A smooth transition is the responsibility of both the outgoing and incoming members of an organization, acts as a means of providing training for new officers, closure for the outgoing leaders, and helps the organization maintain consistency from year to year.
Complete a “Change of Officer Form” with the SAIL Office
Forms available online and in the SAIL Office located in the Campus Center, 2nd Floor, office suite 215. This is important so that we are aware of who the new officers are in your group.
Set up a meeting and/or plan a retreat
Don’t just drop off a binder and leave a note that says, “Good luck!” Make sure that the outgoing and incoming Officers meet together – uninterrupted – for an hour or two (or as long as it takes to answer the questions).
Retreats are a fun way to train new officers. Retreats held off-campus help facilitate good relationships and are a great way to avoid distractions or disturbances. Topics to consider on a retreat include: goal setting, idea brainstorming, group development, and direction of the organization. Make sure to plan some fun as well!
Share files related to your position and organization
What? You don’t keep any files? At least make notes on important projects or tasks that were completed. Written information is very helpful if the outgoing officer graduates or moves on to a different role on campus.
Make sure the incoming officer has a copy of the following items:
- Copy of Constitution and By-laws (copies are available in the SAIL Office if needed).
- Position description of officers and members.
- List of committees and their description.
- Member & officer contact list.
- Contact information of important people/offices on campus.
- List of basic annual procedures and/or calendar of annual events.
- Web page and Webmaster information. How do you maintain the site?
- Mission, philosophy, goals and/or purpose statement of organization.
- Financial records.
- Evaluations of previous and current projects.
- Meeting minutes and agendas.
- Any historical records of the organization.
Review a calendar of the year
Take out a calendar of this school year and review it together. What were the busy times? What kinds of things should the new officer anticipate? You may not remember how crazy it was last fall, but looking at your calendar may jog your memory.
Make introductions to resources
Schedule time to walk around campus together so the outgoing officer can make introductions to the important people who can serve as resources to the incoming officers (SAIL Office, Conference/ Reservations, Purchasing, etc.) Make sure new officers meet with the organization advisor as well.
Review budgets and funding
What is the financial status of the organization?
Where did the organization get money from this year?
Did the organization apply for Senate funding and/or receive funding?
Which fundraisers worked – which didn’t?
Review past and future organization events
Which events were successful this year? Which should be continued?
When should the planning start?
Which events didn’t go well? Should they be revamped and tried again or just dropped?
Were there any pitfalls or things that could have been improved?
Meetings & Organization
Where were meetings held? What worked? What didn’t? Has a summer contact list been created for the organization? What is a typical week like? What were the most and least challenging parts of responsibilities? It is important to know details about the meetings because this is where the organization is really brought together.
Recruitment activities
What recruitment activities were done? What worked? What didn’t work? Why did new members stick around? If they didn’t – what made them leave?
A great way to recruit new members is at the Student Organization Fair during the first two weeks of the school year. Register your organization for this event in the SAIL Office.
Next Step
You can work together to make a list of “things to do” for the incoming officer. Which items need their attention now? Make this list together so the outgoing officer can help with direction. Make sure to trade contact information so that the outgoing officer can be a resource in the year ahead!
Information adapted from Marquette University, Office of Student Development.
