Student Organization Leaders Transition Checklist

Create a Transition Document

Utilize our Transition Report template, or create your own, including the following information:

• What have you done in your student org?
  • Define your role and responsibilities
  • Goals and achievements
  • Projects throughout the year
  • Planning and project management
  • Existing relationships and ongoing projects
  • Vision for the future of the student organization
• Things to consider as you’re preparing your transition documents:
  • What did you wish you knew when you began this position?
  • What was the hardest part for you?
  • What can this person change or do differently next year?

Annual OCL Registration & JumboLife Transition Form

• Based on the date that you select in your Organization Registration on JumboLife, your organization will be placed in “Transition” and all students listed on your roster as an “Officer” will receive an email notification.
• Once your organization is in “Transition,” follow these directions to complete the form.
• Key Things to Note:
  • The form needs to be completed by ONE current officer with Admin access. Only your current officers with Admin Access will be able to submit the Transition Form. This means that if your officers are graduating, you should ensure they complete the Transition Form before the end of the semester.
  • You can only submit this once, please ensure you have all your updates complete prior to submitting.
  • Once your submission is approved, any members added as an officer (President, Vice President, Treasurer, Secretary, Committee Chair) will automatically be granted Admin Access with the ability to manage your organization, including editing your Organization Registration (and thus public page), add or remove people from your Roster, and Submit or Edit any Event Registration forms.
  • Once your submission is approved, any officers who are removed will automatically have their Admin Access revoked.
  • Because of this automation, the officer positions are limited to those listed above. We recognize many groups have custom position names, and those individuals should be listed as a “Committee Chair.” Please list those that most closely align to the other officer roles, and note that you must include a President and Treasurer.
  • You can always return to make additional edits to your organization later, but officer Admin Access can only be granted via the Transition Form.
  • Once your organization is placed in Transition, you will not be able to complete Event Registration Forms or other JumboLife forms until you have completed your Transition Form.
  • Approval typically takes 1-3 business days after being submitted.

Compile Files & Resources

• Member Contact List
• Vendor Contact List
• Sample Forms
• Passwords & Account Information
  • Email
  • Website
  • Social Media Accounts
    • If using Facebook, be sure to update page roles.
  • E-List Access
  • GroupMe/Slack Ownership
• Event Planning Timelines
  • When do you reserve the space?
  • When do you start to reach out to vendors?
  • When should you attend Event Reg and process any facilities, catering, or TUPD detail requests?
• Organization Calendar
  • Event Planning Timeline
  • What’s your recruitment timeline for new members in the? Include GIM, auditions/tryouts, and elections.
  • What’s your leader transition timeline? Do you transition mid-year or in the spring? Include applications going live, application due date, interview or election dates.
  • How often do you meet? When and where do you meet?
• Student Organization’s Constitution
• Job/Role Descriptions
• Organization Goals or Strategic Plan
• Sample Meeting Agenda & Minutes
• Budget & Corresponding Notes

Incoming Officers

• Review the tutorial videos and familiarize yourself with JumboLife.
• Review Outgoing Officer’s Transition Report(s)
  • Update any notes/goals you have for the year.
  • Ensure you have all items needed, such as passwords, contact lists, forms or paperwork.
  • Update structure or officer job descriptions as needed.
• Have any new signatories Complete the TCU Treasury Signatory Authorization Form.
• Review OCL Policies & Procedures
• Create/Update a Calendar
  • • Include all important meetings, events, planning deadlines.
    • Include the Student Organization Fair, GIM meetings, tryout/audition/interviews, TCU Treasury Trainings, OCL Trainings