7
POLICIES AND PROCEDURES
Travel Reimbursement
Throughout their year of service, state officers will be expected to travel up to several
thousand miles for state meetings, chapter visits, and other state association business. To be
reimbursed for mileage, state officers need to submit mileage records due at the beginning of
each month, detailing the previous month’s travel. Officers will be reimbursed on a variable
rate, based on total mileage of all the officers. Reimbursement will occur mid year, in
December, and in June, at the end of the year of service.
State Officer Materials
State officers will be given various materials to help make their year of service successful.
Since state office requires a large amount of driving, each officer will be given a membership
to the American Automobile Association (AAA) if they do not already have one. Also, to
help in scheduling, each officer will be given a planner to use. Officers will also receive
business cards for providing contact information. Each state officer will be given various
workshop materials, including a portable flip chart, post-it notes, and various other items.
State Officers will also be provided with a USB key for use during the year containing sample
workshop planning materials and templates. Other materials that state officers may receive
include thank you notes, inspirational books, conference t-shirts, etc. For Chapter
leadership conference and activities held by the state association, the state office will make
available markers, tape, a CD player, pencils, scissors, paper, glue-sticks, post-it notes, etc.
Officer Dress
When representing the New Jersey FFA Association, officers are always expected to be neat
and reputable as to not discredit the association. Official FFA dress is required at all official
FFA events, unless otherwise stated. When not in official dress, but at an official event, state
officer dress should include khakis and a New Jersey FFA polo shirt. At the beginning of the
state officer year, each officer will be given a New Jersey State Association FFA jacket and a
New Jersey FFA polo. Also provided are State FFA degree chains and charms, if needed.
Officers should always ensure their dress is clean and ironed to give a neat appearance.
Officer Correspondence
It is important for state officers to maintain relationships with those whom they meet
throughout the year, including members, advisors, business leaders, school administrators,
and government officials. Thank-you notes, notes of encouragement, and congratulatory
notes are a must for state officers. State officers should send thank you notes to conference
presenters and sponsors for SOLT, NLCSO, SPC, and BLAST-Off. After chapter visits, state
officers should send thank you notes to chapters and any administrators they meet. Thank
you notes should be sent within one to two weeks of an event. State Officers should be
generous in sending thank you notes.