Policy Number "2022-04-16"
Transition Policy
University of Toronto Engineering Society

Last Revision: May 17, 2023

Contents

General #

0.0 # Purpose

1. 0.0.1 # The purpose of this document is to set guidelines for transitioning new members of the Engineering Society Council, to ensure that they have the necessary training to be effective in their roles.
2. 0.0.2 # Though all members of the Engineering Society Council should make an effort to transition in their successors, the guidelines in this document should be considered requirements for Officers, Project Directors, the Speaker, and the Chief Returning Officer.

0.1 # Definitions

1. 0.1.1 # "Transition” shall refer to the process of training one’s successor for their new role.

0.2 # Enforcement

1. 0.2.1 # The President of the Engineering Society is responsible for transitioning their own successor and ensuring that the other outgoing Officers and Speaker are working to transition their successors.
2. 0.2.2 # Outgoing Officers are responsible for ensuring that the Project Directors they oversee have written their Transition Reports prior to the April Board of Directors Meeting.
3. 0.2.3 # The outgoing Speaker is responsible for ensuring that the Ombudsperson and Chief Returning Officer have written their Transition Reports prior to the April Board of Directors Meeting.

Transition Reports #

1.0 # General

1. 1.0.1 # A Transition Report is a document which outlines the necessary information for the transition.
   1. 1.0.1.a # A transition report shall be prepared by Officers, Project Directors, the Speaker, and the Chief Returning Officer.
   2. 1.0.1.b # A recommended template for the transition report shall be available on skule.ca
2. 1.0.2 # The Transition Report should be prepared prior to the successor entering their new position and given to them as a digital document no more than one week following the Board of Directors meeting at which they formally enter the position.

Transition Meetings #

2.0 # General

1. 2.0.1 # Transition Meetings shall be held between the outgoing and incoming Council member and shall consist of one or more meetings of appropriate length at the discretion of the outgoing Council member, but should consist of at least one (1) session of an hour length. The content of these meetings shall include but not be limited to:
   1. 2.0.1.a # Practical training such as familiarizing the incoming Council member with necessary tools for their role.
   2. 2.0.1.b # An opportunity for the incoming Council member to ask questions about their responsibilities.
2. 2.0.2 # A Transition Meeting should be completed prior to an incoming Officer taking on their role.
   1. 2.0.2.a # Between Transition Meetings prior to formally taking on their role, incoming Officers are encouraged to familiarize themselves with the responsibilities of their new role.
3. 2.0.3 # A Transition Meeting should be scheduled within three (3) weeks following the Board of Directors meeting at which a Project Director, Speaker, or Chief Returning Officer is elected.

Manuals #

3.0 # General

1. 3.0.1 # Manuals are defined in Bylaw 1 section 7.5.

3.1 # Contents

1. 3.1.1 # Each Manual shall contain the following chapters:
   1. 3.1.1.a # "For Prospective Candidates" - which shall not exceed one letter-sized page when printed (omitting less important information where necessary to meet this requirement) and which shall contain the following sections:
      1. 3.1.1.a.i # "Role Summary" - which shall summarize the role in a manner and length suitable for direct inclusion in election notices.
      2. 3.1.1.a.ii # "General Responsibilities" - which shall list, or summarize, a few key responsibilities of the role, and direct prospective candidates to the rest of the Manual.
      3. 3.1.1.a.iii # "Required Qualifications" - which shall list qualifications, including experience, without which a candidate is guaranteed to fail to uphold the responsibilities of the role.
      4. 3.1.1.a.iv # "Useful Qualifications" - which shall list qualifications, including experience, that will make it easier for the candidate to succeed in the role, or which will amplify their success.
      5. 3.1.1.a.v # "Role Takeaways" - which shall list benefits of holding the position - including without limitation experience, pathways to EngSoc roles with greater influence, hard/soft skills for future career prospects, etc. - and which may refer to the "Useful Qualifications" section to indicate that qualifications absent at hire may be gained through the role.
   2. 3.1.1.b # "Summary and Structure" - which shall contain the following sections:
      1. 3.1.1.b.i # "Role Summary" - which shall summarize the role as a reminder for the incumbent and refer the reader to the Bylaw definition of the role.
      2. 3.1.1.b.ii # "Transition" - which shall describe the transition process, by referencing this Policy, and where appropriate by giving role-specific details.
      3. 3.1.1.b.iii # "Executive Structure" - which shall either describe the structure of the executive team which reports to the role (including formal direct reports defined in the Bylaws, if applicable); state that the role's executive structure varies enough due to its nature so as to defy consistent description; or state that the role has no executives.
      4. 3.1.1.b.iv # "Executive Responsibilities" - which shall either briefly summarize the responsibilities of each executive listed in the "Executive Structure" section, or repeat the statement of the "Executive Structure" section.
      5. 3.1.1.b.v # "Reporting Structure" - which shall list all direct reports from the role, and/or any roles to which the role is informally subordinate.
   3. 3.1.1.c # "Manual of Responsibilities" - which shall contain the following sections:
      1. 3.1.1.c.i # "Ongoing Responsibilities" - listing all tasks for which the role is responsible on an on-going basis, and the conditions triggering such tasks when applicable.
      2. 3.1.1.c.ii # "Time-fixed Responsibilities" - listing all tasks for which the role is responsible at a certain point in time, and the respective points in time, in chronological order. This list shall include an item describing that the role reviews the Manual and relevant Policies, and submits any updates to the Policy and Structures Committee.
      3. 3.1.1.c.iii # "Optional Responsibilities" - listing all tasks for which the role has, from time to time in its history, been responsible, but without which the role may still be considered to have functioned at a basic level.
      4. 3.1.1.c.iv # A "Manual on (Responsibility)" section for each responsibility described in the previous three sections which requires more detailed description
   4. 3.1.1.d # Any other chapters as necessary to fully describe the role.
2. 3.1.2 # Manuals may delegate to Policies for even more detailed descriptions of specific responsibilities as necessary.