career and technical student organizations (ctsos)

Career and Technical Student

Organizations (CTSOs)

REVISED 2020

DISCLAIMER

The Irving ISD Signature Studies Department has ALL of its documents, including this handbook, posted on the CTE website:

https://www.irvingisd.net/domain/6874.

It is the policy of Irving I.S.D. not to discriminate on the basis of race, color, national origin, sex or handicap in its vocational programs, services or activities as required by Title VI of the Civil Rights Act of 1964, as amended; Title IX of the Educational Amendments of 1972; Section 503 and 504 of the Rehabilitation Act of 1973; as amended. Irving I.S.D. will take steps to ensure that lack of English language skills will not be a barrier to admission and participation in all educational programs and services. Es norma de Irving Independent School District no discriminar por motivos de raza, edad, color, origen nacional, sexo o impedimento, en sus programas, servicios o actividades vocacionales, tal como lo requieren el Título VI de la Ley de Derechos Civiles de 1964, según enmienda; el Título IX de las Enmiendas en la Educación, de 1972, y la Sección 504 de la Ley de Rehabilitación de 1973, según enmienda

https://www.irvingisd.net/domain/6874

CONTENT

District Information ..................................................................................................................................... 1 What is a Career and Technical Student Organization? ............................................................................ 1 Career and Technical Student Organization Goals .................................................................................... 2 General Information

Establishing a CTSO ...................................................................................................................... 3 Benefits and Responsibilities .......................................................................................................... 4 Chapter Activities ............................................................................................................................ 4 CTSO Cluster Crosswalk ................................................................................................................ 5

Procedures and Operations of CTSOs Chapter Requirements .................................................................................................................... 6 Constitutions and Bylaws ................................................................................................................ 6 Membership Dues and Registration ................................................................................................ 6 Officers ........................................................................................................................................... 7 Chapter Meetings ........................................................................................................................... 8 Finance Activity Account [865] ........................................................................................................ 8 Fundraising ..................................................................................................................................... 9 National Technical Honor Society ................................................................................................... 9 Competition .................................................................................................................................. 10 Student Travel Guidelines ............................................................................................................ 11 Alternative Travel .......................................................................................................................... 12 Student Competition Behavior ...................................................................................................... 12 Student Organizations .................................................................................................................. 13

Advisor Guidelines Expectations of Advisors .............................................................................................................. 13 Advisors Trip Responsibilities ....................................................................................................... 13 Advisors Running for District/State/National Office ....................................................................... 14 Advisor Travel ............................................................................................................................... 14 CTSO Advisor Stipend .................................................................................................................. 15

Field Based Learning Travel Guidelines Expectations for Field Based Learning Travel .............................................................................. 15 Approval Process ......................................................................................................................... 15 Examples of the Types of Field Based Travel Activities ............................................................... 15 Sponsor/Teacher/Advisor Responsibilities ................................................................................... 15

APPENDIX

• Request to Run for Office: CTSO (Student) ............................................................................... 18

• Request to Run for Office: CTSO / Professional Organization (Teacher) .................................. 19

• Request for Leave & Absence .................................................................................................... 20

• Irving ISD Vehicle Request ......................................................................................................... 21

• IISD Credit Card User Agreement ............................................................................................... 22

• Travel Form Check List ............................................................................................................... 23

• Payment Request ....................................................................................................................... 24 (continues on next page)

• Who Will Be Traveling? ............................................................................................................... 25

• Irving ISD Event & Travel Form .................................................................................................. 26

• Daily Time Sheet – Extra Duty Pay ............................................................................................. 27

• Electronic Communications with Students by District Employees ............................................... 28

WHAT IS A CAREER AND TECHNICAL STUDENT ORGANIZATION?

Dating back to the enactment of the Smith-Hughes Act of 1917, Career and Technical Student Organizations (CTSO) have been an integral part of career education and workforce development. Students participating in these organizations have a unique opportunity to develop leadership skills, strengthen occupations skills through competition, and develop personal characteristics.

The term ‘Career and Technical Student Organization’ (CTSO) means an organization for students enrolled in a Career and Technical Education [CTE] program that engages in career and technical education activities as an integrated part of the instructional program.

It is a requirement by Irving ISD that all CTE programs participate and have an active chapter in an approved CTSO that best represents their program.

