Chapters

Passing the Chapter Officer Baton

Ensuring smooth chapter officer transitions

By Allison Proffitt

Passing the batton
ThinkStock

In any relay race, the most nerve-racking moment is the hand-off of the baton from one runner to the next. All eyes are on the two runners in the exchange zone, and everyone’s hanging on to the hope of a smooth pass. Even though runners are trained for their leg of the race, in that moment, where timing is everything, the only thing that matters is precision and connection.

In a lot of ways, transferring chapter duties to new officers is similar. 

A chapter can go an entire year without significant hiccups and succeed in many areas. The chapter can grow in numbers. Students can excel at outreach and community building. A record number of people can attend a chapter-sponsored event. But when the officers and leaders behind those events graduate, all the knowledge and progress could be tossed out because no one took the time to share that knowledge. When the baton isn’t passed to a new cohort of leaders, meeting attendance drops, opportunities are missed, and momentum is lost.

This slump can be avoided with careful year-to-year planning. Elite runners don’t just run toward a teammate and wildly toss the baton, hoping that it will be caught. There’s a rhythm, a meter, and a plan. Likewise, successful chapters set up a rhythm and a plan to transfer duties to incoming officers to keep the chapter on track.

Create a knowledge base

Faculty advisors are invaluable resources for a chapter, but ultimately it is a student chapter. Student officers need to be responsible for the organization’s collective wisdom. That’s why many chapters create a library of chapter documents: charter, bylaws, officer duties, event timelines, templates for letters and flyers, and so on.

At Tennessee Technological University, each executive committee member has a binder for their role, and it is passed fromofficer to officer, explains Amanda J. Carroll, the faculty advisor.

“In the binder for each position, there is a timeline and a list of activities related to that position, for reference,” Carroll explains. “Each binder also contains a general timeline for events that are done every year. The binders also contain contact information for people 

in community groups we work with. Each executive committee member adds information to their binder throughout the year, so the information grows from year to year. Each binder helps transition new executive committee members into their roles, since it provides expectations for what needs to be done and when deadlines are,” she says.

At Saint Joseph’s University, the executive board is implementing a similar best practice, but in a digital format. “We are in the process 

of creating specific and detailed bylaws that we will be able to hand down from year to year. We also have created a shared Google Drive that we will be able to pass down to future years,” says Elise Brutschea, one of the chapter’s co-presidents.

If this seems overwhelming, your chapter can start by making sure that chapter bylaws are detailed and up to date. Then, create a master chapter calendar so that annual events don’t sneak up on you. Next year’s officers will be able to look at the calendar and note things like when to begin preparing for National Chemistry Week. You should also write down things as you do them, like who you contacted for guest lectures, so that next year’s officers will know who to contact.

Build a people pipeline

Successful chapters always attribute at least part of their success to having active and engaged first- and second-year students, not just an excellent governing board of juniors and seniors.

At Saint Joseph’s University, the traditional executive board of four juniors and seniors wasn’t working. “Our involvement was very small when our board was structured this way,” Brutschea says. “We decided to restructure the board to encourage more involvement in the club from first-year students through senior students.”

The chapter doubled the size of the board. Now there are two co-presidents, a treasurer, and a secretary. These positions are elected in the spring. The chapter added a scholarship chair, a science outreach chair, a fundraising chair, and an external relations chair. Students are elected to these roles in the fall, and any chapter member is eligible.

“Electing some members of our executive board the year before allows our chapter to prepare over the summer and start [chapter] activities as soon as the school year starts,” Brutschea says. “Electing the chairs in the fall semester allows first-year students the opportunity to be a part of the board,” she adds. “We have seen that having a more diverse board, in terms of major and class year, helps encourage involvement. It also helps with continuity from year to year; having created these new positions, we hope the younger students who were elected to the chair positions will move up to the president roles.”

The student chapter at West Virginia State University has only four executive officers, but the chapter has built succession into the election process. The role of vice president is usually filled by someone who 

is not graduating, explains Edgar Lopez-Torres, who serves as his chapter’s director of fundraising for scholarships. The vice president is encouraged to serve as president the following year.

Some chapters will go a step further and have a period of overlap between incoming and outgoing officers. This allows the previous officers a chance to mentor the new officers and help them adjust to their new roles.

Rock your chapter’s vote

How you fill leadership roles is equally important for smooth chapter transitions. At West Virginia State University, the chapter believes that having active elections keeps the whole chapter involved and invested in the future. The chapter holds a single set of elections in the fall; all chapter members are welcome to run, but running for office takes planning. 

“For a student to run for an officer position, they need to present their ideas for what they wish to accomplish in their role and how they intend to go about this,” explains Lopez-Torres. According 

to him, requiring would-be officers to develop and communicate their plans engages all of the chapter members. When officers are elected with goals and plans in mind, the chapter can help the officers achieve these goals, he says.

At Tennessee Technological University, members wishing to hold an officer position must be nominated by another chapter member, and then they present their vision for the role. “Each nominated person gives a short speech about why they want a certain position, and then we vote on that position,” Carroll explains. A nomination process also spurs current officers and other members to encourage and mentor potential leaders.

The Tennessee Technological University chapter has an eight-member executive committee with four elected officers: president, vice president, secretary, and treasurer. The chapter also has four appointed committee chairs: green chemistry, fundraising, social, and education outreach.

“People wishing to obtain the chair positions submit an application we provide, with why they’re interested in the position, what they think they can bring to the position in terms of skills and ideas, and their anticipated class schedule for the upcoming year,” says Carroll. “The outgoing and incoming officers get together to select the chairs for the next year. We do this since the outgoing officers know what is needed to 

be successful in a position and the incoming officers will be working with them the next year.”

Moving to the application process has “provided better opportunities for people to obtain positions they are best suited for,” Carroll explains. “And it helped first- and second-year students have more success in getting involved in leadership roles, since they may not be as well-known as juniors and seniors.”

Of course, none of these tips guarantees strong chapter transitions year after year, and not every approach will work for every chapter. But the best practices of successful chapters are worth considering, to keep momentum: create a reference library of foundational documents to follow, build a pathway of involvement for all chapter members, and invest in your election process so that leadership roles go to members with a vision for the chapter. 


About the Author

Allison Proffitt is a writer based in Nashville, TN. She earned a bachelor’s degree in the Communication of Science from Vanderbilt University and a master's degree in Science and Medical Writing from Johns Hopkins University. Prior to freelancing, she worked for various ACS publications and in the ACS Education Division.