Student Chapter Operational Guidelines
National Agri-Marketing Association

Student Chapters	Careers Committee
NAMA's Vision/Mission	Accredited Chapters
Benefits of Student Membership	Official Mktg Competition Guidelines
Goals for Student Chapters	Audience Profile Form
Set Goals	Product Approval Form
Local Programs	Awards Presented at Natl. Conference
National Programs	John Deere Signature Awards
Accreditation Requirements	OSC Guidelines
Chapter Structure & Job Descriptions	NAMA Scholarships
Participation with Professionals

A nationwide organization, the National Agri-Marketing Association (NAMA) consists of 24 local professional chapters of agri-marketing professionals with more than 3,000 professional and student members.

Members come from firms marketing products and services to farmers; advertising and marketing communications agencies; media (including farm publications, radio and television stations and newspapers); associations; and individuals providing services to the agribusiness marketing executive.

STUDENT CHAPTERS
Student NAMA chapters, with 1,300+ members from 31 chapters at leading universities and colleges, comprise an important part of NAMA's membership.

NAMA'S VISION/MISSION
The National Agri-Marketing Association (NAMA) serves the food & fiber industry, focusing on our members' professional development by providing access to solutions and opportunities in agribusiness.

BENEFITS AND OPPORTUNITIES OF STUDENT MEMBERSHIP
To learn first-hand from professionals in marketing, advertising, communications, promotion, sales, public relations, etc., the various career opportunities available in agri-marketing. Students are then in a better position to select a career that best fits their interests and talents.

To develop valuable personal contacts and working relations between the students and agri-marketing professionals. These contacts provide access to internships, co op programs, job interviews, referrals, business recommendations and career opportunities. In some student chapters, students have access to a mentor program.

To provide meaningful opportunities for students to practice their managerial skills (planning, organizing, directing, coordinating and controlling) and to demonstrate their leadership abilities.

To attend the monthly professional chapter meetings, seminars and social events and to assist various professional chapter chairs in planning and implementing chapter projects. These meetings provide students the opportunity to become highly visible as prospects for employment after graduation.

To attend the annual Agri-Marketing Conference, and to participate in activities including, TEAM NAMA, the National Marketing Competition, John Deere Signature Awards, Outstanding Student Chapter Competition and ABEF Scholarship Awards. Attending the conference provides students with an opportunity to establish personal contacts with marketing professionals throughout the United States and Canada. These contacts are valuable sources for career opportunities.

To assist in making the transition from being a student to becoming a business professional.

GOALS FOR STUDENT CHAPTERS
Just as professional NAMA chapters must meet criteria to retain national affiliation, so must student NAMA chapters. Specific requirements are outlined in the next section, but a well-developed chapter plan goes a long way in creating a viable and enthusiastic student NAMA chapter.

Set Goals
Officers and advisors for the student chapter should meet early in the year and establish goals. Be as specific as possible. Most successful chapters seem to zero in on five items:

1) programs
2) attendance/involvement from members
3) membership growth
4) special projects
5) fundraising

You are encouraged to use the many resources available to establish and meet your goals. Consider involving the local NAMA careers chair and agribusiness professionals in your area.

Once you have a plan, share the plan with members and ask for their support. Ask them to serve on a committee, explain your group's goals and ask them to use their initiative and innovativeness to help accomplish goals for a specific area. These goals should be turned in with the chapter’s first dues check to receive points during the Outstanding Student Chapter Competition.

LOCAL PROGRAMS
Chapter Programs
Chapter programs should supply students with the opportunity to explore various career paths of agri-marketing and polish their job hunting skills.

Mentor Program
Students explore career opportunities one-on-one with professionals in agri-marketing through a mentor program. Programs are usually developed in conjunction with the sponsoring professional chapter.

Career Fair/Day
Representatives of agribusiness firms are invited to campus to create awareness of internships and career opportunities as well as to recruit employees. This program also can be a fundraiser.

Interview/Resumé Clinic
Professionals are brought to campus to help coach members on interview techniques and resumé preparation.

NATIONAL PROGRAMS
Student Marketing Competition
The greatest highlight and learning experience for many student chapters is participating in the marketing competition at the annual Agri-Marketing Conference.

