living leadership transition binder information

COD Office of Student LIFE

Transition Materials

Creating a Transition Binder

3/20/2014

What to Keep in a Transition Binder HandoutI. Introduction

I. Table of contents

II. Contact sheet for new leadership/membership

III. Birthday list (always good to have for recognition)

II. Advisor Information

I. Name and contact information

II. Copy of Advisor Contract (available from Student Activities)

III. Official Documents

I. Constitution & Mission Statement

II. Officer position & descriptions

III. Goals and Objectives

IV. Meeting agendas and minutes

V. Financial Information

VI. Election Information

IV. Events Information

I. Calendar of events

II. History of club and programs/ events

V. Membership Information

I. Membership list with contact information

II. Committee Assignments

III. Recruiting/promotion materials for new members

VI. Evaluation/ Annual Report

I. A completed past evaluation/ Annual Report of the club

II. Blank evaluations (one for each semester)

VII. Training Information

I. Agendas and handouts from past training retreats or meetings

II. Information on the “how to’s” (such as event planning, travel, etc.)

What to Keep in a Transition Binder HandoutIntroduction: Contact Sheet

NamePositionPhone NumberEmail AddressBirthday





What to Keep in a Transition Binder HandoutAdvisor Information

NamePhone NumberEmail AddressOffice LocationOffice Hours



What to Keep in a Transition Binder HandoutOfficial Documents: Goals and Objectives

Long Term Goals*Goals started or continued progress during the current year, with completion more than a year away.

Goal #1 Title:

Progress: Not Started/In Progress/Completed

Goal Description:Description of goal, pertinent objectives, and groups involved.

Updates/Progress:What has been done in the past, what has been done this year, any plans for the immediate future?

Goal #2 Title:




What to Keep in a Transition Binder Handout

Current Year Goals*Goals started with the intention of completing during the current year

Goal #1 Title:




Goal #2 Title:




What to Keep in a Transition Binder HandoutAdd goals pages as needed

Official Documents: Agendas and Minutes

Weekly Club MeetingDate:Time:Location:

Type of meeting: Facilitator:Note taker: Timekeeper:

Attendees:Please read:Please bring:

----- Agenda Topics -----1.

2.

3.

4.

5.

Other InformationSpecial notes:


Weekly Club Meeting MinutesDate:Time:Location:

Type of meeting: Facilitator:Note taker: Timekeeper:

Attendees:

----- Agenda Topics -----Topic Discussion:

Action Items Person Responsible Due Date

1.

2.

Topic Discussion:


1.

2.

Topic Discussion:


1.

2.

What to Keep in a Transition Binder HandoutOther Information

Special notes:

Financial Information

Club Account Number: _____________________________________

Student Life Financial Contact: Shannon Hernandez, [email protected]

SAMPLE Budget Worksheet – (actual costs not reflected)

Expense Description Qty Unit Cost Item Total Line TotalTravelMuseum Field Trip

COD Bus Rental 1 $50 $50Entry Fee 10 $5 $50Lunch 10 $5 $50

$150Promotion MaterialsFall Student Life Fair

Table Decorations 3 $10 $30Candy Bags 2 $5 $10

$40PrintingRecruiting Flyers

Student Life Fair (Fall) 200 $.05 $10Student Life Fair (Spring) 200 $.05 $10

Event FlyersFall Event 200 $.05 $10Spring Event 200 $.05 $10

$40Total Expenses $230

Income DescriptionFundraising

Bake Sales (Supplies Donated)Fall Sales 100 $1 $100Spring Sales 100 $1 $100

Donations $200

mailto:[email protected]

What to Keep in a Transition Binder HandoutMuseum Field Trip Donations 10 $3 $30

$30Total Income $230

$0COD Fundraising Policies

Depositing Revenueo All revenues must be deposited into the club’s college account. Any expenses should be

withdrawn from the account through the Office of Student Life. The requirement that all funds go through the group’s account provides an accepted accounting of the funds and protects the members and advisors should any questions arise.

Personal Gaino Registered clubs are allowed to use facilities on the college premises with prior approval from

their advisor(s) and Student Life staff. No club member, officer, or advisor should personally profit from fundraising activities.

Use of College of DuPage 501(c)3 Non-for-profit Status o When asking for contributions or in-kind donations (donation of goods) some individuals may

ask if your club is a registered 501(c)3 Non-for-profit. While College of DuPage Foundation is a registered non-for-profit, the college’s 501(c)3 status cannot be extended to clubs.

o The 501(c)3 status CAN be used if a club is fundraising for an official College of DuPage scholarship through the College of DuPage Foundation. Clubs interested in fundraising for a specific scholarship or creating a scholarship should contact Student Life.

