Officer Transition Manual 2016-2017 - SUNY Geneseo · e 1 &!! ! Officer Transition Manual For registered SUNY Geneseo Student Organizations The Department of Student Life !

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Officer Transition

Manual For registered SUNY Geneseo Student Organizations

The Department of Student Life

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The transition of your leadership team is the single most important event in a student organizations year. It can determine the effectiveness of a group for years to come.

Following a transition manual often helps to ease the transition as newly elected officers take over from the previous officer. A smooth officer transition will not only improve the abilities of the newly-‐elected officers, it will decrease the amount of time each officer spends “learning” their position.

Through an effective transition, the incoming officers will be able to learn from the experience of the previous officer and offer continued growth and continuity for the organization. The transition process is a reminder of the mission, vision, and values of the organization as well as an opportunity to assess previous programs, events and areas of organization strengths and opportunities for improvement.

Best wishes for a challenging and rewarding experience.

In this MANUAL

Officer Transition Introduction……………………………….Page 3

Officer Operations Binder Outline………………………….Page 4

Outgoing Officer Transition Worksheet………………….Page 5

Incoming Officer Transition Worksheet………………….Page 6

Officer Transition Meeting/Retreat Guide……………..Page 7

Member & Officer Contact List………………………………Page 8

Important Resources & Contacts for Organization…Page 9

Creating a Timeline………………………………………………..Page 10

IF YOU NEED ANY ADDITIONAL HELP PLANNING YOUR OFFICER TRANSITION, PLEASE CONTACT

THE SENIOR COORDINATOR OF STUDENT PROGRAMS AT 585-‐245-‐5150 OR EMAIL

[email protected]. WE ARE HERE TO HELP!

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Officer Transition Introduction

“Effective leadership transition is the process by which past and future student leaders in an organization work together to review and learn from previous events and programs and prepare for the upcoming year. This process can occur in one or several days and may be accomplished in a formal or informal setting. The transition process an organization chooses to use during this time period truly depends on the needs and resources available to the group.”

-‐National Association of Campus Activities, Campus Activities Programming, May 2009

A smooth officer transition is:

! The responsibility of both the outgoing and incoming members

! A way to help the group avoid starting over or starting from scratch each year

! A transfer of significant organization knowledge

! A sense of closure for the outgoing members

! A utilization of the valuable contributions of experienced leaders

! A time for the new leadership to absorb the experience of the outgoing members

! A great opportunity for outgoing leaders to evaluate the year

! An orientation process for new leaders

! A time for the incoming leaders to ask questions and the outgoing leaders to offer

advice

! An outgoing leader’s chance to say “I wish I had done this…”

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Officer Operations Binder Outline The officer operations binder is a beneficial resource in orienting the new officers with all the functions and responsibilities of their position. The binder should cover all aspects of officer responsibilities and how those tasks fit into the organizations operations. If officer operations binders are not currently done, incoming officers must initiate development and use of operations binders at the beginning of the positions term of office. The binder must be utilized by the officers as a working tool throughout the year rather than something to be completed at the end of the year.

Organizational Mission and Vision Statements Organization Constitution and By-‐laws Organization Policies and Procedures University Policies and Student Guidelines Fundraising Policy Publicity Policy Event Reservation Policy SA Financial Policy (if funded by SA) Historical Information (i.e. rituals, traditions, significant changes with reason, etc.) Organizational Chart Budget Registered Student Organization Benefits & Services Available Current Organizational Goals Specific Officer/Position Roles Officer Specific Task Timeline in Chronological Order by Month Important Forms Important Resources and Services Numbers Contact List Calendar of Events Agendas and Meeting Minutes Committee Reports Program/Event Planning Documents & Evaluations End of Year Reports and Evaluations Pertinent Correspondence Unfinished Project Information Name and Contact Information of Outgoing Officer Transition Material for Following Year

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Outgoing Officer Transition Worksheet

What problems or stumbling blocks did you encounter as an officer?_____________________ ____________________________________________________________________________________________________________________________________________________________ How were these problems or stumbling blocks dealt with? _____________________________ ____________________________________________________________________________________________________________________________________________________________ What aspects of the term went really well? __________________________________________ ____________________________________________________________________________________________________________________________________________________________ List organizations you have collaborated with and specific projects _______________________ ____________________________________________________________________________________________________________________________________________________________ What recommendations do you have for the incoming officer? __________________________ ____________________________________________________________________________________________________________________________________________________________ What unfinished business must be addressed? ________________________________________ ____________________________________________________________________________________________________________________________________________________________ What would you have done differently? _____________________________________________ ____________________________________________________________________________________________________________________________________________________________ What are some things you wish you would have known? _______________________________ ____________________________________________________________________________________________________________________________________________________________ What is the advisors role for our organization? _______________________________________ ____________________________________________________________________________________________________________________________________________________________ Were the programs we hosted consistent with our goals? ______________________________ ______________________________________________________________________________

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Incoming Officer Transition Worksheet

