishing way.

4.4. Feedback should include both the merits of the person Feedback should include both the merits of the person and and the areas needing improvement in their the areas needing improvement in their performance or ideas.performance or ideas.

5.5. Feedback, both positive and corrective, should be Feedback, both positive and corrective, should be specific.specific.

6.6. Constructive feedback is enhanced when the leader is an Constructive feedback is enhanced when the leader is an effective listener and takes time to gather the effective listener and takes time to gather the information needed to provide good feedback.information needed to provide good feedback.

Interaction with members is a major role of Interaction with members is a major role of any HOSA officer. You must be able to any HOSA officer. You must be able to

interact and lead discussions. This section interact and lead discussions. This section will provide the 12 points to leading a will provide the 12 points to leading a

discussion.discussion.

A Discussion Needs a A Discussion Needs a LeaderLeader

12 Tips to Leading a 12 Tips to Leading a DiscussionDiscussion

1.1. Do not dominate the group. It is easy for the leader to Do not dominate the group. It is easy for the leader to push his or her ideas through because of the position, push his or her ideas through because of the position, but that is usually not good for the organization and but that is usually not good for the organization and makes members feel unimportant.makes members feel unimportant.

2.2. Do not compete with members of the group. If Do not compete with members of the group. If competition exists within the group, more time is spent competition exists within the group, more time is spent trying to win personal triumph rather than sharing trying to win personal triumph rather than sharing ideas with the group.ideas with the group.

3.3. Be a good listener. Remember to listen for both Be a good listener. Remember to listen for both comprehension and feelings.comprehension and feelings.

4.4. Encourage the group to look at different points of view. Encourage the group to look at different points of view. Different points of view should be regarded as healthy Different points of view should be regarded as healthy and therefore should be encouraged.and therefore should be encouraged.


5.5. Encourage the group to submit ideas that have not Encourage the group to submit ideas that have not been fully developed but that may lead to additional been fully developed but that may lead to additional comments. comments.

6.6. You should always identify the group’s goals at the You should always identify the group’s goals at the beginning of the discussion so that everyone knows beginning of the discussion so that everyone knows what is expected. Remember that your goal in the what is expected. Remember that your goal in the group discussion is to accomplish the objectives that group discussion is to accomplish the objectives that were stated at the beginning of the discussion.were stated at the beginning of the discussion.

7.7. Let the group members know the time constraints of Let the group members know the time constraints of the discussion.the discussion.

8.8. Always let the group know what they have Always let the group know what they have accomplished. They should know that the exercise was accomplished. They should know that the exercise was not a lesson in futility but has made a significant not a lesson in futility but has made a significant contribution.contribution.

9.9. Be sure to formulate a plan of action that you will take Be sure to formulate a plan of action that you will take as a result of your group’s discussion.as a result of your group’s discussion.

10.10. Always express your appreciation to the group for Always express your appreciation to the group for participating in the discussion.participating in the discussion.

11.11. If appropriate, send a copy of notes taken during the If appropriate, send a copy of notes taken during the discussion to each member of the group.discussion to each member of the group.

12.12. Conduct an orderly meeting by using the following Conduct an orderly meeting by using the following rules:rules:

- Do not allow new topics to be introduced - Do not allow new topics to be introduced while anotherwhile another

is being discussed. is being discussed.- Use corrective feedback effectively.- Use corrective feedback effectively.- Let the group know if a particular topic is not - Let the group know if a particular topic is not

within the within the purposes of the group discussion. purposes of the group discussion. - Do not allow more than one person to talk at a - Do not allow more than one person to talk at a

time.time.


