Title: Applicant Onboarding for RCs
Original CoS Document (slug): applicant-onboarding-for-rcs
Login Required to view? No
Attached File: NewApplicantOnboarding.pdf
Created: 2022-04-07 20:13:48
Updated: 2023-04-07 23:00:00
Published: 2022-07-06 03:00:00
Converted: 2025-04-14T20:04:01.750295547
New Applicant On-boarding
• Go to your dashboard and verify that there are volunteers in LMT
• In LMT, click on applicant's name
• Initiate the onboarding by looking under Notes and Comments on the right and clicking on
Contact Log. A menu will come down. Towards the bottom, click on Initiate Onboarding. Fill in
the box with e.g., Attempting phone call. Click on Add Note. The applicant will now be
assigned to you and the 3rd box in the Checklist with automatically be checked off.
• On the applicant’s profile, notice if the Account confirmed box and Volunteer Agreement is
signed box are checked off. Both of these needs to checked before applicant can be on
boarded. When you contact the applicant, alert her/him to this fact and send an email with
instructions on how to fix the technical issues.
Instructions for correcting technical issues:
In order to process an application, a confirmed account is required. The attachment linked below has
instructions. Please DO NOT have them sign the petition again because that will create another
profile which will cause difficulties.
Have the applicant sign in using the email address the message was sent and create a password. S/he
will receive an email to confirm the account.
Click on the link below for the document that shows you what to do.
https:%%//%%conventionofstates.com/files/create-and-confirm-cos-account-step-by-step \\
Secondly, please have applicant look for an email with a COS banner asking her/him to sign the
volunteer agreement electronically. The instructions are inside the email. It might have gone to
spam, so please have applicant look there if they do not see it in the inbox.
• Click on Contact Log and attempt to call the applicant. Choose the appropriate title from the
menu (Meaningful Interaction, left VM, etc.) and record notes on conversation or message left.
Click on Add Note. If you were able to have a conversation (Meaningful Interaction) the box on
the checklist will have checked off and the applicant will move on the LMT to In Process.
Before Meaningful Interaction for a DC applicant, the applicant will remain in Open Applicants.
• If/When you have a conversation with the applicant, some of the conversation should be
recorded under Vetting. After clicking Add Note, move to Vetting from the menu. Vetting is
more personal information about the applicant e.g., place of work or from what work s/he
retired; family; personality and temperament. The applicant will never be able to see these
notes, but state leadership will.
• If you are unable to reach the person by phone, send a text of thanks and ask for a good time
to speak with her/him. Of course, identify yourself and give your COS title. The application
includes the question of a good time to speak, but it is not always answered, or the person is
not always available during that time.
• Make 3 attempts. I usually send a final text asking if s/he is still interested and then reject the
applicant if I do not hear from her/him.
• Copy and paste in the application profile any text that you send or receive.
• After having spoken with the applicant and s/he sounds like a good fit, assign the task of
completing all 4 public courses. Give the expectation of a two-week completion. Ask for
confirmation of completion.
• Sample email:
Thank you so very much for volunteering.
The next task is to register at COSUniversity cosuniversity.com . There are 4 videos
open to the public and 17 videos for those with a role.
The best way is to go to conventionofstates.com. In the upper right-hand corner,
sign in with your email address and password. Then go all the way to the very
bottom of the webpage where in the second column, you’ll find COSUniversity in
tiny letters. Click on that.
When you are at the above site, go to My Courses in the top bar. The program will
keep track of where you are in viewing. In that way, you can stop and start at will.
Within the next two weeks, we hope that you’ll have had the opportunity to take
these Courses:
GOV 100 Constitutional Literacy
DC 100 District Captain Leadership Training
COS 200 Responding to Opposition
COS 100 Introduction to Convention of States
VOL 100 Introduction to Volunteer
Each of the above Courses has Modules divided into several Units. The Units are
usually about 7 minutes each. At first, the number looks daunting, but I have found
each very engaging and informative. Thank goodness, there is neither a daily quiz,
nor a final exam 
As you use the information in talking with neighbors and
inquirers, you’ll find that you remember what you learned from the courses.
Please let me know when you have completed the courses. Again, thank you so
very much. We look forward to having you on the team.
• Check up on progress by going to the Tool box on the left column of the dashboard. Click on
COSU. Find the applicant’s name. Click there to see course progress. Text applicant with
encouragement or reminder. After 3 attempts for progress send text saying that you will put
the application on hold and ask for notification if applicant wants to re-engage. Reject
applicant for not following through on tasks.
• When you have received confirmation of completion of the 4 public COSU courses, send the
latest edition of the DC manual (currently 2021), assign the Volunteer Activist role and TP by
clicking Open Profile found under applicant’s name.
• On the right top, click on Leadership Positions.
• Click on the rectangle under Role and select Volunteer Activist. Click below to add Virginia in
the States field. Fill in box with e.g., assigning as VolAct, and click assign. Repeat actions to
assign as TP.
RC sends email to applicant with 3 tasks:
1. Read DC manual and have them send you a photo or scan of the signed final page of the
manual. (Send this document to applicant with instructions for how to sign in for first time
on Citizen Builder).
2. Confirm cosaction account. Once the cosaction acct is confirmed invite her/him to SLACK.
3. Accept SLACK invitation and have applicant Direct Message you.
• In the email with the above 3 tasks, ask for perusal of the manual. S/he does not have to learn
how to do everything since s/he will be learning by doing during training and not all of the links
in the manual are activated until the applicant is assigned the position. Let applicant know that
you will be sending the SLACK invitation after the cosaction is confirmed. Tell her/him to add
‘DC VA HD# IT’ after Full Name in profile, not Display Name.
