Succession planning is a process for smooth transition between the past and upcomming executive teams.
Click here to view the Succession Planning for Student Organizations (PDF) document
Outgoing Executive
The outgoing executive is defined as the executive not continuing their role in the upcoming academic year. Prior to leaving their positions, the outgoing executives must fulfill several responsibilities to ensure a smooth transition for the incoming team.
SOP Re-Recognition
The outgoing executives, specifically those listed as the Primary or Secondary Contact on the SOP, are responsible for submitting a Renewal Application and updating the contact information on the SOP website, as outlined here.
UTMSU Re-Recognition
The outgoing executive team is also responsible for assisting the incoming team with the re-recognition package at the end of the year, especially for the audit, which details financial transactions during the second semester. More details can be found here.
Bank Transfer
The bank transfer letter is required to transfer the bank accountholder names to the names of the incoming Primary or Secondary Contact listed on Ulife.
Request a Bank Transfer Letter here
Access to Accounts, Keys, and Other Materials
Access to student group accounts such as Email, Social Media, Survey Monkey, CANVA, MailChimp, or others must be provided to the incoming executives so they have the tools to successfully lead the new team and execute events.
Other items such as keys and event materials from the past (eg. posters, markers, and other useful things that will help the incoming team) should also be provided.
Learn more about planning the succession of new leadership here
Incoming Executive
The incoming executive is defined as the new executive coming into the role for the upcoming academic year. In order to transition to their new roles, the incoming executive must do the following and ensure that the outgoing executive has prepared them (as outlined above).
SOP Re-Recognition
The incoming executives are responsible for providing their contact information to the outgoing executives so that they can change the Primary and Secondary Contacts of the group on the SOP.
UTMSU Re-Recognition
The incoming executive team is responsible for completing the re-recognition package during the summer so that they can be a UTMSU recognized group during the school year. More details on the re-recognition package can be found here.
Bank Transfer
The bank transfer letter is required to transfer the bank accountholder names to the names of the incoming Primary or Secondary Contact listed on Ulife.
Request a Bank Transfer Letter here
Transition Best Practices
In addition to the succession practices outlined above, it is also recommended for student groups to adopt the following transition practices:
- Transition Meetings – Schedule transition meetings between the outgoing and incoming executive either as a group or through one-on-one's to provide a chance for individual(s) to share their own experiences or ask any questions they may have
- Support Documents – Put together a Support Document to guide the incoming executive through the academic year. Provide any timelines that they should keep an eye out for and any tips you've learned from your own experience
- Roles & Responsibilities – Each group is organized differently, so providing a document that clearly outlines the roles within your group and the responsibilities of each role can be helpful in guiding the incoming executive
- Shared Drive – Put together an online Drive that can easily be shared and contains all of the documents that the group created in the past. This can serve as a guideline for the incoming executive to follow
- Keep in Touch – It is a good idea for there to be a communication channel between the alumni and new executives so that they may refer to you for any assistance as they work toward continuing your work in the new year