Student Organization Officer Transition

Presented by Student Life & Leadership

Activity LEGO!
Break

off into 5 groups of 2-3

Select a leader

Activity

Introduction
Transitions

are difficult

What happened last year? Is your organization reinventing the wheel every year?

Introduction

Why an effective transition period is so important:

Continues legacy of group Confident, knowledgeable, productive Turnover causes confusion Sense of accomplishment and closure Experience and insight Maintain momentum and accomplishment

Introduction

When Do You Start?... Early!

Begin early in the year Encourage potential leaders through personal contact;

help in developing skills delegating responsibility to them sharing with them personal benefits of leadership clarifying job responsibilities

This workshop will give you ideas to ensure the transition occurs as smoothly as possible.

Checklist of Suggested Tasks for Outgoing Officers

Create/update Transition Binder throughout the year. Organize your office, materials, thoughts, etc. Finish all correspondence. Prepare an end-of-the-year report incorporating the organizations goals, activities, and accomplishments.

Checklist of Suggested Tasks for Outgoing Officers

Identify areas of responsibility, people, details, phone numbers, etc. Review constitution, bylaws, written material, and goals and outline any areas needing attention or revision. Incorporate a formal transition into your Constitution and bylaws

Checklist of Suggested Tasks for Outgoing Officers

Orient new officers together as a group with all of the outgoing officers. Make introductions to resources.

Do not drop off the edge of the earth be available for consultation.

Create an Officer Transition Binder

Guidelines for Preparing a Transition Binder

Covers all aspects of officer responsibilities and how those tasks fit into the organizations big picture.

Recommend that the new officers file historical documents in the binder (e.g., meeting minutes). Use the binder as a working document rather than something to be completed at the end of the year.

What goes in a Transition Binder?

Sections:

Introduction

National Conference

Recognized Student Organization (RSO) Application Confirmation Membership Information

National Assembly and Regional Activities (if applicable)

Officer Positions/Contact Agenda and Minutes Correspondence Progress Reports Bylaws Budget

Fundraising

Special Events Publications and Newsletters Contacts Transition Information Calendar Miscellaneous Information

Student Organization and Membership Information

Must be completed every year

RSO Expiration - April 30, 2012

Online application and updates https://orgapp.sdsu.edu/Login/Intro Update officers immediately following election

Red ID numbers Officers must meet eligibility requirements President and Treasurer must take orientation: http://www.sll.sdsu.edu/orientations/index.html

Update bylaws within 90 days of changes

Officer Positions/Contacts

List of current officers and members

Contact information for all members: email and phone Update Officers online (within 90 days of election)

Agenda and Minutes

Keep agenda and minutes from the past academic year in binder. Review them as necessary.

Correspondence

Monthly mailings and e-mails for President Pertinent Listserv messages E-mails to the chapter/organization pertinent to the positions E-mails to/from Vendors and Sponsor E-mails from your Advisor Emails from your SLL Advisor

Progress Reports
Use for projects/committees to keep track of progress

Blank Progress Reports with guidelines Completed Progress Reports Academic Progress Reports

Bylaws

Some guidelines

Bylaws must be renewed annually starting May 1st Must include CSU Mandated Non-Discrimination Clause (California Code of Regulations, Title 5, Article 4) All bylaw changes must be submitted to SLL within 90 days of the change Must list and describe at least 5 officers

Finances

Budgets

From previous years and template for upcoming year Register your number with SLL Off-campus Bank Account A.S. Bank Account

501c3 status/ tax ID number

Inform us of your banking branch

Bank Statements Receipts, invoices

National Conference

Any materials pertinent to these events like brochures, fact sheets, agendas, information collected at the last event, etc. Regional Activity Handbook

Special Events

All on campus events must be submitted to Student Life & Leadership at least 2 weeks prior to the event date Complete the form online http://www.sll.sdsu.edu/studentorgs/eventoncampus.html Meet with your SLL Advisor

Publications and Newsletters

If your organization publishes a monthly newsletter, save copies in the binder! Did a member of your group, or your student organization, get recognized in the Daily Aztec or another publication? Save a copy!

Contacts

Introduce important people who can serve as resources Student Life & Leadership Associated Students/Meeting Services EHS (Environmental Health & Safety) Business cards Professional contacts in the area Chapter/Organization specific contacts

Student Life & Leadership Contacts for Student Organizations

Randy Timm Director Robyn Adams Ph.D. Asst. Director Yvonne Hernandez Asst. Director

Patsy Armstrong
Cultural Political Arts & Letters Health & Human Services Engineering

Richard Eberheart
Religious Recreational Honor Societies Sciences Business

Lauren Sparacino
Leadership Service/Support Education PSFA

Caitlyn Zang
Interfraternity council Panhellenic Council National Pan Hellenic Council United Sorority and Fraternity Council

Transition

Agendas/handouts from past training retreats or meetings University publications about officer transition

A copy of the SDSU Student Organization Handbook Student Life & Leadership website: sll.sdsu.edu

Calendar

Review a calendar of the year

Review the calendar

What were the busy times? What kinds of things should the new officer anticipate?

Checklist of Suggested Tasks for Incoming Officers

Read Transition Binder Become familiar with the general history and recent activities Make list of what you might need to know to be successful (general history, recent activities, goals, procedures, etc.) Make appointments with key people

Determine training and guidance you will need

Benefits of a Successful Leadership Transition

Allows a transfer of significant organizational knowledge Minimizes the confusion Gives outgoing leaders a sense of closure Utilizes the valuable contributions of experienced leaders Increases the knowledge and confidence of the new leadership Minimizes the loss of momentum and accomplishment for the group

Questions?

Thank you for coming today! If you have further questions please visit us in Student Life & Leadership!
(Student Services West, 1661)

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