State Directors
Certification System
A Voluntary, Recognized Demonstration of
Association Management Competence
SkillsUSA
State Directors
Certification System
Defined Areas of Certification
and Program Competencies
Areas of concentration represent a body of skills considered
vital to effective management of an association. The areas
were identified by a representative director committee and
validated by American Society of Association Executives
(ASAE) standards. Each area contains competencies that
have been identified through job analysis of several directors.
These competencies represent skills necessary to successfully
manage a student association:
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Membership Development
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-ship
4. Educate members to develop membership
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Conference Management
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Communications, Image and Media
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2. Use information technology
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4. Use media effectively
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managers. This document covers the following:
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5. Application for Review
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8. Guidelines for Recertification
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Purpose of a Certification System
Association-sponsored professional certification programs
serve a multitude of purposes for stakeholders. They give the
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and allow certificants to differentiate themselves from others
in the profession or advance their careers.
1SkillsUSA’s state director representatives believe a
certifica-tion system will help to justify their professional existence
and will establish a professional standards
platform/bench-mark to use for improvement.
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Industry Partnerships
1. Establish business and industry leadership for technical
com-mittees for all skills contests
2. Establish and use business and industry contacts on a
foun-dation or advisory council
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involvement
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industry partners
5. Secure business and industry involvement in programmatic/
curriculum validation
Personnel Management
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-ship areas and understand and implement applicable
person-nel laws and regulations
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ability and desire
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-ties
6. Use effective interpersonal relations
Operations Management
1. Finance management
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5. Resource management
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Assessment Process
Assessment is based on a fundamental
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-pants need to demonstrate all phases of this cycle.
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it is done on a small scale because the prediction may be
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-ous improvement is ongoing and this is achieved by
continu-PVTSFDZDMJOHPGUIF1MBO%P4UVEZBOE"DUTUFQT
Rubrics as a Tool for Self-Assessment
The included rubric helps to define levels of competence.
Each participant will decide when he/she is ready to
ap-ply for certification. The rubric acts as a guideline to assess
readiness. A rubric is an evaluation tool that contains
essential characteristics and criteria of an intended
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competent when a “successful” level is demonstrated for
each area outlined. How will this be demonstrated? A
portfo-lio and an interview.
Portfolio as a Summary Tool
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-ment a participant’s competence. A guide has been developed
by directors to assist potential candidates. Each certification
applicant will be asked to present a portfolio as part of the
certification examination process.
The Interview Process
An interview process is the final step in the certification
system. A team of three individuals will conduct the
exami-nation. This panel will be made up from representatives
selected from three of the following groups: corporate
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representative or a national staff director. The examination
starts with a brief introduction from the candidate followed
by a 45-minute presentation/explanation of their portfolio. A
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Study the results
for improvement
Management of plan:
process-driven
What is the goal?
»
PLAN
»
DO
STUDY
ACT
»
»
Act on the learning,
reflect and standardize
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management. The interview time frame is one to two hours.
The attached rating sheet will be used during the interview
process.
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Training Opportunities
An ongoing calendar of opportunities for training is made
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will be provided based on meeting a minimum number of
attendees (determined by national staff) to be cost effective.
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-ing for participants with limited travel budgets are be-ing
investigated.
Efforts are underway to create a “resource library” with
examples of works from various directors for use and
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Training and Assessments at 703-777-8810.
Training documentation is the responsibility of each
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transcript clearinghouse for formal training sessions offered.
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each session attended and this information will be stored in
a database. A report of each director’s training will be
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and informtaion from the report needs to be included in the
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are also being investigated.
Application and Porfolio for Review
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are asked to submit an application form. This will alert
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identified date.