Sec. 29.182. STATE PLAN FOR CAREER AND TECHNOLOGY EDUCATION

(D) as an integral part of the program, participation by student and teachers in activities of career and technical student organizations supported by the agency and the State Board of Education

Added by Acts 1995, 74th Leg., ch. 260, Sec. 1, eff. May 30, 1995

Approved CTSOs • BPA • DECA • FBLA

• FCCLA • FFA • HOSA

• Skills USA • TAFE • TSA

Approved Irving ISD Affiliate Organizations: • AIAS • NAWIC • NFTE

• NTHS • Explorer’s Police • ProStart

• Texas Public Service Assn.

If your organization or affiliate is not listed above please contact the Signature Studies office or CTSO Coordinator.

Any affiliated student organization or group representing Irving ISD must follow all CTSO and Irving ISD guidelines and polices. All travel must be approved by the campus principal and the CTE office prior to submission of registration or travel documents. All affiliate organizations or student clubs must have approved advisors in attendance to travel and represent Irving ISD.

As an integrated part of the program offering, CTSOs are operated as co-curricular student activities rather than extra-curricular activities. When operated as an integral and active part of each career program, CTSOs are potentially powerful education tools in the classroom. It is essential that the designated CTSO is affiliated with the related program area to reinforce and provide application of both academic and career classroom instruction.

CTSO’s are individually incorporated entities operating under a constitution and/or charter and bylaws. The organizations are directed by an executive board comprised of the state officers (students elected by the organization’s membership), state program supervisor, state coordinator, and local advisors. The local advisors are members involved in the associated career program areas.

A CTSO’s successful operation is contingent upon an effective and informed advisor. An advisor is responsible for recruitment, organizational management, preparation for competition, chaperoning, participation in specific functions at conferences, and a fiscal management of the CTSO. This document is a valuable resource that provides pertinent information on the overall effective management and advisement of students in CTSOs.

This document prepares individuals and provides information to perform the advisory tasks in organizing and operating a highly successful Career and Technical Student Organization (CTSO) for the Irving Independent School District. This guide includes roles and responsibilities of advisory leadership, maintaining a CTSO, overview of all CTSOs, CTSO operating guidelines, and the use of funds for CTSOs.

CAREER AND TECHNICAL STUDENT ORGANIZATIONS GOALS

Career and Technical Student Organizations (CTSO) are designed to prepare all students in the areas of leadership, citizenship, teamwork, and a competitive work environment. Career and Technical Education courses provide all students opportunities to prepare for secondary and post-secondary education, career preparation and advancement, meaningful work, and active citizenship. Irving I.S.D.’s Career and Technical Student Organizations have ten (10) goals that will provide all Irving I.S.D. students with the academic and personal skills necessary to succeed in the global market of the 21st century:

CTSOs provide co-curricular activities that strengthen and reinforce the overall CTE educational experience.

CTSO and CTE education should include curriculum to: 1. Motivate and involve students to participate

2. Develop leadership skills

3. Educate students in government leadership

4. Help students to develop and achieve high skill levels

5. Enhance student self-esteem and self confidence

6. Develop work- based skills and employment ethics

7. Assist students in developing and setting high standards and expectations

8. Teach students about the importance of partnerships and networking

9. Incorporate school-based learning with work-based learning

10. Develop student skills to become a productive citizen

Each CTE program in Irving ISD shall have an active CTSO/Affiliate/Club and lessons shall be used in co-curricular activities.

To establish an effective CTSO, teachers should do the following: 1. Inform perspective students and their parents about the CTSO

2. Assist students in running and operating successful CTSO activities year around

3. Encourage involvement from all students in the pathway

4. Provide up to date information about their CTSO to the CTSO Coordinator

5. Instruct students in leadership and personal development

6. Provide opportunities and prepare students for competition

7. Recognize students for achievement

8. Understand national and state organization curriculum to implement leadership activities

9. Partner with other CTSOs in campus- based service projects

10. Establish goals to run and operate a successful CTSO

11. Understand local, state and national CTSO guidelines

12. Align CTSO activities with curriculum

13. Stay informed about their CTSO through the state and national website

14. Build school and community support for the programs

15. Encourage and enforce proper student behavior at activities and events

16. Motivate and encourage students in teamwork

17. Encourage students to take responsibility for their own learning

18. Build good community relations

GENERAL INFORMATION

Section 1: Establishing a CTSO The campus based CTSO can provide a valuable learning experience, as well as motivation and recognition for students, the program, and the advisor. Advisors should ensure success by seeking information and encouraging student participation and leadership.

