Wiki_QA__##

•  Added Revision Number Column to Revision History page
•  Updated to reflect system changes CB-1731, CB-732
•  Incorporated suggested changes from Ginny Rapini, Judd

Sloan, Bud Cornwell

Anne Aycock

2.1

6/21/2019

Added links for Training Manuals & CB COS University Students &

Courses

Anne Aycock

2.2

7/13/2019

Added Summary of Onboarding Tasks

Martin Nolan,

Anne Aycock

3.0

12/2/2020

Updated to reflect system changes to Onboarding Process

Martin Nolan

3.1

09/29/2021 Add Slack Playlist Link for introduction to Slack

Anne Aycock

background image Introduction

CB: TOOLS: LEADERS ON-BOARDING GUIDE

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Purpose of this

Guide

To process an applicant for a COS leadership role, you will use the

Leadership Management Tool

(LMT) in CitizenBuilder (CB).

Application processing

involves nine key tasks:

This guide explains how

to perform each sequential

task successfully.

IMPORTANT NOTES:

1. As an application moves through this nine-task process, the LMT performs automatic application status

updates. Although you can perform these nine tasks in any order, a different sequence could disrupt the

automatic updates, so please use this sequence for every application.

2. Applications for Volunteer roles do not go through this process, so they do not trigger the Onboarding

Checklist you’ll learn about in Task 2.

Prerequisites

You should already be familiar with the basics of CB, including how to use the left navigation pane to

access system features and tools, and how to apply column filters to sort data.

When to do

these tasks

When a volunteer visits the

TAKE ACTION page of the COS website and submits an application for a

particular role, the application automatically creates a row in the LMT that looks like this:

This new application will have a status of

Open.

When you find applications with the

Open status in the LMT, that’s your signal to begin the process

described on the following pages.

background image Task 1: Find and Examine Open Applications in the LMT

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Introduction This task covers the steps for finding the applications with the “Open” status in the LMT.

STEP

ACTION

1

Log into CB at https:%%//%%conventionofstates.com.

2

Open the dropdown list under your icon or photo at the top right of the screen

and select

DASHBOARD.

Your CB dashboard will appear.

3

In the left navigation pane of your CB dashboard, select

TOOLS/Leaders.

The LMT list of roles and assignments will appear, showing all currently assigned leaders.

This layout is the system default.

Continued on next page

background image Task 1: Find and Examine Open Applications in the LMT (continued)

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STEP

ACTION

4

To find applications with the “

Open” status, click the down arrow in the Status column and select Open.

Now you’ll see a list containing only the applications that are open.

Note: You can also use filters in other columns to narrow down the list, e.g., by State and/or Created At date

range.

Here is a description of each status:

Open

New (or reopened) application that has not yet begun the vetting process

In Process

The vetting process has been started

Onboarding

Applicant has been vetted and is working through the on-boarding steps

Assigned

Active leader

Former

Previously Assigned, and has been Unassigned

Rejected

Not assigned to the role (this also includes most Former leaders from NationBuilder)

The tasks explained in this guide move the applicant through the first four, from Open to Assigned.

Continued on next page

background image Task 1: Find and Examine Open Applications in the LMT (continued)

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STEP

ACTION

5

In the LMT list of

Open applicants, click on an applicant’s name to see the LMT detail page showing the applicant’s

responses to the questions in the application, along with selected information from the CB profile in the left pane.

(See image below.) As you scroll down, you’ll see additional sections that we’ll address in subsequent tasks.
Note: If the volunteer applied for more than one role, or has other current or previous roles, you will see those in the

APPLICATIONS HISTORY section on the left. If you click on another role in APPLICATIONS HISTORY, you will see the

processing information for that role and can also perform processing tasks for that role.

6

Go to

Task 2: Make the Initial Call.

background image Task 2: Make the Initial Call

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Introduction This task covers the steps for contacting the applicant to initiate processing and for documenting that

activity in CB.
The steps below assume a meaningful interaction with the applicant during the first phone call and your

decision to continue the process. (See Appendix A for additional details and how to handle exceptions.)

