1. OFFICER TRANSITION
WORKSHOP
ANNUAL RECOGNITION CONFERENCE –
SEPTEMBER 24, 2016
Evelyn Uribe
Graduate Assistant, Leadership Programs

2.  Respect others’ perspectives
 Encouraged to ask questions
 Participate and have fun
 Let this workshop be a meaningful
learning experience
 Others?

3. Learning Outcomes
Transition Process & Officer Benefits
Important Documents & People To Inform
Incoming Officer To-Do List
Methods of Transitioning
Campus Resources

4.  Attain an understanding of the necessary steps to transition
incoming officers.
 Identify the necessary people, offices, forms, and other materials to
update the University about the new officers.
 Learn about the experiences of officers from different clubs and
organizations on campus.
 Gain knowledge about different methods of transitioning incoming
officers.
 Obtain information about helpful campus resources that could be
useful in facilitating the transition process.

5.  To welcome incoming officers and prepare them for their new
responsibilities.
 To allow the outgoing officers a chance to reflect on their
achievements and areas of improvement, as well as a form of
closure.
 To pass on knowledge, experience, accomplishments, and goals from
outgoing officers to incoming officers.
 To maintain the mission, purpose, and values of the organization.
 To formalize all final tasks and commitments.

6.  Ability to place the experience on your resume.
 Use these transferable skills in other settings.
 You will learn how to:
 Lead a group or manage a project
 Coordinate events
 Balance a budget
 Efficiently run a club/organization meeting
 Deal with conflict management and resolution
 Network with campus staff, various clubs & orgs, and community leaders
 Manage your time and commitments

7. Key Officers Key Constituents
 President
 Vice President
 Treasurer
 Secretary
 Other Executive Board Members
or Official Positions*
 University Advisor
 Additional/Off Campus Advisor*
 Regional/National Consultant*
 Matador Involvement Center (MIC)
 Associated Students Accounting
 Reservations and Event Services

8.  A copy of the Constitution and By-law
 Chapter Policies and Procedures
 Officer Position Job Descriptions
 Revised by Outgoing Officer
 Club/Organization Goals and Objectives from last year
 Calendar/Timeline of events
 Status reports for ongoing or incomplete projects
 Budget and Financial information

9.  Previous meeting minutes and officer reports
 Membership Roster/Contact Information
 Login/Password Information for online accounts
 Templates for forms/letters, etc.
 Contact information for any partnerships or past vendors used
 Copies of past flyers, posters, t-shirts, etc.

10.  Get into your groups & decide on a spokesperson
 In your groups discuss
 What forms of transitioning have you seen?
 What are some struggles you have heard about transitioning?
 What are some thoughts that come to mind about this
transition?
 Encouraged to share personal experience.
 When sharing
 Lets try to keep it confidential
 “Someone in our group shared…”
 Do not mention club, officer or member’s name
Timer: 5 Minutes

11. Independent Study
 Incoming Officers review officer job descriptions and then discuss with
Outgoing Officers
Learning Contracts
 Incoming and Outgoing Officers develop a “contract” of pre-established skills
and tasks the Incoming Officers must satisfy
 Once established, Outgoing officers meet with Incoming officers and assess
their skills for each outcome
 Outgoing officers provide the necessary training based on the assessments
 Incoming officers are able to gain the necessary skills, knowledge, and tasks to
be successful

12. Shadowing/Mentoring
 Incoming officers are paired with Outgoing Officers for a specific period of time
to observe and learn the position basics.
 Outgoing Officers share their expertise and insight through discussion.
 Incoming Officers meet people and obtain transition materials.
Retreats/Workshops
 Should be held after elections, before the Incoming Officers are installed.
 Effective retreats take place out of the classroom, away from the campus to
ensure minimal distractions.
 Important to arrange a comfortable and welcoming environment to facilitate a
creative and focused atmosphere.

13. Faith Based Club
Academic Major Based Club
Special Interest Based Club
Shadowing/Mentoring & Workshops/Retreat
Independent Study Transition & Learning
Contracts
Independent Study Transition

14.  University Recognition Documents (URDs)
 Complete and submit URDs to the MIC for the current
academic school year in the beginning of the fall semester.
 AS Agency Fund Application and Authorized Signature Form
 Associated Students Accounting, USU
 To create a new fund or access an existing fund
 Annual Recognition Conference
 President and/or one additional officer are required to attend usually held 3rd or 4th
Saturday in September.
 Reservations & Event Services
 Provide updated copy of Officer Information and Minimum Number of Students Form.

15.  Matador Involvement Center
 Associated Students
 Reservations & Event Services
 Classroom Reservations

16.  The Matador Involvement Center is a great place for support and for
clubs and organizations office uses.
 Reserve the conference room for conducting interviews, executive board
meetings, or one-on-ones with officers.
 Access to the leadership library and leadership initiatives equipment.
 Club and Org campus mailbox
Contact Information
USU, Sol Center (1st Floor)
Monday – Friday, 8 am – 5 pm
www.csun.edu/MIC
(818)677-5111

17.  Services:
 Funding
 Budget
 Account
 Marketing MIND Contact
Information
USU, Sol Center (1st Floor)
Monday-Thursday 8 am – 6 pm
Friday 8 am – 5 pm
www.csun.edu/as
818-677-2477

18.  Services:
 Book a room in the USU for meetings
 When you are a recognized club on campus you are
able to book a room in the USU for 4 hours (two
hour blocks) a week
 Event planning assistance
Contact Information
USU, Building C
Monday – Friday, 8 am – 5 pm
http://www.csun.edu/usu/reservations/bookaroom
818-677-3644

19.  Services:
 Lecture room upon request
 Equipment upon request
 Must complete the “Lecture Room Form”
 Must include MIC signature
 Must include Advisor signature
Contact Information
University Hall suite 270
Monday-Friday, 8 am – 5 pm
http://www.csun.edu/academic-resources-planning/room-reservations
818-677-3283

20. Let's Play!!
1. Pull out your phones
2. Create teams of 2 &
choose a team name
3. Join at kahoot.it
4. Type in the Game Pin

21. Evelyn Uribe
Graduate Assistant, Leadership Programs
leadershipga@csun.edu
Matador Involvement Center
(818) 677-5111
www.csun.edu/mic