When leading discussions or carrying out When leading discussions or carrying out business, it is necessary that all members are business, it is necessary that all members are treated fairly and that the delegation does not treated fairly and that the delegation does not lose focus. As a leader in HOSA, you need to lose focus. As a leader in HOSA, you need to understand and follow parliamentary procedure understand and follow parliamentary procedure during meetings. This section will provide basic during meetings. This section will provide basic parliamentary vocabulary and procedures as parliamentary vocabulary and procedures as they relate to they relate to Robert’s Rules of Order, Newly Robert’s Rules of Order, Newly RevisedRevised. This section will also provide . This section will also provide examples of agendas, committee reports, examples of agendas, committee reports, treasurer reports and minutes. treasurer reports and minutes.

Robert…Who?Robert…Who?

Principles of Principles of Parliamentary ProcedureParliamentary Procedure

• All members have equal rights, privileges All members have equal rights, privileges and obligations.and obligations.

• The majority vote decides.The majority vote decides.

• The rights of the minority must be The rights of the minority must be protected.protected.

• Full and free discussion of every Full and free discussion of every proposition presented for decision is an proposition presented for decision is an established right of members.established right of members.

• Every member has the right to know the Every member has the right to know the meaning of the question before the meaning of the question before the assembly and what its effect will be.assembly and what its effect will be.

• All meetings must be characterized by All meetings must be characterized by fairness and by good faith.fairness and by good faith.

MotionsMotions

Various motions may be classified into five broad Various motions may be classified into five broad categories. These classes of motions are as follows:categories. These classes of motions are as follows:

1.1. Main Motions: Main Motions: A main motion brings business A main motion brings business before the assembly. It can only be made when no before the assembly. It can only be made when no other motion is pending and ranks lowest in the other motion is pending and ranks lowest in the order of precedence of motions.order of precedence of motions.

2.2. Subsidiary Motions: Subsidiary Motions: Subsidiary motions assist Subsidiary motions assist the assembly in considering or disposing of a main the assembly in considering or disposing of a main motion (and sometimes other motions). Subsidiary motion (and sometimes other motions). Subsidiary motions fall into the order of precedence.motions fall into the order of precedence.

MotionsMotions

3.3. Privileged Motions: Privileged Motions: Privileged motions do not relate Privileged motions do not relate to the pending business, but have to do with special to the pending business, but have to do with special matters of immediate and overriding importance which, matters of immediate and overriding importance which, without debate, should be allowed to interrupt the without debate, should be allowed to interrupt the consideration of anything else. Like subsidiary motions, consideration of anything else. Like subsidiary motions, the privileged motions fit into any order of precedence.the privileged motions fit into any order of precedence.

4.4. Incidental Motions: Incidental Motions: Incidental motions deal with Incidental motions deal with questions of procedure arising out of other motions or questions of procedure arising out of other motions or business. They have no order of precedence among business. They have no order of precedence among themselves. Instead, they arise incidentally and are themselves. Instead, they arise incidentally and are decided as they arise.decided as they arise.

5.5. Motions That Bring A Question Before The Motions That Bring A Question Before The Assembly:Assembly:These motions do not quite fit in any other category These motions do not quite fit in any other category and rarely arise. They do not fit within the order of and rarely arise. They do not fit within the order of precedence and can only be made while no business is precedence and can only be made while no business is pending. pending.

Order of BusinessOrder of Business

I.I. READING AND APPROVAL OF MINUTESREADING AND APPROVAL OF MINUTES

II.II. REPORTS OF OFFICERS, BOARDS, AND REPORTS OF OFFICERS, BOARDS, AND STANDING COMMITTEESSTANDING COMMITTEES

III.III. REPORTS OF SPECIAL COMMITTEESREPORTS OF SPECIAL COMMITTEES

IV.IV. UNFINISHED BUSINESSUNFINISHED BUSINESS

V.V. NEW BUSINESSNEW BUSINESS

Reading and Approval of Reading and Approval of MinutesMinutes

If copies of the minutes are made If copies of the minutes are made available, the actual reading may be available, the actual reading may be waived. Following any corrections or waived. Following any corrections or

additions, the minutes should be additions, the minutes should be approved. Approval of the minutes is approved. Approval of the minutes is

usually handled by unanimous consent.usually handled by unanimous consent.