Chapters prepare and present a total marketing plan from concept through execution. Guidelines for this program are in the Student Chapter Marketing Competition Guidelines section of this book.

John Deere Signature Awards
This program recognizes student chapters whose activities encourage student excellence in business knowledge, academic excellence, leadership development and community outreach.

Outstanding Student Chapter
This program recognizes the total student chapter program as it is planned, implemented and directed by student members. Chapters are judged on the basis of their annual reports. Awards are presented annually for outstanding efforts.

Each chapter completes an annual report following specific guidelines included in the Outstanding Student Chapter Competition Guidelines section of this book. An annual report is required to maintain accreditation.

Scholarships
Each year a number of scholarships are awarded to Student NAMA members. These are outlined in the Scholarship section of this book.

ACCREDITATION REQUIREMENTS
Student NAMA chapters must meet accreditation requirements each year to retain their national affiliation. There are two deadlines and student chapters must complete all requirements to participate in national programs such as the Marketing Competition and Outstanding Student Chapter.

Requirements for December 1, 2008:

1. Letter from professional chapter president agreeing to sponsor student chapter. Student chapters that are not located near a professional chapter can skip this requirement. Letter should include the name(s) and address(es) of the careers chairs.
2. First increment of student chapter dues - $225. (Total $450)
3. Qualified advisor. (See job description)
4. Roster of members submitted. Recommended minimum is 20 members. If less than 20 members, chapter plan for increasing membership must be submitted.
5. Letter from a college dean stating that NAMA is a recognized student organization on campus.
6. List of chapter goals for the upcoming year.
7. Must submit published bylaws for initial year of accreditation (new chapters only).

Requirements For March 2, 2009:

1. Second increment of student chapter dues - $225.
2. Annual Report. (Must be RECEIVED on or before March 3 - See Outstanding Student Chapter Competition Guidelines section of this book for directions on assembling your annual report.)

New Chapters
Newly established Student NAMA chapters must be ratified by NAMA's National Board of Directors. This process generally takes place at the board meeting held in conjunction with the Agri-Marketing Conference in April.

To be ratified, all accreditation requirements must be met. A national director from your sponsoring professional chapter should be prepared to submit the student chapter's petition.

Forward Accreditation Materials to:

Careers Liaison/Deborah Brummel
National Agri-Marketing Association
11020 King Street, Suite 205
Overland Park , KS 66210
PHONE: (913) 491-6500
FAX: (913) 491-6502
E-Mail: debbieb@nama.org

CHAPTER STRUCTURE AND JOB DESCRIPTIONS
The success factors in building a viable, dynamic student chapter are the elected officers, professional chapter careers chairs, advisors and an active National Careers Committee.

The other key factors in building a successful chapter include developing an effective leadership and committee structure. Chapter officers often serve as committee chairs.

The executive committee should assign all committees specific responsibilities, written objectives, a timetable for completion and follow-up on their progress. In developing a committee structure, the chapter will be able to:

1. Participate in a greater number of viable projects and activities.
2. Give more students an opportunity to become actively involved in the chapter.
3. Concentrate time, effort and expertise on the projects and activities that are integral to the chapter's success.
4. Become a serious contender for the Outstanding Student Chapter Award.

Each committee should consist of a chair or elected officer, who should select 2 to 4 additional committee members to assist in successfully completing the project or activity.

Student Officers and Chairs
Student officers and committee chairs should be career-oriented, high achievers interested in managing and directing the organization. They must be willing to devote time and effort to making the student’s membership a meaningful, productive experience.

Normally, the officers include:

President
Vice President(s)
Secretary
Treasurer
Ag Board Representative or Student Senate Representative
Promotion/Publicity Chair
Advisor

It is important to recognize that a student's primary responsibility is to his/her studies and, secondly, to those extra-curricular activities that are interesting and meaningful in building a successful career and a dynamic Student NAMA chapter. It is recommended chapter officers be elected in March for the coming year so the summer may be used for planning.

Depending on the size of the membership, the scope of the chapter's projects and activities planned for the year, and the time officers have available; it may be necessary to elect an additional one or two vice presidents or appoint additional committee chairs. These individuals could manage and coordinate the activities of major committees to insure that sufficient time and effort are available to successfully complete all chapter projects and activities.

