Crafting the perfect transition packet

The success of a student organization in an academic year heavily relies on the transition between old and new e-board members. A transition can be different for every organization, however, it is vital that one occurs to begin with. Some students have different traditions such as  old and new e-board dinners, retreats, contracts, meetings, and transition packets. Today, we will be highlighting the importance of one of the transition methods: transition packets. These are packets  distributed from an old e-board member to the new one, including all of the important information regarding each position.

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Think of it as passing the baton. Picture courtesy of Wild Apricot Blog.

Luckily, every year there is an e-board transition meeting hosted by SGA. It’s only mandatory that one current e-board member be there, but all old and new members are welcome to come! They explain what being a student leader entails. They highlight the importance of attending mandatory SGA meetings, representing student leaders well, and how imperative it is to get in touch with your predecessor to talk about your new position. So, when constructing a transition packet, what exactly should be in it?

 

What to put in a transition packet:

1. When and where your e-board and general body meetings are

2. Passwords to any social media accounts you have

3. Chapter information

If you’re a chapter of a greater organization, put any information regarding that. What is the greater organization? What’s their contact information? How do dues work? Do they have national conferences?

4. Role-specific information

What exactly does the person in role they’re entering do? What are their responsibilities? Who do they report to?

5. Attendance information

What’s the policy of attendance for e-board members? Who do you tell if you can’t make it? What are the consequences of missed meetings/events?

6. SGA Information

How many SGA meetings are there this year? What do they usually cover? Also, include that if your organization is not represented your budget will be cut 5%. Who is the current SGA e-board and how do you contact them? How do you go about reserving rooms, making flyers, depositing funds, etc?

7. Contracts and constitution

Do you have e-board member contracts that bind them to their responsibilities? If they do not have a copy of the constitution already, please attach a copy of it in there, too.

 

Transitioning can be complicated, but creating a plan is essential to keeping a successful student organization running smoothly! Be sure to open the lines of communication between your old e-board and the new. We can’t wait to see what the new year will bring!

 

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