STEP

ACTION

1

Follow the steps in Task 1 to access the CB LMT detail page showing the applicant’s survey responses and profile

information so you’ll be ready to record your call activity.
If not already selected in

APPLICATIONS HISTORY, click to select the OPEN role you want to begin processing.

2

Set your objectives for the outcome of your first conversation with the applicant by deciding what to discuss during

the call, such as missing survey responses, role requirements and expectations, training requirements for role,

applicant’s current level of motivation for role, etc.

A NOTE ABOUT MISSING SURVEY RESPONSES:

Whenever an application is in

Open, In Process, or Onboarding status and there are no survey responses, the

applicant can go to the

Take Action web page, select the role applied for, and then fill out the blank survey form.

As soon as the applicant submits the completed form, the responses will be available on the applicant’s LMT

page for that role.

3

Call the applicant and accomplish the objectives you set in Step 2.

4

Record your call by entering a note in the LMT with these steps:

a. In the

NOTES AND COMMENTS section, click Contact Log to reveal an additional field that shows “Please,

select…”

b. Click the down arrow to the right of the new field to reveal the list of selections.
c. Select “

Called – Meaningful Interaction.” (See Appendix B “Rejecting an Application” and “More about

Adding Note”s for information about “Not Suitable for Role” and “Not Interested” selections.)

Continued on next page

background image Task 2: Make the Initial Call (continued)

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STEP

ACTION

5

Type the details of your conversation in the

NOTES AND COMMENTS text field, making sure the information will also

make sense to others who might later need to review or manage this leader.

6

Click the

ADD NOTE button.

A blue success message line will display for about five seconds, confirming your note has been added, and the note

will appear in an area at the bottom of the

NOTES AND COMMENTS section with additional system-generated details.

The system leaves the application in

Open status and assigns you as the leader processing it.

Continued on next page

background image Task 2: Make the Initial Call (continued)

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STEP

ACTION

7

Examine the

ONBOARDING CHECKLIST that appears on the LMT detail screen below the CREATE COSACTION EMAIL

ACCOUNT section and notice that the system automatically checked “Initial Call Made.”

IMPORTANT NOTES:

• The Onboarding Checklist only appears for applications submitted or reopened after May 6, 2019 when this

feature was implemented.

• The sequence in the checklist follows the recommended sequence of tasks in the process. As you proceed

through the process, some items in this checklist are automatically checked by CB and some require that you

manually enter a checkmark after completing that task.

8

Go to

Task 3: Perform the Vetting Process.

background image Task 3: Perform the Vetting Process

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Introduction The vetting process is intended to ensure the applicant and the role are a good fit. For some applicants,

you might accomplish this during the initial call and for others, you might choose to repeat this task with

additional vetting activities until you’re convinced you should proceed with onboarding. Additional

vetting activities might involve further interaction with the applicant and conversations with other

leaders who are familiar with the applicant.
This task covers the steps for recording all your vetting activities in the LMT.

STEP

ACTION

1

Follow the steps in Task 1 to access the CB LMT detail page so you’ll be ready to record your vetting activity.

2

When you complete a vetting activity, record it by entering notes in CB with these steps:

a. In the

NOTES AND COMMENTS section, click Contact Log to reveal the additional field that shows “Please,

select…”

b. Click the down arrow to the right of the new field to reveal the list of selections.
c. Select “

Vetting.”

d. Type your note in the

text field and then click

the

ADD NOTE button.

Continued on next page

background image Task 3: Perform the Vetting Process (continued)

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STEP

ACTION

3

Examine the result of adding your vetting note.
When you click

ADD NOTE, the LMT

adds your note to the

NOTES AND

COMMENTS section above any

previous notes and shows the

ACTION TYPE as Vetting.

The LMT also automatically changes the status of the application from

“

Open” to “In Process” in the APPLICATIONS HISTORY on the LMT detail

page and in the main LMT list. In addition, it adds a checkmark to the

Vetting item on the ONBOARDING CHECKLIST.