Reports of Officers, Boards, Reports of Officers, Boards, and Standing Committeesand Standing Committees

The chair usually calls on only those The chair usually calls on only those members who have reports. A members who have reports. A

motion arising out of one of these motion arising out of one of these reports is taken up immediately, reports is taken up immediately, since the object of the order of since the object of the order of

business is to give priority to the business is to give priority to the classes of business in the order classes of business in the order

listed.listed.

Reports of Special Reports of Special CommitteesCommittees

Special Special committees do committees do

not have not have continual continual

existence but existence but exist solely for exist solely for the purposes of the purposes of

a specific a specific project.project.

Unfinished BusinessUnfinished Business

Unfinished business refers to questions that Unfinished business refers to questions that have carried over from the previous meeting have carried over from the previous meeting as a result of that meeting having adjourned as a result of that meeting having adjourned without completing its order of business. The without completing its order of business. The following items are considered unfinished following items are considered unfinished business:business:

a.a. The question that was pending when the The question that was pending when the previouspreviousmeeting adjournedmeeting adjourned

b.b. Any questions not reached at the previous Any questions not reached at the previous meeting before adjournmentmeeting before adjournment

c.c. Any questions postponed to the present Any questions postponed to the present meetingmeeting

New BusinessNew Business

Following unfinished business, the chair asks, Following unfinished business, the chair asks, “Is there any new business?”. Members can “Is there any new business?”. Members can

then introduce new items of business or then introduce new items of business or move to take from the table any matter that move to take from the table any matter that

is on the table.is on the table.

MinutesMinutes

The minutes of a meeting should include:The minutes of a meeting should include:

• Date, place, and time of meetingDate, place, and time of meeting• What type of meeting it is (officer, What type of meeting it is (officer,

member, or special)member, or special)• Name of person residingName of person residing• Name of secretaryName of secretary• All main motions, adopted or rejectedAll main motions, adopted or rejected• The names of persons making the The names of persons making the

motionsmotions• Points of order or appeals, whether Points of order or appeals, whether

sustained or lostsustained or lostThe minutes of the meetings should be submitted The minutes of the meetings should be submitted to the president within two weeks of the meeting.to the president within two weeks of the meeting.

As a leader you will often find that As a leader you will often find that it is hard for many members to it is hard for many members to work together. More than likely work together. More than likely

this is due to the simple fact that this is due to the simple fact that they do not feel comfortable they do not feel comfortable

around each other, and they do around each other, and they do not know one another. Being able not know one another. Being able to break the ice during meetings, to break the ice during meetings,

or other activities can help to or other activities can help to make members feel at ease. This make members feel at ease. This

section will provide some ice section will provide some ice breakers that you can use to help breakers that you can use to help

your members. your members.

Breaking the IceBreaking the Ice

IcebreakersIcebreakers

"Do you know me?”"Do you know me?”

Objective:Objective: To facilitate interaction between members of To facilitate interaction between members of the the group and to make them feel more at ease in group and to make them feel more at ease in this this setting.setting.

Materials:Materials: Index cards with names of well-known public Index cards with names of well-known public figures figures written on them and tape.written on them and tape.

Procedure: Procedure: -- Tape an index card to the back of every Tape an index card to the back of every participant participant making sure they don’t see their making sure they don’t see their index card. index card.

-- Each participant should walk around asking Each participant should walk around asking other other participants questions about who they are.participants questions about who they are.

-- No more than 3 minutes should be spent No more than 3 minutes should be spent with the with the same person. same person.

-- You are allowed to ask only questions with a You are allowed to ask only questions with a yes or yes or no answer.no answer.

- - A total of fifteen (15) minutes is given for A total of fifteen (15) minutes is given for each each participant to figure out who they are.participant to figure out who they are.

““HOSA Knot”HOSA Knot”

Objective:Objective: To strengthen communication between team To strengthen communication between team members by working together to problem-solve.members by working together to problem-solve.