To establish a CTSO, teachers should do the following: ▪ Learn about the national organization and where it can help in the curriculum for your CTSO

▪ Establish goals aligned with state/national/local organizations

▪ Prepare students to develop and manage a program of activities that serves the needs of students, school and community

▪ Encourage students to pursue leadership and competition recognition opportunities

▪ Help students run effective chapter meetings

▪ Make the most of student partnership, (business, civic organizations, charities)

To begin the process of establishing a CTSO chapter in Irving ISD, contact your CTE Program Coordinator and the CTSO Coordinator. They will help you in establishing the program and promoting the programs purpose

Other advisors in the school can be valuable allies. Although each program’s students will want to claim their organization is “the best”, each area has much to offer and can often compliment the others. For example, if a CTSO chapter grows flowers and designs floral arrangements for fund-raising, then other CTSOs might market and sell them. Such cooperation enhances extended learning opportunities and provides some cross training as students are exposed to other areas.

Section 2: Benefits and Responsibilities The CTSO advisor makes a positive difference in students’ lives by developing their potential for citizenship, leadership, teamwork, personal growth, and career success. The experience should provide opportunities at the local, district, region, state and national levels.

Students benefit from CTSO experiences that do the following: ▪ Make school-to-career connections for students; ▪ Develop students’ career and leadership skills; ▪ Prepare students to be responsible citizens; and ▪ Earn students recognition and build their self-confidence.

The advisor may provide these benefits to students by doing the following: ▪ Supervising CTSO activities year-round and aligning those activities with curriculum; ▪ Facilitating, encouraging, and promoting the CTSO at all levels; ▪ Working with local and state staff to coordinate CTSO activities; ▪ Recruiting prospective students and informing their parents about the CTSO; ▪ Instructing students in leadership and personal development; ▪ Encouraging involvement of all chapter members in activities; ▪ Preparing students for involvement in competitive events and awards programs; ▪ Encouraging students to be team players; ▪ Integrating experiential and classroom learning with recognition opportunities; ▪ Motivating and encouraging students to take responsibility for their own learning; ▪ Building good community relations and recognition for their schools.

Section 3: Chapter Activities CTSO activities should support student development and chapter development.

Student development activities should include the following: ▪ Leadership activities that help student develop technical, human relations, and decision-

making skills to enhance personal success ▪ Healthy lifestyle activities that promote the well-being and self-esteem of students, mentally

and physically ▪ Scholastic activities that develop a positive attitude toward lifelong learning experiences ▪ Citizenship activities that promote and encourage members to become active, involved

citizens of their schools, communities, and country ▪ Career skills activities that develop occupation and career skills through a progressive

learning environment ▪ Awareness activities that help the public become better informed about career and job

opportunities

Chapter development activities should include the following: ▪ Chapter recruitment activities that increase education, enrollment, and/or membership in

the national organization ▪ Financial activities that encourage financial management among members ▪ Public relations activities that promote a positive image and inform students, parents,

school officials, and the community about CTSO programs and member accomplishments ▪ Leadership activities that develop teamwork and cooperative skills among chapter members ▪ Support group activities that develop support and maintain positive relations among the

CTSO, parents, community leaders, and industry

Section 4: CTSO Cluster Crosswalk

• Arts, A/V Technology Communications

• Business, Management & Administration

• Finance

• Information Technology

• Law, Public Safety, Corrections & Security

• Marketing



• Finance

• Hospitality and Tourism

• Marketing



• Finance



• Marketing

• Architecture & Construction




• Manufacturing

• Science, Technology, Engineering & Mathematics

• Transportation, Distribution & Logistics

• Architecture & Construction




• Manufacturing

• Science, Technology, Engineering & Mathematics

• Transportation, Distribution & Logistics

• Health Science

• Agriculture, Food and Natural Resources

http://www.hosa.org/

• Education and Training

• Hospitality and Tourism

• Human Services

PROCEDURES AND OPERATIONS OF CTSOS

Section 1: Chapter Requirements The following are the activities to be incorporated in each CTSO: ▪ Recruiting and enrolling members ▪ Selecting officers and conducting meetings ▪ Leadership development, team-building, and community service activities ▪ Fund-raising and fiscal management of student activity account ▪ Public relations and marketing the chapter ▪ Student Recognition programs ▪ Competitions and leadership activities at the local, district, region, state, national levels

All chapter activities require communication among advisors, officers, members and parents. A means of communication must be established for each student organization.

