Officer Transition Checklist

Find the Officer Transition Checklist and more details below!

You can also find a full PDF version of this checklist at the bottom of the page!

Successful student organizations implement some form of officer transition plan. To be most effective, officer terms should provide at least one month of overlap so that new officers have an opportunity to work closely with outgoing officers to understand the roles and responsibilities of their respective leadership positions.

A smooth transition is the responsibility of both the outgoing and incoming members of an organization. This document serves as a guide for training new officers, closure for the outgoing leaders, and helps the organization maintain consistency from year to year. Please thoroughly review this document to ensure new officers are set up for success!

  • Share Files Related to your Position and Organization

    Make sure the incoming officer has access to the following items (save within your BC+ org portal files/docs):

    • Mission, philosophy, goals and/or purpose statement of organization
    • Copy of current Constitution and/or By-laws (be sure to save your "approved" Constitution Form and/or By-laws within your Blugold Connect+ portal under "Files" for easy accessibility.) If you're unable to locate it here, please reach out to the Activities, Involvement, and Leadership office.
    • All financial records (including W-9 form)
    • Updated Student Organization Officer Roster information (officers must be included within your organizations’ Blugold Connect+ portal information.)
    • Log-In information for online resources/email accounts/social media accounts
    • Contact information of important people/offices on campus
    • Web page and webmaster information. Social media oversight? Who and how will the sites be maintained?
    • List of basic annual procedures and/or calendar of annual events (ie: Annual Student Organization Re-registration, funding application deadlines, BOB events etc.)
    • Evaluations of previous and current projects/events
    • Meeting minutes and agendas (for easy access it is highly recommended that all meeting minutes/agendas be uploaded into your organization’s Blugold Connect+ portal under “Files”)
    • Any historical records of the organization (it is recommended to upload historical documents within your organizations’ Blugold Connect+ portal under “Files.”)

  • Let new officers know that Blugold Connect+ is where they should be managing the organizations' business

    Blugold Connect+ is where you can manage things like officer/member rosters, event creation & promotion, attendance tracking, file storage, photo & video storage, budget tracking, communications with members, website creation, task assigning, and more!

  • Introduce new officer(s) to the Student Organization Advisor(s)

    Schedule a new officer and Advisor meeting to discuss how the Advisor will work with the organization in the future.

  • Review Budgets, Funding Sources, "New" On-Campus Accounts, & Bank Accounts

    Beginning in Fall, 2025 all student organizations will be required to open a new On-Campus Account that is overseen by UW-Eau Claire. These new accounts provide improved consistency, security, and accountability for your student organization on a long-term basis. Bank accounts pose a much higher risk to your organization and are not supported by the University.

    All student organizations who apply for and are awarded funding from the Annual Student Organization Segregated Fee funding process or the Special Allocation (one-time) funding process, are required to have an On-Campus Account (please plan accordingly)

    • Discuss the financial status of the organization
    • Share where the organization received money from this past year
    • Share Annual Funding Request/Allocation (if any) that was submitted to the Student Organizations Commission of the Student Senate and explain the status of the request (if you are not sure, contact the Student Senate office)
    • Discuss which fundraisers worked and which ones did not
    • Does your organization have a bank account? If so, ensure the correct name is on the account. Submit a US Bank meeting template form to US Bank to update account signatories.
    • Ensure your organization has updated their bank account and has opted for electronic bank statements (the Student Involvement Center does not store student org bank statements)

  • Introduce and Explain the STUDENT INVOLVEMENT CENTER - Davies 220 (Houses the Activities, Involvement, and Leadership & Student Senate offices)

    Explain that the Student Involvement Center - which houses the Activities, Involvement, and Leadership & Student Senate offices and provides support and resources for all UWEC Registered Student Organizations. Some important ideas to discuss:

    • Organization Annual Re-Registration - All UWEC student organizations must re-register each year by OCTOBER 15TH
      • This includes updating your organizations’ portal information within the Blugold Connect+ system AND ensuring you have reviewed and updated your organizations’ Constitution form information (all student organizations will be prompted to complete the required online UWEC Constitution requirements via their Blugold Connect+ re-registration submission as well as submit a request for a new "On-Campus Account.")
    • Attending the Mandatory Fall Student Organization Leader Training (all Presidents - additional officers encouraged)
      • This training is required of all student organization Presidents as part of the Annual Student Organization Re-registration requirements.
    • Pre-Register for Blu’s Organizations Bash events
      • Please watch your monthly “Student Org News & Updates” emails for important event registration information (sent out via Blugold Connect+ on a monthly basis in August and during the fall and spring semesters.)
    • Activities, Involvement, and Leadership Office Staff & Student Senate Office Staff
      • Senior Coordinator of Student Oranizations - Sara Thommesen
      • Senior Coordinator of Student Leadership & Greek Life - Katy Rand
      • AIL & Student Senate Office Manager - Stephanie Pyykola
      • Student Activities Coordinator - UAC/Summer Events - Joann Martin
      • Student Activities Coordinator - Artist & Forum/Marketing & Front Office Supervisor - Brianna Johnson
      • Student Organization Commission Director of Student Senate - stusen52@uwec.edu

  • Take a Tour of the Student Involvement Center & Resources (Davies 220)

    Student Organization Resources include:

    • Printer & Copier/Scanner
    • Computer Station
    • Student Organization dedicated meeting rooms (Pine and Cedar - accommodates up to 10 people)
    • Poster/banner making and art supplies (Student Organization Makerspace)
    • Student Leadership Resource Library
    • Student Organization Storage Lockers
    • Student Organization Room Reservations
      • Online reservations can be made at www.mymazevo.com (use your UWEC credentials to login) or contact Michael St.Ores (Event Coordinator) in Event Services - Davies 240Q, 715-836-3928.

Officer Transition Checklist

Here is the PDF version of the officer transition checklist to help keep your organization running smoothly through this change!

Learn More