4

When all vetting activities are complete and properly recorded, go to

Task 4: Conduct the Onboarding Process.

background image Task 4: Conduct the Onboarding Process

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Introduction This task covers the steps to follow when you have completed all your vetting activities and have

decided that the applicant should be onboarded for the role.

STEP

1
2

ACTION

Follow the steps in Task 1 to access the CB LMT detail page.
Perform these steps to enter a note indicating your intention to begin the onboarding process:

a. In the

NOTES AND COMMENTS section, click Contact Log to reveal the additional field that shows “Please,

select…”

b. Click the down arrow to the right

of the selection field to reveal

the list of selections.

c. Select “

Onboarding Initiated.”

d. Type your note in the text field

and click

ADD NOTE.

3

Examine the result of adding your

Onboarding Initiated

note.
The LMT adds your note to the

NOTES AND COMMENTS

section with the

ACTION TYPE as Onboarding Initiated.

The LMT also automatically changes the status of

the application from “

In Process” to “Onboarding” in

the

APPLICATIONS HISTORY on the LMT detail page

and in the main LMT list. In addition, it adds a

checkmark to the

Onboarding Initiated item on the

ONBOARDING CHECKLIST.

4

Read the notes on the next page.

5

When the applicant completes the onboarding activities highlighted in the

ONBOARDING CHECKLIST image on the

next page, go to

Task 5: Create a cosaction.com Email Account.

Continued on next page

background image Task 4: Conduct the Onboarding Process (continued)

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Important

information

about

onboarding

The onboarding process involves several steps as indicated in the

ONBOARDING CHECKLIST below.

Notice that the highlighted items require

you to enter checkmarks manually as the

applicant completes these activities.
NOTE: These activities could span several

days or even weeks, so you should have

regular interactions with the applicant

during this important time to ensure his or

her comfort and success in accomplishing

these tasks.
Leadership Role Manual \\ When applicants enroll in COSUniversity

before they are assigned to a role, they will

only see the public courses. They need to

complete the public courses. Students can

be viewed in CB under Tools:

COSUNIVERSITY: STUDENTS
More information on accessing

COSUniversity can be found in the Help

Desk Knowledgebase at Accessing COSU . \\ Make sure you record every interaction in

the

NOTES AND COMMENTS section on the

LMT detail page. For a note with an

Action

Type that doesn’t fit any of the Contact

Log choices in the dropdown list, simply use

the

Note button instead.

To send email messages during

the onboarding process, use the

EMAIL section on the LMT detail

screen.

background image Task 5: Finalize Onboarding Activities

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Introduction When the applicant has completed all training and other onboarding requirements for the role, you can

conclude the onboarding process.
This task covers the steps for using the LMT to record the completion of onboarding.

STEP

ACTION

1

Follow the steps in Task 1 to access the CB LMT detail page for the applicant.

2

In the

NOTES AND COMMENTS section, click Contact Log.

3

Click the down arrow to the right of the “Please, select…” field and select

Onboarding Training Completed.

4

Type a brief note in the text field and click the

ADD NOTE button.

Adding this note triggers the system to add a checkmark to the final item on the

ONBOARDING CHECKLIST.

The

ASSIGN button also becomes available in the ROLE/ASSIGNMENT MANAGEMENT section, in readiness for the

next task.

5

Go to

Task 6: Assign the New Role.

background image Task 6: Assign the New Role

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Introduction This task includes the steps for assigning the volunteer’s new role in the LMT.

STEP

ACTION

1

Follow the steps in Task 1 to access the CB LMT detail page for the applicant.

2

Scroll down and examine the

ROLE/ASSIGNMENT MANAGEMENT section.

The

ROLE and STATES fields are

automatically populated based on the

position applied for and the state in the

applicant’s address. Both fields are

changeable.
Only one role can be selected, but you can

select multiple states.
The available selections for

STATE

REGIONS and DISTRICTS are controlled by

the states selected in the

STATES field.

If you select more than one state, all the

regions and districts for each selected state

will appear in the dropdown lists in these

two fields.