Section 2: Constitutions and Bylaws Each student organization is governed by its own constitution and bylaws. These bylaws describe governing structure for the organization, including the officers to be elected and requirements to run for office, and meeting attendance. ▪ Each CTSO will maintain a constitution and bylaws for each campus. Each must be

reviewed, updated, voted and approved by members. ▪ Final Chapter Constitution and Bylaws must be submitted to the CTSO Coordinator by

September 30th of each school year. ▪ The constitution should be specific for Irving ISD and include information for the state and

national supporting organization.

Section 3: Membership Dues and Registration An annual review by the CTE department will evaluate the payment of membership dues and review the fees paid by students.

Each year a startup chapter may apply for funds to affiliate a new CTSO chapter; funds are based on approved budget and funds availability.

For existing approved CTSO chapters, the Signature Studies (CTE) office will pay up to $6000 for affiliations and up to $3000 for non-affiliate. Any difference will be paid by the specific CTSO Chapter. This can be achieved by having a fundraiser or from the CTSO account. This applies to high school and middle school CTSO’s.

If available/offered, CTSO affiliation agreements will be used to cover membership.

Section 4: Officers Participation in a CTSO is a great way to build interest in a program, as well as develop the competitive nature of students. Serving as an officer builds leadership and character. In addition to campus level officer positions, CTSOs offer officer opportunities at area, district, region, state, and national levels.

Local officers shall be governed by the CTSO constitution on each campus. Chapter officer names and titles must be submitted to the CTSO Coordinator by September 30th of each school year.

Student Officer wishing to run for District, Area, State, or National office must follow and adhere to the procedures below.

▪ Before a student runs for an officer position beyond the local level, the following procedures will need to be followed. Remember that any higher position will require the sponsor to attend as well, serving as the IISD’s representative.

▪ Submit a request to Director of CTE for approval (see appendix). Do not proceed with a campaign prior to receiving approval.

▪ In your request, include the following: ▪ Organization ▪ Student Name, including current grade level ▪ Officer Position being sought ▪ Duties and responsibilities of the officer ▪ Dates of events associated with the position ▪ Funding providing by the CTSO

▪ Advisors wishing to run District and State officers shall schedule a meeting with the candidate and include Campus Administration along with the CTSO Coordinator, prior to declaring candidacy. A date for the meeting should be scheduled at least six weeks prior to application deadline or elections.

▪ The officer positions that will be considered for student travel and possible financial assistance are listed below (by CTSO):

BPA

REGION: President, Vice President, Secretary STATE: President, Vice President, Secretary, Reporter, Historian,

Parliamentarian, Sergeant-at-Arms NATIONAL: President, Vice President, Secretary, Treasurer, Historian,

Parliamentarian

DECA DISTRICT: President, Vice President, Secretary STATE: President, Vice President, Secretary, Sgt-at-Arms NATIONAL: President, Regional Vice President

FBLA

AREA: President, Vice President, Secretary, Treasurer, Reporter/Historian, Parliamentarian

STATE: President, Area Vice President, Secretary, Reporter/Historian, Parliamentarian

NATIONAL: President, Vice President, Secretary, Reporter, Parliamentarian

FCCLA

REGION: President, * VP of Achievements, * VP of Competitive Events, VP of Correspondence, VP of Finance, VP of Membership, VP of Parliamentary Law, VP of Peer Involvement, * VP of Programs, * VP of Projects, VP of Public Relations, VP of Records, VP of Service Learning [* also serves on State Executive Council]

STATE: President, VP of Achievement, VP of Competitive Events, VP of Membership, VP of Peer Involvement, VP of Programs, VP of Projects, VP of Public Relations, VP of Service Learning, Parliamentarian, Corresponding Secretary, Recording Secretary

NATIONAL: President, 1st Vice President, VP of Community Service, VP of Competitive Events, VP of Development, VP of Finance, VP of Membership, VP of Parliamentary Law, VP of Programs, VP of Public Relations

FFA STATE: President, 1st Vice President, Vice President NATIONAL: President, Vice President, Secretary

HOSA AREA: President, Vice President, Secretary, Reporter, Historian STATE: President, Vice President, Secretary, Reporter, Historian NATIONAL: President, Vice President, Secretary, Reporter, Historian

SKILLS USA

DISTRICT: President, Vice President, Secretary STATE: President, Vice President, Secretary, Treasurer, Parliamentarian,

Reporter, Sgt-at-Arms NATIONAL: President, Vice President, Secretary, Treasurer,

Parliamentarian, Regional VP

TAFE REGION: President, Vice President, Secretary STATE: President, Vice President, Secretary, Historian

TSA

STATE: President, Vice President, Secretary, Reporter, Treasurer, Sgt-at-Arms

NATIONAL: President, Vice President, Secretary, Reporter, Treasurer, Sgt-at-Arms

Section 5: Chapter Meetings ▪ Chapters should meet a minimum of once per month. A meeting agenda must be created

prior to the meeting and minutes must be recorded during the meeting. ▪ The meeting agenda and minutes must be posted to the membership by the last school day

of each month throughout the year. ▪ Standards for meeting minutes and attendance may be found in the chapter handbook.

