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 President
ƒ Vice President of Finance
ƒ Vice President of Recruiting and Membership
ƒ 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 over-
bureaucracy, 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 Resister your team as an official organization. This is usually done through the
student government association or student activities office.
ƒ Schedule a regular meeting time and location. Most teams usually meet weekly or
bi-weekly.
ƒ Collect the contact information for each member and create a team roster. An
example is included in this toolkit.
ƒ Create an email distribution list for your team.
ƒ 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. Team organizational chart

2. Team Mission, Goals and Objectives
3. Team Constitution (see example)
4. Team Bylaws (see example)
5. Tentative calendar of events
6. Sample Agendas (see example)
7. 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 year-
end 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)

New project Continuing 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 Class Standing Major Phone Number Email Position on SIFE Team Registered on sife.org
1 Amy Smith 2nd year Marketing (555) 555-555 xxxxx@xxx.edu
2

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12

13

14

15

16

17

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 Business Advisory Board List
(Insert Your Team Logo)
Name Company Position SIFE Alumni Project Interest
1 Joe Smith ABC Bank Vice President No Finacial Literacy
2
3
4
5
6
7
8
9
10
11
12
13
14
15

16
17

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 Media Contacts
Updated on (Insert Date)
(Insert Your Team Logo)

News Station #1 News Station #2

Assignment Editor Assignment Editor
Reporter Reporter
Reporter Reporter
News Room Fax News Room Fax
Phone Phone
Address Address

News Station #3 Radio Station

Assignment Editor Assignment Editor
Reporter Reporter
Reporter Reporter
News Room Fax News Room Fax
Phone Phone
Address Address

University Newspaper Local Newspaper

Editor Editor
Reporter Reporter
Reporter Reporter
News Room Fax News Room Fax
Phone Phone
Address Address

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(College/University Name)

[200_] Budget
Revenue Expenses
Sponsor Sponsor
Date Description Amount Y/N Date Description Amount Y/N

Total: Total:

Revenue:
Expenses:
Net Surplus(Deficit):

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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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