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if you are participating in an interview at the August state
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the results and possible appointment time and location for
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Recognition for Certified Directors
Recognition for certified directors may include any or all of
the following:
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used on correspondence or other materials to indicate that
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Portfolio Contents
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you. A good portfolio can help you make future career
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5
Area of Concentration: __________________________
Competency:
_________________________________
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-ment)
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-ments
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process: specifically target decision
makers
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-cated in various forms
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-ments
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planning
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communication
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planning
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-munication
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and services (improvements)
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to all stakeholders
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stakeholders
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into action
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stakeholders
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stakeholders
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plan into action
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management
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-vided
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to-know basis
456%:
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-ation
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in evaluation
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collection
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evaluation
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-ment
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future planning
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feedback into future planning
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Competency
Descriptors Outstanding
Successful
Work in Progress
1-"/
The portfolio is an effective and efficient way to produce
and demonstrate competency. Be selective and precise, not
excessive. Use the portfolio as a tool — a consistent method
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Organize Your Portfolio
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Components Of Your Portfolio
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Cover Page:
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Table of Contents
(areas of competencies)
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Your
SkillsUSA State Director Certification Application
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Résumé
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Documentation of Professional Development
–Report from the SkillsUSA national office listing workshops
provided by SkillsUSA that you have attended
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–Reference professional development in your narrative
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Philosophy Statement
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Areas of Concentration:
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followed by supporting items. Guideline for supporting items
are described below:
—Membership Development .BYJNVNUXPQBHFOBSSBUJWFVTJOH
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years) supporting items to prove your competence
—Conference Management .BYJNVNUXPQBHFOBSSBUJWFVTJOH
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years) supporting items to prove your competence
—Communications, Image and Media .BYJNVNUXPQBHFOBS
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years) supporting items to prove your competence
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years) supporting items to prove your competence
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years) supporting items to prove your competence
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years) supporting items to prove your competence
—Copy of “Minimum Standards for state SkillsUSA
Associa-tions on Fiscal Responsibilities” Check Sheet
—Copy of “Minimum Standards for state SkillsUSA
Associa-tions on Governance” Check Sheet
—Copy of Annual Budget with signatures
Refine Your Certification Portfolio
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GSFF DPSSFDUTQFMMJOHHSBNNBSBOEQVODUVBUJPOBOEQSJOU
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page protectors may be used keep items clean and
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or other similar modes during the interview. We encourage
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before and after your certification. Update it at every
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The task force for the SkillsUSA certification for state
as-sociation directors developed a process to demonstrate the
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team with excessive documentation.
Recertification
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-tion report form which serves as a notice to na-tional staff
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opportunities since the original date of certification or
last renewal whichever is more recent.
A list of professional
development activities is required on the renewal application.
3. An updated portfolio with supplemental supporting items
from the six areas of concentration. Supporting items
should be after the original date of certification or last
renewal whichever is more recent.
4. An interview with an examination team in which the
candidate makes a presentation/explanation on changes/
continuous improvements made since the original
certifi-cation or last renewal.
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7
SkillsUSA State Director Certification Application
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Part I: Contact Information
Name: ___________________________________________ Job Title : ________________________________________
Work Address: _____________________________________ Work Phone: (_____) _______________________________
__________________________________________________ Work Fax: (_____) __________________________________
E-mail Address: ____________________________________
Check one:
Application for Certification _____________ Application for Renewal of Certification ______________
__________________________________________________ Date of certification or last renewal __________________
Part II: Association Experience Information
Name of Professional Association: ________________________________________________________________________
Direct Report Contact: ___________________________________________________________________________________
Position(s) held: ___________________________________ from (mo/yr): __________ to (mo/yr): _____________
Position(s) held: ___________________________________ from (mo/yr): __________ to (mo/yr): _____________
Part III: Professional Development Activities/Experience
Please attach your list on a separate sheet of paper. Include the following for each reference:
a. Experience
b. Date
c. Sponsoring organization/contact
Part IV: Are You Ready?
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-tor website.)
an advisor; speaking engagements; publications; instructor
responsibilities; and/or civic activities.
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to show your portfolio and demonstrate a successful level (or
higher) of competence in areas of concentration as outlined.
(
Successful
means as defined by the program rubric.)