Common Fundraisers

Vendor Saleso Vendor sales are the most popular form of on-campus fundraisers. o Signing up to participate in Vendor Sales is EASY.

Check your email at the beginning of each semester for the Student Life “VENDOR PROGRAM” email.

Respond to the email that your club would like to participate in the Vendor Program. You did it!

o By the middle of the following semester the Vendor Program funds will be automatically transferred to your club account.

o The Vendor Program is active during fall and spring semester only. Bake Sales

o Bake Sales are the most popular form of on-campus fundraisers. o When planning a bake sale, clubs and organizations must first schedule a table through Student

Life. You can come in person to SSC 1217, email [email protected] or call 630-942-2243.o All foods must be pre-packaged or homemade and individually wrapped.

For example, two cookies must be packaged together and wrapped. You cannot have a plate of cookies sitting on the table for people to pick up with their

hands. This is unsanitary.

mailto:[email protected]

What to Keep in a Transition Binder Handouto All foods must be room temperature and should not need to be kept hot or cold. This is to

eliminate the possibility of food poisoning.o If you will need a cash box during your Bake Sale, one can be requested through Student Life in

advance.

Election Information

TimelineList the timeline for announcement of elections, nomination, voting, and transition of power.

Student Life Suggested Timeline: January – Announcement of elections & begin recruitingMarch – Nominations / Applications availableApril – ElectionsEarly Summer – Transitions / TrainingLate Summer - Attend Summer Leadership RetreatAugust – Begin with elected officers

If additional officers are needed in the fall:August – Begin with elected officers & announce open positionsEarly September - Nominations / Applications availableSeptember – Elections & training

Nomination ProcedureQualifications:Who is eligible to serve?

Process:How are nominations made and selected? Are all nominations put on the ballot, etc.

VotingProcedure:When does voting take place? Who is eligible to vote? Who and how votes are calculated.

Results:Is a simple majority needed to win (50% + 1) or is it the person with the most votes? List any pertinent run-off procedures.

What to Keep in a Transition Binder HandoutWhen and how are winners announced?

Events Information: History of Activities

August 2013

September 2013

October 2013

November 2013

December 2013

January 2014

February 2014

March 2014

April 2014


May 2014

Evaluations / Annual Reports

1. On average, how often did your club hold meetings?

[ ] More than once a week [ ] Once a week [ ] Once a month [ ] Every other month [ ] Other

2. What was the average attendance of members at meetings?______________

3. On average, how often did your club hold events?

[ ] More than once a week [ ] Once a week [ ] Once a month [ ] Every other month [ ] Other

4. What was the average attendance of participants at events?______________

5. Please list events and any important reflections (Would you recommend repeating these events? Why?)

1.

2.

3.

5. Did your group cooperate in any collaborations with other clubs, departments or groups on campus?

[ ] Yes [ ] No → If yes, what were they?

Copies of your club’s past annual reports are on file and available from Student Life.


Checklist Complete an Officer Update Form with new officer information.

Set up a transition meeting and/or plan a retreat.

• Don’t just drop off a binder and leave a note that says, “Good Luck!” Make sure that the outgoing and incoming officers meet together – uninterrupted.

• Retreats are a fun way to train new officers

Share files related to your position and organization.

• What? You don’t keep any files? At least make notes on important projects or tasks that were completed.

• Other important documents include: Constitution/Bylaws/Mission, Committee lists and descriptions, Contact lists, Annual Calendar of events, Evaluations, Meeting Minutes & Agendas

Review calendar of the year.

• Take out a calendar of this school year and review it together. What were the busy times? What kinds of things should the new officer anticipate? You may not remember how crazy it was last fall, but looking at your calendar may jog your memory.

Make introductions to resources.

• Schedule time to visit Student Life to meet the Student Life staff.

• Know where Student Leadership Council is located.

What can Student Life do for you?

• Summer Retreat Information (great for incoming officers)

• Student Life Fair

• Living Leadership Workshops for Clubs

• Room Reservations

• Assist with financial questions

What to Keep in a Transition Binder Handout• Fundraising Brainstorming

• Travel Information (college vehicle use)

Review past and future organization events

• Which events were successful? Which should be continued? What can be improved?

• When does planning start? Who do I need to talk to?

Next steps

• Work together to make a list of “Things to do” for the incoming officers. Which items need their attention now?

• Make this list together so the outgoing officer can help with direction.

• Make sure to trade information so that the outgoing officer can be a resource in the year ahead.