Procedure:Procedure: Everyone must be in casual or business dress, no Everyone must be in casual or business dress, no skirts. Have a group of people as big or as small as skirts. Have a group of people as big or as small as you would like gather in a circle. Everyone should put you would like gather in a circle. Everyone should put out their right arm and grab someone else’s right arm out their right arm and grab someone else’s right arm across the circle, and do the same with the left. Time across the circle, and do the same with the left. Time them to see how long it takes to get the knot them to see how long it takes to get the knot untangled and back to the circle again (it works better untangled and back to the circle again (it works better if you have two groups going at the same time, so if you have two groups going at the same time, so they can compete for the quickest group time) they can compete for the quickest group time)


““Lily pad flop”Lily pad flop”

Objective:Objective: To work together to get past obstacles.To work together to get past obstacles.

Procedure:Procedure: Everyone must be in casual or business attire. Each Everyone must be in casual or business attire. Each team member is a frog hopping to the brook. It rained team member is a frog hopping to the brook. It rained the night before, and your little brook has become a the night before, and your little brook has become a raging river. Your team has one lily pad for every raging river. Your team has one lily pad for every

frog. frog. Use those lily pads to cross the river, but be careful if Use those lily pads to cross the river, but be careful if you step off the lily pad for even a second as the river you step off the lily pad for even a second as the river will sweep it away.will sweep it away.

Provide each person a "lily pad" Provide each person a "lily pad" either a either a folder or rug folder or rug section or a cut out lily pad. Mark where the section or a cut out lily pad. Mark where the river start river start and stops. Give the team(s) a minute or so to and stops. Give the team(s) a minute or so to plan plan and then execute. if they take a body part of the lily and then execute. if they take a body part of the lily

pad, take it away. The goal is to have as many as you pad, take it away. The goal is to have as many as you started with. After they get across, have them go started with. After they get across, have them go back. back.



• http://adulted.about.com/od/icebreakers/• http://www.wilderdom.com/games/Icebreakers.html• http://www.nwlink.com/~donclark/leader/icebreak.html

For more icebreaker ideas, visit the following websites:

http://adulted.about.com/od/icebreakers/

http://www.wilderdom.com/games/Icebreakers.html

http://www.nwlink.com/~donclark/leader/icebreak.html

Additional resources are Additional resources are always a plus with any always a plus with any type of leadership type of leadership position. There are position. There are many books, videos, etc. many books, videos, etc. that can help you in that can help you in further developing your further developing your leadership techniques, leadership techniques, styles, etc. styles, etc.

This section will provide just a few This section will provide just a few of the many additional resources of the many additional resources

that are available.that are available.

Additional ResourcesAdditional Resources

Leadership WebsitesLeadership Websites

http://www.adv-leadership-grp.com/programs/evaluations.htmhttp://www.adv-leadership-grp.com/programs/evaluations.htm Advanced Leadership Group has prepared the following Advanced Leadership Group has prepared the following

self-self- evaluations which you can use to determine your evaluations which you can use to determine your stress level and stress level and ability to work effectively with othersability to work effectively with others

http://educ.queensu.ca/~reesr/bibliography.htmlhttp://educ.queensu.ca/~reesr/bibliography.htmlThis website has a great list of books on leadership.This website has a great list of books on leadership.

http://www.see.ed.ac.uk/~gerard/MENG/ME96/index.html?http://http://www.see.ed.ac.uk/~gerard/MENG/ME96/index.html?http://oldeee.see.ed.ac.uk/~gerard/MENG/ME96/index.htmloldeee.see.ed.ac.uk/~gerard/MENG/ME96/index.html

These pages aim to expand the readers knowledge and These pages aim to expand the readers knowledge and understanding of the continuing debate in understanding of the continuing debate in

management studies management studies about the role of leadership in the about the role of leadership in the management of small teams management of small teams and small projects.and small projects.

http://web.cba.neu.edu/~ewertheim/leader/leader.htmhttp://web.cba.neu.edu/~ewertheim/leader/leader.htmThis website has a lot of insight in regards to leadership. This website has a lot of insight in regards to leadership.

