LEAD THE WAY

The United States Department of Education (USDOE) has endorsed Career and Technical Student Organizations (CTSOs) as a critical component of an effective Career and Technical Education (CTE) program. The responsibility for CTE instructional programs and related activities, including CTSOs, rests with state and local education agencies. Find out what is needed to sponsor a CTSO on your campus.

Overview

The term ‘career and technical student organization’ means an organization for students enrolled in a career and technical education program that engages in career and technical education activities as an integral part of the instructional program.

State charters for Texas CTSOs are held by the Texas Education Agency (TEA), which has the responsibility for leadership and fiscal oversight of each organization, as well as integration of CTSO activities into a state-approved CTE program of study. TEA sponsors the following CTSOs:

1. Texas FFA
2. Texas Future Business Leaders of America
3. Skills USA Texas
4. Texas Association of Future Educators
5. Texas Business Professionals of America
6. Texas DECA
7. Texas Family Career and Community Leaders Association
8. Texas Health Occupations Student Association
9. Texas Technology Student Association

For a quick overview of the policies and procedures teachers need to be aware of with regard to CTE student organizations, view the CTSO Advisor Checklist.

Sponsor Expectations

1. CTSO sponsor shall inform campus and central office administrators of the desire to sponsor a CTSO which aligns to CTE courses taught by completing and submitting CTSO Sponsor Commitment Form.
2. CTSO sponsor shall have a policy providing membership opportunities to students currently enrolled in a state-approved CTE program of study. Organization shall be inclusive to members of special populations.
3. CTSO sponsor shall serve as the representative to provide oversight for the Membership roster. Chapter dues must be received and processed by the state and/or national organization.
4. CTSO sponsor shall be involved in the day-to-day operations (membership dues, chapter meetings, community service, finances, conference/competition attendance, fundraisers) of a CTSO as co-curricular activities that are extensions of the CTE courses.
5. CTSO teacher/sponsor shall be responsible for ensuring financial accountability and implement checks and balances in order to accomplish the organization’s purposes at the campus level. Sponsor shall have available for review, by campus administrators or CTE central office personnel, the financial reports of all receipts and payments.

CTSO Chapter Requirements

1. CTSO shall implement chapter Bylaws and/or Policies & Procedures including chapter officers (minimum President, Secretary, Treasurer) for the effective operation and fiscal management of the CTSO.
2. CTSO shall hold monthly chapter meetings September – December and January – April. Documentation for each meeting must include an Agenda, Sign-in Sheet and Meeting Minutes. Officer and/or Parent meetings are not considered chapter meetings.
3. CTSO must participate in at least one community service event both fall and spring semesters. Community Service events are defined as partnership with an organization in the Houston community where chapter members provide a good will effort to the Houston community. Examples of Community Service are Habitat for Humanity, Blood Drive, Toys for Tots, Long Term Care Facility Events, Houston Food Bank, Big Brother/Big Sister, Adopt a Road Clean Up, Military service and donation drives for named organization. Events that serve as benefit to CTSO chapter and/or school facilities will not be considered.
4. CTSO must participate in at least one local leadership conference activity sponsored through the CTSO. The activity can be a district/regional/area conference. The event should contain opportunities for students to network, gain employability skills, personal development, teamwork, chapter leadership knowledge and participate in competitive events.
5. CTSO is encouraged to participate in chapter fundraising to assist with costs of student participation and travel for leadership conference and/or competitive events.

Sponsorship Payment Requirements

Campus Commitment – The Commitment to Sponsor a CTSO form must be completed, signed by campus Principal and submitted to the CTE department by Friday, September 29, 2017. This form will remain on file with the District CTE Department.
Access CTSO Commitment Form

The following requirements must be completed and documented in the CTSO Portfolio in order to be eligible to receive extra duty pay:

1. Chapter Documentation
   — Copy of Chapter Bylaws or Policies & Procedures
   — List of Chapter Officers (minimum President, Secretary, Treasurer)
   — Membership Roster from State/National Organization including student demographic information
   — Receipt from State/National Organization showing paid membership
2. Chapter Meetings
   — Monthly chapter meeting September – December and January – April, outside of school hours
   — Agenda for monthly meeting prepared by chapter officers
   — Sign in sheet for monthly meeting with student signatures, not electronic check in
   — Meeting minutes for monthly meeting prepared and signed by chapter Secretary
   — Optional: Documentation for Officer and/or Parent meetings
3. Chapter  Community Service (Fall and Spring semester)
   — Description of event purpose, organization to benefit and service activity to be completed”
   — Roster of attendees
   — Event re-cap prepared by chapter officer(s) who attended
   — Optional: group photo, event program and/or other event documentation
4. Chapter Leadership Conference (minimum one per school year)
   — Receipt showing registration for event and fees paid if required
   — Roster of attendees
   — Event re-cap prepared by chapter officer(s) who attended
   — Optional: group photo, event program and/or other event documentation
5. Chapter Fundraising
   — Description of chapter fundraiser prepared by officers
   — Receipt of funds collected for deposit
6. Chapter Financials
   — Copy of CTSO activity account statement showing all funds received and distributed from Business Manager
7. Extra Duty Pay Form
   — Hours submitted must be relevant to chapter requirements. Each Sponsor must complete an individual Extra Duty Pay Form.
   Access Extra Duty Pay Reimbursement Form

DEADLINE FOR PORTFOLIO SUBMISSION:
CTSO Portfolio and Extra Duty Pay Reimbursement Form must be submitted by:
Fall Semester: Monday, December 11, 2017
Spring Semester: Monday, May 14, 2018
Please submit portfolio electronically by email on or before due date using the scanner/copier at your school. The document should be submitted as one PDF document with all contents included. If the portfolio includes pictures, please consider consolidating pictures to include multiple pictures on a page.

Sponsor Stipend

CTSO Sponsor is eligible to receive a stipend if all sponsor expectations and chapter requirements are met and submitted in CTSO Portfolio. Stipends are distributed based on the following qualifications of CTSO membership.  Multiple chapters of the same organization on a campus will be consolidated to one chapter to determine stipend eligibility.

• Member Roster – Membership is based on state and/or national organization roster showing paid
• Active Members – Must have at least 75% of chapter members regularly attending chapter meetings and participating in community service and leadership conference.
• If Active Members is less than 75% stipend is subject to pro-rated amount.

IMPORTANT REMINDER:
A CTSO Portfolio and Extra Duty Pay Reimbursement Form must be submitted in the fall semester if you are sponsoring a CTSO for the entire school year. CTSO extra duty pay will be split into two separate payments; fall and spring. We allocate funds for pay based on the fall reimbursement submissions. Thus, the budget will not have sufficient funds to cover your spring or full year reimbursement if we do not receive your reimbursement form by the fall due date.

Please contact Angie Gillikin if you have any questions regarding CTSOs.