Section 6: Finance Activity Account ▪ Advisors must maintain fiscal responsibility and adhere to the Irving ISD Activity Fund

Guidelines ▪ All deposits must be completed within the same day funds are received and money must

never be left in the classroom or laboratory unattended/unsecured or overnight.

▪ Any monies spent from activity fund must be voted upon by membership and recorded in the meeting minutes.

▪ Advisors must oversee and confirm accuracy in the Chapter Ledger of the activity account. Advisors shall be responsible for ensuring financial accountability and shall implement checks and balances in order to accomplish the organization’s purposes at the campus level.

▪ Monthly financial reports of cash disbursements and payments must be available at all times for review by campus administrator or CTSO Coordinator.

▪ Advisors must attend annual money handling procedures training provided by the district.

Section 7: Fundraising ▪ Each chapter will fundraise as necessary, to pay for dues, activities, and competition costs

as needed. ▪ These funds will be deposited by the sponsor in the appropriate activity account according

to the guidelines set forth by the Irving ISD.

Section 8: National Technology Honor Society

Mission To honor student achievement and leadership, promote educational excellence, award scholarships, and enhance career opportunities for the NTHS membership.

NTHS is Committed to: ▪ Providing the highest quality recognition for outstanding students in career and technical

education. ▪ Supplying excellence services to our diverse and multi-cultural membership and member

schools. ▪ Providing scholarship opportunities for its members. ▪ Creating new and emerging relationships between the educational community and business

and industry. ▪ Being a flexible organization on the leading edge of technology and constantly responding to

change. ▪ Maintaining financial responsibility to meet our increasing needs. ▪ Sustaining growth, innovation and continuous improvement based upon ongoing evaluation.

Member School Benefits ▪ A recognized and proven program with over 3400 member schools and colleges in the US

and abroad. ▪ Contributes to a strong, positive school image and encourages service learning in the local

community. ▪ Helps schools build and maintain active partnerships with local business and industry. ▪ Encourages the involvement of parents, family and industry in the educational process. ▪ Encourages higher student achievement and success. ▪ Membership develops self-esteem and pride. ▪ Helps schools attract and recruit more qualified students into career and technical education

programs.

Member Benefits ▪ Personal letters of recommendation for employment, college admission and scholarships

provided by the NTHS National Headquarters.

▪ Potential opportunities to be recruited by top corporations, colleges and universities. ▪ Scholarships. Over $500,000 awarded since 2007.

Letter Jackets Students who are inducted as members of the NTHS will receive a jacket and letter for the jacket through their successful participation in a CTE program and by meeting the criteria as established by a district committee: Director of CTE, CTE Coordinators, principals, counselors, CTE Department Chairs and CTE Teachers. The CTE jacket and letter programs are open to all CTE students in the 10th or 11th grades.

Students who have earned a Letter Jacket through another district approved program in a previous year, will receive a patch.

Details of Irving ISD Program ▪ NTHS holds a district-wide induction ceremony once a year, in the fall. ▪ Membership will focus on high level of achievement in the NTHS Attributes:

▪ Skill ▪ Honesty ▪ Service ▪ Responsibility ▪ Scholarship ▪ Citizenship ▪ Leadership

▪ Irving, MacArthur, Nimitz, Cardwell/Ratteree, and Jack E. Singley Academy may submit applications and support documentation for candidates that meet the eligibility requirements:

▪ Junior or Senior (current Sophomores and Juniors submit documentation) ▪ GPA of 85 (3.0) overall. ▪ GPA of 90 (3.5) in CTE courses. ▪ Paid membership in CTSO or affiliated organization. ▪ Proof of leadership. ▪ Letters of recommendation.

Section 9: Competition All CTSO participation will adhere by the UIL No Pass/No Play guidelines when considering student eligibility for attending competition and or local/district/regional/state/national events.

ALL approved competitions must be SKILLS-BASED.

Local Only – These are contests are designed for areas which do not advance to the district, area, regional, state or national levels.

