Team Succession Toolkit

Team Succession Toolkit

Team Succession Toolkit

Introduction to Team Succession........................................................................................ 1 Strategies to Help Create a Succession Plan....................................................................... 1 Organizing Your Team ....................................................................................................... 1 Ideas for Transitioning New Officers ................................................................................. 2 Suggestions for Improving the Organization and Cohesiveness of Your Team................. 2 Yearly Transition Notebook…………...………………………………………………….2 Suggestions for Your Transition Notebook …………………………………………….2-3 Sample Constitution…………………………………………………………….4-5 Sample Bylaws…………………………………………………………………….6 Sample Meeting Agenda Template………………………………………………..7 Sample Project Outline………………………………………………………….8-9 Sample Team Roster……………………………………………………………..10 Sample Business Advisory Board (BAB Roster)………………………………..11 Media Contact List………………………………………………………………12 Sample SIFE Team Budget………………………………………………………13 SIFE Team Succession Timeline ...................................................................................... 14

Team Succession Toolkit

Each year SIFE team membership numbers tend to fluctuate due to graduation and recruitment efforts. To ensure a quick and efficient start to the academic year, SIFE teams should create a team succession plan. The object of the plan is to ensure the students who will be returning next year understand the team’s goals, objectives and methods well enough to continue the team’s momentum.

Strategies to Help Create a Succession Plan: 1. Determine next year’s leaders early enough that they may be properly trained by the current leaders. 2. Create a shadowing or mentorship program for members who would like to be in a leadership role. 3. Recruit younger members. This can add stability to team membership. 4. Create a yearly transition notebook.

Organizing Your Team Do not be afraid to change your old leadership structure to adapt to the new direction of your program, and be sure to set clear expectations for anyone entering a new role. For example, have a list of duties or responsibilities for each position before nominations and elections are made. Although there are a variety of ways to successfully organize your team, we suggest you choose a very flat structure built around your team’s educational outreach projects. Start by creating a limited number of officer positions for key functional areas. Examples might include: ƒ ƒ ƒ ƒ

President Vice President of Finance Vice President of Recruiting and Membership Vice President of Project Development

Resources available: SIFE has a sample constitution and bylaws that outlines important guidelines for operating your team and offers valuable suggestions for team organization and descriptions of officer positions. These documents are available online at http://www.sife.org/global/global_team_resources.asp?ID=AZ and in this tool kit.

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Ideas for Transitioning New Officers: 1. Elect new officers prior to the date their term actually begins, so they can learn and shadow the existing officers. 2. Continue to have past officers work with new officers after their term ends to help with the transition. 3. Make sure to hand detailed position description reports to each new officer. 4. Schedule a meeting for old and new officers to exchange ideas Remember to dedicate the majority of your leadership structure to the project management positions. These individuals, often called Project Managers or Project Leaders, will be responsible for organizing a project team and managing the details required for the completion of one specific project. An established structure avoids overbureaucracy, fosters teamwork, and provides valuable project management experience to the team members. The following are Suggestions for Improving the Organization and Cohesiveness of Your Team: ƒ ƒ ƒ ƒ ƒ

Resister your team as an official organization. This is usually done through the student government association or student activities office. Schedule a regular meeting time and location. Most teams usually meet weekly or bi-weekly. Collect the contact information for each member and create a team roster. An example is included in this toolkit. Create an email distribution list for your team. Make sure each team member registers as an official SIFE student at https://www.sife.org/portal/new_user.asp?ID=Portal

Yearly Transition Notebook One of the most important tools your team can create to help with succession and sustainability is the yearly transition notebook. Think of this document as a blueprint for your SIFE team. If someone who knew nothing about your team read this document, they should immediately understand what your team is about. Suggested Items to Include In Your Transition Notebook: 1. 2. 3. 4. 5. 6. 7.

Team organizational chart Team Mission, Goals and Objectives Team Constitution (see example) Team Bylaws (see example) Tentative calendar of events Sample Agendas (see example) Full summaries of ongoing projects (see example)

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8. Copy of most recent annual report and competition presentation 9. Tentative dates and deadlines for items due to SIFE HQ 10. Contact information for the entire team (see example) 11. Contact information for BAB members, institutional and funding contacts (see example) 12. Media Contacts (see example) 13. SIFE Program staff contact information 14. Team financial documents (see example budget) * There are electronic copies of many of these suggestions under team resources on the www.sife.org webpage. This notebook should be updated at the end of each academic year, preferably at the yearend meeting of the SIFE team leaders. It should remain in the SIFE team office with the faculty advisor, or with the incoming team leader or president. The notebook will become particularly important if your faculty advisor does not return or if the majority of your team graduates.

