Upload
others
View
7
Download
0
Embed Size (px)
Citation preview
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)
SDSUstudentlife StudentLifeAndLeadership