Quick Start Guide: Leadership Transition
Not sure how to start your officer transition? This quick start guide is to get you up and running. Contact studentengagement@stanford.edu, come to drop-in hours (Mondays, 2-4pm), or use our contact form.
There are some early preparations that will greatly help the mandatory tasks that happen annually for student orgs.
There are a lot of resources available to help your leadership run your student org or document itself for the future.
Timing
When is the best quarter to Transition Leaders?
Every student organization operates with unique needs and logistical demands. To ensure a fair election and a seamless leadership transition, you must tailor your timeline to the specific complexity of your club. Strategic planning allows incoming officers sufficient time to undergo training, master operational protocols, and gain the hands-on experience necessary to sustain high-quality programming and events.
| Winter Quarter |
|---|
| Best timing for starting transition process |
| Known for being more academic focused |
| ASSU annual grant applications are due |
| Less desirable weather leads to more indoor activity |
| Ideal for: • Student orgs that require pleasant weather to operate • Clubs that have programming centered around fall programming • Current and new leadership can work on the ASSU annual grant application together |
| Spring Quarter |
|---|
| Best timing for training newly elected leaders |
| Very competitive period for student time (desirable weather, social events) |
| The Stanford Fund, Re-registration, and Corporate Fundraising begins |
| Most seniors are focused on preparing for graduation (and all that entails) |
| Ideal for: • Student orgs that are active in the summer • If your members are engaged during the summer • Clubs that can complete their elections quickly |
| Autumn Quarter |
|---|
| Best timing for recruiting new members |
| Stanford student org fair takes place early in this quarter |
| Very competitive period for student time (social events, and to get situated on campus) |
| Ideal for: • If the previous leadership is returning for the academic year and is actively involved to assist newly elected leadership • Student orgs that require a lot of training or preparation to operate • Require a long leadership selection and election process |
Tasks
Transition Activities In Order
Initiating a leadership transition requires a systematic approach to ensure long-term success. The process begins with election preparations and extends through the hand-off of crucial programming information. By viewing the transition as a continuous cycle rather than a single event, leaders can effectively equip their successors with the institutional knowledge and operational tools necessary for an impactful term.
| Transition Activity | Notes |
|---|---|
| Preparing for elections | For elections to be transparent and fair, members of the student organization need to be communicated what is happening. Follow what is in your constitution. |
| Holding elections | Elections themselves can be made easier by using the right tools and/or planning the event to get optimal results |
| General onboarding | Once a new leadership team has been approved, access to accounts and data needs to be provided to them. |
| Software/tools training | Do the new leaders require need training to operate hardware or software? |
| OSE checklist | What are the considerations for leaders to be compliant with OSE? Use their transition checklist. |
| Introductions to group, advisors, vendors, etc. | Announce the leadership change, and introduce all the connections to be able to operate sucessfully. |
| Preliminary planning | Do any decisions need to be made immediately to prepare for the coming academic year? |
| Outstanding items | Have the financial officers completed their bookkeeping tasks for the academic year? |
Student Org Re-Registration Training How-To Video
Resources
Not sure where to begin for your student org? Visit OSE drop-in hours, or contact OSE. Review our Google Workspace templates or check out our website links for leadership transition.
Need help or have a question about your student organization's leadership transition?
Snehal Naik | Senior Director
Pete Cerneka | Associate Director of Student Organizations
Zayna Seyedi | Associate Director of Leadership Development
Get a head start on your leadership training with these Google Workspace templates, designed to help you streamline your club’s records and transition materials. Go to File > Make a copy to get started customizing your own version.
- Annual Contact Directory Template
- Event Planning & Management Template
- Student Organization Budget Template