Student organization transition guide

Adapted from the Office of Leadership and Student Involvement at The University of Southern Mississippi.

It is important to spend ample time making sure the incoming student organization leadership have the opportunity to be trained by outgoing leadership. Without taking the time to effectively transition incoming officers, organizations lose the opportunity to continue momentum gained in the previous year. The National Association of Campus Activities (NACA) defines effective transition as:

…[T]he 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[es] an organization chooses to use during this time period truly depends on the needs and resources available to the group. (2009)

This transition guide is designed to help all officers and student organization leaders have the tools to successfully transition outgoing and incoming officers. The content below is meant to empower students to have intentional conversations with one another to minimize the effects of turnover within student organizations, increase organizations’ success and continue momentum accomplished by groups during the previous year.

Please contact the Dean of Students Office at 313-577-1010 or getinvolved@wayne.edu for any further questions or help.

Year in review

We encourage you to download the PDF, or use the content below to create your own worksheet.

Year in review (print only)

Organizations are constantly evolving, so it is important to look back at your goals and figure out what worked, what did not, and how it could be better.

Organizational structure

By distributing a survey to your current officers, it is possible to assess individual experiences and suggest changes for the next officers to make. Are responsibilities distributed evenly? Should positions be added, taken away, etc.? 

Evaluate goals

By looking back at what you were and were not able to accomplish, it becomes possible to offer your wisdom to the next group of officers. Did you outline specific goals? If not, what were you able to accomplish and how could the next group learn from it?  Operations

Use this time to evaluate the programs that you are using and make decisions about how operations can be improved. Wayne State University offers many different platforms that your organization can benefit from. Look at where you are storing your files, how your organization is communicating, what you are using to host events, and how you are keeping records. Are there inefficiencies? Below is a list of platforms offered by Wayne State University and their capabilities: 

• Using Get Involved
  • Ensure rosters are up to date
  • Hosting events
  • File storage
• Using Microsoft Office
  • Utilizing and sharing OneDrive access
  • Transferring Group ID email information over (if applicable)

Finances

Discuss your organization's financial status.

• Finalize any outstanding bills
• Transfer spreadsheet of expenses to new leadership

Outgoing officer transition worksheet

We encourage you to download the PDFs, or use the content below to create your own worksheet.

Outgoing officer transition checklist (print only) Outgoing officer transition worksheet (print only)

Please think through and respond to the following questions regarding your responsibilities; this information will be helpful to your successor. Lessons learned from this reflection can be shared with incoming officers verbally or in written format. 

• Compile all documents to your organization's chosen platform.
• Ensure that the incoming officer has access to all of the files.
• Create/update a list of responsibilities for the incoming officer.
• Keep track of any important contacts and resources that you may have used.
  • Make introductions, if possible.
• Complete all necessary correspondence.
• Schedule time with the incoming officer in your position to review materials and responsibilities.
• Answer any questions that the new officer may have and make yourself available for future questions, or direct them to someone who can help.
• Have the following prepared for the incoming officer:
  • The responsibilities of my position included...
  • List other officers with whom you worked and the projects involved.
  • List what you enjoyed most and least regarding your position.
  • Who was the most helpful in getting things done? Who were good resources? List other aids that helped you complete your job.
  • Things I wish I had known before I took the job include...
  • List specific accomplishments realized during your term in office and the reasons for their success. What did you try that worked well and would suggest doing again? Why? 
  • List any problems or disappointments you encountered as a part of your position and suggest ways of avoiding or correcting them. What did you try that did not work? Why did it not work? What problems or areas will require attention within the next year? 
  • What could you have done to make this a better experience? 
  • List supplemental materials and sources of information you found most helpful. Include specific alumni or faculty contacts, university / college officers, community resources, etc. 
  • Create a timetable/list important dates related to your position. Provide suggestions for increasing efficiency and effectiveness. 
  • What should be done immediately during the summer? In the fall? 
  • List any other suggestions you feel would be helpful to your successor in carrying out the responsibilities of this office. 

Incoming officer's transition worksheet

We encourage you to download the PDFs, or use the content below to create your own worksheet.

Ask questions

Incoming officer transition worksheet (print only)

Questions to ask the outgoing officer to gain a solid understanding of the position:

• List the specific things you want to know about the position (forms, duties, etc.).
• What do you consider to be the responsibilities of your position? 
• What expectations do you have of the executive council/board? 
• What expectations do you believe your members have of you? 
• What people (positions) should you get to know?
• What do you need to know about working with your advisor? 
• What services do you need to know about? 
• What things should you do over the summer?
• What should be done immediately in the fall? 
• What problems or areas will require attention within the next year? 
• Other questions you want answered.

Create a list of goals

Incoming officer goal setting worksheet (print only)

Are your goals consistent with your understanding of the purpose of the group?

• Will the members of your organization agree with your goals?
• Check with them. Are you being realistic?
• Can you accomplish your goals during your tenure as organization leader? 
• Create a list of the process or manner in which your organization goes about projects (i.e., involving people in decisions, having more members participate in meetings, having more interest-focus meetings, etc.) 
• What goal seems most important to you/the group?
• Do you have the skills necessary to accomplish the goal? Who else in the organization can help? Are there outside resources and people who might help?
• Is there anything you can do before tomorrow to help you reach your goal?
• What can you accomplish next week?
• What specifically can you do within one month to reach your goals?