Handover Guide and Checklist

This checklist is designed to be used as a practical tool during handover and should be altered to suit individual situations. The outgoing staff member can use it in the lead-up to the handover by adding information and making notes. The checklist can then be handed to the incoming staff member to record their own notes. An up to date business plan and a comprehensive policy and procedures manual will minimize the amount of time spent in handover and will help to prevent overload for all involved. Items that should be covered in the organisation’s policy and procedures manual are highlighted in red. It may be useful to send a copy of the business plan to applicants and ask them to respond to this in interview. Alternatively, the business plan and other key documents could be sent to the successful applicant before they arrive.

Quick Handover (2 – 5 days)Focus on items shaded in pink

Full Handover (1 – 2 weeks)Focus on items shaded in pink and green

Basic Orientation

Before the work handover begins, it is important to orientate a new staff member with the community or town they have relocated too. This may be a simple drive around, pointing out significant places and community organisations as well as providing information on appropriate ways to behave in the community. Provide them with a basic community map so they can highlight places of importance.

Make sure they know what to bring with them. Send a list of what is provided with their accommodation well in advance and take them to the shop to get supplies when they arrive. Show them to their accommodation before heading to the art centre, particularly if they have travelled a long way.

Make introductions to current staff, committee members and other key people in the community as soon as practical.

