Officer transitions
The process of transitioning officers is one of the most critical steps in the long-term stability and success of a chapter. Executive board members are the elected leaders of the chapter. Their ability to set the tone and direction of the chapter will determine its success. When leaders change, a smooth officer transition is the only way to ensure operational consistency and continued success. The officer transition process is focused on the following elements:
SigEp’s best chapters have two things in common: they hold a thoughtful and well structured election process and hold a transition retreat to ensure information is transferred from executive board to executive board.
Officer elections
While election night may be the most exciting part of officer transitions, there is much to be done before and after elections to ensure a successful transition to the new chapter leadership. Identifying successors, engaging alumni-volunteers, and using an officer application are some of the best ways that chapters can prepare for efficient and effective elections.
Below are some best practices to ensure that the top candidates run, are elected, are prepared to take the office, and are successful as they take on newfound responsibility among their brothers:
Three-six months before the election:
- Chapter officers identify potential successors.
- Chapter officers meet with potential successors to better understand their roles.
- Potential successors find opportunities to develop the skill sets necessary for their intended role.
- Potential successors meet with Alumni and Volunteer Corporation (AVC) mentors to better understand their roles.
One-two months before the election:
- Interested brothers complete an officer application.
- Applications are shared with chapter members and AVC mentors.
One-two weeks before the election:
- The chapter holds nominations for each office at the chapter meeting from the brothers submitting applications.
One-three weeks after the election:
- New officers complete an officer update form and send it to Headquarters.
- Officers appoint chairmen and committee members.
- Officers shadow outgoing officers during a transition period.
- Officers attend an AVC meeting.
- Officers meet with assigned their AVC mentors.
- The chapter holds a formal officer installation from the Fraternity’s Public Ceremonies guide.
- New and old officers plan and hold an officer transition retreat.
- New officers set SMART (specific, measurable, achievable, relevant, and timely) goals for each office.
Officer transition retreat
Holding an officer transition retreat is an opportunity for incoming chapter officers, outgoing officers, and alumni-volunteer mentors to meet, assess performance over the previous year, set SMART (specific, measurable, achievable, relevant, and timely) goals for the upcoming year, and learn how to work together as a leadership team.
If run properly, the officer transition retreat can be one of the most impactful days of the year for the chapter’s new executive board officers.
The tips below can help you run a productive and efficient officer transition retreat:
- Set a detailed schedule for the day/weekend.
- Clearly define intended outcomes of the retreat.
- Assign officers questions to answer in preparation for the retreat.
- Ask a regional director, university staff member, or alumnus to facilitate the retreat.
- Utilize a location off campus and outside of the chapter house to improve focus.
- Identify additional training or resources as needed.
- Hold committee goal-setting sessions after the transition retreat to ensure alignment with executive board goals.
- Ensure the retreat agenda includes the following topics:
- SWOT (Strength, Weakness, Opportunity, Threat) assessment.
- Lessons learned by outgoing chapter officers.
- One-on-one meetings (outgoing and incoming officer) to discuss position-specific plans.
- Team expectations for the incoming executive board.
- A proposed budget for the upcoming semester.
- A proposed calendar for the upcoming semester.
- The chapter’s risk and crisis management plan.
- Establishment or review of the strategic vision for the chapter.
- Short-term goals (30, 60 and 90 days).
- Long-term goals (semester and year).
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