1. PASSING THE BATON SUCCESSFUL TRANSITION BETWEEN STUDENT ORGANIZATION LEADERS

2. WHAT IS OFFICER TRANSITIONING? A process by which outgoing leaders transfer VITAL information about the organization as well as other knowledge to incoming leaders which will assist them in being successful in their new position. –This information may include: History of the organization Mission statement Plans for continued growth of the organization Organizational structure which outlines positions and responsibilities Maintaining and energizing current members New member recruitment strategy

3. WHY HAVE A TRANSITION PROCESS? FOR THE PRESENT AND FUTURE SUCCESS OF AN ORGANIZATION. “Those who do not learn history are doomed to repeat it” George Santayana If an organization is functioning at a high level, this process should enable the organization to continue running smoothly and advancing toward their future goals by: Preparing incoming officers for the responsibilities of their new position. Minimizing the upheaval of leadership change Continuing momentum and forward progress Sharing vital organizational information and knowledge Providing an opportunity for outgoing officers to reflect on their successes Movin’ On—allows closure to occur for outgoing administration Including the advisor in the transition process If the organization is experiencing some “rough spots” or is in need of an “overhaul”, this process should provide the incoming leaders with information that will allow them to: Make decisions which will move their organization forward Let them know what has been accomplished and what is in process and where you are in the process Prevent incoming officers from repeating bad decisions Create an atmosphere of understanding and cohesiveness

4. SUGGESTIONS FOR EFFECTIVE TRANSITION How do we do it and what does it look like? 1. IDENTIFY POTENTIAL LEADERS Take the time to get to know the members of your organization Welcome New Members: Send an email, OrgSync message, text message, tweet to all members welcoming new members. Encourage current members to do the same for all new members. Have a “Welcome Party Mixer” beginning and mid-year for members to meet and mingle Do “Shout Outs” at your meetings; everyone likes to be recognized for their efforts Brainstorm at your meetings, this gives everyone an opportunity to contribute Be a mentor to those who show interest in being a leader or have leadership potential Be INCLUSIVE!!! Offer opportunities for all members to really be part of the organization by taking a lead on something, large or small, at some point in the year.

5. SUGGESTIONS FOR EFFECTIVE TRANSITION 2. CONDUCT EARLY ELECTIONS Elect officers at least one-two months before end of school Distribute an accurate job description including: Expectations, Number of hours required per week Schedule of important/required meetings Calendar of yearly events Community service projects that are required All other information that is pertinent to the position All those interested should fill out an application and the information should be shared with the organization before elections. Name Major Qualifications/Experience Why they feel they would be the best person for the position

6. SUGGESTIONS FOR EFFECTIVE TRANSITION 3. Train New Officers Job Shadow the current officer Make yourself readily available to answer questions Take new officers around to related offices on campus and introduce them to contacts in that office Finish what YOU started, try not to leave unfinished projects If you do, please leave a detailed description of what has been done and what needs to be accomplished to complete the project(s) Plan a series of transition meetings– one on one and group Plan a day long off campus retreat with outgoing and incoming officers as well as advisor Encourage incoming officers to attend the Take Flight Leadership retreat presented by the Office of Student Activities Prepare to share the following information with incoming officers: Duties of the position Goals of position Biggest success; biggest challenge; biggest surprise

7. SUGGESTIONS FOR EFFECTIVE TRANSITION 4. Create/Update Transition Binder Review information and records Organization Documents Constitution including Mission Statement By-Laws Officer’s Job Descriptions Agendas Meeting Minutes Goals Committees and their structure Programs/Events Evaluation for each; what worked and what needs changed Financial Records Yearly Budget Current Balance Sheet Receipts SFC or SOBC Forms—sources of University funding University Policies and Procedures pertaining to Student Orgs Update organization information on OrgSync and/or organization webpage

8. SUGGESTIONS FOR EFFECTIVE TRANSITION 5. Organization Members—The Heart of All Organizations When transitioning, it is very important to remember to get the input of your current group members as they are the life of every organization Pass out a questionnaire for ALL group members to fill out. This short list of questions should be geared toward growing your organization. Questions may include the following: How long have you been a member How many meetings have you attended this year Were you encouraged to share your ideas with the group Did you share your ideas with the group Did you feel as though you contributed to the group If yes, in what ways:___________________________ ___________________________________________ I feel I am a valued member of this group I have encouraged others to join this group Pass along the information from the survey to incoming officers, organization members and advisor

9. SUGGESTIONS FOR EFFECTIVE TRANSITION OUTGOING OFFICER TO DO LIST Organize and Update Files Unfinished Projects Timeline for Annual Projects/Events Update all Transition Materials Transition Binder Transition CD Officer Handbook

10. SUGGESTIONS FOR EFFECTIVE TRANSITION Yearly Review Goals Attained Evaluation/Assessment Transition Meetings/Retreat Complete Outgoing Officer Questionnaire

11. SUGGESTIONS FOR EFFECTIVE TRANSITION CAMPUS RESOURCE LIST Bookstore: 775-5600 182 Student Union Campus Rec: 775-5505 092 Student Union Office of Student Activities: student organization registration, event planning, financial transactions 775-5570 019 Student Union Student Union and Event Services Office reserve rooms, tables, outdoor space 775-5521 186 Student Union Wright Copy: 775-5784 181 Student Union