The following job descriptions provide the basis of your responsibilities for certain assignments during State 4-H Congress. However, every detail could not be covered. Use your judgment in handling all situations. Most importantly - deal positively with any situation that arises. It is crucial that you perform your assigned jobs. By working together, we can accomplish all our tasks. Thanks in advance for your commitment.

Job: DEAN OF CONGRESS

• arrive at Congress 1 day in advance for planning and preparation for the week.
• work closely with the Assistant Dean of Congress throughout the week in making decisions about housing and delegate supervision
• serve as the final decision maker on all matters of the Congress Code of Conduct violations [NOTE: the "Code of Conduct Interpretations and Procedures" is the procedural guide that should be followed by the Dean of Congress in dealing with violations of the Code of Conduct]
• involve the Dean of Men and Women and District Deans in gathering data to make a decision
• assist with orientation of adult volunteers on first day of Congress
• work closely with District Deans to insure that their duties are carried out
• insure that dorm staff are assigned to supervisory responsibilities

Job: ASSISTANT DEAN OF CONGRESS

• arrive at Congress 1 day in advance for planning and preparation for the week
• manage the dorm and work with supervisory staff
• work closely with the Dean of Congress throughout the week
• work closely with the Dean of Congress in providing input for decisions on matters of the Congress Code of Conduct violations
• serve in a learning role to be prepared to assume the overall Congress supervision leadership next year
• serve as an advisor on all matters of supervision to the Dean of Congress

Job: DEAN OF MEN/WOMEN

• arrive at Congress 1 day in advance for planning and preparation for the week
• have responsibility for their entire dorm
• become effective by involving the District Deans and the supervising agents/volunteers to make the job more enjoyable and manageable
• have the responsibility of effective communication with the six District Deans and with the Dean of Congress
• each evening, report to the Dean of Congress
• may call a meeting of the District Deans when such a meeting is needed [NOTE: breakfast meetings are more effective than the late evening meetings since late evening meetings coincide with the time District Deans bring their district reports to the Dean of Men/Women

Job: ASSISTANT DEAN OF MEN/WOMEN

• arrive at Congress 1 day in advance for planning and preparation for the week
• work closely with the Dean of Men/Women to carry out responsibilities
• serve in a learning role so as to assume the role of Dean of Men/Women next year
• attend and participate in all meetings as requested by the Dean of Men/Women

Job: DISTRICT DEANS

• serve as the "glue" that will quickly bond all volunteers and agents servings as supervisors into a positive team
• meet respective supervisors and get to know them [best time to do this is just before, during, after the unit meetings on the first night of Congress]
• be visible to your supervisors by walking the hall while they have unit meetings; provide help if neededãyour visible presence demonstrates that you are concerned and available
• EACH evening, receive the nightly report form from each of your supervisors [they should get to know your room number and are to bring the report to you]

  (work with the supervisors to get the reports to you quickly so that you can get them to the Dean of Men/Women on time)

  DO NOT DELAY getting your district report to the Dean of Men/ Womenãif a delegate is missing, report the delegate as missingã don't hold up the entire process; you can always report that the delegate was "found" once he/she is found [usually in the bathroom]

• ensure that each District Meeting remains orderly
• secure the assistance of your supervising agents/volunteers in ensuring that each District meeting remains orderly [NOTE: Congress Cabinet members have been trained to conduct the District Meetings; they know the plans, but make yourself available to assist and to help with "crowd control"ãget to know your Cabinet members]
• during all assemblies, ensure that your district delegation is orderlyãagents and volunteers are encouraged to disperse among the delegates rather than "clumping" as a group; assembly behavior is a key role of District Deans and supervising agents/volunteers
• be responsible for your portion of your respective dormitoryãyou are the key to ensure that supervising agents and volunteers are enforcing "lights out" and quiet at the end of the day

Job: REGISTRATION DESK COORDINATOR

• ensure that each delegate, youth and adult, is officially registered for Congress; complete with health form, dorm assignment, district, and unit affiliation
• ensure that each delegate has a name tag, program, dorm assignment, meal ticket, dorm room keys, and other pertinent information

Job: HEADQUARTERS COORDINATOR

• assist all individuals who have need of information relative to Congress
• become familiar with the instructions provided by Headquarters personnel
• make notes/suggestions of actions that need to be taken to the Headquarters Team that will succeed you next year
• go over procedures with relief team before going off duty
• become familiar with the Headquarters notebook
• keep Headquarters area organized and orderly
• assist those delegates who misplace items [dorm key, name tags, meal tickets, etc.] or who need other assistance

Job: ASSEMBLY USHERS

• assist the orderly assembly of delegates during each of the assemblies
• assist other agents/volunteers in maintaining appropriate order during all assemblies

Job: AWARDS BANQUET USHERS

• greet and host special guests
• serve as ushers and assist with seating of delegates and guests
• perform other duties as needed to facilitate the smooth operation of the banquet

Job: REFRESHMENT MONITOR

• assist in setting up refreshments for evening events
• monitor refreshment area
• assist with serving punch for evening dances
• ensure that the refreshment areas are kept clean and orderly

Job: EQUIPMENT MONITOR

• disperse and set up equipment for workshops, assemblies, dances, and movies
• collect equipment from the location after the event is completed; return to assigned location
• report any loss or damage of equipment to Congress Headquarters

Job: DANCE CHAPERONS

• provide security and maintain order during the Congress dances
• ensure that all delegates are wearing their 4-H name tags
• ensure that "entry" and "exit" doors/gates are kept clear of crowds
• provide general supervision of the areas outside the dances
• do not allow delegates to go outside the designated areas for the dances; delegates are to stay within the lighted area.

Job: EVENING EVENTS MONITORS

• monitor movement to and from the dance and other activities
• assist in maintaining quietness and appropriate behavior in these areas
• ensure that the area is cleaned and in order following the events

Job: GAMES ASSISTANTS

• attend and participate in the Pep Rally
• assist in the leadership of the games area to which you have been assigned
• ensure good sportsmanship and fair play
• referee and keep scores of each district competing in the respective event to which you have been assigned
• report final places with the Games Coordinator at the Pep Rally site immediately following your competitive event

Job: PEP RALLY ASSISTANTS

• assist cabinet members in getting organized for Congressional Games
• assist with stimulating "spirit" for the Congressional games
• assist with singing and group cheering while the scores are being tabulated for the Congress trophy

Job: GAMES COORDINATOR

• prepare games for Congress delegates for Congressional Games
• secure referees for each game event and provide orientation to them as to game rules, scoring, and where to report results
• supervise delegate participation in Congressional Games events; to monitor behavior of delegates and consult with individual youth as required
• insure that non 4-H youth to leave if they are disrupting the activitiesãfunction is restricted to 4-H Congress delegates only
• seek help from campus security if problems arise from outsiders
• seek to involve delegates in the games or in cheering those competing

Job: ELECTIONS

• conduct elections, count ballots, and certify results under the direction and supervision of the Congress Elections Chair

Job: DORM DUTY

• insure that non-4-H delegates do not enter our 4-H delegation area
• make sure that 4-H'ers do not linger in the dorms and miss planned program activities
• as delegates return from one function, assist them in getting to the next activity
• as you report for duty, meet the group you are relieving in the Headquarters area of your dorm

Job: COMMUNITY SERVICE ASSISTANTS

• secure workshop materials during the Leadership Community Service Training Sessions