Welcome and Onboarding steps

You have an applicant! What next?

You can download the flowchart as a pdf with 'clickable links'.
Or skip to below the graphic to view an accessible text version of the flowchart.

Visual Flowchart

Text version of 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 Volunteer Website and Reach Volunteering
Skip to YES OR NO

YES

5. Let them know and send some simple info

Confirm they agree with the Principles and Values of XR
Intro to XR talk and / or Welcome to XR shelf on the Rebel Toolkit
XRUK mailing list (sign-up box, top of Get Involved page)
Invite them to meet the team (day, time, Zoom link)

6. Meet

Welcome them warmly 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
Avoid jargon / acronyms. 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

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 and then test for understanding and then sign the Volunteer Agreement
Interactive GDPR training is also available on the Rebellion Academy

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?

10. Add to team comms channels

Check they know how to use them
If not, sign-post them to the Tech Support sessions
Welcome them 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

Signpost to other options to find another role

A Get Involved session
The Get Involved page on the website or, if needed,
Email Recruitment Support volunteer@extinctionrebellion.uk

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