After 18 years of advising a thriving HOSA chapter at a large 5A high school with nearly 4,000 students, I’ve learned that organization and consistency are everything. With over 200 active members this year, my co-advisor and I have developed a few systems that keep things running smoothly—and keep me from losing my mind in the middle of competition season. In my latest YouTube video, How to Handle HOSA Resources, I walk through the tips, tricks, and lessons we’ve learned in our program that might make your life a little easier too.
Fundraising That Actually Works
Let’s start with fundraising, because nothing happens in HOSA without funds. Over the years, we’ve done it all—bake sales, T-shirts, small item fundraisers—but the real game changer for us has been GroupFund with Sean Ewing and USA Fundraiser. It’s a texting-based fundraiser that doesn’t require selling products, collecting cash, or managing inventory. It’s quick, safe, and hands-free.
We typically raise more than $6,500 each year, even after GroupFund keeps their 10%. Compared to the $600 or so we used to make selling things, it’s an incredible difference. That money goes directly into purchasing competition study materials and supporting our members’ participation in events.
Organize and Track HOSA Study Material
When it comes to managing study materials, I’ll be honest—I’ve tried going digital, but I keep coming back to an old-school system that just works. We’ve built a HOSA resource library over time, buying study materials only for the events our students actually compete in.
Each book or guide has its own index card that includes the title, the cost, and space for the student’s name, ID number, and phone number. When a student checks out a resource, they fill out the card and understand that if they lose or damage it, they’ll need to pay to replace it. We also add unpaid fees to the school’s fines list, and students can’t exempt finals until they’re cleared—an excellent motivator for returning books on time!
We used to organize our cards by event category, but that turned into a constant search through sections. This year, we switched to alphabetical order, and it’s been a total win. Now, if I’m looking for “Pharmacy,” I just go straight to P—no guessing required. It’s not fancy, but it’s reliable, and in a program this size, that’s what matters.
Digital Tools to Streamline HOSA Communication
Technology does play a big role in other areas, though. Our district allows us to create a Canvas course just for HOSA members, which has been incredibly helpful for communication. I upload announcements, competition details, and reminders there, and it automatically syncs to students’ calendars and to-do lists. It’s one less excuse for missed deadlines.
We also use SignUpGenius to manage event registration. The officers set it up, and members sign up online through a link posted in Canvas. Before we finalize anything, we verify that students have paid their dues and haven’t accidentally registered for multiple or incorrect events. Remember – you can set which events are available for members. We are not registering students for ILC events only.
Setting Expectations for HOSA Officers and Competitors
As for our officers, they’re required to participate in competition events. Leadership in HOSA isn’t just about organizing meetings; it’s about setting the example. Officers can still take part in recognition events like Barbara James, but they also have to compete in something else. We want them to experience the full range of what HOSA has to offer.
To keep members organized, we provide a printed checklist of deadlines and upload dates. If their event requires a digital upload, students must complete at least 50% of their work before winter break, and everything must be submitted when we return in January—no last-minute scrambles allowed.
The Big Takeaways
Running a large, active HOSA chapter can feel overwhelming, but it doesn’t have to be. With a few clear systems—steady fundraising, an organized checkout process, digital tools for communication, and strong student accountability—you can keep your chapter on track and your sanity intact. These methods have made an incredible difference in how efficiently our program operates and how confidently our students prepare for competition.
If you’d like to see these ideas in action, you can watch the full video here: How to Handle HOSA Resources. And if you have tips or tools that have worked in your own HOSA chapter, I’d love to hear them. Drop a comment on the video or share your strategies—I’m always looking for new ideas that help us all make HOSA better for our students.