3

Make sure the agreed-upon role appears in the

ROLE field. If not, select another one from the available alternatives.

Note: For some roles, there might be more than one choice. For example, for the State Director role, you can select the State

Director Leadership Team instead.

(SEE APPENDIX B FOR IMPORTANT ADDITIONAL INFORMATION ABOUT ASSIGNING ROLES.)

4

In the

STATES field, if the new leader will support the state that already appears, move on to Step 5.

If the new leader will support a single

different state, do this:

a. Deselect the state that appears by clicking the “

x” to the right of the state name in the blue label.

b. Click the down arrow to the right of the

STATES field and select the other state by clicking its name. A blue

label with the name of the selected state will appear in the

STATES field.

c. Click anywhere outside the list to close it.
d. Go to

Step 5.

If the new leader will support

multiple states, do this:

a. Click the down arrow to the right of the

STATES field and select each of the other states by clicking each

state name in the dropdown list. As you select each state, its blue label will appear in the

STATES field.

Note: The list will remain open while you make your selections.

b. Click anywhere outside the list to close it.
c. Go to

Step 5.

Continued on next page

background image Task 6: Assign the New Role (continued)

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STEP

ACTION

5

In the

STATE REGIONS field, click the down arrow to the right of the field and select one or more regions to be

supported by the new leader.
Note: The STATE REGIONS field and its dropdown list behave the same way as the STATES field.

6

In the

DISTRICTS field, click the down arrow to the right of the field and select one or more districts to be supported by

the new leader.
Note: The DISTRICTS field and its dropdown list behave the same way as the STATES and STATE REGIONS fields.

7

Type your comments in the

REASON field.

IMPORTANT: The system requires a note in the REASON field for any action you perform in this section.

8

Click the

ASSIGN button to complete the process.

The LMT list changes to show the

Status as Assigned, with the date

and time the assignment was done

and the states and districts to which

the leader is assigned.

IMPORTANT NOTE:

As soon as you complete this task, be sure to communicate to the new leader that he or she is now officially assigned

to the agreed-upon role. Include an official “Welcome to the team” statement.

background image Task 7: Confirm Volunteer Agreement Signed

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Introduction This task consists of checking that the LMT added a checkmark to the Volunteer Agreement Signed step

in the Onboarding Checklist.

STEP

ACTION

1

Follow the steps in Task 1 to access the CB LMT detail page for the applicant.

2

Scroll down and examine the

ONBOARDING CHECKLIST, Post-Assignment Steps section.

An email with the Volunteer Agreement

link is now automatically triggered when

a role application is submitted. If the

applicant has not signed the agreement

when they try to sign into their CB

account for the first time, they will be

presented the Application to sign.
When the Volunteer Agreement has

been signed the LMT auto checks the

Volunteer Agreement Signed checkbox.

When the applicant has not signed the Volunteer

Agreement, a Send Request button will be shown

on the “Volunteer Agreement is signed” status line

below the Applications History on the LMT detail

screen along with an “x” (or an hourglass symbol if

a sent Volunteer Agreement is pending applicant

action).

3

If the applicant has not completed signing the Volunteer Agreement, have them complete an agreement that is in

process, send them a new agreement with the Send Req button, or have them attempt to sign in to their account to

trigger sending them a Volunteer Agreement for signature.

background image Task 8: Create a COSAction.com Email Account

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Introduction As the onboarding process nears completion, it is time to create a cosaction.com email account for the

new leader.
Follow the steps below to create the new email account.

STEP

ACTION

1

Follow the steps in Task 1 to access the CB LMT detail page for the applicant.

2

Go to the section entitled

CREATE COSACTION EMAIL ACCOUNT.

As shown in the image above, the system uses the first and last name from the applicant’s profile in the address and

defaults to a

forward only account going to the email address the applicant provided. This arrangement will be

appropriate for most leaders.
If there is more than one email address listed, ask the applicant which one he or she prefers for receiving COS

emails and select that one. (If the applicant prefers an email address that doesn’t appear, you can add the email

address in the applicant’s CB profile.)

