Student Organization Officer Transition

Presented by

Student Life & Leadership

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 organization’s 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 organization’s 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

Recognized Student Organization (RSO) Application Confirmation

Membership Information

– Officer Positions/Contact

– Agenda and Minutes

– Correspondence

– Progress Reports

– Bylaws

– Budget Fundraising

– National Conference

National Assembly and Regional Activities (if applicable)

– 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

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

501c3 status/ tax ID number

– Register your number with SLL

Inform us of your banking branch

– A.S. Bank Account

– Off-campus Bank Account

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/event-

oncampus.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 Ph.D.– Asst. Director

Patsy

Armstrong

Richard

Eberheart

Lauren

Sparacino

Assistant

Student

Life

Advisor -

Greek Life

Melissa

Gonzalez

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

Determine training and

guidance you will need

Make list of what you

might need to know to

be successful (general

history, recent

activities, goals,

procedures, etc.)

Make appointments

with key people

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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