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Signature: __________________________________________
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______________________________________________
APPLICATION INSTRUCTIONS
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Part II: %PDVNFOUBOZBTTPDJBUJPOFYQFSJFODFZPVIBWFIBE
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Please complete this application, and return it to:
Template for maximum two-page narrative using Plan-Do-Study-Act (PDSA) Format
(Each page should be portrait style and text should not be less than 10 pt font)
(Please note: Use separate page for each of the six areas of concentration – Membership
Devel-opment; Conference Management; Communications, Image and Media; Industry Partnerships;
Personnel Management; Operations Management)
(Major heading – e.g. Membership Development )
Plan
(Written narrative, using paragraph form with proper spelling, grammar and punctuation)
Example:
After a review of the previous year’s membership final report at the board planning meeting,
specific schools and programs within schools are identified for the coming school year.
Retir-ing state officers, alumni and business partners are recruited for “Fall Membership Tours” and
their roles specified. School Directors are contacted, appointments scheduled and calendared
for August through October. The state office provides brochures, handouts, PowerPoint
presen-tations, etc. The state director’s participation in these tours is usually limited to the planning
stage, including training of the state officers. However, as needed the state director can
accom-pany the team, but has a limited visibility for most activities.
Do
(Written narrative, using paragraph form with proper spelling, grammar and punctuation)
Example:
A minimum of 3 and a maximum of 7 Fall Membership Tour visits are held. Based on the
indi-vidual school’s schedule, presentations of 45 minutes are staged for members and teachers with
the full team. Thirty minute follow-up sessions with teachers and advisors are then held with
the business member of the team and the state director. The alumni and retiring state officers
use this time for ice breakers, testimonials, and give-a-ways with the students. Photos are taken
at each school for posting on our website in a timely manner. Evaluations are distributed and
collected from the three target audiences.
Study
(Written narrative, using paragraph form with proper spelling, grammar and punctuation)
Example:
Debriefing of the team members after each tour are held and recorded. The evaluations are
reviewed and a summary is generated. Team members are encouraged to use the outline as
a guide, but not a script. The energy of the audience and the presenters, as well as the facility
often requires innovative and spontaneous alternatives to be tried. The bottom line is did the
audience have fun and did the team have fun.
Act
(Written narrative, using paragraph form with proper spelling, grammar and punctuation)
Example:
Membership and participation in state-wide activities were reviewed to see if membership tours
were a success and reported to the board for future planning. This information will be used to
improve the tours and processes.
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9
Minimum standards for state SkillsUSA associations on fiscal responsibilities
NOTE: All States should meet 80% of the Standards
(Approved by the State Association Directors and SkillsUSA Board of Directors – August 2001) State Association: ____________________________ State Director:_______________________________ Standards Meets Standard (X) Will Meet Standard (Year)
1. An annual budget is approved by one of the following:
a. Board of directors
b. Advisory committee
c. Committee appointed by the state education agency consisting of at least three individuals who do
not administer funds.
2. At least quarterly financial reports are provided to the group that approves the budget, showing budget variations.
3. A complete, annual financial report, which has been independently audited, is provided to all boards, advisory committees, members and donors, as well as the National office of SkillsUSA.
4. All funds raised under the collective name of "SkillsUSA" (all states and national) are used by the SkillsUSA organization for the purposes of SkillsUSA.
5. All state-level SkillsUSA entities (those using the "SkillsUSA" name, including foundations) report all receipts and disbursements to the national office for SkillsUSA for reporting to the IRS on SkillsUSA Form 2 no later than October 15.
6. Funds are maintained under state association policy, approved by one of the groups in item No. 1 to include at minimum:
a. Establishment of bank accounts by resolution of group empowered in No. 1 above under the
state association's federal identification number.
b. Reporting as described in No. 3 above.
c. Invoice approvals by someone other than check signers.
d. Required two signatures on all checks.
e. Opening and reviewing of all bank statements, using three individuals (excluding any person
responsible for actual check writing) on a set pattern of rotation.
f. All financial books are kept according to accepted accounting standards.
