Title: CA Onboarding Matrix - California Original CoS Document (slug): [[https://conventionofstates.com/files/ca-onboarding-matrix-california|ca-onboarding-matrix-california]] Login Required to view? No Attached File: Onboarding_Matrix_-_California_20210201.docx Matrix of onboarding steps and their pre-requisites, how to do each step, and how to know when each step has been completed Created: 2021-01-23 13:42:28 Updated: 2022-01-23 19:00:00 Published: 2021-01-23 03:00:00 Converted: 2025-04-14T19:59:47.953179893 ---- **Onboarding Matrix – California** ^**Onboarding Step** ^**Check***^**Pre-requisites** ^**How-to** ^**How you know it's completed** ^ |**Initial Call Made** |Auto |[[https://conventionofstates.com/files/lmt-applicant-processing/download|LMT Applicant Processing Document]]\\ \\ [[https://www.youtube.com/watch?v=IX4twseQe8I&feature=youtu.be|Jason Girard Video]]\\ \\ Application submitted, Status in LMT is "Open"|Leader checks answers to survey questions. Leader enters note in applicant profile selected from the LMT with drop-down choice of "Meaningful Interaction", "Not Suitable for role" or "Not Interested" contact type. It's just an initial call, but may also be part of Vetting if "meaningful interaction". Note: the “call” can also be a text msg. |Leader is "Assigned To" the applicant | |**Vetting** |Auto | |Leader interviews applicant, then enters note with "Vetting" selected in drop-down\\ \\ [[https://drive.google.com/file/d/1jtbbHxF8ElY8SYQ4nJIZWIIQxTujvF2r/view|How to interview applicants]][[https://s3.amazonaws.com/cosaction-prod/dkrwebapp/public/content/files/2155/Supplemental_Vetting_Interview_Notes.docx?|Download supplemental interview notes]] |Status changes from "Open" to "In-Process" | |**Onboarding Initiated** |Auto | |Leader enters note with "Onboarding Initiated" selected in drop-down |Status changes from "In-Process" to "Onboarding" | |**Leadership Role Manual Reviewed** |Manual | |Available at [[https://drive.google.com/drive/folders/1R_wwfTw-O1BcHQcuwDg2Pnzlha8w2lge|Google Drive]]\\ \\ Right-click on chosen role, then click “Get Link”, then “Copy Link”\\ Forward link of specific manual in an email to applicant |If email is sent inside CB, an activity note will show.\\ Applicant returned Manual’s signature page (DC & above)| |**COS University Reviewed** |Manual | |Leader explains location, content, importance of COSU. Ask applicant:\\ 1) Sign in at COSUniversity.com, after signing into COS\\ 2) Register for and complete 1 of 4 public courses |NA | |**Enrolled In COS University** |Manual | |Check enrollment via COS>dashboard >Tools>COS University, then go to STUDENTS tab and enter student’s name (doesn’t work for DCs) |Applicant has a COSU ID\\ \\ Applicant course count is at least 1 | |**CB Account Confirmed** |Auto | |Leader asks applicant to register on COS site (using email address on file) |Autocheck occurred | |**COS Petition Signed** |Auto | |Ask user to sign petition (using email address on file) |Autocheck occurred | |**Final Onboarding Training Completed** |Auto | |Leader enters note with "Onboarding Training Completed" selected in drop-down.\\ \\ Leader assigns a role to the applicant, specifies state and districts, sends email informing the applicant. |Autocheck occurred | |**Post-Assignment Steps** | | | | | |**Volunteer Agreement Signed** |Auto | |Until they sign Volunteer Agreement, they can’t get into dashboard, even if they have a role assigned. Inside their profile, there is a button next to Agreement status you can click to remind them to sign it. |Autocheck occurred | |**Reviewed COSAction Email Address** |Manual |Has assigned role |Leader enters user profile\\ Check "Forward only email if not default\\ Click "Create COSAction email account" button\\ Click "Send Confirm COSAction Email" button |NA | |**COSAction Email Address Confirmed** |Auto | |Send follow-up email to applicant to remind him/her to confirm account, if necessary |Autocheck occurred (occurs if applicant clicks "Confirm Access to Email" in the email sent to them.) | |**Joined Slack Team Using COSAction Email Address**|Manual | |Ask Applicant to go to [[https://join.slack.com/t/coscalifornia/shared_invite/enQtNTQ1NTMwNTMyNjkxLTliYTE0YzY1NDk0ODZjNjdhMTY5MWFlN2FiODNmMzQ4NDRhN2IxODM4ODg1NDkzZDNhNjdkNzcxNmZhNjU3ODk|this URL]] (ignore error msg) then “Join Using Email” button (CA only)\\ \\ **Alternative 1**: As admin of state’s Slack workspace (e.g. COSCalifornia, orcos) - in Slack click on down arrow just to the right of workspace name, click “Invite people to …”\\ \\ **Alternative 2**: [[https://drive.google.com/file/d/1hfFAYwER4Ehn4HQfkW4qiXazOO3l1aqv/view|Slack invitations the hard way]]|Check for message that applicant joined in the General channel of state’s Slack workspace | *Refers to check box in each applicant’s LMT onboarding profile