• Once you have received the signature, forward it to< grapini@cosaction.com >and
<john.dahmen@cosaction.com >being sure to give Ginny the applicant’s email address. She
sends an invitation to a Servant Leadership group.
• Check off appropriate box on check list. The confirming of the cosaction acct is auto checked.
Slack and Teamup Calendar Training
• Basic Slack intro and tips. Correct name and title(s). Until they get through the training, have
them add IT for In training to their name with the HD and Regions (Example: John Doe DC
HD25 IT). Use slack training document. This is a must for all onboarding.
https:%%//%%www.youtube.com/watch?v=kAFLGzUmEM0
• Show the Calendar. (Team-Up) Stress the importance of State and Regional meetings on the
calendar. Ability to download app or save them to favorites.
https:%%//%%conventionofstates.com/virginia-events
• When finished, have applicant SLACK (DM) to SD John Dahmen and Grassroots Coordinator
Nancy Koenig “I have finished my Intro to Slack. What’s next?”
• SD/SGC: Welcome and reiterate the use of Slack and the importance of the role,
communication, teamwork.
◦ Make sure s/he understands expectations and how we all work together for the mission
and the importance of servant leadership. Reiterate what this training is all about.
◦ Assign DC course on COSU. Tell the new DC-IT that the training pace is up to her/him (on
average it takes a new DC 3-4 weeks) and it’s an excellent chance to meet the leaders
around the state. Telling the applicant you can't wait for completion of the training because
the “sky is the limit” frames it all in a positive light - not this long arduous process.
◦ Check on progress in COSU.
• Jennifer Roames SIA – COSAction app and TelePatriot.
Send the training videos in Slack. Send the COS CB Followup Tool Procedure 2021 via Slack.
Show how to get into CB. DC can get familiar with it before the next step.
Importance of being comfortable on the phone. DC will be assigned a mission that needed to
complete before going to the next step.
When finished have applicants SLACK Direct Message (DM) and Grassroots Coordinator Nancy Koenig
and Chris Walker LL “Spoke to SD/SGC _______. What’s next?”
• Chris Walker State LL - How to build a relationship with your Legislator.
Reinforce Legislative Strategy.
Verify that applicant knows who the Delegate and State Senator are and their position
concerning COS.
Have applicant call the Delegate and Senator and introduce her/himself and thank them for
supporting or urge them to support COS.
When finished, have them SLACK (DM) Regional Captain and Grassroots Coordinator Nancy
Koenig, “Spoke to our Legislative Liaison and contacted Delegate and Senator. What’s next?”
• Regional Captain -Prezi Presentation
https:%%//%%conventionofstates.com/files/cos-introductionpowerpoint/download \\
Confirm that applicant has completed COSU up to this point. Have her/him attend a ZOOM Prezi
presentation presented by RC. Then set up a time to go behind the scenes and learn the process of
presenting it.
When finished, have applicant SLACKs (DM) State Communications Coordinator Laurie Wheeler
and Grassroots Coordinator Nancy Koenig “Completed the Prezi training. What’s next?”
• Laurie Wheeler State Communications Coordinator
Explain to applicants what is expected of them concerning email, announcements and blog post.
Teach them how to find the national COS brand and the Virginia COS brand.
Applicant SLACKS (DM) State Events Coordinator Dave Raymond and Grassroots Coordinator Nancy
Koenig,“Completed Communications Coordinator interview. What’s next?”
• Dave Raymond State Event Coordinator
Instruct applicant on the resources available to her/him for hosting COS events and how to obtain
material. Connect with local Events Coordinator if one is assigned in the applicant’s area.
Applicant SLACKS (DM) STATE SIA Coordinator Jennifer Roames and Grassroots Coordinator Nancy
Koenig “Done with speaking with State Event Coordinator, what next?”
• Jennifer Roames SIA - Database Maintenance.
Teach applicants to correct and maintain the profiles in their district using Dashboard.
After completing, have them SLACK (DM) their RC and Grassroots Coordinator Nancy Koenig “Finished
Database training. What’s next?” Back to RC.
• RC - Gives the “Green Light”. Assign her/him. Congratulate new DC and ask for removal of IT
from her/his SLACK title! Notify SD and SGRC so that congratulations and Welcome can be
given.
Give new DCs the COS Resource list and go over it with them. If there is something they need
clarification on, you can address it.
SLACK them the COS CB District Captain Guide to Onboarding a Volunteer. Go over it with them.
How to build a team: (This strategy should be discussed between RC’s & SD/SGC following the State
Strategy.) Help them to learn strategy when recruiting and the resources available. Make sure they are
invited and introduce them to the LMS. Use the CB tool training to reinforce strategy. Show them the
email and text blast tools, queries, and mapping. There will be video training on this soon.
Send them the DC to Do list. Share the Tuesday training video, How to Build Your District with
Jonathan Viaud, www.conventionofstates.com/tuesday-training.
Make sure they understand the importance of their role and communication with the team and it is
OK if they must step away. Explain the process of going down to a volunteer or just keeping up with
reports if they will not be totally absent. Encourage them to be part of the team.
Please inform the team in general discussion that we have a “graduate”. Inform the SCC and the
SD/SGC so we can feature them in a FB live and in the newsletters.
Any instructions you give them verbally, also write in SLACK as a Direct Message, remind them that
they can save them.
PLEASE update the person's profile in Notes/Comments so progress is tracked. Remember that the
Applicant Profile is different from the Dashboard profile and the Notes and Comments are not
transferred one to the other. Once the person is onboarded, the dashboard profile is the default.
Please adjust these steps for DC’s that you have already onboarded. After a review of their knowledge
and comfort level in the role, have them Slack the people that you would like them to have trained
with. If training is held up because of the trainer's schedule, feel free to adjust steps to keep the
training going. Make sure that the change is documented.