7. No funds can be transferred to another organization or entity for use without express-written approval by the SkillsUSA board or advisory committee as described in No. 1 above, and in such case, that entity must be a SkillsUSA entity with the same SkillsUSA purposes. In such cases, a "combined" report of the two entities will be submitted to the National Office for IRS reporting.
8. Any state association, which makes solicitations for charitable contributions, shall meet the "Standards for Charitable Solicitations of the Council of the Better Business Bureau, Inc."
9. Abides by state laws for nonprofits.
10. Maintains appropriate liability insurance coverage.
11. Establishment of a strict policy limiting the use of and authority for the use of credit cards that include the following stipulations: All purchases using the credit card must be for the sole purpose of the organization and not personal.
a. All receipts are turned into the person responsible for the accounting function within seven days
of the purchase with written explanation.
b. Someone other than the cardholder must review all purchases regularly; compare monthly billing
with the credit card receipts for validity.
c. Any and all abuses of the use of the credit card must be reported to the governing body identified
in No. 1 above immediately
12. Establishment of a strict policy that forbids any and all uses of organization funds, whether cash or checks, for personal or any use other than the expressly for the benefit of the organization.
13. All financial records must be open for inspection by any professional member, board member and or state education agency personnel that have direct interest in or supervise the operation of the organization.
Minimum standards for state SkillsUSA associations on Governance
NOTE: All States should meet 100% of the Standards
(Approved by the State Association Directors and SkillsUSA Board of Directors – August 2001) State Association: ____________________________ State Director:_______________________________ Standards Meets Standard (X) Will Meet Standard (Year)
1. The state agency endorses SkillsUSA and its activities as a part of the plan for career and technical instruction in the state.
a. The appropriate state education agency cooperates with the State SkillsUSA Director by approving
and signing the completed SkillsUSA Corporation Form (Form 1)
b. In the state plan for vocational education, career and technical student organizations (SkillsUSA)
are clearly endorsed as one of the approved educational activities.
2. For state associations where the state education agency has decided to manage SkillsUSA from outside the agency, the state education agency agrees to maintain a key role in a relationship to the association.
a. The appropriate state education agency(s) have signed the “Memorandum of Understanding
between SkillsUSA and the State Education Agency”
b. The appropriate state education agency assigns an official who has responsibility for the programs,
which by policy, is eligible to maintain a liaison with the state association’s managers and to work to fulfill the state’s obligation in the “Memorandum of Understanding between SkillsUSA and the State Agency.”
3. The State association shall have an effective board of directors.
a. One-third of the board’s membership is composed of business and industry representatives
b. A representative from the state education agency serves on the board.
c. Advisors and administrators from the schools where SkillsUSA is organized serve on the board
d. The board has received training on the roles and responsibilities of a board and on financial
accountability.
4. The state association meets the financial standards of SkillsUSA.
a. Eighty percent of the voluntary financial standards of SkillsUSA have been met.
5. The State SkillsUSA Director has clear authority and adequate time to do the job.
a. The State SkillsUSA Director has a formal job description
b. If the State SkillsUSA Director is not a state education agency employee, he/she has a formal
contract that is performance driven.
c. The position represents at least 32 per hours per week average.
6. There is a system for volunteer management of a balanced program of work for the state.
a. There is an approved program of work.
b. Each major part of the state’s program is either managed by paid staff or volunteers
c. There is a structure, in writing, that describes the volunteer teams and reporting command.
d. All volunteers have been trained.
7. The state association is incorporated.
a. If the state association is managed outside the state education agency, the association is
incorporated and has signed the SkillsUSA licensing agreement. (If the state association is managed by the state education agency, incorporation is the state education agency’s decision.) 8. The state association has legal protection.
a. The state association has general liability insurance.
b. The state association has directors’ and officers’
c. The state association has AD&D insurance for all events.
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11
SkillsUSA State Director Certification Rating Sheet for Interview Committee
Name:_____________________________________State:_____________________________________
Interviewer:______________________________________
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