Leaders who are interested in leaving their organization in good standing with future leaders will provide ample information to ensure a smooth transition.  Use the following checklist to help your replacement be as prepared as possible!

1. A copy of the constitution or by-laws which effect your position.

2. Goals and objectives from last year.

3. Status report of ongoing projects

4. Evaluations of past projects/ programs.

5. Previous minutes or reports.

6. Student organization policies and procedures.

7. Financial books and records.

8. Mailing lists.

9. Job description or documents clarifying your role. (include meetings than need to be attended)

10. Timeline of organization events – include reservations made or needing to be made.

11. Introduce your replacement to key resource people.

12. Update new officer information in SOD.

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For more information on UWSP's posting policy, please visit the Policy webpage located on the Centers Website:

Posting Policy

Do you ever wonder what would happen with your organization if you were the only one with key information and you were hit by a bus?  Whether it is a work related position or a leadership role, many of us are so busy with day to day details, we sometimes forget that we will not always be around to take care of business.
 
Each leadership/employment role would benefit from having a position folder (referred to as the “Hit by a Bus Book”).  A position folder/binder simply serves as a guide for how the position has been managed in the past. 
 
A position folder serves several purposes:

• A record of what the position entails
• Provides a timeline for particular projects
• Provides a historical documentation of events
• A training manual for the next position holder

As you plan for your own “Hit by a Bus” book, consider these items:

• A copy of your position description and any others that you supervise
• An up-to-date copy of your organization’s constitution and instructions as to where the electronic copy is
• A list of goals from the most recent administration, what was accomplished?
• A list of key resources utilized by this position
• An organization calendar – what is already planned? What happens during the year in this position?
• Any agendas or meeting minutes tied with the position
• Budget information
• In-progress projects… what needs to be done?

As you develop your book/binder, think about items you use daily in your work, things that you wished you would have known about when you first assumed your role.  You know better than anyone that the quicker you can jump in and get working, the better your organization is.  If you need to spend time finding these items, it slows your organization down.  Help the next wave of leaders out!

To download this document, click here!

All student organizations must become rerecognized each semester if they wish to continue to use services extended through recognition. To become rerecognized, an organization must submit the following to the Student Involvement and Employement Office before the third week of the fall term:
 

• A list of names, addresses and phone numbers of current officers (officers must be students who have a GPA of at least 2.00 and who will be active in the organization).
• A signed Advisor Contract Form with the name, address and phone number of the organization's advisor.
• A current organization's constitution.
• The organization's on-campus mailing address.

 
Additionally, it is MANDATORY that each organization president or head officer attend the annual rerecognition meeting held during the third week of each September.
 
Anytime throughout the year, when there is an officer change or constitutional change, updated changes are to be submitted to the Student Involvement and Employement Office. This assists in keeping accurate records and keeping mailing lists up-to-date. (NOTE: Constitutions need to be updated a minimum of once every three years.)
 
All recognized student organizations are eligible to use the same services and enjoy the same rights extended to any campus department or agency, and are expected to operate within university policies and procedures.

Re-recognition for the 2008 fall semester will be held on September 22 and 23, 2008 in the DUC Theatre. Please attend one of the two sessions.

Please think through and respond to the following questions regarding your responsibilities.  This information will be helpful to your successor.
 
What I liked best about my job was…
 
What I liked least about my job was…
 
Most difficult decision I made was…
 
What I could have done to make the experience better was…
 
Obstacles to performing my job effectively were…
 
Aids which assisted me in handling my job were…
 
Things I wish I’d known before I took the job were…
 
Our constitution/history/files/books, etc. are located where…
 
Where our past and future years’ budgets and plans are located…
 
The best qualities of and the best ways to use our advisor are…
 
Things I hope I never forget…
 
Things I wish I discovered sooner…
 
Things I still need to learn…
 
The most helpful people/resources have been...

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I wanted to share a few words of encouragement with you as we prepare to switch roles.  This position has taught me so much over the past year.  I’ve never been so connected with others, met so many new people, learn so much, and been so frustrated all at the same time!  I hope that you will have a similarly great experience.
 
As I look back on the year, I’d like to share 3 tips that I wished I would have paid more attention to and also to share 3 things that I’m SOOOO glad that I did.
 
First the tips.

• Understand the funding of the organization. Even though it is technically the treasurer’s responsibility, you need to know what is going on. Especially budget deadlines from SGA.
• Know what resources are available. I went to a Dine and Dash last semester and have since gone to all the rest that I could make.
• Don’t think that you can (or should) do everything. I did that for a while and almost went nuts.

Next things I did...

• I met with our advisor once every two weeks just to discuss whatever. We’d talk about the organization, my coping skills, and just life. It was great.
• I had an agenda for each meeting. Not just a skeleton, but content. I think that was key to staying on track.
• I finally realized that I am not the whole organization. It wasn’t all about me. Once I started listening to others, things got a lot better.

 
I really have enjoyed serving this organization. My organizational skills have improved. My interpersonal skills have greatly improved. And I’ve made some important contacts with people in my field.  Let’s get together sometime in the next week or so to go over the awesome binder that I have for you!  Make sure I give you my cell number, too!

To download this document, click here!