HANDOVER GUIDE

As the academic year draws to a close it is time to begin making preparations to hand over society responsibilities to a new committee. A well-timed and thorough handover makes it much easier to build on the momentum generated over the last year, and to ensure another successful year for your society.

This guide is intended to assist the annual transition from one committee to the next following your local AGM. It is based on the FoMSF National Committee handover procedure, and on over five consecutive years of local group handover experiences.

When transferring roles to a new committee several overarching issues are worth considering:

- striking a balance between ensuring continuity and encouraging fresh initiative;

- finding the right pitch between “clinging-on” to your position and “abandoning” the next generation.

This means trying to ensure that ongoing processes and projects continue to gain momentum, but also that space and support exists for the expression of new ideas, enthusiasm and creativity.

The following checklist is intended to provide recommendations for all parties engaged in the handover procedure, and can be adapted to suit particular roles. All feedback on how useful the list is will be very gratefully received and used in future versions.

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Sections (preferably to be discussed face-to-face & in paper format) Done?To be handed over by the outgoing committeeThe story of the past year

Activities since the last committee election

Main responsibilities

Any problems that have arisen

Current and ongoing processes, contacts, issues or events to be aware of.

An organised electronic resource with all materials including a copy of relevant documents, images, forms, emails from personal accounts etc

An organized society email account

The next stage

Thoughts on the how roles might developConsiderations for the coming year (for example new funding opportunities,scheduled one-off events, new relationships formed etc)

To talk through together

FoMSF – the local group and your role in thisYour FoMSF group - e.g. how long the local group has been running, its size,previous events, priorities and plansRecommendations from the outgoing committee for the group as a whole (e.g. on regular meetings, emailing, communication, tips for working together etc)

Plans and priorities from the new committee

How and when to transfer active responsibilities – it may ensure some continuity if the new committee works with its predecessors for a short period, before taking over full responsibilities. It may also be helpful if their outgoing committee is able to remain accessible for advice and support.FoMSF – The national movement - www.msf.org.uk/friendsFoMSF’s aims, ‘entity rules’, ‘general rules’ etc (see constitution in FoMSFHandbook)

Work that needs to be done in advance of the national AGM (groupslide presentation, etc)

Identify where neighbouring groups are located, and obtain their contact details

Joint events and initiatives (e.g. Fun Runs, MSF-UK events, etc)

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Resources available to groups (e.g. logo, Handbook, Memorandum ofUnderstanding, e-Newsletter, Annual and AGM reports, webpages, GeneralMedical Press Review)

Support available from the National Committee (e.g. general support and advice, event templates, new group assistance)

MSF - www.msf.org.uk/about.aspx

MSF’s work, principles and career opportunities with the organisation

The personal angle

What impact the role has had personally, including the biggest struggle and thegreatest reward

Anything you would change in hindsight

Any remaining questions, concerns and loose ends.

To Do – The New GenerationFor individuals - make sure that you have a good idea of …

Your responsibilities

How your role fits alongside those of your colleagues

What support and resources are available (both locally from your FoMSFcommittee and your Students’ Union, and also from the National Committee)

FoMSF nationally (see ‘FoMSF – the national movement’ section)

For whole committee

Set some broad and specific targets for the coming year (for example to improve publicity in general or to hold a particular event)

Plan a rough calendar for the academic period, with loose dates for events / deadlines etc

Understand FoMSF’s aims, ‘entity rules’, ‘general rules’ and other provisionsAs outlined in the constitution (see FoMSF Handbook)

Be aware of the support and resources available nationally

Know how to use and update your email account, mailing list and website pages

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