Participation/Eligibility: These competitions are optional for the CTSO and open to students based upon the teachers/advisors recommendation.

Local, District, Area, Regional, State, and National – These contests have an elimination process and have a next level of advancement.

Participation/Eligibility: Each CTSO Advisor will make this first level competition available to their students through their designated CTSO.

Student Participation Guidelines: Due to budget constraints no CTSO may enter more than a total of forty (40) student (entries) into CTSO events that advance beyond the local level. There will only be one CTSO chapter per campus. Example: Only one DECA chapter at each campus, only one HOSA chapter at each campus, etc.

Section 10: Student Travel Guidelines

Event Funding

Local Event - Student ▪ Registration – Paid by CTE Department ▪ Meals – Paid by CTE Department ▪ Transportation – Paid by CTE Department

District, Area, Regional, State - Student ▪ Registration – Paid by the CTE Department ▪ Hotels – Paid by the CTE Department ▪ Meals – Paid by the CTE Department ▪ Transportation – Paid by the CTE Department

National Events are paid by the district.

Additional Competition Requirements and Safeguards ▪ Alternates will be reviewed on a case by case basis with the CTSO Coordinator and CTE

Director prior to competition. Documentation from state office must be provided. ▪ In events with little or no other competitors at District/Area/Regional competitions, there must

be a campus-level competition prior to advancing to State. ▪ Students may not attend state contest for only a project. ▪ Students may only advance from District based on a 1st, 2nd, or 3rd placement. ▪ If students are already attending based on contest advancement (not project advancement)

or other type of attendance, they may be required to compete in an additional competition if they qualify.

▪ Travel will be funded by CTE for skills-based events only, including written events. See your action plan for approved competitions.

▪ All CTSO sponsors must submit a list of students and the event that each student will compete in when submitting travel request

▪ Teams of students are limited to 3 students, unless an exception is granted in writing by the CTSO Coordinator

Approvals Required and Actions Necessary Prior to Trip ▪ All travel requests must be submitted at least three weeks prior to the trip. ▪ All forms need to have advisor signature and campus principal signatures prior to being sent

to the CTE office for the CTE director’s approval ▪ All forms will be forwarded at the central office for additional required approvals – no last

minute approvals are available. Please adhere to the time lines specified to ensure that your trip has the greatest chance of approval.

▪ For individuals and teams advancing to the next level of competition all travel must be submitted the next school day following the qualifying competition. [contact your program CTE Coordinator for help in this process]

▪ All travel forms may be found online at the Career and Technical Homepage [http://www.irvingisd.net/Page/2175]

▪ Forms required for all student travel: ▪ Event Travel Request From ▪ Who Will Be Traveling ▪ First Student Bus Request From [Confirmation form must accompany travel forms] ▪ Student Field Trip Form ▪ Nurse Review of student traveling to check for any medical conditions ▪ Student/event form ▪ Parent text/phone permission form for each student on file at home campus

Emergencies: ▪ Transportation Emergencies or Canceled Flight Procedure - In the event of an emergency or

canceled/delayed flight, the sponsor shall immediately contact their Campus Principal, CTE Director, and student Parents

▪ For First Student Bus Emergencies contact ▪ 972-313-4645 or 972-313-4628

▪ For Irving ISD Vehicle Emergencies contact ▪ During normal business hours contact 972-600-5142 ▪ Weekends and after 3:00 p.m. on Weekdays contact 972-600-5134

Supervision of Students ▪ Attending advisors for overnight travel will be required to include a gender-specific advisors

for each gender traveling. The recommended advisor to student ratio is 10 students to every one adult advisor. The number of advisors traveling with students will be determined on a case-by-case basis with approval of the campus principal.

▪ All chaperones must be employees of the district, preferably the student’s teacher. For large groups the campus should provide an administrator, or you can contact the CTE office for district support.

▪ No high school student is authorized for travel to required official organizational functions without an adult advisor. No organizational activity will be considered mandatory to the point that an individual student has to attend if an advisor cannot accompany him or her.

Section 11: Alternate Travel Students must travel with the group for competitions.

Students using mass transit, i.e. DART (Dallas Area Rapid Transit) must return by specified times in accordance with curfew.

Section 12: Student Competitor Behavior CTSO chapter advisors are responsible for ensuring student behavior and conduct is appropriate at all CTSO activities and events.

Students, advisors and teachers chaperoning students to student organization conferences and other activities are responsible for the behavior and conduct of students under their supervision.

