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A couple weeks after new officers take over is a good time to edit mailing lists and mailman admins, removing people who are no longer appointed officers and people who haven't been EC members for a year.
In brief, steps are:
- Check in with each appointed officer about whether they intend to continue (email to tech-squares-officers@ is probably reasonable, or you can poke individually)
- Talk with outgoing+incoming EC about whether there are issues to be aware of
- Figure out if there are new roles that are desirable (or old ones that don't matter) – this is probably suitable for t-s-o@ mail
- Notably, class and publicity assistants are up to the relevant coordinators
- Draft info for club:
- Copy and update the nominations Google Form
- Update https://www-mit-edu.ezproxyberklee.flo.org/~tech-squares/howto/officer-nominations.html with new Google Form, who the form will be shared with, role descriptions, current officers, any changed roles, etc.
- Email to the club
- mention any roles you're especially recruiting for
- Traditionally, we'd draft club emails in Google Docs and give officers a couple days to comment – this helps catch things like "people are on different pages about what roles you're recruiting for", "you missed updating a role description", etc.
- Send out the form and wait for responses
- If there are roles that you need somebody new for (and you don't get volunteers through the form quickly), poke individuals and ask if they'd be willing
- Meet to discuss appointments. If it doesn't seem contentious (eg, there's on volunteer per position, and they seem fine), you can do this over email.
- Announce results, update website, update mailing list, etc.