Student Organization Transition Checklist

Hold officer elections one month before the end of your current leadership’s term to provide an overlap period for new and old officers to work together. 

  • Consider implementing a mentor program where outgoing officers are shadowed by incoming officers during this overlap period
Update Hoos Involved portal's contact information and roster to reflect the new officers (outgoing admins can do this yourself at anytime prior to annual Renewal in April - in April, rosters and portal info must be updated during the Renewal process)
Hand over all usernames & passwords (emails, social media sites, Listervs, etc.)

Transfer Financial Information 

  • Bank Account and Tax ID (if relevant)
  • UVA Supplier Number
  • Spending Processes

Remember, all CIOs are REQUIRED to have an outside bank account with either Alumni Hall or another independent financial institution, as well as a supplier number with UVA. See more informaiton related to finances.

Pass along current calendar for CIO events - INCLUDING ALL EVENTS CURRENTLY BOOKED in the CIO's name
Prepare and discuss status reports for all ongoing/upcoming projects
Provide contact lists with Emails, Addresses & Phone Numbers of all Current CIO Members & Advisors
Update alumni roster with graduating members and provide full list with contact information 

Provide all important points of contact that your CIO routinely works with at UVA and beyond, and make introductions when possible/needed:

  • Risk Management
  • Event Planning
  • Fire Marshal
  • National organization liaison 
Review and Update CIO Constitution, Bylaws, & Mission

Handover (or provide access to) all of the CIO's Historical Documents:

  • Meeting minutes
  • Records
  • Scrapbooks/photos
  • Files
Share problems, helpful ideas, procedures, and recommendations. Write and share reports containing traditions, ideas, completed projects, continuing projects, and concerns or ideas never carried out.

PREPARE FOR and Complete ANNUAL CIO RENEWAL (Each Spring):

  • Register for and Complete the REQUIRED online CIO Transition Training
  • After completing the Transition Training, sign the CIO Agreement (on last page of the training)
  • Update roster of all members and officers
  • See full Renewal Directions