Chapter Transition Checklist

Chapter Transition Checklist

Every year, unsuccessful officer transitions hamper future successes of chapters at Mississippi State University. Please remember that a successful transition is not only the glue that will hold your organizations together from year- to-year but also continues to move the chapter in a positive direction. Please remember that all the following tips may not pertain to your chapter, but most are relevant and important for the majority of chapters.

For a successful transition, below is a list of responsibilities for Outgoing Officers:

Be sure to do the following:

  • Discuss your organization’s history (successes and failures, strong and weak characteristics, etc.)

  • Review Mississippi State University Policies and procedures

  • Review your organization’s constitution, mission statement, and officer responsibilities (if old information needs updating, now is a great time to do that!)

  • Review and pass on old records (including meeting agendas and minutes), binder(s), files, notebooks, copies of documents, emails, used for advertising past events, and correspondence (Pass along everything you have.)

  • Review officer job descriptions and written expectations for each new officer regarding their role and responsibilities (offer advice on past successes and mistakes)

  • Share and review your organization’s calendar (and any important annual events that non-exec board members might not know about, i.e. leadership training events, university meetings, council meetings, and/or budget and bill deadlines)

  • Share and review your organization’s annual budget (what bills are still outstanding?), evaluations for projects and events, achievements, and mistakes

  • Pass along rosters, alumni information, mailing lists, computer passwords, bank 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

  • Change Cowbell Connect portal information and give administrative/officer access to new officers.

  • Introduce officers and share contact information to key contact people, especially your chapter’s advisors, university advisors, and headquarters staff.

  • Explain officer role in organization and meetings

Incoming Officers First Tasks:

  • Develop a master calendar with meetings, programs, and events

  • Develop a webpage and/or update current webpage with new officer information.

  • Establish meeting agendas, meeting times, and locations

  • Evaluate with outgoing officers last year’s concerns, achievements, and past goals

  • Establish new goals and prioritize

  • Plan chapter goal setting at next meeting

  • Utilize The Office of Fraternity & Sorority Life’s resources

  • Remember to keep well organized and detailed records in the upcoming year so it will be easy to transition when you select new officers.

Below there has been included a list of questions and exercises that are important to think about while training new officers.

  1. What was your best experience in this position?

  2. What tips would you give your successor to make things smoother for next year?

  3. Name the administrators/staff/advisors you found to be helpful in your position.

  4. What did you find most difficult in thisposition?

  5. What was the best resource you used in this position?

  6. Which offices/departments/student groups did you co-sponsor with that worked well?

  7. Please list any projects or ideas you were developing that you would like to see continue.

  8. Name one thing you wished you knew when you started the position.