Fraternity & Sorority Officer Transition Training Program

Transcription

1 Fraternity & Sorority Officer Transition Training Program 1. PRE-TRANSITION PERIOD a. Prepare Officer Notebooks (Exhibit A) b. Each outgoing officer prepares Term of Office Report (Exhibit B) c. Each incoming officer prepares Leadership Agreement (Exhibit C) 2. INCOMING/OUTGOING OFFICER MODULE a. One-to-One (old & new officer) meetings (45 min.) Give the newly re-organized notebook to your successor and explain the contents. Explain bylaws and standing rules pertinent to your office Review your Term of Office Report (Exhibit B) Review your Leadership Agreement (Exhibit C) Explain forms and files pertinent to your office Review the officer s budget Discuss timelines and deadlines for this office Review supplies and materials needed for this office Brainstorm together some goals for this office (list on incoming officer s Leadership Agreement) b. Review the following officer team responsibilities (30 min.) Serving as a positive role model Preparing for all meetings Attending meetings Understanding organizational and parliamentary procedure Understanding university/college procedures Understanding the role and relationship with advisor Understanding the fiscal procedures and budgeting process Utilizing the resources available on campus Showing respect where respect is given c. Review the past year s (20 min.) Review annual events and commitments. What has already been promised? When is the organization busiest? What impact will holidays and special celebrations have on? What dates and locations have already been reserved? d. Outgoing officers review their goals, projects and activities (GPAs) as a team (30 min.) Review notes from the Organization Wrap-up

2 Identify completed GPA s Identify unsuccessful GPA s and identify challenges What needs follow-up work? What is nearing completion? What commitment do outgoing officers have to unfinished projects? What was just initiated? Should it continue? e. Set of commitments (15 min.) Important school dates (vacations, finals, add/drop, orientation) Meeting dates if defined in governing documents Dates for project completion (from GPA review) Retreat dates for entire organization NEW OFFICER MODULE a. Each officer and Advisor Sharing Expectations (60 min.) What would an effective working relationship for this team look like? What is the most important action that can be taken to ensure team success? What worries you the most about your new role? What motivates you the most in your new role? Review Shared Expectations Handout. b. Clarifying Goals (30 min.) Establish Goals Build Consensus Assign Responsibility

3 Exhibit A. Officer Notebooks Each officer should have a notebook containing materials considered to be important to their position in the organization. It should cover all aspects of your responsibilities and how those tasks fit into the organization s big picture. Notebook Tab: President Vice President Secretary Treasurer Bylaws, goals & objectives Bylaws Bylaws Bylaws College Policies College Policies Job description Job description Job Descriptions for all Officers Job Description Parliamentary Procedure quick reference Allocation procedures Governance Officer/Committee reporting structure Items particular to the VP responsibilities Roll call list, attendance record Budget Judicial procedures Contact (advisor, faculty, etc) Officer selection process Membership recruitment info Agendas/Minutes Sample Agenda/Order of Business Committee reports, secretary s copy minutes Sample allocations meeting agenda Campus Directory Officer team contact Members contact Officer team contact Directories Officer team contact Outgoing officer directory Officer team contact Business office or bank contact info Contact (advisor, faculty, etc) Outgoing officer directory Student handbook Organization award applications Copies of room reservation forms Copies of financial forms, contracts, etc. Resources Outgoing officer end of year report Officer update forms List of annual procedures Web page Birthday list (for recognition) Academic year Past year activity Meeting Allocations schedule Calendar Meeting schedule Calendar of major campus events Blank for future planning List of banking dates/requirements

4 Exhibit B. Term of Office Report Organization: Position: Prepared by: Prepared for: 1. List specific achievements or accomplishments that occurred during your term as well as the reasons for their success. 2. List challenges and problems that you encountered during your term as well as the ways you attempted to address them. 3. List administrators and other organization officers with whom you worked and the projects on which you worked. 4. List other individuals, organizations and resources that you found to be helpful in executing your responsibilities. 5. Things get busiest when 6. A helpful time-saving hint is 7. I wish I would have 8. I would recommend contacting 9. Don t forget to 10. Avoid 11. I m glad I 12. The thing you should do first is

5 Level of Activity 13. Use the table below to chart the level of activity throughout the school year that the incoming officer can expect. High Med. Low Aug. Sep. Oct. Nov. Dec. Jan. Feb. Mar. Apr. May Jun. Jul. Month of the Year 14. Comment on the timetable applicable to your office. Provide suggestions for increasing efficiency and effectiveness.

6 Exhibit C. Leadership Agreement Organization: Position: Prepared by: Prepared for: Constitutional Responsibilities: Duties defined in the organization s governing documents Expanded Responsibilities: Other duties expected either traditionally or informally for this office S.M.A.R.T. Personal Goals: Goals that the incoming officer identifies for her term of office I understand the duties and responsibilities listed above. I am committed to fulfilling these obligations over my term of office. Signed: Date: