PASSING THE BATON
SUCCESSFUL TRANSITION BETWEEN
STUDENT ORGANIZATION LEADERS
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:
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•
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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
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
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.
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
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
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
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
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
SUGGESTIONS FOR
EFFECTIVE TRANSITION
Yearly Review
Goals Attained
Evaluation/Assessment
Transition Meetings/Retreat
Complete Outgoing Officer Questionnaire
SUGGESTIONS FOR
EFFECTIVE TRANSITION
CAMPUS RESOURCE LIST
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Bookstore: 775-5600
182 Student Union
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Campus Rec: 775-5505
092 Student Union
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Office of Student Activities:
student organization registration, event planning, financial transactions
775-5570
019 Student Union
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Student Union and Event Services Office
reserve rooms, tables, outdoor space
775-5521
186 Student Union
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Wright Copy: 775-5784
181 Student Union