Transition Checklist

Transitioning Out of the Role

Whether you’re term-limited, moving on to other opportunities, or stepping down for personal reasons, a smooth transition ensures the program continues successfully. This guide helps you prepare your successor and hand off effectively.

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Transition Timeline

3-6 Months Before

Identify Successor:

• Work with State Association leadership to identify candidates
• Recommend potential successors based on your experience
• Brief candidates on the role and expectations
• Support the selection process

Begin Documentation:

• Start documenting processes you handle routinely
• Note key contacts and relationships
• Identify any pending issues to resolve or hand off

2-3 Months Before

Prepare Successor:

• Meet with successor to discuss the role
• Share key documents and resources
• Introduce them to National Directors
• Begin including them in communications

Organize Materials:

• Compile important documents
• Organize contact lists
• Document recurring tasks and deadlines
• Note what’s working well and what needs attention

1 Month Before

Active Handoff:

• Introduce successor to District Chairs
• Transfer accounts and access
• Hand over physical materials
• Complete pending items or document status

Final Preparations:

• Schedule transition meeting
• Prepare transition binder or folder
• Make yourself available for questions

After Transition

Support Period:

• Be available for questions (first 30-60 days)
• Make warm introductions as needed
• Provide context on situations that arise
• Step back and let them lead

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What to Document

Key Contacts

Create a Contact List Including:

Category	Information to Include
National Directors	Names, emails, phones, areas of responsibility
District Chairs	Names, contact info, districts covered, tenure
Lodge Chairs	Names, lodges, contact info, status notes
State Association	Key contacts for DAP matters
Vendors/Partners	Material suppliers, school contacts, etc.

Processes and Procedures

Document how you handle:

Recurring Tasks:

• How you order and distribute materials
• How you communicate with District/Lodge Chairs
• How you prepare for state convention
• How you manage contest submissions
• How you report to National

Annual Calendar:

• Key deadlines throughout the year
• Recurring meetings and events
• Seasonal activities and priorities

CLMS and Reporting:

• How you access and review data
• Your reporting rhythm and templates
• Who to contact for system issues

Current State

Active Initiatives:

• What’s in progress?
• What’s planned for coming months?
• Any commitments made?

Challenges:

• Ongoing issues to be aware of
• Lodges needing attention
• Difficult situations or relationships

Opportunities:

• Promising developments
• Potential partnerships
• Ideas you haven’t had time to pursue

Historical Knowledge

What’s Worked:

• Successful approaches and practices
• What lodges respond well to
• Effective ways to engage schools

What Hasn’t Worked:

• Approaches that didn’t succeed
• Lessons learned from failures
• Things to avoid

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Transition Binder Contents

Create a physical or digital folder with:

Section 1: Role Overview

• Position description
• Key responsibilities
• Time commitment expectations
• Reporting relationships

Section 2: Contacts

• National Directors
• District Chairs
• Lodge Chairs
• State Association contacts
• Vendors and partners

Section 3: Calendar & Deadlines

• Annual calendar
• Key deadlines
• Recurring meetings
• Important dates

Section 4: Processes

• Material ordering
• Communication templates
• Reporting procedures
• Contest administration

Section 5: Current Status

• Active initiatives
• Pending items
• Lodge status summary
• Challenges and opportunities

Section 6: Resources

• Training website login/bookmark
• CLMS access information
• Important documents and files
• State-specific resources

Section 7: Tips & Advice

• What you wish you’d known
• Relationship insights
• Unwritten rules
• Personal recommendations

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The Transition Meeting

Agenda (2-3 Hours)

1. Overview (30 min)

   • Role expectations and responsibilities
   • Reporting relationships
   • Time commitment realities

2. Key Relationships (30 min)

   • National Directors - who does what
   • District Chairs - strengths and needs
   • Critical lodge situations

3. Operations (45 min)

   • Walk through annual calendar
   • Key processes and procedures
   • CLMS and reporting

4. Current State (30 min)

   • Active initiatives
   • Pending items
   • Challenges to be aware of

5. Resources & Support (15 min)

   • Where to find things
   • Who to call for help
   • Your availability for questions

6. Q&A (30 min)

   • Answer their questions
   • Address concerns
   • Clarify anything unclear

Tips for the Meeting

• Be honest about challenges, not just successes
• Don’t overwhelm - prioritize what’s most important
• Encourage questions - they won’t know what they don’t know
• Share context - the “why” behind practices
• Be supportive - they’ll do things differently, and that’s okay

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Introducing Your Successor

To National Directors

“I wanted to introduce [Name], who will be taking over as State Chair for [State] effective [Date]. [Name] has been [brief background] and I’m confident they’ll do an excellent job. I’ll be supporting their transition over the next [timeframe].”

To District Chairs

“I’m pleased to announce that [Name] will be stepping into the State Chair role for [State] beginning [Date]. [Name] brings [relevant experience] and I know you’ll enjoy working with them. Please join me in welcoming them to the team.”

To Lodge Chairs

“Please welcome [Name] as our new State Chair! [Brief introduction and background]. You can reach them at [contact info]. I’ve enjoyed serving in this role and am confident [Name] will continue to support our important work.”

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After You Leave

Stay Available (Limited Time)

• Offer to answer questions for 30-60 days
• Be responsive but don’t hover
• Provide context when asked
• Resist the urge to critique decisions

Let Go Gracefully

• Your successor will do things differently
• They may change things you built
• That’s okay - it’s their role now
• Be supportive, not possessive

Celebrate Your Contribution

• Reflect on what you accomplished
• Thank those who supported you
• Be proud of the foundation you built
• Stay connected to DAP if desired

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Quick Transition Checklist

Documents to Transfer

• Contact lists (all categories)
• Annual calendar and deadlines
• Process documentation
• Templates (communications, reports)
• Current lodge status summary
• Historical files and records

Access to Transfer

• CLMS login credentials (or ensure they get their own)
• Email lists or distribution groups
• Shared drives or cloud folders
• Any state-specific accounts

Introductions to Make

• National Directors
• District Chairs
• Key Lodge Chairs (especially any with issues)
• State Association leadership
• Important external partners

Knowledge to Share

• What’s working well
• What needs attention
• Key relationships and dynamics
• Unwritten rules and norms
• Your recommendations

Your Legacy

The best measure of your success isn’t what you accomplished - it’s how well the program continues after you leave. A smooth transition is your final gift to DAP in your state.