COD OFFICE OF STUDENT LIFE
Transition Materials Creating a Transition Binder 3/20/2014
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VII.
Introduction
What to Keep in a Transition Binder Handout
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Table of contents
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Contact sheet for new leadership/membership
III.
Birthday list (always good to have for recognition)
Advisor Information I.
Name and contact information
II.
Copy of Advisor Contract (available from Student Activities)
Official Documents I.
Constitution & Mission Statement
II.
Officer position & descriptions
III.
Goals and Objectives
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Meeting agendas and minutes
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Financial Information
VI.
Election Information
Events Information I.
Calendar of events
II.
History of club and programs/ events
Membership Information I.
Membership list with contact information
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Committee Assignments
III.
Recruiting/promotion materials for new members
Evaluation/ Annual Report I.
A completed past evaluation/ Annual Report of the club
II.
Blank evaluations (one for each semester)
Training Information I.
Agendas and handouts from past training retreats or meetings
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Information on the “how to’s” (such as event planning, travel, etc.)
What to Keep in a Transition Binder Handout
Introduction: Contact Sheet Name Position Phone Number Email Address Birthday
Name Position Phone Number Email Address Birthday
Name Position Phone Number Email Address Birthday
Name Position
What to Keep in a Transition Binder Handout
Phone Number Email Address Birthday
Name Position Phone Number Email Address Birthday
Advisor Information Name Phone Number Email Address Office Location Office Hours
Name Phone Number Email Address Office Location
What to Keep in a Transition Binder Handout
Office Hours
Name Phone Number Email Address Office Location Office Hours
Official 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
What to Keep in a Transition Binder Handout 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:
Progress:
Goal Description: Description of goal, pertinent objectives, and groups involved.
Updates/Progress : What has been
Not Started/In Progress/Completed
What to Keep in a Transition Binder Handout done in the past, what has been done this year, any plans for the immediate future?
Current Year Goals *Goals started with the intention of completing during the current year Goal #1 Title:
Progress:
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:
Not Started/In Progress/Completed
What to Keep in a Transition Binder Handout 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?
Add goals pages as needed
Official Documents: Agendas and Minutes
Weekly Club Meeting Date: Time: Location:
Type of meeting:
Facilitator:
Note taker:
Timekeeper:
What to Keep in a Transition Binder Handout Attendees: Please read: Please bring:
----- Agenda Topics ----1. 2. 3. 4. 5.
Other Information Special notes:
Weekly Club Meeting Minutes Date: Time: Location: Type of meeting:
Facilitator:
What to Keep in a Transition Binder Handout Note taker:
Timekeeper:
Attendees:
----- Agenda Topics ----Topic Discussion:
Action Items
Person Responsible
Due Date
Person Responsible
Due Date
Person Responsible
Due Date
1. 2. Topic Discussion:
Action Items 1. 2. Topic Discussion:
Action Items 1. 2.
Other Information Special notes:
Financial Information Club Account Number: _____________________________________ Student Life Financial Contact: Shannon Hernandez, hernan@cod.edu SAMPLE Budget Worksheet – (actual costs not reflected)
Expense Description
What to Keep in a Transition Binder Handout Qty Unit Cost Item Total Line Total
Travel Museum Field Trip COD Bus Rental
1
$50
$50
Entry Fee
10
$5
$50
Lunch
10
$5
$50 $150
Promotion Materials Fall Student Life Fair Table Decorations
3
$10
$30
Candy Bags
2
$5
$10 $40
Printing Recruiting Flyers Student Life Fair (Fall)
20 0
$.05
$10
Student Life Fair (Spring)
20 0
$.05
$10
Fall Event
20 0
$.05
$10
Spring Event
20 0
$.05
$10
Event Flyers
$40 Total Expenses Income
Description Fundraising
$230
What to Keep in a Transition Binder Handout Bake Sales (Supplies Donated) Fall Sales
10 0
$1
$100
Spring Sales
10 0
$1
$100
Donations Museum Field Trip Donations
$200 10
$3
$30 $30
Total Income
$230 $0
COD Fundraising Policies •
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Depositing Revenue o 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 Gain o 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 Sales o
Vendor sales are the most popular form of on-campus fundraisers.
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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.
What to Keep in a Transition Binder Handout
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Respond to the email that your club would like to participate in the Vendor Program.
You did it!
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By the middle of the following semester the Vendor Program funds will be automatically transferred to your club account.
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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.
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 studentlife@cod.edu 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. o 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. o
Election Information Timeline List the timeline for announcement of elections, nomination, voting, and transition of power.
Student Life Suggested Timeline: January – Announcement of elections & begin recruiting March – Nominations / Applications available April – Elections Early Summer – Transitions / Training Late Summer - Attend Summer Leadership Retreat August – Begin with elected officers If additional officers are needed in the fall: August – Begin with elected officers & announce open positions Early September - Nominations / Applications available September – Elections & training
Nomination Procedure
What to Keep in a Transition Binder Handout Qualifications: Who is eligible to serve? Process: How are nominations made and selected? Are all nominations put on the ballot, etc.
Voting Procedure: 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. When and how are winners announced?
Events Information: History of Activities August 2013
September 2013
October 2013
What to Keep in a Transition Binder Handout
November 2013
December 2013
January 2014
February 2014
March 2014
April 2014
May 2014
What to Keep in a Transition Binder Handout
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.
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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.
What to Keep in a Transition Binder Handout
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.
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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.
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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.
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Know where Student Leadership Council is located.
What can Student Life do for you? •
Summer Retreat Information (great for incoming officers)
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Student Life Fair
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Living Leadership Workshops for Clubs
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Room Reservations
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Assist with financial questions
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Fundraising Brainstorming
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Travel Information (college vehicle use)
What to Keep in a Transition Binder Handout Review past and future organization events •
Which events were successful? Which should be continued? What can be improved?
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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?
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Make this list together so the outgoing officer can help with direction.
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Make sure to trade information so that the outgoing officer can be a resource in the year ahead.