Transitioning Tips Cassandra “Cassi” Janakos FY11 Region A RCR April 10, 2011

Recruiting Candidates Start as early as possible, preferably in fall Look at current officer core Transfer and graduate students Have meetings with officers to see who they think would be good Target younger members Ask faculty advisor for candidate suggestions If you think someone would be great tell them!

Section Elections Have candidates speak at a meeting Post bios/descriptions on website Online ballot (survey monkey or Google forms) Specifics on dates, length of voting & who can vote in bylaws Make position descriptions available so candidates know expectations President, treasurer & counselor must be paid members! Vote for counselor

What should new presidents expect from the region? Monthly group conference calls Updates from RCR about regional & societal topics Give your input to RCS & RCCE 3 Quarterly Reports Annual and Financial Report E-Postcard if not covered by university Attend conferences

Roundtable How do you utilize your professional counselor?

Final Reports: Quarterly 3 rd Quarterly Report May 14, 2011 Include contact info for next year’s officers Very important to submit on or before the 14 th !!

Final Reports: Annual FY11 Annual Report June 30, 2011 Fill out electronic form and to HQ and CC me Fill out with next year’s president Include info for next year’s president, treasurer, counselor and faculty advisor Include permanent section info Found on Region Blog, regionA.wordpress.com under resources

Final Reports: Financial FY11 Financial Report June 30, 2011 Have current treasurer fill out w/ next year’s treasurer Different forms for under and over $10,000 Found on Region Blog

Best Practices for Annual Reports Do them while you are in school Complete them with new officers Keep them on file CC RCR

E-Postcard Only for sections not covered by university, excludes: UC Davis, Fresno & Humboldt Everyone else file Nov Section who also need to file July 2011: UCSC, SCU, SFSU, Sac State & Chico State

Fresno Example of Small Section Transitioning Nominations: Set deadlines & post flyers to inform students/SWE members about the positions and the responsibilities Elections: Set deadline for voting, elections are done through , mail, or ballots Officer Transition Day: Set up lunch/dinner meeting or even a trip for officers transition. Former officers will give a binder of information to the new officers and discuss duties of each position and answer any questions

UOP Example of Small Section Transitioning List of officer duties edited each year by each officer are put on our organizational website Binders containing details of how to fill out forms for school and the society are also passed down Societal forms are filled out with both former and future officers

UC Berkeley Example of Large Section Transitioning Create a file-sharing site to store info to pass along through the years, have officers update throughout the year ( Have next year’s officers shadow the current officers (help with events, organize meetings, etc.) Transition social events at the end of the year – new officers meet with old officers and discuss advice, planning, events, strategies, etc. President keeps in close contact with past president President checks in with execs to make sure they know what they’re doing; execs check in with officers to make sure they know what they’re doing Officer retreat before school starts and in the spring Always be thinking about the pipeline!

Other Best Practices Set goals with new leadership for the coming year Write down what went well & what didn’t Talk about leadership burnout Start planning for societal conference early!!

Resources for SWE information Region A Blog regionA.wordpress.com SWE Communities (SWE.org and click on SWE Communities link) Informal Communication Region A Section President Facebook Group

Info/Items to Pass on! Tax identification number(EIN) and IRS login Bank account access (may require accompanying new president/treasurer to be added to account) Passwords: Website and/or Wiki Facebook Section account Keys to mailbox and/or SWE office

Contacts to Pass on! RCR RCS RCCE SWE HQ Collegiate Leadership Coaching Committee: Amy Tsui Cassi Janakos Your Current Officer Core(including counselor and faculty advisor)!!!

Ways to Pass on Info & Train New Leaders Create a wiki Keep a folder Have a leadership retreat Go out to dinner or have lunch Have new officers shadow current officers Introduce new officers to faculty advisor and SWE Counselor Make yourself available to give advice/answer questions next year Have CLCC do the free officer training module!

Collegiate Leadership Coaching Committee Free leadership training for sections! Mission To support the development of leadership and management skills at the section level. Focus on topics that are essential in creating and maintaining a vital section. Training Modules Dealing With Leadership Burnout Leadership Building Teams Managing Effective Meetings Women in Engineering Strategic & Tactical Planning Fund Development Event Planning Building Membership You’re In SWE, Now What? Officer Training Diversity Effective Communications Officer Training

You’ve been president, now what? Join a committee Join a professional section! Run for VP or another position to support new president Become a student advisor to the section Reflect on the great job you’ve done!