Student Organization Officer Transition

1
Student Organization Officer Transition

• Presented by
• Student Life Leadership

2
Activity LEGO!

• Break off into 5 groups of 2-3
• Select a leader

3
Activity
4
Introduction

• Transitions are difficult
• What happened last year?
• Is your organization reinventing the wheel every
  year?

5
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

6
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.

7
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.

8
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

9
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.

10
Create an Officer Transition Binder
11
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  historical documents in the binder (e.g.,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.

12
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

13
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

14
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)

15
Agenda and Minutes

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

16
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

17
Progress Reports

• Use for projects/committees to keep track of
  progress
• Blank Progress Reports with guidelines
• Completed Progress Reports
• Academic Progress Reports

18
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

19
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
• Off-campus Bank Account
• A.S. Bank Account
• Bank Statements
• Receipts, invoices

20
National Conference

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

21
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/s
  tudentorgs/event-oncampus.html
• Meet with your SLL Advisor

22
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!

23
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

24
Student Life Leadership Contacts for Student
Organizations
25
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

26
Calendar

• Review a calendar of the year
• Review the calendar
• What were the busy times?
• What kinds of things should the new officer
  anticipate?

27
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

28
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

29
Questions?

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

SDSUstudentlife
StudentLifeAndLeadership