IMPORTANT NOTE:

If the new leader needs to have a

full account, you can deselect the

Forward only email option,

exposing a password field where

an initial password is specified.
With a

full account, leaders would

normally access email by signing

into Roundcube, COS’s online

email client, where they can

change the password. However, if

they forget the password and can’t

sign in, another leader would have to set a new password for them from the LMT. Leaders cannot reset their own

passwords. (Note: There is separate training for Roundcube.)

Continued on next page

background image Task 8: Create a COSAction.com Email Account (continued)

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STEP

ACTION

3

Once you’ve confirmed the details, click

CREATE COSACTION EMAIL ACCOUNT.

This action triggers an automatic email

like this one, notifying the applicant of

the new account:

After you create the account,

the options in the

MANAGE

COSACTION EMAIL ACCOUNT

section change:

4

Click

SEND CONFIRM COSACTION EMAIL.

This action will generate an email like this one:
Note: You might want to ask the applicant to let

you know when he or she has confirmed access.

When the applicant clicks the confirmation link,

he or she sees this message:

The LMT also adds a checkmark to the

COSAction Email

Address Confirmed item in the ONBOARDING CHECKLIST.

IMPORTANT NOTE: You must confirm the cosaction.com email account separately for each application being

processed. Any number of these emails may be sent, and they will all contain the same confirmation link, if for the

same application. The link will remain valid until any one of them is clicked, after which it will expire, causing any

subsequent clicks to present a 404 error page. Once confirmed, the

SEND CONFIRM COSACTION EMAIL button for that

specific application will no longer be shown.

5

Go to

Task 6: Invite the Applicant to the Slack Workspace.

background image Task 9: Invite the Applicant to the Slack Workspace

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Introduction At this point, you’ll want to invite the applicant to his or her state’s Slack workspace.

This task covers the steps for performing this task and includes information about training resources for

Slack.

STEP

ACTION

1

Note: An invitation to join a Slack Workspace must be created in Slack by an administrator. (The invitation should use the

applicant’s cosaction.com email address. See Appendix B for information about avoiding duplicate Slack accounts.) If you are

not an administrator of the Workspace for the applicant’s state, you must contact a user who is and ask that person to

create the invitation for you. If you don’t know who the administrators are, follow the procedure below to find and

contact one. (These instructions assume you are already a member of the Slack Workspace for the applicant’s state.)

a. Log into the Slack Workspace to which you want to invite the applicant.
b. Click on the

More Items icon (three dots) at the top right corner of the workspace to reveal a list of selections.

c. Select

Workspace Directory.

d. Click the down arrow to the right of the field just below

the

Search members field and select Admins.

You will see a list of all users with the Admin role for that

Workspace.

e. Click the name you want.

The pane changes to show information about that admin

and includes tools for making a computer-to-computer call

or sending a direct message.

f. Click either the

Message or Call button to contact the admin

with your request to send an invitation to the applicant. Ask

the admin to let you know when the invitation has been sent

so you’ll know when to follow up.

Continued on next page

background image Task 9: Invite the Applicant to the Slack Workspace (continued)

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STEP

ACTION

2

Follow the steps in Task 1 to access the CB LMT detail page for the applicant.

3

In the

EMAIL section, create and send an email to the applicant advising him or her to follow the directions in the Slack

invitation email as soon as possible and let you know when it’s done.
Include instructions for accessing the

Slack: Basics training video in the Help Desk Knowledgebase.

