# Welcome and Onboarding steps

### You have an applicant! What next?

<hr>

You can **<a href="https://cloud.extinctionrebellion.uk/s/jiEyBsRHzFYtSgr" target="_blank" rel="noopener noreferrer">download the flowchart</a>**  as a pdf with 'clickable links'.<br>
Or skip to below the Visual Flowchart to **[view an accessible text version](https://rebeltoolkit.extinctionrebellion.uk/link/1771#bkmrk-text-version-of-flow)** of the flowchart.

You can also **<a href="https://actionnetwork.org/event_campaigns/welcome-and-onboarding-workshops" target="_blank" rel="noopener noreferrer">register to attend a workshop</a>**, which provides complimentary guidance and support on how to follow all the steps in this flowchart.

#### Visual Flowchart

<br>

[![Welcome & Onboarding Your New Volunteer ~ Flowchart [no links].jpg](https://rebeltoolkit.extinctionrebellion.uk/uploads/images/gallery/2025-01/scaled-1680-/flowchart-for-integrators-new-applicant.jpg)](https://rebeltoolkit.extinctionrebellion.uk/uploads/images/gallery/2025-01/flowchart-for-integrators-new-applicant.jpg)


#### Text version of the 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>
- Skip to **[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 [Intro to XR](https://rebeltoolkit.extinctionrebellion.uk/books/intro-to-xr) on the Rebel Toolkit 
- Invite them to join the <a href="https://extinctionrebellion.uk/join-us/" target="_blank" rel="noopener noreferrer">XRUK mailing list</a> if they haven't already
- 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/1521#bkmrk-hand-signals)
- [Avoid jargon / acronyms](https://rebeltoolkit.extinctionrebellion.uk/books/intro-to-xr/page/glossary). 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
ask them to ask them to watch the [6 minute video](https://rebeltoolkit.extinctionrebellion.uk/books/intro-to-technical-and-data-services/page/gdpr-and-personal-data#bkmrk-what-is-gdpr%3F) and then <a href="https://cloud.extinctionrebellion.uk/s/teaTsgTAgtXLGGT" target="_blank" rel="noopener noreferrer">test for understanding</a> and then sign the <a href="https://actionnetwork.org/forms/xr-data-protection-agreement-2?source=wel&onboardstepsRT" target="_blank" rel="noopener noreferrer">Volunteer Agreement</a><br>

#####  9. Welcome pack
- Send them your team’s <a href="https://cloud.extinctionrebellion.uk/s/ekAWK5jBoyNzs2k" target="_blank" rel="noopener noreferrer">Welcome Pack</a> 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)