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Leadership Transitions

Remember that a successful transition is not only the glue that will hold your organizations together from year to year, but also the fuel that continues to propel it in a forward direction. A successful transition is neither difficult nor very time-consuming.

Leadership Transition Checklist

For a successful transition, below is a list of responsibilities for outgoing officers.

  • Be sure to review all of the following information with incoming officers:
    • Your organization’s history
    • University of Rochester’s policies and procedures
    • Your organization’s constitution, mission statement, and officer responsibilities (if these need updating, now is a great time to do that!)
    • Old records (including meeting agendas and minutes), binder(s), files, notebooks, copies of documents used for advertising past events, and correspondence
    • Officer job descriptions and expectations for each new officer regarding the role and responsibilities (offer advice on past successes and mistakes)
    • Your organization’s calendar (and any important annual events that non-executive board members might not know about, such as leadership training events and/or budget and bill deadlines)
    • Your organization’s status reports on continuing projects (inform new officers—with specific detail—any organizational responsibilities that will been left unfinished at the end of the year)
    • Your organization’s annual budget, evaluations for projects and events, achievements, and mistakes
    • Important contacts used for past and future events
  • Be sure to do the following:
    • Update letterhead
    • Pass on membership lists, mailing lists, computer passwords, phone passwords, accounts, contracts, keys, addresses, phone numbers, emails, etc.
    • Sit with your incoming officers and help them plan their first courses of action over their first few months
    • Give them access to the Campus Club Connection (CCC) group page with instructions on how to update board members and general members
    • Transfer over ownership of email lists and websites
    • Introduce officer to key contact people, especially your group’s advisor(s) and any relevant supervising staff

Transition responsibilities for incoming officers:

  • Renew organization and/or attend mandatory meetings to access funds
  • Understand present and future programs
  • Develop a master calendar with meetings, programs, and events
  • Update Campus Club Connection (CCC) presence and webpage (if applicable) with new officer information
  • Establish meeting agendas, times, and locations (you can reserve meeting locations up to a year ahead of time)
  • Remember to keep well organized and detailed records in the upcoming year so it will be easy to transition when you recruit and train new leadership
  • Work with outgoing officers to review last year’s concerns, achievements, and goals
  • Establish new goals and prioritize
  • Encourage attendance at fall leadership training