Whether or not additional officers or committee chairs are needed will be apparent once the present officers have finalized the chapter's planned projects and activities for the year. If additional officers are needed, they can be elected at the next regular chapter meeting.

It is recommended that chapter officers and committee chairs use the time they have available for NAMA in leadership capacity rather than attempting to perform all major functions themselves.

The following sample job descriptions for officers and committee chairs were developed as examples of ways to share the responsibility of managing a successful chapter and actively involving many chapter members.

These job descriptions should be altered to fit an individual chapter's needs.

President
Objective:
To provide overall direction and leadership to the student chapter, making membership in the NAMA chapter a meaningful and productive experience for all members.

Responsibilities:
To preside over all meetings of the chapter membership and the Executive Committee (chapter officers).

To communicate the plans and activities of the chapter to members, faculty advisor(s) and careers chair(s) of the professional chapter.

To assist the chapter officers, when necessary, in carrying out their assigned responsibilities and serve as an ex-officio member of each committee.

To perform or delegate any other duties as prescribed by the faculty advisor(s), the student chapter, professional chapter and/or the national NAMA office.

To assure the chapter meets all accreditation requirements.

To attend as many professional chapter meetings as possible and be prepared to report on activities of the student chapter.

To prepare a year-end report, including suggestions for improvement, important dates and contact people.

First Vice President/Membership
Objective:
To provide the leadership and creative direction essential to the student chapter's growth and retention of members.

Responsibilities:
To assist and act on behalf of the president whenever the need arises.

To serve as chair of the Membership Committee.

To present the committee's recommendations to the Executive Committee for approval.

To assist the mentor chair or careers chair(s) from the professional chapter in implementing an existing mentor program or developing a program.

To increase awareness among students and across department disciplines of NAMA, the student chapter and the numerous benefits available to members.

To develop and implement a plan to increase membership. The plan should include retention of current members.

To make certain that the incoming freshmen are contacted and "sold" on the benefits of membership in the chapter.

To work with the program chair to design a recruiting meeting. Invite prospects from all fields including areas outside of agriculture.

To attend all Executive Committee meetings.

To prepare a year-end report, including suggestions for improvement, important dates and contact people.

A free student recruitment brochure is available from the national office. Request the number of copies you need from:

Deborah Brummel
National Agri-Marketing Association
11020 King Street, Suite 205
Overland Park, KS 66210
(913) 491-6500 FAX: (913) 491-6502
E-Mail: debbieb@nama.org

Membership Ideas:

• Develop a prospect list
• Adopt a freshman program
• Each member sign up a new member
• Provide incentives for those recruiting members
  

Second Vice President/Programs
Objective:
To provide leadership and creative direction for programs that will build a dynamic, career-oriented student chapter with a meaningful purpose for members.

Responsibilities:
To serve as chair of the Program Committee. To present the committee's recommendations to the Executive Committee for approval.

To serve as liaison to the Publicity/Public Relations chair to insure that programs are promoted and to the Ag Board Representative so that the chapter's meetings and activities are brought to the attention of other clubs on campus.

To create and develop a meaningful, year-long meeting and activity plan that is interesting and beneficial to the members.

To contact potential speakers whose area of expertise fits the program, and schedule them to share their knowledge and experience with the members and answer members' questions.

To develop a continuous program throughout the school year that gives Student NAMA members an advantage in securing careers in agribusiness.

To arrange for the meeting room, audio-visual equipment required, and introduce the speaker.

To help promote attendance at all student chapter meetings. Invite not only the present members, but all interested students as well.

To promote student attendance at the professional chapter meetings.

To plan and organize field trips to visit agribusiness companies. Also, to arrange transportation, when necessary, to ensure that all interested students may attend.

To attend all Executive Committee meetings.

To prepare a year-end report, including suggestions for improvement, important dates and contact people.

Suggested Program Topics:

• Planning for your career
• What college recruiters are looking for in graduates
• How to write an effective resumé and a cover letter that gets attention
• How to secure interviews
• How to interview and be interviewed
• Follow-up procedures to interviews
• Disciplines within agri-marketing
• Marketing case histories

Third Vice President/Marketing Competition
Objective:
To provide the leadership and coordination essential to developing the chapter's marketing plan. To create a meaningful learning experience for those involved.