EXAMPLE:

Hi, Lisa,
I hope you’re as excited as I am that there’s only one more important task for you to complete and then we can

officially assign you to the role of COS State Director!
You’ll soon receive an email inviting you to join your state’s Slack Workspace. Your task is to sign in and become

familiar with it. Slack is an online communication and collaboration hub that COS uses at the national, state, and

team levels to share information and collaborate on projects. As a COS leader, you will use Slack often.
Please let me know as soon as you have accessed and examined the Slack Workspace so I can mark your training

as completed and officially assign the SD role to you.
To learn how to use Slack, you can access a Slack: Basics training video in the COS Help Center Knowledgebase by

following these steps:

1.  Go to the Help Desk URL: https:%%//%%help.conventionofstates.com/ \\ 2.  Click Sign In the upper right corner of the login screen.
3.  Click the Sign in with COS button.
4.  Click Knowledgebase on the horizontal navigation bar under the COS logo.
5.  Click 2. State Leader Core.
6.  Scroll to the bottom of the list and click Slack: Basics.
7.  View the video and if you want additional information, click the link underneath it.

4

Once you’ve confirmed the applicant has joined the state’s Slack workspace, check off that item on the

Onboarding

Checklist.

IMPORTANT NOTE: The cosaction.com email account must be confirmed separately for each application being

processed, by using the Send Confirm cosaction Email button to send the email. Any number of these emails may be

sent, and they will all contain the same confirmation link, if for the same application. The link will remain valid until any

one of them is clicked, after which it will expire, causing any subsequent clicks to present a 404 error page. Once

confirmed, the Send Confirm cosaction Email button for that specific application will no longer be shown.

5

Go to

Task 7: Finalize Onboarding Activities.

This is the end of the application processing tasks.

See the Appendices for additional information.

background image Appendix A: Links

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APPENDIX A PAGE A1

Introduction List of links (URL’s) for further information

LINK

DESCRIPTION

//https:%%//%%conventionofstates.com/take_action //

TAKE ACTION - List of leadership roles

where Patriots may apply for one of

the leadership roles

//https:%%//%%cosuniversity.com/ //

Convention of States University – must

be signed on to CitizenBuilder to access

https://dashboard.conventionofstates.com/tools/university/students COS Student List