What is the purpose of the organization?___________________________________________ ____________________________________________________________________________________________________________________________________________________________ What made you want to run for this office?___________________________________________ ____________________________________________________________________________________________________________________________________________________________ What are my responsibilities?______________________________________________________ ____________________________________________________________________________________________________________________________________________________________ How can I improve what the former officer accomplished?______________________________ ____________________________________________________________________________________________________________________________________________________________ What new/old programs do I plan to utilize during my term?_____________________________ ____________________________________________________________________________________________________________________________________________________________ What are some thing I think I really need to know to do my job? _________________________ ____________________________________________________________________________________________________________________________________________________________ Questions to ask outgoing officers:

A. Things I should do over the summer___________________________________________ ________________________________________________________________________________________________________________________________________________

B. People (positions) I should get to know ________________________________________ ________________________________________________________________________________________________________________________________________________

C. Services that I need to know about ___________________________________________ ________________________________________________________________________________________________________________________________________________

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D. Other questions I want answered before they are gone ___________________________ ________________________________________________________________________________________________________________________________________________

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Officer Transition Meeting/Retreat

Before the new officers of your organization officially assume responsibilities, it is wise for the outgoing and incoming officers to get together for a transition meeting. It provides the outgoing officers the opportunity to ensure that the programs, policies, and success of your term do not diminish with the next administration. Furthermore, it provides the incoming officers the opportunity to learn what their responsibilities are and prevents the new officer from reinventing the wheel. A casual open environment should be encouraged so that the organization can benefit from an honest evaluation of the accomplishments and challenges of the current year.

An officer meeting/retreat can be:

• A meeting with the newly elected and outgoing officers (all together) • A meeting between the newly elected and outgoing officers (one on one) • A retreat during which newly elected and outgoing officers meet for one day (or just a

morning or an afternoon), while the newly elected officers meet for a second day to brainstorm goals

• An informal information gathering session during which younger officers gather and record information and knowledge from outgoing officers/seniors

Agenda:

• Responsibilities of the position • Timeline for completing duties of the position • Unfinished projects • Important resources • Mistakes the outgoing officer made that could have been avoided • Advice the outgoing officer wishes she/he had been told before taking office last year • Questions from the incoming officer • Outgoing officer contact information (in case questions arise)

Questions to consider:

• What specific accomplishments were realized this year and why were they successful? • What supplemental material resources did you find most helpful (i.e., contacts,

websites, campus partners, etc.) • How can a timeline for the position be made more efficient and effective?

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Member & Officer Contact List

Organization Emai:_____________________________ Password:_____________ Advisor:______________________ Advisor Email: ________________________ Organization Website: ________________________________________________ Social Media Sites: Facebook Username:___________________________ Password:______________ Instagram Username:___________________________Password:_____________ Twitter Username: _____________________________Password:_____________ Other:_______________________________________ Password:_____________ *Make sure these are not connected to a personal page accounts _____________________________________________________________________________________

Outgoing President:___________________________________ Phone #:________ Outgoing Treasurer:___________________________________ Phone #:________ Outgoing VP:_________________________________________Phone #:_______ Outgoing Secretary:___________________________________ Phone #:_______ ___________________________________________________________________ Incoming President:__________________Phone #:___________ Email:_________ Incoming Treasurer:_________________ Phone #: ___________Email:_________ Incoming VP:_______________________ Phone #:___________ Email:_________ Incoming Secretary:__________________Phone #:___________Email::________

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Members _______________________________ ______________________________ _______________________________ ______________________________ _______________________________ ______________________________ _______________________________ ______________________________ _______________________________ ______________________________ _______________________________ ______________________________ _______________________________ ______________________________ _______________________________ ______________________________ _______________________________ ______________________________ _______________________________ ______________________________

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Important Resources & Contacts for Organization

As a student organization leader you are likely to work with a number of different people who are integral to the work that you do. Please take some time and share who some of those resources are for Incoming Officers. People you can include are any administrators you work with on a regular basis or any vendors that you use for events.

Resources/ contacts for this posit ion:

Name Contact for: Contact Information

Kristina Barsema, Senior Coordinator of Student Programs-‐ Department of Student Life

Questions regarding student organization policies and procedures

[email protected] 585-‐245-‐5150

Lauren Kuski, Assistant Director of Student Life, Department of Student Life

GLK Grants, Event Planning [email protected] 585-‐245-‐5150

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Creating an Organization & Position Timeline

While each year is different and brings upon new things to celebrate and new obstacles to overcome, there are a number of things that can stay the same such as annual events, procedures from Student Life, etc. Please take some time to fill out the Organization Timeline. You can also do this for each

specific position which could be really helpful. The outgoing officer should fill this out and think about things to have done/think about each month.

January -‐ Update your organization website

February

March -‐Begin Officer Transition Process if you transition in the Spring semester

Apri l -‐Apply for a Weeks of Welcome or GLK Grant for the following semester -‐Office Space Application process begins-‐ Be on the lookout to apply for space in the union

May

August-‐ -‐Register for the Student Organization Expo -‐Make sure to complete the Continuing Registration process with the Department of Student Life -‐If you have office or storage space in the union, fill out Key Authorization List & Submit Office Hours to Coordinator of Student Organizations

September-‐ -‐Update your organization website

October-‐

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November-‐ -‐Begin Officer Transition Process if you transition in the Fall semester

December-‐ -‐Fill out change officer forms if your organization has recently switched over