Responsibilities:
To serve as chair of the Marketing Plan Committee. To insure all areas are adequately covered on a schedule that permits time for practice. To present the committee's recommendations to the Executive Committee for approval.

To assist the officer(s) and advisor(s) in selecting knowledgeable, articulate students to present various phases of the plan.

To coordinate the development of the marketing plan between the chapter members, the faculty advisor(s) and chapter careers chair(s).

To complete the marketing plan in time for a critique by several members of the professional chapter and other departmental clubs on campus and participate in TEAM NAMA.

To promote student attendance at the Agri-Marketing Conference and coordinate all preparations for the members to participate.

To attend all Executive Committee meetings.

To prepare a year-end report, including suggestions for improvement, important dates and contact people.

Secretary
Objective:
To provide the leadership and direction in keeping chapter records and developing the chapter's annual report.

Responsibilities:
To serve as chair of the Outstanding Student Chapter Competition Committee. To coordinate the committee's plan with other chapter committees and collect the necessary materials throughout the year to submit the annual report.

To record minutes of all student chapter meetings.

To maintain a current list of members, including address, phone number, major and year in school.

To work closely with the treasurer to maintain an accurate account of members and dues payments.

To prepare any correspondence needed by the chapter. To assist Promotion/Publicity chairs in communicating chapter activities to the National Careers Committee and the national office.

To develop a historical perspective of the chapter's activities and accomplishments during the year and combine information into an organized annual report submitted on or before March 3, to meet accreditation requirements.

To attend all Executive Committee meetings.

To prepare a year-end report, including suggestions for improvement, important dates and contact people.

All student chapters must submit an annual report to meet accreditation requirements. All accreditation requirements must be met to enter the Marketing Competition.

Treasurer
Objective:
To provide the leadership and direction essential for building a financially sound chapter with the resources to support student participation in professional chapter and national NAMA activities.

Responsibilities:
To serve as chair of the Fundraising Committee. To present the committee's recommendations to the Executive Committee for approval.

To keep accurate records and documents of all receipts and disbursements.

To give a financial report at each regular NAMA meeting.

To work closely with the secretary to maintain an accurate account of members and dues payments.

To pay the national office dues in accordance with accreditation requirements.

To re-establish banking arrangements when necessary.

To prepare an annual budget, including expenses for travel to the Agri-Marketing Conference.

To apply for grants for student activities as they become available.

To develop complete plans for fundraising activities, including the student manpower necessary to complete projects.

To generate ideas for profitable fundraising activities on campus and with the professional chapter. Promote the availability of students with members of the professional chapter for fundraising activities.

To seek school funds ear-marked for travel to student competitive events or professional experiences.

To arrange for a final audit by the end of spring quarter.

To attend all Executive Committee meetings.

To prepare a year-end report, including suggestions for improvement, important dates and contact people.

Examples of Fund-Raising Projects:

• Conduct a telephone survey for an agribusiness company and tabulate survey results.
• Sell advertising and produce publications for local association or agribusiness firms.
• Check with your professional chapter to see if there are duties your chapter can assist with such as meeting registration, calling expired members, etc.

Ag Board/Student Senate Representative
Objective:
To provide the leadership and coordination with other departmental clubs building the status of the NAMA chapter as a leading professional group on campus.

Responsibilities:
To serve as chair of the Ag Day/Career Day Committee. To present the committee's recommendations to the Executive Committee for approval.

To participate with the other departmental clubs on campus in implementing an Ag College Career Day.

To assist in lining up prominent college recruiters to participate in Career Day.

To represent NAMA at all College of Agriculture events and/or meetings.

To be the liaison between the NAMA chapter and other departmental clubs informing them of upcoming events within the chapter and reporting pertinent events of other clubs to NAMA members.

To recommend to the Executive Committee, for approval, opportunities to co-sponsor events with other clubs on the campus.

To attend all Executive Committee meetings.

To prepare a year-end report, including suggestions for improvement, important dates and contact people.

