Student Organization Officer Transition. Presented by Student Life & Leadership

Transcription

1 Student Organization Officer Transition Presented by Student Life & Leadership

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

3 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

4 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.

5 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.

6 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

7 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.

8 Create an Officer Transition Binder

9 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 Recommend that the new officers file historical documents in the binder (e.g., meeting minutes).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.

10 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

11 Student Organization and Membership Information Must be completed every year RSO Expiration - April 30 Online application and updates Update officers immediately following election Red ID numbers Officers must meet eligibility requirements President and Treasurer must take orientation: Update bylaws within 90 days of changes

12 Officer Positions/Contacts List of current officers and members Contact information for all members: and phone Update Officers online (within 90 days of election)

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

14 Correspondence Monthly mailings and s for President Pertinent Listserv messages s to the chapter/organization pertinent to the positions s to/from Vendors and Sponsor s from your Advisor s from your SLL Advisor

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

16 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

17 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

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

19 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 Meet with your SLL Advisor

20 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!

21 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

22 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 Melissa Gonzalez Lauren Sparacino Assistant Student Life Advisor - Greek Life

23 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

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

25 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

26 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

27 Questions? Thank you for coming today! If you have further questions please visit us in Student Life & Leadership! (Student Services West, 1661) SDSUstudentlife StudentLifeAndLeadership