Transitioning from Year to Year

Each year, many school support organizations transition leadership and officers. Planning ahead helps your organization stay organized, compliant, and ready for the new school year.

Outgoing and incoming officers should work together before the end of the school year to share information, transfer responsibilities, and prepare for what comes next.

Review Requirements

• Review your bylaws for term limits and election procedures
• Confirm all new officers meet MNPS requirements

• Officers must be a parent or legal guardian of a student at the school, unless part of an alumni association
• Officers must not be related to another officer in the same organization
• Officers must not be related to the school bookkeeper, administrator, or staff connected to the organization

Meet Together

Outgoing and incoming officers should meet before the transition is complete.

• Review responsibilities for each role
• Share lessons learned and tips
• Answer questions from incoming officers

Transfer Records and Files

Make sure all records are passed to incoming officers.

• Charter and bylaws
• IRS and tax documents
• Meeting minutes
• Previous budgets and registration documents
• Bank account information and statements
• Shared files and documents
• Fundraising records and materials
• Templates for newsletters, emails, and flyers
• Volunteer and member contact lists
• Vendor and community partner contacts
• District policies and requirements

Update Financial Access

• Add at least two incoming officers to the bank account before outgoing officers leave
• Confirm access and responsibilities are clear

Set Up Shared Communication

Use a shared email account for your organization.

• Create a general email address that can be passed between officers
• Example: schoolpto@email.com
• Or use role-based emails such as president@email.com

This helps ensure your organization continues to receive updates from the school and district.

Plan Ahead

• Meet as new officers to plan fundraising and events
• Prepare required information early for district submission
• Align plans with school goals

A strong transition supports your organization and helps you start the school year ready to serve students and families.

Website and Social Media Accounts

Ensure social media and website account passwords, and two-factor authentication information, is shared. More than one officer should have access to accounts.