Promotion/Publicity Chair
Objective:
To create awareness of chapter activities and events within the chapter membership, the professional NAMA chapter and the college.

Responsibilities:
To serve as chair of the Publicity/Public Relations Committee. To present the committee's recommendations to the Executive Committee for approval.

To distribute press releases to your campus and hometown press.

To write, publish and distribute a student newsletter to members, other campus organizations and those interested in the activities of the student chapter.

To prepare chapter news for NAMA on Campus. News should be sent to the NAMA office at debbieb@nama.org.

To secure recognition for the student chapter on campus and with the professional chapter.

To take pictures at all chapter activities for use in publicity.

Please include these individuals on your mailing list for minutes and newsletters:

- National Careers Committee
- Editor, NAMA on Campus
- Professional Chapter Careers Chair
- Professional Chapter Communications Chair

Advisor
Objective: To be available to the members of the Student NAMA chapter to advise and counsel them on chapter projects and activities.

Responsibilities:
To attend as many general membership and Executive Committee meetings as possible.

To guide students on university policy, provide constructive suggestions and sign the various forms that require faculty approval.

To participate in the development of an enthusiastic, dynamic chapter that has a career-oriented purpose for the student members.

Professional Chapter Careers Chair
Objective:
To serve as the link between the Student NAMA chapter and their sponsoring professional chapter. The careers chair has responsibilities to the professional chapter board and the student chapter.

Responsibilities:
To review past careers programs of the professional chapter and develop a plan.

To prepare a budget for the professional chapter board for careers support.

To appoint, from the professional chapter, a vice chair and committee to work with careers.

To invite student members to regular chapter activities and meetings, involving them where possible in professional chapter events.

To assist the student officers and advisors, encouraging excellent business practices in their chapter projects and activities.

To assist with program planning and recommend speakers for student chapter meetings.

To assist with the mentor program, matching professionals with interested students.

To guide students in development of their marketing plan and schedule practice sessions and critiques with the professional chapter.

To encourage students to attend the Agri-Marketing Conference.

To inform the professional chapter members of dates, programs and projects of the student chapter and encourage professionals to participate in these activities.

To help distribute students' resumés to prospective employers and assist with personal contact and introductions.

To encourage and assist students in developing fundraising events. Professional chapters should avoid totally subsidizing student chapters. Also, to promote student chapter fundraising projects to professional members.

To keep the National Careers Committee and the national office informed of student activities and assist in keeping the correct contact(s) on the mailing list.

To make certain that the student chapter president and advisor(s) are on the professional chapter mailing list.

To assure student chapters have met accreditation requirements.

STUDENT PARTICIPATION WITH PROFESSIONALS

Attending Chapter Meetings
Students and advisors should participate in as many professional chapter meetings and events as possible. Generally, these activities involve a great investment on the part of the professional chapter. Many chapters set a student fee for attending professional meetings.

Attending the Agri-Marketing Conference
Each student chapter is encouraged to send as many students as possible to the annual Agri-Marketing Conference. A reasonable student registration rate is provided, and by pooling transportation (vans, buses) the cost can be reduced for students.

Working With Professional Chapter Leaders
Student officers and key committee chairs may be asked to assist the professional chapter committee chairs in fulfilling their responsibilities, in particular:

Membership Chair
Awards Chair
Careers Chair
Communications Chair
Special Events/Ag Day Chair
Professional Development Chair

Be sure to offer the services of the student chapter to the president of the professional chapter.

2007-2008 ACCREDITED CHAPTERS

American Institute of Business	Texas A&M University
Arizona State University	The Ohio State University
Cal Poly - San Luis Obispo	University of Alberta
Delaware Valley College	University of Delaware
Illiniois State University	University of Florida
Iowa State University	University of Guelph
Kansas State University	University of Minnesota
Michigan State University	University of Nebraska
Mississippi State University	University of Saskatchewan
New Mexico State University	University of Tennessee - Knoxville
North Carolina State University	University of Tennessee - Martin
North Dakota State University	Universtiy of Wisconsin - Madison
Northwest Missouri State University	University of Wisconsin - Platteville
Pennsylvania State University	University of Wisconsin - River Falls
Purdue University	Virginia Polytechnic & State University
Sam Houston State University