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Comment: add summary of steps

Appointed Officers

The incoming EC should appoint appointed officers so that they can all In April, once an incoming EC has been elected, the new EC should work on finding appointed officers. Ideally, the new EC and new appointed officers will take office at the same time. If this doesn't happen, the appointed officer transition can take place up to a month later.

The new President should collaborate with the new EC to come up with The incoming President in collaboration with other officers should make a list of appointed officer positions

These should be appointed

  • Booking Director
  • Rooming Director
  • Rounds Coordinator
  • PE instructor

Additionally, these positions should be filled by someone, but Members-at-Large or other EC members may claim these positions.

  • Secretary 
  • Webmaster
  • Announcements Coordinator (ideally done by publicity)
  • Social Media Coordinator (may be done by publicity)

Other potential positions include

  • Club Photographer
  • Club Historian
  • Class Assistants (these are usually appointed by the class coordinator, but it makes sense to solicit people at the same time)
  • Special Dance coordinator (ex. hex, bigon, pool, etc)

If . Some appointed officer positions are specified in our club governing docs. Others are listed as jobs that either an EC member should do or an appointed officer should do. Check with the incoming EC members to find out if there are jobs they're claiming. All jobs that are not conclusively claimed this way should be listed as appointed officer positions. Additionally, if there are other jobs that need to get done for the club, these can be be turned into temporary appointed officer positionsofficerships. 

Nominations for appointed officers should be solicited from the club. Recently, we've been trying to use a google form for nominations (you can probably edit and reuse https://www-mit-edu.ezproxyberklee.flo.org/~tech-squares/howto/officer-nominations.html). While this is happening, it makes sense to also get an idea of people who are interested in helping out with other positions (ie Class Assistants). In order to find someone for every position, you may need to solicit nominations in person. As much as possible, you should check with current officers to know whether they are interested in continuing. 

The incoming EC should meet to discuss and choose from among the nominees. 

The results should be announced to the club. 

New appointed officers should be added as described in Welcome e-mail to new officers. 

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:

  1. 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)
  2. Talk with outgoing+incoming EC about whether there are issues to be aware of
  3. 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
    1. Notably, class and publicity assistants are up to the relevant coordinators
  4. Draft info for club:
    1. Copy and update the nominations Google Form
    2. 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.
    3. Email to the club
      1. mention any roles you're especially recruiting for
      2. 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.
  5. Send out the form and wait for responses
  6. 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
  7. 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.
  8. Announce results, update website, update mailing list, etc.