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CONSTITUTION FOR (NAME OF COLLEGE/ UNIVERSITY) SIFE TEAM STUDENTS IN FREE ENTERPRISE ARTICLE I

NAME: The name of this organization shall be (College/University Name) Students In Free Enterprise, herein referred to as SIFE.

ARTICLE II

MEMBERSHIP: All regularly enrolled students of (name of College or University) and other community entities that are interested in the economy of the City of (name of City), (Country) (Insert any other specific eligibility requirements)

ARTICLE III

MISSION: The mission of this organization shall be to provide members the best opportunity to make a difference and develop leadership, teamwork and communication skills through learning, practicing and teaching the principles of free enterprise. (Insert your team’s specific mission statement)

ARTICLE IV

EXECUTIVE OFFICER: Elected executive officers of (College/University) SIFE shall be the president, vice-president, and project manager. Elected officers shall serve for a period of one year, beginning on the first day of fall semester. (Change to reflect your team’s specific organization structure) A. PRESIDENT: His/Her duties shall be to preside over (College/University) SIFE meetings and to vote in case of a tie, to appoint chairpersons of (College/University Name)SIFE committees, and to act as the chief executive of the (College/University) SIFE organization. In case of vacancy in this office, the vice-president shall serve as acting President. (College/University) SIFE will vote for a new President at the next regularly scheduled meeting following the President's resignation. B. VICE-PRESIDENT: His/Her duties shall include performing the duties of the President when the President is unable to; assist committees dealing with policies and procedures of the (College/University) SIFE organization; and, in the case of permanent absence of the President, assume office pending approval of the organization. A vacancy in this office shall be filled by the President, and a new vice-president will be voted on and appointed at the next regularly scheduled meeting. C. PROJECT MANAGER: His/Her duties shall consist of assisting the committees dealing with activities, and planning and coordinating regular and special functions/activities. The President shall fill a vacancy in this office, and a new Activities Coordinator will be voted on and appointed at the next regularly scheduled meeting.

ARTICLE V

PROJECT COMMITTEES: It is hereby established the goals and objectives of the SIFE organization shall be carried forward through committees, which will be organized as deemed necessary. The committees shall be separately defined, established, and deleted as necessary.

ARTICLE VI

IMPEACHMENT: Any officer may be impeached by a petition of fifteen percent of the members, or by a 2/3 vote of voting members present at a regularly scheduled meeting. Definite charges must be brought. A notice of one regularly scheduled meeting must be given to the officer and active voting members. A 3/4 majority of the active voting members present and voting shall be necessary to remove the officer.

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ARTICLE VII

ADVISOR: Advisor(s) shall be the Faculty Advisor(s)

ARTICLE VIII

MEMBERSHIP QUALIFICATIONS: All active voting members must attend at least 50% of the regularly scheduled functions/activities and be active on at least one committee. Members that do not participate in at least 50% of the functions/activities for a two month period and serve on one committee will be placed on probationary status. To be removed from probationary status, the member must attend 75% of the functions/activities for a two-month period and/or become involved in one committee. If the probationary requirements are not fulfilled at the end of the two-month period, the probationary member will be dropped to non-voting member status. To be reinstated to voting member status, the non-voting member must attend 100% of the functions/activities and/or serve on one committee or for a consecutive period of two months. (Change according to your team’s requirements)

ARTICLE IX

FINANCIAL AUDIT: Financial accounts are to be audited by a disinterested party each year, preferably before the accounts are turned over to the newly elected Secretary/Treasurer.

ARTICLE X

AMENDMENTS: Proposed amendments to this Constitution must be submitted to the (College/University) SIFE President in writing. If approved by 2/3 of the total membership of the organization, a special election shall be held at the next regularly scheduled meeting vote on the proposed amendments. A 3/4 majority vote of those (College/University Name) SIFE members voting in the special elections shall be necessary for the acceptance of the amendments.

ARTICLE XI

ADOPTION: The constitution shall be in full force and effective immediately upon passage by a simple majority of the (College/University Name) SIFE members voting in the special election.

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(Name of College) of Students in Free Enterprise Bylaws

Article I-SIFE (Students In Free Enterprise) The name of this organization shall be (College/University Name) of Students in Free Enterprise. Article II-Purpose The purpose of (College/University Name) SIFE is to establish and direct student generated free market economic education programs on colleges and universities. Article Ill.-Membership Section 1-Membership is open to all academic majors. Section 2-There shaII be a faculty advisor, which must be a paid employee of the institution. Article IV-Officers Office positions shall be president, vice-president, and project managers. These positions shall be filled by election from the (College/University Name) SIFE body. Article V. Duties of Officers Section 1-The president shall preside at meetings, shall call executive meetings and shalI perform all other duties pertaining to this office. Section 2-The vice-president shall preside as president in his or her absence, or at his or her request and shall perform all duties pertaining to this office. Section 3-The secretary shall preside over the project committee(s) in his or her absence, or at his or her request and shall perform all duties pertaining to this office. Article VI. Elections Section 1-The organization shall hold an annual election of officers during (time elections are held). Section 2-Nominations shall be taken from the (College/University Name) SIFE body and are elected to office by a majority vote. Section 3-New officers are responsible for the duties of the office they hold as outlined in Article V. Section 4-Vacancies during the year shall be filled by special election. Article VII. Meetings At least eight meetings shall be held each term. Article VIII. Parliamentary Procedure Except when otherwise stated, Robert’s Rules of Order, Revised shall be followed at all meetings. Article IX. Amendments This constitution may be amended by a majority vote of the body as long as at least half of the entire body is present.

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Date: Time: Location: (Insert Your Team Name)

Meeting Agenda Meeting Topics Agenda Item

Presented By:

I.

II.

III.

IV.

V.

IV.

VI.

VII.

IIX

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(Insert Your Team Logo) Continuing project

New project

Project Title: Date of Project:

_______________________________________ _______________________________________

Specific need that the project will address:

_______________________________________________________ _______________________________________________________ _______________________________________________________ _______________________________________________________ Target audience:

_______________________________________________________ _______________________________________________________ _______________________________________________________ _______________________________________________________ Learning objectives to be achieved by the participants:

_______________________________________________________ _______________________________________________________ _______________________________________________________ _______________________________________________________ Project description/overview:

_______________________________________________________ _______________________________________________________ _______________________________________________________ _______________________________________________________ Potential project partners:

_______________________________________________________ _______________________________________________________ _______________________________________________________ _______________________________________________________

Physical materials and educational resources needed:

_______________________________________________________ _______________________________________________________ _______________________________________________________ _______________________________________________________

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People resources needed:

_______________________________________________________ _______________________________________________________ _______________________________________________________ _______________________________________________________ How the project activity will be documented:

_______________________________________________________ _______________________________________________________ _______________________________________________________ _______________________________________________________ Specific tasks and corresponding deadlines required to complete the project:

_______________________________________________________ _______________________________________________________ _______________________________________________________ _______________________________________________________ _______________________________________________________ _______________________________________________________ ___________________________________________

_______________________________________________________ _______________________________________________________ _______________________________________________________ ___________________________________________ ___________________________________________ Measurements (pre/post tests):

_______________________________________________________ _______________________________________________________ _______________________________________________________ _______________________________________________________ Total students involved: _____________________________________

Total hours of student involvement:

___________________________

Judging Criteria: ________________________________

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Team Roster (Insert Your Team Logo) Name 1 Amy Smith

Class Standing

Major

Phone Number

Email

2nd year

Marketing

(555) 555-555

[email protected]

2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17

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Position on SIFE Team Registered on sife.org

Business Advisory Board List (Insert Your Team Logo)

Name 1 Joe Smith

Company ABC Bank

Position Vice President

2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17

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SIFE Alumni No

Project Interest Finacial Literacy

Media Contacts Updated on (Insert Date) (Insert Your Team Logo) News Station #1 Assignment Editor Reporter Reporter News Room Fax Phone Address

News Station #2 Assignment Editor Reporter Reporter News Room Fax Phone Address

News Station #3 Assignment Editor Reporter Reporter News Room Fax Phone Address

Radio Station Assignment Editor Reporter Reporter News Room Fax Phone Address

University Newspaper Editor Reporter Reporter News Room Fax Phone Address

Local Newspaper Editor Reporter Reporter News Room Fax Phone Address

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(College/University Name)

[200_] Budget Revenue Date

Total:

Description

Expenses Amount

Sponsor Y/N

Date

Total:

Revenue: Expenses: Net Surplus(Deficit):

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Description

Amount

Sponsor Y/N

SIFE Team Succession Timeline Below is a suggested timeline your team should follow to prepare for yearly transitions. 2nd Semester December/January - Determine next year’s leaders - Hold elections February/March - Have new leadership begin working with current leaders March/April - Start transition of leaders duties to new leadership team April/May - Determine next year’s carryover projects and ideas for new projects - Create timeline for projects for the year - Collect returning student information - Finish and give transition notebook to new leaders - Meet with administration to introduce new leadership team August - Determine project leaders September - Start implementing projects

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