Student Behavior - Students breaking the school’s, Irving ISD’s, or CTSO’s code of conduct, or violating the following rules on any school trip are subject to be sent home at the parent’s expense and face consequences set by the school or Irving ISD.

▪ Students are not to break curfew. Evening curfew will be set at 11PM, morning curfew at 6AM. Some adjustments may be made by the group leader if deemed necessary.

▪ Students must stay in designated room assignments. ▪ Students may not loiter outside the hotel, or depart the premises without an advisor. ▪ Room checks will be conducted. Each student must be visible at that time. ▪ Alcohol, illegal drugs, tobacco products, and weapons are prohibited. ▪ Friends or family are not allowed to visit. Parents with a background check prior may make

special arrangements. ▪ Student medication must be dispensed by trained advisor. ▪ Rooms must remain gender specific. Members of the opposite sex are not to enter the rooms

at any time. ▪ Visual body piercings, other than one hole in each ear, will not be allowed in leadership or

contest events. No spacers are allowed.

All rules for student behavior remain in effect even if student has graduated and is competing at the national level during the summer.

Section 13: Student Obligations Contest equipment and clothing will be checked out to the students. At the end of the year, all contest clothing and materials must be returned to the campus. Student may request accommodations based on religious reasons.

ADVISOR GUIDELINES

Section 1: Expectations for Advisors Advisors shall be involved in the day-to-day operation (membership, finances, conferences, registration) of an active CTSO as co-curricular activities that are integrated in the career and technical courses.

Advisors must maintain an active recruitment program and CTSO tables/booths representing your organization will be required at scheduled events.

CTSO Stipend Form required for payment at end of year for all advisors.

Section 2: Advisors Trip Responsibilities

▪ Advisors/Sponsors gender(s) must represent the gender(s) of the student participants. ▪ Advisors are on duty 24 hours a day from departure until return to departing location and

all students have been returned to class or release to a parent/guardian. ▪ An agenda of activities and contact information must be provided to parents and

campus/district personnel prior to leaving for the event - including approximate timeline. ▪ Advisors are to be involved in event related activities at all times. ▪ Advisors must dress appropriately and wear identifiable district or CTSO clothing. ▪ Advisors must ride on district provided transportation with the students. ▪ Room assignments for advisors and chaperones must be appropriate. ▪ Movies at cinemas or on buses may not exceed the PG13 rating for high school. ▪ Tobacco products are prohibited in the presence of students. ▪ Profanity of any kind that may be offensive to others is prohibited.

▪ Curfew times are to be set and enforced daily. Recommended CTSO curfew is 11PM. (At curfew, all students must be in their assigned room with the TV/radio at low volume.)

▪ Prior to room check, advisors should meet to set the game plan for the following day and make provisions for any student that will have a different schedule.

▪ Room checks to be conducted by gender appropriate sponsors and district approved chaperones. A visual room check is required at curfew time (see/speak to every child).

▪ Doors must be monitored after curfew. This may be done by taking shifts and having an active hall presence.

▪ One advisor will be trained by campus nurse prior to trip and will be required to dispense medications according to labels.

▪ All advisors on the trip will assist with chaperoning all students on the trip. ▪ Weapons, alcohol, and illegal drugs are prohibited ▪ Medications must be used according to prescription labels. ▪ Upon return, sponsors remain with students until all are picked up by parent or guardian.

All inappropriate behavior by students(s), teacher(s), or chaperone(s) must be reported to the campus principal and CTE Director within 24 hours of returning to the district.

Section 3: Advisors Running for District/State/National Office

Participation in professional organizations and in leadership roles in CTSOs is a great way to develop networking opportunities, as well as bring recognition to the school district. Serving as an officer allows the teacher to enhance their leadership skills and develop new contacts as resources.

Before a CTE staff member runs for any position in a professional organization, whether it is serving with a CTSO or the professional organization, the following procedures will need to be followed. Remember that any position with an organization will may require the staff member to attend meetings and conferences that may result in missing school days, as well as possibly having fees/costs associated with the position.

Submit a request to Director of CTE for approval (see appendix). Do not proceed with a campaign or acceptance prior to receiving approval.

In your request, include the following: ▪ Organization ▪ Staff Name ▪ Campus ▪ Officer/Position being sought ▪ Duties and responsibilities of the position ▪ Dates of events associated with the position ▪ Funding providing by the organization

Section 4: Advisors Travel

Local Event ▪ Registration – Advisor registration will be paid for by the CTE Department, the number of

advisors required will based upon the number of students attending, special circumstances, and a case by case basis.