https://drive.google.com/open?id=1R_wwfTw-

O1BcHQcuwDg2Pnzlha8w2lge

COS State Team Manuals

https://help.conventionofstates.com/kb/faq.php?id=124

Help Desk Knowledge Base Accessing

COS University for leaders and District

Captains

https://www.youtube.com/playlist?list=PLWlXaxtQ7fUb1WqLJD// qJFGQsAXU7CjoGz Slack Help Playlist   Appendix B: Handling Exceptions & Variations CB: TOOLS: LEADERS ON-BOARDING GUIDE V 3.0  DEC 2,  2020 APPENDIX B  PAGE B4 Overview The tasks and steps on the previous pages of this guide assume the application will progress all the way through the vetting and onboarding process. However, there are times when you will encounter exceptions. The additional tasks covered in this Appendix address those exceptions: 1.  Rejecting an application
2.  Unassigning a role
3.  Reopening an application after it has been rejected or a role has been unassigned
4.  Changing the “ Assigned to” leader in the LMT More about the LMT Additional Purpose You can also use the LMT to manage existing assigned leaders, some of whom might have more than one role. The LMT List The LMT creates a new entry not only when a volunteer submits an application on the Take Action page of the COS website but also when a leader with access to the Leader Positions tab in a volunteer’s profile assigns a role. (Note: Assigning a role from the Leader Positions tab is an exception that should only be used to “promote” an existing leader to a different role when that leader is well-known enough that completing another application is not considered necessary.)
The LMT list includes a separate row for each role for each leader, regardless of how that role was associated with the leader’s profile. Applications for the Volunteer Role On the LMT detail page, you will not see an Onboarding Checklist for the VOLUNTEER role because that role is not subject to the structured onboarding flow explained in this document. (Also, you would not normally create a cosaction.com email account for this role.) Rejecting an Application If at any time during the process, you decide an applicant is not a fit for the selected role, click on the red REJECT button in the ROLE/ASSIGNMENT MANAGEMENT section. NOTE: You might take this action after a phone call for which you created a note with one of these two ACTION TYPES: See “ More about Adding Notes” later in this Appendix. The system will change the status to Rejected, finishing the process. Continued on next page CB: TOOLS: LEADERS ON-BOARDING GUIDE V 3.1  Sep 29, 2021 Appendix B: Handling Exceptions & Variations (continued) APPENDIX B  PAGE B4 Unassigning a Role IMPORTANT NOTE ABOUT ACTION BUTTONS IN THE ROLE/ASSIGNMENT MANAGEMENT SECTION These buttons change according to the status of an application. At times, you might see as many as four different buttons. After you assign a role in the ROLE/ASSIGNMENT MANAGEMENT section, an UNASSIGN button appears: If there is a legitimate reason the leader should no longer have the selected role, click the UNASSIGN button to remove the role.
The system changes the role status to Former in the LMT list and adds a “System action” note in the NOTES AND COMMENTS section of the LMT detail page stating the position was removed by you. The note includes the information you entered in the REASON field. Reopening an Application You can reopen the process for a role with Former or Rejected status by using the REOPEN APPLICATION button in the ROLE/ASSIGNMENT MANAGEMENT section.
This action places the application back into Open status. and starts the entire applicant process flow again. The ONBOARDING CHECKLIST will appear on the LMT detail page, regardless of when the original application was submitted
Note: The Assigned To name does not change automatically when a different leader reopens the application. Once the application is in process, you can use the Pickup the Process button to make the change. See the next section for details. Continued on next page CB: TOOLS: LEADERS ON-BOARDING GUIDE V 3.1  Sep 29, 2021 Appendix B: Handling Exceptions & Variations (continued) APPENDIX B  PAGE B4 Changing the “Assigned to” Leader The purpose of having an assigned leader is to let others know which leader is taking primary responsibility for processing an application. Typically, the assigned leader should be the one who takes the Reject or Assign action.
The LMT automatically assigns an application to the leader who enters the first note in the NOTES AND COMMENTS section of the detail page. Throughout the process, multiple leaders may participate by entering notes and even Rejecting or Assigning the role. All those notes will show the name of the leader who entered them, but the assigned leader for the application does not change.
If another leader desires to be shown as the assigned leader, he or she can make the change while the application is in the In Process or Onboarding status by using the PICKUP THE PROCESS button in the ROLE/ASSIGNMENT MANAGEMENT section. Note: This button only appears to leaders other than the one who is already assigned. More About Adding Notes Notes are Important At every appropriate step in the process, it is important to add detailed notes describing each contact with a new applicant and any other information relevant to the vetting and onboarding process. This is critical not only for your own recollection, but also for others who might later need to review or manage this leader.
When you select “Not Suitable for Role” or “Not Interested” in Task 2 Step 4, be sure to explain your reasoning in your notes. Having detailed notes for Rejected or Unassigned leaders enables others to determine whether Former or Rejected leaders should be eligible for reconsideration if they reapply or express renewed interest. Notes are Role-specific If there is more than one role listed under APPLICATIONS HISTORY on the LMT detail page, you must select a specific role to see all the related notes. You will see only the notes for the selected role.