From From the the introduction into a leadership role to the goals of introduction into a leadership role to the goals of a good leader, this a good leader, this website contains information that is both website contains information that is both practical and useful.practical and useful.

Leading a DiscussionLeading a Discussion

http://www.sonnerct.com/English_Phrases/http://www.sonnerct.com/English_Phrases/4_Leading_A_Discussion.htm4_Leading_A_Discussion.htm

This website provides information on how to begin a This website provides information on how to begin a discussion, discussion, and how to properly and tactfully acknowledge and how to properly and tactfully acknowledge those who have those who have participated in your discussion.participated in your discussion.

Effective Speaking Effective Speaking WebsitesWebsites

http://www.bodary.com/cm211/http://www.bodary.com/cm211/

This website provides a great deal of information in This website provides a great deal of information in regards to regards to effective speaking. From speech outlines effective speaking. From speech outlines to power point basics to power point basics everything you need is just a click away.everything you need is just a click away.

http://www.westegg.com/unmaintained/carnegie/easy-http://www.westegg.com/unmaintained/carnegie/easy-speaking.htmlspeaking.html

This website provides the fundamentals of effective This website provides the fundamentals of effective speaking speaking as well as the challenges of effective as well as the challenges of effective speaking.speaking.

Letter Writing WebsitesLetter Writing Websites

http://englishplus.com/grammar/letrcont.htmhttp://englishplus.com/grammar/letrcont.htmThis website provides great letter writing tips. From how to This website provides great letter writing tips. From how to

properly fold a letter to envelope formats, you will properly fold a letter to envelope formats, you will find it all.find it all.

http://www.writinghelp-central.com/letter-writing.htmlhttp://www.writinghelp-central.com/letter-writing.htmlThis website is worth visiting. It provides tips and This website is worth visiting. It provides tips and

information on information on how to properly use language, revise letters, focus how to properly use language, revise letters, focus on the point on the point of the letter and much more. This site is a must see of the letter and much more. This site is a must see for any leader. for any leader.

http://owl.english.purdue.edu/handouts/pw/http://owl.english.purdue.edu/handouts/pw/This is an amazing website with so much information. It This is an amazing website with so much information. It

provides provides examples of different types of writing, from letters to examples of different types of writing, from letters to resumes it is resumes it is all here. all here.

http://jobsearchtech.about.com/library/bl-business-letters.htmhttp://jobsearchtech.about.com/library/bl-business-letters.htm

This site has it all. From writing thank you notes to cover This site has it all. From writing thank you notes to cover letters. letters. All your writing needs are met with this amazing All your writing needs are met with this amazing site.site.

Telephone Etiquette Telephone Etiquette WebsitesWebsites

http://www.ljlseminars.com/phone.htmhttp://www.ljlseminars.com/phone.htm

This website provides some great tips on how to answer This website provides some great tips on how to answer the the phone properly and leave the right voice mail phone properly and leave the right voice mail when necessary.when necessary.

http://ocean.es.brevard.k12.fl.us/ParentPage/PP9.htmhttp://ocean.es.brevard.k12.fl.us/ParentPage/PP9.htm

This website provides a great worksheet to keep by the This website provides a great worksheet to keep by the phone phone when answering phone calls. Using the sheet when answering phone calls. Using the sheet once or twice once or twice will help improve you telephone skills for will help improve you telephone skills for life.life.

For resources and more information, visit For resources and more information, visit www.hosa.orgwww.hosa.org

Good luck in your next year as a HOSA officer. Remember to take advantage of

every opportunity you encounter!

HOSA Chapter/State Officer Guide

Documents

Transcript of HOSA Chapter/State Officer Guide