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This page describes how to contact, meet, and onboard interested staff, interns, and volunteers.

Flowchart

Steps

    Submission

    • Applicants are asked to submit a form at rebrand.ly/WISEVolSignup (Google Form)
    • To be emailed whenever there is a submission, go the form and select 'Get email notifications for new responses'

    • Applicants are assigned to a suitable team member

    Contact

    • Email the applicant to arrange a meeting
    • If it is an online meeting, you can use WISE's Zoom account (subscription expires July 2021)

    Example emails

    General

    Subject: Joining the WISE family

    Message:

    Hi (name of applicant),

    Thank you for your interest in joining the WISE family! We would like to have a chat with you to get to know you better, share with you more about WISE, and discuss how we can best work together.

    Please propose a 30-minute time slot during any of the following periods:

    (Enter your available date and time slots)

    If these time slots don't work for you, please propose a suitable time for you. I look forward to hearing from you.

    Regards,
    (Your name)

    If the applicant wants paid positions only, but none are available

    Subject: Joining the WISE family

    Message:

    Dear (name of applicant),

    Thank you for your interest in joining the WISE family. Unfortunately we are not offering paid positions at this time. 

    Regards,
    (Your name)

    If the applicant wants paid positions only, none are available, but you want to explore volunteer positions

    Subject: Joining the WISE family

    Message:

    Dear (name of applicant),

    Thank you for your interest in joining the WISE family. Unfortunately we are not offering paid positions at this time. If you are open to exploring volunteer opportunities, could we have a 30-minute chat when convenient? Please propose a 30-minute time slot during any of the following periods:

    (Enter your available date and time slots)

    If these time slots don't work for you, please propose a suitable time for you. I look forward to hearing from you.

    Regards,
    (Your name)

    Interview

    Your discussion should cover the following:

    • The applicant's interests, motivations and academic/career/life goals
    • What WISE does: causes, approaches, activities, team. 
    • Opportunities with WISE that align with the applicant's interests, motivations and goals
    • Internship versus volunteering (if applicable)
    • Next steps

    Next steps

    Depending on the discussion, the next steps could include:

    • Emailing the applicant more information about different opportunities so that they can decide what roles, projects or tasks they want to do
    • Obtaining more information e.g. portfolio
    • Onboarding the applicant immediately

    Onboarding

    Onboard the applicant as a WISE Family member by:

    • Asking them to create a Confluence account, go to the Learning Centre and complete the 'Onboarding for volunteers" or "Onboarding for interns"
    • Inviting them to Slack. When they join Slack, it will trigger an automatic workflow with more onboarding steps (warning) You need to be a Slack Workspace Admin to be able to add members.
    • Provide information specific to the roles, projects or tasks that they should take on
    • Add their Slack account to the relevant project and location channels
    • Add their email to wisefamily@washinseasia.org and other relevant Google Groups

    Example emails

    General

    Subject: Welcome to the WISE family!

    Message:

    Hi (name of applicant),

    Thank you for taking the time to chat with me. We are pleased to welcome you to the WISE family.

    To get started:

    • Create a WISE Confluence account here. (How-to video here)
    • Go to the Learning Centre and complete the 'Onboarding for volunteers'. You will learn more about WISE and the roles, projects, and tasks you could help with. (How-to video here)
    • In a separate email, you should have received an invitation to our Slack platform. (How-to video here)

    Regards,
    (Your name)

    wisefamily@washinseasia.org

    Message

    Hi there! You have been added to the WISE family mailing list. The mailing list will be used to send occasional announcements as well as the monthly volunteer newsletter. The list also facilitates your access to WISE's Google Shared Drives.

    If you no longer wish to be involved with WISE, please inform us at volunteer@washinseasia.org and we will remove you from this list.

    Subscription settings

    • Each email
    • Directly add members

    The recruitment workflow comprises 4 steps.

    1. Contact
    2. Interview
    3. Offer
    4. Onboarding


     Page summary
    Applicable toTeam members involved in recruitment
    Documentation status

    COMPLETE

     Version history
    VersionDateAuthor(s)Changes made
    1.0  


    First version
    1.1

     

    Yoke Pean ThyeAdded flowchart
    1.2

     

    Yoke Pean ThyeAdded onboarding videos


     Form responses (Google Sheets)

     Onboarding

     Interns versus volunteers

     Online office


    Tasks, plans, and ideas for future implementation or consideration

    • To insert here