This role-specific notes feature was added to the LMT effective 3/14/2019, so any LMT activity notes entered prior to that date will be shown in the profile Dashboard, not the LMT. •  To remind you, this note appears in the NOTES AND COMMENTS section: Avoiding Duplicate Slack Accounts When a volunteer has more than one email address and a Slack invitation is sent to each, if the volunteer clicks the link in each invitation, multiple Slack accounts are created. To prevent duplicate accounts, we must use only the cosaction.com email address for all Slack invitations. Not only will this help prevent the limited number of free Slack accounts from being wasted but it will also avoid confusing others who might not know which account to use when “mentioning” or opening DMs.
You can use Slack’s Workspace Directory to check for existing and deactivated accounts by following the procedure in Task 6 Step 1. Workspace Owners and Admins can also check for pending invitations, which they can resend or revoke. Continued on next page CB: TOOLS: LEADERS ON-BOARDING GUIDE V 3.1  Sep 29, 2021 Appendix B: Handling Exceptions & Variations (continued) APPENDIX B  PAGE B4 More about Assigning Roles (see Task 8) General In CB, Roles determine the functions to which you have access (what you can do) and assigned STATES, REGIONS and DISTRICTS determine whose data you can see. REGION and/or DISTRICT assignments limit access to those selected, while leaving them blank grants access to the entire selected STATES. Assignments for each role should be set according to the access needed for that specific role.
It is critical that assignments for certain roles (DC and RC in particular) be set properly for various automated aspects of CB to function as intended. Because at some point in the future, CB will treat assignments separately for each role with respect to the tools available for that role, you might have to assign some leaders to multiple roles to properly define their access and responsibilities. Example: DCs who might need to handle Followups for their entire states should not be given full state access with their DC role. Instead, they should be assigned as Followup Team Members with full state access, and their DC assignments limited to their assigned district(s). DC & RC Roles Because these roles are treated in special ways in various aspects of CB, they MUST be limited to their proper assignments. DCs need to be assigned to specific HD(s), and RCs need to be assigned to specific STATE REGIONS. Example: For DCs, the Followup Tool and District Dashboard have a column entitled Has DC, where the pop- up window will show the DC(s) assigned to the supporter’s district. This is done by looking *only* at the HD part of the assignment. Likewise, RCs are identified in other areas solely by the REGION part of their assignment. Certain automated notifications that go out to DCs and RCs are based on the HD and REGION part of their assignments, respectively. Single Leader Most leadership roles include a companion “team” role, allowing many volunteers to contribute as a team, but there should only be one volunteer per STATE, REGION, and/or DISTRICT designated as the “leader” in that role. This is especially important for the DC role because of various CB features that assume only one assigned leader. An example is the use of merge tags in Followup email templates that include reference to the DC assigned to the new supporter’s district. If there were multiple DCs assigned, the emails could inconsistently reference different DCs. This same concept also applies for multi-state assignments. If for example State Grassroots Coordinators are assisting other states, they should be assigned with the SGC Team role for the other states rather than adding those STATES to their existing SGC role. When a COSAction Email Account Already  Exists If you cannot assign a cosaction.com email account because the account has already been assigned to another leader, alter the email name to make it unique. You can change the first name to a nickname, add a number, or add the state initials so it is unique to the system. CB: TOOLS: LEADERS ON-BOARDING GUIDE V 3.1  Sep 29, 2021 Appendix C: Suggested Summary of Onboarding Tasks APPENDIX C PAGE C1 The involvement of the SIA in Onboarding at the State level is at the discretion of the State Director or the State Leadership Team. An SIA may perform some or all of these tasks depending on the State’s need. Since the SIA is responsible for training and technical help, they should understand and be able to perform the tasks associated with onboading a new applicant so that necessary help can be provided to the State. Task  Summary Action 1 Find and examine open applications in the Leadership Management Tool 2 Make the Initial Call On completion:  Add Called – Meaningful Interaction note System: auto-checks the Initial Call Made checklist item 3 Perform the Vetting Process as defined by the State Leadership Team On completion:  Add Vetting note System: changes status from Open to In Process and auto-checks the Vetting checklist item 4 Conduct the Onboarding Process At start:  Add Onboarding Initiated note System: changes status from In Process to Onboarding and auto- checks the Onboarding Initiated checklist item On completion of each item manually enter checkmark: Leadership Role Manual Reviewed COSUniversity Reviewed Enrolled in COSUniversity Reviewed COSAction Email Address Manual checkmark for each 5 Create a COSAction.com Email Account and send Confirm COSAction email On verification of auto-check:  Proceed to Task 6.  (any number of resends of the confirm email may be sent if needed) System: auto-checks the COSAction Email Address Confirmed checklist item upon confirmation 6 Invite the Applicant to the State Slack Workspace using COSAction Email Address When Invite accepted:  manually check the Joined Slack Team 7 Finalize Onboarding Activities When Task 6 complete: Add Onboarding Training Completed note System: auto-checks the Final Onboarding Training Completed checklist item and enables the Assign button in the Role/Assignment Management section Adjust the Role and Assignments as appropriate, then click the Assign button System: changes status from Onboarding to Assigned