Committee Handovers

Advice and templates for committee position handovers.

Table of contents

1. Checklist for Committee Handovers
2. Handover Template
3. Incoming Name:
4. Outgoing Name & Contact Details:

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This document has been automatically migrated from the Nightline Association’s guidance library, and formatting has not yet been corrected. View the PDF version of this guidance.

Checklist for Committee Handovers

Below is a recommended checklist for what your committee handovers should include:

• Comprehensive role descriptions for each committee role

• List of useful contacts and their contact information, including:

  - [ ] Your Regional Coordinator
  
  - [ ] Key stakeholders
  
  - [ ] Contact details for outgoing committee members who are happy to be contacted with questions as the new committee settles in
  

• Essential operational information, including:

  - [ ] Passwords and usernames for all accounts 
  

• File storage overview

• Outline of your Nightline’s usual calendar year, including:

  - [ ] Dates or time periods for key Nightline events, e.g. training, AGM 
  
  - [ ] Stakeholder meetings or deadlines
  
  - [ ] Key university events 
  
  - [ ] Deadlines for annual return, annual report, affiliations, call data, etc.
  
  - [ ] Key Nightline Association events, e.g. Annual Conference, Nightline Awareness Week
  

• Key documentation, including:

  - [ ] Previous year’s annual report
  
  - [ ] Previous year’s annual return document to the Nightline Association
  
  - [ ] Previous year’s call statistics
  
  - [ ] Previous year’s affiliation details and invoice
  

• Objectives and targets, either for the entire service or individual committee roles

Handover Template

XXX Nightline

XXX Handover

(XGM 20XX)

##

Incoming Name:

XXX

Outgoing Name & Contact Details:

XXX
email@example.com
07XXX XXXXXXX

Introduction

Welcome to your Handover Pack! This pack was written by your predecessor to ensure that you can hit the ground running for the year ahead. Remember, any changes you make should be sustainable and carried on by your successor and so you should include them in your handover pack when you leave the role.

Role Description

This is a description of the role you’ve been elected to.

Useful Contacts

Essential Information

You’ll be given access to the following documents which you will need to fulfil your role description. If not accessed by username and password (listed below) they will be emailed to you or given to you on disk.

File Storage

This is a rough outline of your file storage with headline explanations of what each major directory and file is for. Some less important files and folders have been left out.

• 📁 My Drive: base folder, where all documents are stored

  • 📁 Folder 1: description of folder 1

  • 📁 Folder 2: description of folder 2
    • 📁 Sub-Folder 1: description of subfolder 1
    • 📁 Sub-Folder 2: description of subfolder 2
    • 📁 … (skipping folders which aren’t important)
    • 📁 Sub-Folder X: description of subfolder X
    • 📄 Important File 1: description of important file 1
    • 📄 … (skipping files which aren’t important)

  • 📁 … (skipping folders which aren’t important)

  • 📄 Important File 2: description of important file 2

Your Calendar Year

Here’s a diary of the main actions and events that took place throughout the year with respect to your role, including those that your predecessor helped out with or attended. It may also include things that with hindsight they feel should have been completed at certain times, or targets which they themselves were unable to meet, but feel you should be able to.

Your Week

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Objectives and Achievements of the Previous Year

Here is an evaluation written by your predecessor about the objectives and achievements from the previous year in the role.

Advice from your Predecessor

Here’s some advice from your predecessor with lessons learnt during their time in the role.

Miscellaneous

Anything extra that you think your successor should know.

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