Living in the Community / Where do I find this? / Notes and Questions
Cultural Protocols
Nominate a local person such as a committee member or artist who is happy to act as a cultural host so that new staff members can go to them with any questions. / Q – Who do I go to for advice on cultural protocols?
Q – Are there any ‘no go’ areas I should be aware of?
Q – Is there a recommended dress code?
Q – Can I take photographs around the community?
Alcohol
Provide information on alcohol restrictions.
Permits
Explain the permit system and how to use it. / Electronic File:
Hard Copy File: / Application for long term work permit submitted (
Key local services
Point out local services such as the clinic, store, barge landing etc. / Copy of community map received (
Cross Cultural Training
Provide information on any cross cultural training opportunities such as local language or cultural induction courses.
Resources
Point out useful books, websites and other resources.
Survival Tips
Provide the new staff member with information and advice and let them know where they can get support.
Key Documents & Resources / Where do I find this? / Notes and Questions
Business Plan
Explain how and whenyour business plan was developed and how is it monitored and revised.
Your business plan will provide important background information about the organisation and its’ current situation. / Electronic File:
Hard Copy File: / Copy of business plan received (
Q - When is it due to be revised?
Constitution / Rule Book
Explain the role of the Rule Book and how it should be used.
Show where the certificate of registration is filed. / Electronic File:
Hard Copy File: / Copy of Rule Book received (
Q - Are any changes to the Rule Book pending?
Policy and Procedures Manual
Explain how this is kept up to date. / Electronic File:
Hard Copy File: / Copy of policy and procedures manual received (
Q - When was this last updated?
Personnel Information
Provide a list of committee members and staff, outlining their roles and responsibilities. / Policy and Procedures p…
Electronic File:
Hard Copy File: / Copy of personnel information received (
Contact Lists
Try to break contact lists into clear sub-sections, such as;
- Peak Bodies
- Service Providers
- Suppliers
- Industry Contacts
- Local / Regional Contacts
Highlight people that the new staff member should introduce themselves too as soon as possible. / Policy and Procedures p…
Electronic File:
Hard Copy File: / Copy of contact lists received (
Passwords and Authorisations
Explain who the authorized persons are to access important private information about the art centre and how to change these. / Policy and Procedures p… / Authorities to hand over:
Bank Signatories (
ORIC (
ATO (
Q – Are there any others?
Go Hunting
Explain what the Go Hunting website is and make sure the new staff member is aware of its contents. / / Copy of Go Hunting User Guide received (
Copy of Go Hunting Table of Contents received (
Username:
Password:
Acronym List
Develop a list of acronyms and keep it handy for new staff and trainees. / Electronic File:
Hard Copy File: / Copy of acronym list received (
Q - Is it up to date?
Governance Systems / Where do I find this? / Notes and Questions
Membership
Explain how membership works.
Provide a copy of the Members Register and explain how this is maintained. / Policy and Procedures p…
Constitution/Rule Book p…
Electronic Files:
Hard Copy Files: / Copy of Members Register received (
Committee Meetings
Explain how often and where are they held, how are they run, who takes minutes and who monitors the action list. / Policy and Procedures p…
Constitution/Rule Book p…
Electronic Files:
Hard Copy Files: / Date of next committee meeting: ………./………./……….
Annual General Meeting (AGM)
Explain when the next AGM is scheduled, how it should be run, who takes minutes and what needs to happens after the AGM. / Policy and Procedures p…
Constitution/Rule Book p…
Electronic Files:
Hard Copy Files: / Date of next AGM: ………./………./……….
Governance Training
If the committee has participated in any governance training, explain how it was provided and what the outcomes have been. / Electronic Files:
Hard Copy Files:
Public Officer
Who is the current Public Officer and what is their role? / Policy and Procedures p…
Constitution/Rule Book p… / Q - Does the Public Officer need to be changed?
Common Seal
Explain where the common seal is kept; when it can be used and who can use it. / Policy and Procedures p…
Constitution/Rule Book p…
Legal Requirements
Explain the legal structure of the organisation and its’ reporting responsibilities. / Policy and Procedures p…
Electronic Files:
Hard Copy Files: / Due dates for reports:
- ORIC: ………./………./……….
- DEWHA: ………./………./……….
- ATO: ………./………./……….
Q – Are there any other reports due?
Business Registration and Memberships
List any memberships and Australian Business Register details. / Policy and Procedures p…
Electronic Files:
Hard Copy Files: / Q – What is our ABN?
Financial Management / Where do I find it? / Notes and Questions
Financial Systems
Explain how finances are managed and how transactions are recorded.
Arrange for some training if the new staff member hasn’t used the software before. / Policy and Procedures p...
Electronic Files:
Hard Copy Files: / Q – What financial software is used?
Financial Management
Explain who is responsible for overall financial management, decision making, developing budgets and allocating financial resources.
Provide details of reporting and compliance responsibilities such as GST, BAS, PAYG, superannuation etc. / Policy and Procedures p…
Electronic Files:
Hard Copy Files: / Q - Who is the auditor?
Q - Who is the bookkeeper or accountant?
Financial Position
Provide details of the current financial position, current budgets and the previous year’s audit. / Electronic Files:
Hard Copy Files: / Copy of current profit and loss statement received (
Copy of current budget(s) received (
Copy of last audit received (
Q - Are there any past or pending legal issues relating to the organisation’s finances?
Funding Sources and Grants
Provide a list of current funding sources and grants as well as any pending submissions. A list of previous funding (approved and unapproved) is also helpful. / Policy and Procedures p…
Electronic Files:
Hard Copy Files: / Copy of current funding agreements received (
Due date of acquittal report: ………./………./……….
Copy of pending funding submissions received (
Copy of funding history received (
Banking
Provide details of bank accounts,signatories, credit cards, cheque booksetc
Cover on-line and cash deposit banking practices.
If there is a gift account, explain how this works. / Policy and Procedures p…
Electronic Files:
Hard Copy Files: / Banking informationreceived (
Change of signatory forms signed (
Payroll and Superannuation
Explain the payroll system and how to find details of accrued staff entitlements. / Policy and Procedures p…
Electronic Files:
Hard Copy Files: / New Employee form filled in (
Superannuation forms signed (
Payments to Artists
Explain how artists are paid for their work and how this information is recorded and filed. Process some together as part of the handover. / Policy and Procedures p…
Electronic Files:
Hard Copy Files:
EFTPOS
Provide details of EFTPOS facilities and how these work, where to get supplies. / EFTPOS Information:
Accounts
Explain how accounts payable and receivable are processed, recorded and filed. / Policy and Procedures p…
Electronic Files:
Hard Copy Files: / Q- When are the accounts due to be paid?
Q – Who are we owed money from?
Q – Any issues I should be aware of?
Petty Cash
Explain how the petty cash is used and reimbursed. / Policy and Procedures p…
Reimbursements
Explain how reimbursements are authorized, recorded and paid. / Policy and Procedures p…
Assets
Provide a copy of the Asset Registerand ensure that all assets are sighted during the handover.
Include details of:
- buildings
- vehicles
- equipment
- collections
- stock
Aim to do a stock-take as part of the handover. / Policy and Procedures p…
Electronic Files:
Hard Copy Files: / Copy of Asset Register received and all items sighted (
Q – Is the Asset Register up to date?
Copy of Vehicle Policy received (
Vehicle equipment and tools sighted (
Q – When is the vehicle due for a service and who does this?
Q – Anything else I should know about the vehicle?
Q - Who owns the building(s) and who is responsible for repairs and maintenance?
Q – Are there any maintenance or OHS issues I should know about?
Stock-take undertaken together (

Notes:

