Survey/Assessment
When is Officer Transition?
• August/September?
• December/January?
• April?
• Summer?
Why is there Officer Transition?
A smooth transition is:
• Both the outgoing and incoming officers work to make
it successful
• A way to help the group avoid starting over or starting
from scratch every year
• A transfer of significant organizational knowledge
• An opportunity for closure for outgoing members
• A great opportunity for outgoing leaders to evaluate
the year
• An orientation process for new leaders
• The leadership changeover period
• A time for incoming leaders to ask questions and the
outgoing leaders to give advice
• An outgoing leaders last chance to say, “I wish I’d done
this...”
Registered Student Organization
• 10 Members
• Advisor (Full-Time Faculty of Staff)
• Updated Constitution
Approved & Verified by Student Activities Office
Transition Binder
Remove old notes, memos and other out-dated items.
What to pass on:
Tab 1: Governance
Constitution and Bylaws
Job descriptions of officers and members
Philosophy or mission statement of the organization
List of organizational goals
Re-Registration Process/Database Updates
Tab 2: Officer Reports
Status reports on committees and projects (President)
Meeting minutes and agendas (Secretary and President)
Historical records…Document all past activities this group had a part in (President, Secretary, or Historian)
Financial Books & Records (Treasurer)
Tab 3: Directories
Resource or contact list of important people
Organization member list with phone numbers and addresses
Recruitment Notes
Tab 4: Resources
Web page and webmaster information. How do you maintain the site?
Lists: -l Who owns the lists? What are the passwords?
Handouts (Parliamentary procedure, renting vehicles, etc.)
Tab 5: Calendar
Yearly organizational calendar
List of annual procedures and/or calendar of annual events
Governance/Vanilla
RSO Database
Database
http://www.sa.mtu.edu/stulife/stuorg/
– Members/Officers
– Description
– ONE Category
– Website!
– Meeting Times & Locations
– PDF of Constitution
Notes
• Use of MTU
Officer Reports/Cookie Dough
Treasurer/Funds
• USG
• Parents Funds
• Departments
Transition Reminders:
• Signatures on Accounts
• Account Numbers
Calendar/Strawberry
2010/2011 Dates to Remember
Fall
• Orientation Sessions Summer/Fall
• F’all Nighter Saturday between O Week & Welcome Week
• Mandatory Organization Officer Meeting Welcome Week
• K Day 9/10
• DOTS Officer Transition Session 9/21
• DOTS Event Planning Workshop 9/16
• Re-Register by 4th Week of Classes 9/24
Spring
• Involvement Fair 1/18/2011
• USG Budget Hearings
• DOTS Officer Transition Session Jan & April
• DOTS Event Planning Workshop Spring 2011
• Spring Fling 4/15/2011
Calendar/Strawberry
• Look at your calendar from the past year:
– What were the busy times?
– What were the down times?
– How would you have scheduled things differently?
– Look over a calendar for the upcoming year:
– How can you effectively plan your schedule?
– Start penciling in ideas of events, etc. if there are certain
things that you know you’ll be doing.
• Review past and future organization events
– Which events were successful and should be repeated?
– When should planning start for each event?
– Which events were unsuccessful? Were they poorly attended
or poorly run?
– How could your organization improve its events?
– Get acquainted with making Reservations!
Calendar/Strawberry
• Calendars
– Fall/Spring Events from Student Activities
– University
• http://www.mtu.edu/calendar/
– Academic
• http://www.admin.mtu.edu/em/services/calendar/
– Student Affairs
• http://sa.mtu.edu/vp/events/
Calendar/Strawberry
Beginning of the academic year
• Complete the online registration process before the Friday of the fourth week of the fall semester. (9/24/2010)
• Attend the Student Organization Officer Meeting during Welcome Week (fall semester / REQUIRED)
• Verify your SAF Allocation
• Meet with your organization’s advisor if you haven’t met him or her yet.
• Review financial records, constitutions and bylaws, and other important documents.
• Confirm your reservation (or reserve a table if you did not do this in the spring) for a table at K-Day.
Throughout the year
• Update your organization’s information on the online database to ensure proper contact information, when new officers
are elected or when you acquire a new advisor. Send advisor name to Student Activities for Approval.
• Continuously meet as an entire student organization and as leadership of the organization.
• Train new officers in bookkeeping, budgeting, and completing applicable forms.
• Leave a forwarding address and phone number for the new leadership.
• Attend the USG budget hearing informational meeting (spring semester only)
• Submit nominations for student awards sponsored by Student Affairs (spring semester only)
End of the academic year
• Reconcile all of your student organization’s Financial records, pay all your bills, make sure you have money in your
account for any bills over the summer, process all disbursements and transfers, etc.
• Organize your officer files and resources and pass information and supplies to new officers.
• Recognize and reward members for their accomplishments.
• If anyone other than the treasurer will be handling Financial responsibilities over the summer, add his or her name to
the organization’s bank account.
• Make your reservation for a table at K-Day.
Directories/Mint Chocolate Chip
Recruitment
• Recruitment activities
– What did your organization do to recruit?
– What did you do that worked or didn’t work?
– Why did new members stay…or leave?
Fall
• Orientation Sessions COMPASS Summer2010
• F’all Nighter Alpha Phi Omega Summer/Fall 2010
• K-Day IFC 9/10
Spring
• Involvement Fair Student Activities
• Spring Fling MUB Board
Resources/Chocolate
Meetings & Logistics
• Meetings and Organization
– When were they held?
– What times generally work?
– How do you make room reservations?
– What is a typical week like?
– What were the most and least challenging
experiences?
• Organization Logistics
Lists: orgpresident-l & rsoadvisor-l
**Facebook & Twitter accounts also
What are the passwords & who owns it?
Resources/Chocolate
Logistics
• Storage Space
• Org Space 106 MUB
• Mailboxes
• Serving Office Hours
• MIOSHA Trainings
• University Vehicles
• Risk Management Plans (alcohol & event)
Handouts
• Checklist
• Officer Positions
• Evaluations
Any Questions or Additions?
Yeah Ice Cream!