Effective Officer Transition Office of Student Activities & Involvement

Benefits of Officer Transitioning Enables transfer of significant organizational knowledge. Utilizes the valuable contributions of experienced leaders. Helps incoming leadership absorb the special expertise of outgoing leadership. Minimizes the loss of momentum and accomplishments of the group.

Suggestions for an Effective Transition Arrange a training session or retreat with the outgoing and incoming officers. Discuss the status of your organization including accomplishments, current issues, finances, and membership. Review your organization’s constitution, by-laws, policies, and procedures. Review officers job descriptions, establishing goals for new officers. Create semester calendar of meetings and events.

Stages of the Transition ONE Identify the strengths and weaknesses of the outgoing executive council. Discuss standard operating procedures. TWO Breakout sessions matching each outgoing officer and incoming officer. Examine, in-depth, the responsibilities of each officer. Discuss recent accomplishments and the top priorities that require immediate attention. THREE Incoming officers group back together for team building activities. Set some goals based on where the chapter wants to be. Establish a general calendar.

Stage One Information to be passed on from outgoing officer to incoming officer: Policies and procedures Officer job descriptions and background information Important Documents & Records Suggested changes Resource or contact list Roles and expectations of officers and advisor in coming year

Stage Two Outgoing officers should reflect on the following questions to pass on to the new Officer: What did you struggle with in your position? What worked/what did not? Who have you collaborated with outside of the organization? What would you have done differently? What did you want to accomplish, but didn’t have enough time to?

Stage Three Together, the incoming officers should discuss the following questions to begin creating a sense of open communication and understanding. What are your goals for the organization? What do you expect from each other? What are your priorities for the coming year? (academic courses, work, other organizations) How often do you, as officers, expect to meet and how often will the organization meet? Develop a clear understanding of each other’s “officer duties.”

Stage Three The new group of officers should take time to think about the relationship they want to have with their advisor. What goals do you both have for the organization? What do you, as an officer, hope to gain from this experience? How much and what type of support do you need from the advisor?

Transition Retreat Many organizations find that a mandatory retreat can be a great way to transition officers. A retreat can be designed to fit the needs and goals of your group. The Stages of Transition slide can be used to outline the agenda of the retreat. It might be best to hold the retreat in a get-away location, so participants won't be distracted or disturbed and spend an afternoon engaged in training activities.

Conclusion A positive officer transition provides a helpful starting point for new officers. It gives them an opportunity to ask questions, exchange ideas, and plan for their term. It also helps them to feel like they are prepared and organized. Content Borrowed From: Pi Kappa Alpha Fraternity’s Officer Transition Retreat Manual

Contact Information Student Activities and Involvement 170 Bluestone Drive MSC 3501, Madison Union 320 beinvolved@jmu.edu Info.jmu.edu/sai