▪ Meals – Paid by CTE Department ▪ Transportation – Paid by CTE Department

District, Area, Regional, State, and National Events ▪ Registration – Advisor registration will be paid for by the CTE Department, the number of

advisors required will based upon the number of students attending, special circumstances, and a case by case basis.

▪ Hotels – Paid by the CTE Department ▪ Meals – Paid by the CTE Department ▪ Transportation – Paid by the CTE Department

Forms required for all Advisor/Teacher Travel ▪ Event Travel Request From [separate forms are required for each teacher traveling] ▪ Request for Leave Form [separate forms are required for each teacher traveling] ▪ Who Will Be Traveling ▪ Student First Bus Request From [Confirmation form must accompany travel forms] ▪ Student Field Trip Form ▪ Nurse Review of student traveling to check for any medical conditions

Section 5: CTSO Advisor Stipend

To receive the CTSO Advisor stipend the chapter advisor(s) must accomplish the following:

▪ Advisors shall be involved in the day-to-day operation (membership, finances, conferences, registration) of an active CTSO as co-curricular activities that are integrated in the career and technical courses.

▪ Advisors must maintain an active recruitment program and CTSO tables/booths representing your organization will be required at scheduled events.

▪ Advisors must be involved in preparations for and attend leadership and competitive events.

FIELD BASED LEARNING TRAVEL GUIDELINES

Section 1: Expectations for Field Based Learning Travel Sponsors/Teachers/Advisors shall be involved in the planning and scheduling of all field based activities relating to their program of study.

All activities must directly relate to the program of study and have minimal impact the school day and instruction.

Section 2: Approval Process

▪ All field based learning travel requests are subject to approval and funding availability. ▪ Final approval for all field based learning travel comes from the District Signature Studies

office. ▪ Programs of study are limited to two (2) per year (does not include Exploring, or Competitive

events) ▪ Student numbers are limited to 1 bus and bus availability. ▪ Field Based Learning requests should be included in the program of study action plan for the

year and agreed upon by all teachers on that campus involved in that program of study. ▪ Field Based Learning activities should not impact instruction or the regular school day and

should be scheduled after school hours and on weekends to the extent possible.

Section 3: Examples of the Types of Field Based Learning Activities: ▪ Leadership Conferences [non-competition related] ▪ Leadership Training ▪ Explorer Post Trips [preplanned at the beginning of the year] ▪ Program of Study Trips directly relating to classroom activities ▪ College Trips ▪ Industry site visits and tours

Section 4: Sponsor/Teacher/Advisor Responsibilities ▪ Advisors are on duty 24 hours a day from departure until return to departing location and all

students have been returned to class or release to a parent/guardian. ▪ An agenda of activities and contact information must be provided to parents and

campus/district personnel prior to leaving for the event - including approximate timeline. ▪ Advisors are to be involved in event related activities at all times. ▪ Advisors must dress appropriately and wear identifiable district or CTSO clothing. ▪ Advisors must ride on district provided transportation with the students. ▪ Room assignments for advisors and chaperones must be appropriate. ▪ Movies at cinemas or on buses may not exceed the PG13 rating for high school. ▪ Tobacco products are prohibited in the presence of students. ▪ Profanity of any kind that may be offensive to others is prohibited. ▪ All advisors on the trip will assist with chaperoning all students on the trip. ▪ Weapons, alcohol, and illegal drugs are prohibited ▪ Medications must be used according to prescription labels. ▪ Upon return, sponsors remain with students until all are picked up by parent or guardian.

APPENDIX

Request to Run for Office (Student)

Request to Run for Office (Teacher)

Request for Leave & Absence

Irving ISD Vehicle Request

IISD Credit Card User Agreement

Travel Form Check List

Payment Request

Who Will Be Traveling?

Irving ISD Event & Travel Form

Daily Time Sheet – Extra Duty Pay

Electronic Communications with Students by District Employees

Payment Request

Employee Name:

Employee Number:

Campus:

CTSO Name(s):

Type of Duty Performed:

Dates:

Dates:

Dates of CTSO Sponsorship: From: To:

Additional Comments:

Employee Signature Date

Approved

Rejected

Director Signature Date

Principal Signature Date

Irving ISD CTE

Run your own chapter

Attend competition

Hold regular chapter meetings

Take meeting minutes

You must submit requests for payment to the CTE Director by Friday May 1st for your payment to be on

your May paycheck. Once approved by the CTE office it will be sent to your campus secretary for processing.

Director Approval

CTSO Payment Request Information

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