Operational Systems / Where do I find it? / Notes and Questions
Human Resources
Provide details of current staff contracts and conditions, staff meetings, performance reviews, professional development activities and recruitment processes.
Include information about working with volunteers and casual staff. / Policy and Procedures p…
Electronic Files:
Hard Copy Files: / Date of next staff meeting: ………./………./……….
Copies of current staff contracts received (
Q – When are staff performance reviews due?
Q – Who will arrange / conduct my probation review?
Q – Are there any key staff issues I need to be aware of?
Q – Is there a list of previous staff members?
Insurances
Provide details of current policies, the extent of cover and when renewal is due. / Policy and Procedures p…
Electronic Files:
Hard Copy Files: / Date insurance renewal due: ………./………./……….
Q – Have there been any insurance claims in recent years?
Q – Is the insurance cover adequate?
Information Technology
Provide a summary of IT systems, service providers, any relevant contracts and technical information. / Policy and Procedures p…
Electronic Files:
Hard Copy Files: / Q – Who do I contact if I need IT help?
Q – Is the antivirus software up to date?
Q – How is data backed up?
Website
Provide information on how the website is managed. / Policy and Procedures p… / Q – Does the website need to be updated?
Database
Explain how the database works, how it is maintained and if it links to financial software.
Arrange for some training if the new staff member hasn’t used the database before. / Policy and Procedures p…
Electronic Files:
Hard Copy Files: / Q – Who do I contact if I need help with the database?
Filing Systems
Briefly explain filing systems and include information on where computer software and equipment manuals are kept. / Policy and Procedures p… / Q – Where is archived information kept?
Security and Safety
Explain alarm and key systems, fire safety procedures, disaster management plans etc. / Policy and Procedures p…
Communication Systems
Describe any protocols around the use of intranet, email, phone and post. / Policy and Procedures p… / Q – Are there any information security procedures?
Office equipment and Stationary
Provide details on equipment, how it is serviced and where to get office supplies. / Policy and Procedures p… / Q – Is there anything I need to order?
Cleaning
Include information about rubbish and recycling systems / Policy and Procedures p…
Production and Sales / Where do I find this? / Notes and Questions
Artists
Provide a list of artists with a brief description of their art practice and history. Highlight those who live in homelands.
Print off copies of the core artists’ bios and make notes.
Try to introduce the new staff member to as many artists as possible during the handover. / Policy and Procedures p…
Electronic Files:
Hard Copy Files:
Servicing Artists
Explain how the organisation supports artists and if possible, schedule a trip to meet artists living outside of the community as part of the handover. / Policy and Procedures p…
Electronic Files:
Hard Copy Files: / Q – Are there any formal agreements with the artists?
Q – How are copyright and IP issues managed?
Art Materials and Supplies
Give details of how art materials and supplies are purchased and provided to artists.
Are there any limits in place? / Policy and Procedures p…
Electronic Files:
Hard Copy Files: / Q – How are materials prepared and distributed?
Workshops
Provide details of workshops the artists have participated in / or would like to have and any that happen regularly. Mention any other professional development activities that are a priority. / Electronic Files:
Hard Copy Files: / Q – Are there any workshops scheduled?
Documenting Artworks
Document a number of artworks together and provide hands-on training so the new staff member becomes familiar with the system. / Policy and Procedures p…
Electronic Files:
Hard Copy Files: / Q – How do you file / store digital images?
Pricing Artworks
Explain how works are priced and provide any templates, toolsor systems that have been developed to maintain pricing standards. Explain your pricing structure including discounts. / Policy and Procedures p…
Electronic Files:
Hard Copy Files: / Q – Are prices reviewed regularly?
Current Projects
What are the art centre’s current projects, who is involved and what is the aim. / Electronic Files:
Hard Copy Files: / Q – What are the priority activities that I should deal with?
Q – Are there any long term commitments?
Exhibitions
Provide a list of current and pending exhibitions and other commitments. Describe how exhibitions are managed and provide copies of relevant contracts. / Policy and Procedures p…
Electronic Files:
Hard Copy Files: / Q – What are the priority activities that I should deal with?
Relationships
Briefly explain how the art centre works with:
- commercial galleries
- public galleries and institutions
- tour operators
- art collectors
- walk in visitors
Provide file notes with more information where necessary. / Policy and Procedures p…
Electronic Files:
Hard Copy Files: / Q – Which galleries does the art centre work with?
Q – Are there any collectors looking for key works?
Sales
Aim to process some on site and on line sales transactions together during the handover.
Create a simple step by step sales guide as part of your policy and procedures manual. / Policy and Procedures p…
Electronic Files:
Hard Copy Files:
Packing and Freight
Demonstrate how different artworks are packed, labeled and shipped or posted. Provide details of the packing materials used and where to purchase these as well as freight and post accounts. / Policy and Procedures p…
Electronic Files:
Hard Copy Files: / Q – What are approx lead times for ordering supplies and sending freight?
Q – What insurance cover is used for freight?

Notes: