Passing the Torch While It’s Still Lit

Effective Club Officer Transitions

Greg Mellor

Assistant Director, Center for Faith and Justice

Goals before leaving this session:

1. Understand the importance of end of year leadership transition with your club

2. Learn effective ways to make this transition

3. Begin the process of setting calendar dates for transition

Think About Your Experience

What do you wish you knew? What resources did you wish you had/knew about? What did you learn the hard way? What did you like/dislike as a member? What did your previous officers do well in transitioning you in? What is the most difficult/confusing aspect of my position? What resources that helped me the most in my position? What do you wish you had done, but didn’t? What needs to be done immediately this fall? What needs to be done in early spring semester?

Why effective transition is important…

Turnover can cause confusion Maintain legacy of club Sense of accomplishment and closure Leaving officers possess experience and insight Continue momentum for following school year New officers enter school year confident,

knowledgeable and productive

What helps in an effective transition?

Binders specific to EACH officer position Add to each binder during school year Keep it organized What to include…

Roles of officer Contact lists (past & current officers, resources, advisor) OrgSync and Email logins and passwords Meeting minutes, notes Event Information Mid/End of Year Report Other…

Officers Retreat or Extended MeetingFall Semester

Who should attend? Current offices and advisor (only if needed)

What to include and cover Ice-breakers Review of mission, purpose, GOALS for semester Articulate elf-expectations and expectations of one another, advisor,

members, etc. Team-buildering exercises Goals for upcoming year Budgeting Events for the upcoming year Task list moving forward

Retreat or Extended Officers MeetingSpring Semester

Who should attend? Outgoing and incoming officers and advisor (if needed)

Stage 1 Introduction/Icebreakers Review and evaluation of past year’s events Officer Exchanges (Binder sharing!) Share list of roles and expectations for officer positions Update OrgSync info Time for questions

Goodbye departing officers Stage 2

Exchange Contact Info (if not already in binder) Discuss and record

Expectations of one another Goals for the coming year (use worksheet) Ideas and calendar of events Budgetary concerns

Utilize Your Advisor

Communicate roles and expectations of each other It is officers’ responsibility to schedule meetings Advisor can offer…

Ideas for growth Challenge and support the club/officers Ideas of Events/Functions, meeting content Aid with club maintenance and budget

Utilize OSI

Student Organization Resource Room - GSC 220 Open 24/7

SGA Budget System/SORF Board Storage Bin Available xavier.edu/student-involvement/clubs/

Get started NOW…

Create a concrete transition schedule Set dates for…

Officer elections by early spring semester Allow for AT LEAST 1 month transition period (March)

Spring semester officers retreat New officers take on full responsibility Introduce new officers to advisor

Additional Resources Student Leader Transition Guide

Sample Checklist Great Binder Content Ideas Charts/Tables https://

www.american.edu/ocl/activities/upload/Student-Leader-Transition-Guide-SPRING-2011-2.pdf

Officer Transition Checklist http://

www.montana.edu/engagement/documents/Leader%20Transition%20Checklist.pdf