This document summarizes an officer transition workshop for incoming club officers. The workshop aims to help incoming officers understand the transition process, important documents and contacts, and their new responsibilities. It outlines learning outcomes like identifying key people and resources. Transition methods like mentoring, retreats and independent study are presented. Important campus resources that can assist officers are also highlighted like the Matador Involvement Center, Associated Students, and Reservations and Event Services.

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