# Onboarding steps

### You have an applicant! What next?

[View the Flowchart](https://rebeltoolkit.extinctionrebellion.uk/books/recruitment-and-onboarding/page/inducting-your-new-volunteer-flowchart)

1. **Acknowledge**
- Send a message ASAP - preferably within 24hrs
- Tell the applicant when and how you will be in touch
2. **Security check** (for sensitive roles)
- Are they vouched for by someone known?
3. **Call**
- A friendly phone call is best - you get a better idea of the person
- Ask them about themselves - start to build trust
- Explain the role
- Can they make your meetings?
- What are their skills?
- Do they have access needs and can they be accommodated?
- For sensitive roles, request social media names for background checks
4. **Decide**
- Are they a good fit for your role? (or another role with your team?)
- Update contact history on <a href="https://volunteer.extinctionrebellion.uk/login-wg" target="_blank" rel="noopener noreferrer">Volunteer Website</a> and <a href="https://reachvolunteering.org.uk/user" target="_blank" rel="noopener noreferrer">Reach Volunteering</a>
##### **[YES](https://rebeltoolkit.extinctionrebellion.uk/link/1771#bkmrk-yes) OR [NO](https://rebeltoolkit.extinctionrebellion.uk/link/1771#bkmrk-no)**
##### **YES**
5. **Let them know and send some simple info**
- Confirm they agree with the [Principles and Values](https://rebeltoolkit.extinctionrebellion.uk/books/intro-to-xr/page/our-principles-and-values) of XR
- <a href="https://actionnetwork.org/event_campaigns/explore-xr" target="_blank" rel="noopener noreferrer">Intro to XR</a> talk and / or [Welcome to XR](https://rebeltoolkit.extinctionrebellion.uk/shelves/01-welcome-to-xr) shelf on the Rebel Toolkit 
- <a href="https://extinctionrebellion.uk/join-us/" target="_blank" rel="noopener noreferrer">XRUK mailing list</a> (sign-up box, top of Get Involved page)
- Invite them to meet the team (day, time, Zoom link)
6. **Meet**
- [Welcome them warmly](https://rebeltoolkit.extinctionrebellion.uk/link/1767#bkmrk-the-job-of-welcoming) and thank them as they join the meeting
- Deep check-ins: explain who you all are, your roles and some info about your life outside of XR
- Invite them to introduce themselves
- Explain [hand signals](https://rebeltoolkit.extinctionrebellion.uk/link/1130#bkmrk-hand-signals)
- [Avoid jargon / acronyms](https://rebeltoolkit.extinctionrebellion.uk/link/1767#bkmrk-a-volunteer%27s-first-). Encourage them to ask for clarifications
7. **Debrief**
- Stay on to  answer questions (or arrange a later time) 
- Reassure them that it will take time but that there’s plenty of support
- Do they still want to join the team? If **Yes** continue with the steps, or go to [**No**](https://rebeltoolkit.extinctionrebellion.uk/link/1771#bkmrk-no)
8. **Data security**
- If they’ll have access to personal data, talk about keeping it safe and send them the <a href="https://actionnetwork.org/forms/xr-data-protection-agreement" target="_blank" rel="noopener noreferrer">Volunteer Agreement</a> to sign
- Ask them to read / watch the [XRUK GDPR](https://rebeltoolkit.extinctionrebellion.uk/link/606#bkmrk-what-is-gdpr%3F) info and take the training
9. **Welcome pack**
- Send them your team’s Welcome Pack and arrange to go through it 
- Can a team member be a [buddy / point of contact](https://rebeltoolkit.extinctionrebellion.uk/link/1767#bkmrk-%2Aa-buddy-is-vital-fo)?
10. **Add to team comms channels**
- Check they know how to use them
- If not, sign-post them to the [Tech Support sessions](https://rebeltoolkit.extinctionrebellion.uk/books/directory-of-talks-and-training/page/tech-support-sessions-and-training)
- [Welcome them](https://rebeltoolkit.extinctionrebellion.uk/link/1767#bkmrk-new-volunteer-in-the) into the chat
11. **Starter task**
- Something simple to complete before you next meet
- If taking on an EC / IC role, begin shadowing
12. **Ongoing care**
- Create a debrief schedule based on their needs
- If interested, invite them to a parent circle meeting

#### Congratulations - you have a new team member!
---
#### **NO**
**Let them know**
- Arrange a time to phone; inform them gently 
- Reassure them that they’re valued and there’s a place for them in XR
- Ask if they’d like feedback and if they say yes, be kind and honest<br>

**Signpost to other options to find another role**
- A <a href="https://actionnetwork.org/event_campaigns/explore-xr" target="_blank" rel="noopener noreferrer">Get Involved</a> session
- The <a href="https://extinctionrebellion.uk/join-us/" target="_blank" rel="noopener noreferrer">Get Involved page</a> on the website or, if needed,
- Email Recruitment Support [volunteer@extinctionrebellion.uk](mailto:volunteer@extinctionrebellion.uk)