A three-phase process for transitioning chapter leadership at the end of each academic year. Follow it step by step.
Phase 01 — 6 weeks before end of year
Open Applications
Send an email to all chapter members announcing that leadership applications are open. Applications should be essay-based — no Google Forms, no one-liners. You want candidates who can articulate a vision.
Applicants download the official application template, complete two 250-word essay questions, and submit it as a PDF to the current Chapter Lead by a firm deadline.
Question 1: Describe your contributions to the chapter so far (if any) and your experience in CS. What are your plans or goals for the chapter next year? (250 words)
Question 2: What makes you a strong leader for this chapter? How will you balance this role with your other commitments? (250 words)
Set the deadline at least 2 weeks out from the announcement to give candidates time to write something thoughtful. Share the email below as your announcement — customise the bracketed fields.
Email Template — Application Announcement
Subject: DCSS [School Name] — Leadership Applications Now Open
Hi everyone,
Applications for DCSS [School Name] leadership positions are now open for the [upcoming academic year].
We're looking for students to fill the following roles:
— Chapter Head (or Co-Heads)
— Vice President
— Events Coordinator
This is a serious commitment. You'll be responsible for running weekly sessions, organising hackathons, maintaining our DCSS branding, and growing this community.
To apply:
1. Download the application form: [attach file or link]
2. Complete both essay questions (250 words each)
3. Save as PDF titled "DCSS Leadership Application — [Your Name]"
4. Email it to [your email] by [deadline date]
Strong applicants will be invited to a short interview with the current leadership team.
If you're not offered your preferred role, you may still be considered for other positions.
Good luck,
[Your name]
DCSS — [School Name]
Tip
Don't restrict applications to people you already know. Some of the best chapter leads come from members who attended quietly all year and have strong ideas but never held a title. Cast a wide net.
Phase 02 — 3 weeks before end of year
Interview Pool
Once the deadline passes, read every application carefully. Select a healthy pool of candidates — don't cut too aggressively. If someone wrote a strong application, they deserve a conversation even if you have doubts.
A good pool is 1.5–2x the number of roles available. If you're filling 3 positions, aim to interview 5–6 candidates. This gives you real choice and signals to the chapter that the process is competitive.
Screening criteria
Vision clarity — do they have a concrete plan, or just vague enthusiasm?
Chapter knowledge — do they understand what we actually do week to week?
Commitment evidence — attendance record, past contributions, reliability
Writing quality — can they communicate clearly? They'll need to write captions, reports, and emails
Conduct personal 1-on-1 interviews with each shortlisted candidate. 15–20 minutes is enough. Do this in person if possible — it reveals things that essays can't. The goal isn't to grill them. It's to understand how they think, how they handle pressure, and whether they'll actually show up.
Interview Prompts
Use these as a starting point. You don't need to ask every question — pick the ones most relevant to each candidate and follow the conversation naturally.
Vision
"If you could change one thing about how this chapter runs, what would it be and why?"
Execution
"Walk me through how you'd plan a hackathon from scratch — what's the first thing you do?"
Commitment
"This role means weekly sessions, quarterly reports, and hackathons every term. How does that fit with everything else you're doing?"
Problem Solving
"Attendance has been dropping for three weeks in a row. What do you do?"
Leadership Style
"You disagree with your co-lead on the direction for next term's sessions. How do you handle that?"
Self-Awareness
"What's something you're not great at that this role would require? How would you compensate?"
Content
"Pick a CS topic. How would you teach it to a room of students who have never coded before?"
Culture
"What kind of chapter culture do you want to build? What should it feel like to be a member?"
Interview tips
Take notes during each interview — you'll forget the nuances by the time you compare candidates
Ask follow-ups — the best signal comes from how they respond when you dig deeper, not from rehearsed answers
Watch for red flags — vague answers to "how" questions, inability to name specific sessions they've attended, or treating this as a CV line rather than a real commitment
Include your faculty advisor in at least one interview round if possible — they'll have a different perspective
Phase 03 — 1 week before end of year
Select & Appoint
After interviews, make your final decisions. Remember: you're building a leadership team, not just filling individual roles. Think about how these people will work together.
Roles to Fill
Choose the structure that works best for your chapter. Both are supported by DCSS.
Option A: Head + VP
One Chapter Head as the primary leader and decision-maker. One Vice President who supports, steps in when needed, and co-manages logistics. Works best when you have a clear standout candidate.
Option B: Co-Heads
Two Co-Heads who share responsibility equally. Works well when you have two strong candidates with complementary skills — one might be stronger on content, the other on logistics and promotion.
Events Coordinator
Owns hackathon logistics, guest speaker coordination, and event promotion. This person should be detail-oriented and proactive — events fall apart without someone who owns every step.
Additional Roles (Optional)
Depending on chapter size, you can appoint year group representatives, a social media lead, or a content lead. Only create roles you actually need — empty titles demotivate.
Selection principles
Prioritise reliability over talent — the best coder who shows up half the time is worse than a solid member who never misses
Consider longevity — younger students (who'll be around next year too) are often better picks for continuity
Don't waste strong applicants — if someone applied for Head but didn't get it, offer them VP or Events Coordinator if they're a good fit
Communicate decisions personally — tell each candidate individually before any public announcement. Explain why, especially to those not selected
After Selection
Announce to the chapter — introduce the new leadership team at your final session of the year
Transfer everything — social media accounts, HackerRank admin, shared drives, group chats. Don't leave this until September
Run a handover meeting — sit down with the incoming team for at least an hour. Walk them through what worked, what didn't, and what to do first
Introduce them to DCSS leadership — connect the new leads with the main DCSS team via LinkedIn so they have a direct line from day one
Notify your faculty advisor — make sure they know who to expect next year
Submit to DCSS — notify DCSS of the leadership change with the new team's names and contact details
Email Template — Results Announcement
Subject: DCSS [School Name] — New Leadership Team [Year]
Hi everyone,
After a strong round of applications and interviews, we're pleased to announce the DCSS [School Name] leadership team for [academic year]:
[Head / Co-Head] — [Name][Head / Co-Head / VP] — [Name]
Events Coordinator — [Name]
Thank you to everyone who applied. The quality of applications this year was genuinely impressive, and it made the decision difficult.
We're excited for what's next. See you in [Term/Month].
[Your name]
DCSS — [School Name]