Officer Transition Checklist

Officer Transition Checklist

Name of Club: ______________________________________
Transition Date

MonthDayYear
2 digit month, 2 digit day, 4 digit yearDate

Outgoing Officers - 2 Weeks to 30 Days Prior to Transitioning

Rows	Check	Notes
Current Leaders contact bank, accountant (if applicable), and other entities to advise of transition. Set up a time to meet with new Officers to review records, go through operations, etc.
Prepare a list of items to transfer. Make sure you have all passwords, usernames and verification information for all accounts, financial institution names and account numbers, branch locations and contact names, etc.
Have Corporate Book updated with the most current minutes to review and give to the new Secretary.
Have up-to-date membership lists, records of member payments and memberships due dates.
Make a complete list of all online account links, username, and passwords, and verification information.
Have an update record of social media accounts, username, and passwords. The linked email should be the club email for ease of transition.
Have renewal dates for website, domains, amounts due, renewal date, and logins for domain, subscriptions.
Prepare and gather items to be transferred such as inventory of fundraising items with detailed lists, decorations, supplies, etc.
Have all important items and accounts used for club operations ready to transfer with all pertinent information.

General Checklist for New Officers:

Rows	COMPLETED	Notes
PRESIDENT and TREASURER - Update club banking account information and Officer signatures. Remove Officers that are no longer active. Request a new debit card for new officers. (NOTE: You may have to bring corporate Book and updated Corporation records to the bank to make any changes).
ALL - Meet with outgoing Board/Officers for orientation to review banking information, documents and records, member list, operations, calendar of events, fundraising experience, etc.
PRESIDENT and SECRETARY Transfer all online account passwords, such as Evite, Sign Up Genius, JotForm, etc.
PRESIDENT, SECRETARY, and WEBMASTER - Transfer Website passwords, login and verification information; make sure the email on the website account is accessible by new Webmaster. Update passwords as deemed necessary.
TREAUSRER and PRESIDENT - Transfer Bookkeeping and financial records to new Treasurer.
PRESIDENT and SECRETARY - Review records storage - if it is online - know where files are kept and how things are organized.
PRESIDENT and/or SECRETARY - Create a new folder for the next year and store your new documents and records in sub folders that are labeled within that folder. It will be easier to find things.
ALL - Vote to grant outgoing President, status of President Emeritus that would remain in a non-voting role to mentor, answer questions, and assist and offer guidance to new Officers, as needed.

Checklist for President

Rows	Check	Notes
PRESIDENT - Update Corporation Records with your State. You will need to add the new Officers and remove Officers no longer active. Confirm the Registered Agent is current and that mailing address and contact information is correct.
PRESIDENT - Transfer all email account passwords and update passwords. Remove inactive users.
PRESIDENT - Transfer of all passwords for social media accounts and update passwords. Ensure that the email tied to accounts is accessible.
Work with the other new Officers to set events schedule, coordinate donations, and fundraise.

Checklist for Treasurer

Rows	Check	Notes
Make sure that all financial records, documents, tax returns or 990 forms, receipts are transferred.
Ensure access to bookkeeping platform if needed.
Make sure that all login information and records for State Tax and Exemption is transferred.
Review latest financial reports, bank account balances, financial activities involving fundraising and make sure that you understand status of accounts and Club's financial position.
Obtain contact information for accountant or bookkeeper (if applicable) and call to introduce yourself.

Checklist for Secretary

Rows	Check	Notes
Make sure that Corporate book is transferred with updates and most current minutes.
Ensure you have access to all files of Minutes, forms used, and any other documentation that may be needed.
Ask for Job Description and make sure that you understand your responsibilities and duties.
Ensure that you have access to any accounts you may need to use.

30-Day Follow Up

Rows	Check	Notes
Reach out to former leaders for any records, passwords, or information that was not transferred and ask questions!
Update Officer information with the USNA Alumni Association.
Schedule the first Officer meeting with the new leaders - invite a former leader to the meeting for guidance, to ask questions, and request assistance as needed.

90 Day Follow Up

Rows	Check	Notes
Check-in to make sure you have everything you need.
Make sure that you have all of the logistic information for events and meetings.

Additional Notes
Should be Empty: