1. Officer Training and Transition
“Tips on Passing the Baton”

2. Provides for the transfer of significant organizational knowledge.
Minimizes the confusion of leadership changeover.
Gives outgoing leaders a sense of closure.
Utilizes the valuable contributions of experienced leaders.
Helps incoming leadership absorb the special expertise of outgoing
leadership.
Increases knowledge and confidence of the new leadership.
Minimizes the loss of momentum and accomplishments of the group
Benefits
of a thorough Officer Transition

3. Begin early in the year to identify emerging leaders in your organization.
Encourage potential leaders through personal contact.
When officers have been elected, orient them as a group with all the outgoing
officers. This provides new leaders an opportunity to understand each other’s roles
and start building their own leadership team.
Share with them the benefits of leadership; clarify responsibilities of the position.
Help new leadership become acquainted with the available resources; have a meeting
with the faculty advisor(s) and meet Student Life Liaison (Mardi Roebuck-Knight).
Be sure to transfer the knowledge and information necessary for them to function
well. An organization history might be helpful.
In order to look forward…
…begin thinking NOW

4. Retreat #1: Outgoing/ Incoming Officer Retreat
Icebreakers (can be done throughout the retreat)
Evaluation of year’s events by outgoing officers
Officer exchanges (notebooks, list of duties, etc.)
Goal reports by outgoing officers
Outgoing officers depart, leaving the new officers to discuss the upcoming year
Expectations of one another
Goals for the coming year
Ideas and calendar of events
Budgetary concerns
Closing – motivational activity
Plan a Retreat!

5. Retreat #2: New Officer Retreat
Icebreakers (learning names, etc.)
Review of constitution, bylaws and policies
Self-expectations and expectations of one
another, advisor, members, etc.
Team-builders (throughout)
Goals for upcoming year
Budgeting
Events for the upcoming year
Closing – motivational activity
Plan a Retreat!

6. Keep 1 Binder for EACH Officer
A notebook or binder can be shared during meetings
with your replacement.
• It should cover all aspects of your responsibilities and how those
tasks fit into the organization’s big picture.
• Recommend that your replacement file “historical” documents in
the notebook such as meeting minutes when s/he has become
comfortable with the information. That way, the notebook or
binder can be used as a working tool rather than something to be
completed at the end of the year (usually during finals!).
• Each club is different so feel free to add and delete topics. Your
replacement will thank you throughout the year!
Transition Notebook or Binder

7. Introduction
Advisor Information
Official Documents
Events Information
Membership Information
Evaluation/ Annual Report
Training Information
What to keep in the Notebook or Binder

8.  Complete an Officer Update Form with new officer information.
 Set up a transition meeting and/or plan a retreat.
• Don’t just drop off a binder and leave a note that says, “Good Luck!” Make sure
that the outgoing and incoming officers meet together – uninterrupted.
• Retreats are a fun way to train new officers
 Share files related to your position and organization.
• What? You don’t keep any files? At least make notes on important projects or
tasks that were completed.
• Other important documents include: Constitution/Bylaws/Mission, Committee lists
and descriptions, Contact lists, Annual Calendar of events, Evaluations, Meeting
Minutes & Agendas
 Review calendar of the year.
• Take out a calendar of this school year and review it together. What were the busy
times? What kinds of things should the new officer anticipate? You may not
remember how crazy it was last fall, but looking at your calendar may jog your
memory.
Officer Transition Checklist

9.  Make introductions to resources.
• Schedule time to visit Student Life to meet the Student Life staff.
• Know where Student Leadership Council is located.
 What can Student Life do for you?
• Summer Retreat Information (great for incoming officers)
• Student Life Fair
• Living Leadership Workshops for Clubs
• Room Reservations
• Assist with financial questions
• Fundraising Brainstorming
• Travel Information (college vehicle use)
 Review past and future organization events
• Which events were successful? Which should be continued? What can be
improved?
• When does planning start? Who do I need to talk to?
Officer Transition Checklist
continued…

10. Next steps
• Work together to make a list of “Things to do” for the
incoming officers. Which items need their attention now?
• Make this list together so the outgoing officer can help with
direction.
• Make sure to trade information so that the outgoing officer
can be a resource in the year ahead.
Having this information should help prepare the new officers for
the upcoming year and the new road ahead!
Officer Transition Checklist
continued…