1. When a division decides that a new volunteer may be helpful, the Division or Area Head will contact the Volunteer coordinator. The Volunteer Coordinator will make an initial contact, and introduce the volunteer to the Division/Area Head. Then the Division/Area Head will take it from there to talk to the volunteer and work out if they are a suitable fit.
   • Here is the Volunteer Area wiki page. This contains the spreadsheet containing the current list of volunteers.
2. If the Division or Area Head already know the volunteer then there is no need to go through the Volunteer Coordinator.
3. When the Division / Area Head wants to bring a volunteer onboard:
   • They need to mail concom@conzealand.nz with the person’s name and where they would be brought into. This is to enable any warning flags to be brought up. Note that reasons for warnings need to be given. Although they may be sent privately to the Executive or the Chairs.
   • This conversation with the ConCom should happen before a position is offered to the volunteer.
   • The concom will have 72 hours to reply.
   • If there are no significant warnings, then the DH / AH must follow the onboarding procedure as detailed in the next section.

1. Only Division or Area Heads should request people to be onboarded. This is so that each Head has the opportunity to approve people joining their team.
2. So if you think someone should be brought into the Crew, then please discuss with the Division or Area Head.
3. When the Division / Area Head wants to bring a volunteer onboard:
   • They need to mail concom@conzealand.nz with the person’s name and where they would be brought into. This is to enable any warning flags to be brought up. Note that reasons for warnings need to be given and should usually be sent privately to the Executive or the Chairs.
   • This conversation with the ConCom should happen before a position is offered to the volunteer.
   • The concom will have 72 hours to reply.
   • If there are no significant warnings, then the DH / AH must follow the onboarding procedure as detailed in the next section.

Here is the Volunteer Area wiki page. This contains the spreadsheet containing the current list of volunteers.

• their name and a contact email address.
• their division or area so we can put them in the correct initial mailing list.
• Any other mailing lists you think they should be members of.
• By default, all crew are put into hailing-frequencies@, stellar-noise@ and crew@. The crew@ mailing list is used primarily for Google Drive permissions.
• the position that they should be listed in the org chart.

The Ticketing system will give you email updates as the Onboarding progresses and you can check online at the Existing Tickets page.

You will see the ticket get transferred to the next step in the process.
They will then be invited to log into their new Google account, and invited to the Crew site. Note that the Google invites are only valid for 48 hours, so if a new Crew member does not respond in that period, IT will need to send another invite. In this case, assign the ticket back to IT.

It is then up to the new Crew member to confirm their new Google account and join the Crew site (where you are now).
We suggest that the requestor send them a welcome message to their new account, to check mails are working.

The onboarding is now completed, and the person who made the request will mark the ticket as solved (on the Existing Tickets page) as a final confirmation.

This is the process that IT crew should follow

• Receive an onboarding request from a Division or Area Head
  • Request should contain
    • Requested username to create
    • Personal email address
    • Any known groups they need to be added to.
    • Division and position
• Create the User in admin.google.com
  • Put in name, user name, and any secondary email address, usually the personal email.
  • Select CoNZealand Group as the Organising Unit. Add to the CoNZealand  Organisational Group.
  • Click Add User.
  • In the interface “New User Added” click “More Actions”>Email Login Info
  • If it hasn’t filled in the personal email address, fill that in here. Send the Email
• In the User interface, on the far right of each user is a hover three dot menu. Click on that and select “Add to Groups”
  • Select any required groups.
  • By default, choose Hailing Frequencies, Stellar Noise, Crew
  • Send a welcome email to their new CoNZealand address from welcome@conzealand.nz or crew-support@conzealand.nz
  • They should eventually reply to that email to confirm that they have access to their email and account.
• Some people may request adding their personal address to their groups. This is so they can reply to group mails from their personal account. This might be needed if their mail client is not working well for creating new accounts.
  • These can be added in the Groups/Lists interface (http://lists.conzealand.nz) to the relevant mail lists.
  • Add the email to the Members, but set it as “No email: web-only participation”
  • This allows crew to post from a personal account, in case they need to.
  • We don’t encourage this, but it’s an option.
• Invite the user to the CoNZealand Crew site  (https://crewservices.conzealand.nz)
  • You need to be an admin user for CoNZealand Crew site.
  • Go to the dashboard in WordPress. Usually you can access the dashboard at the top left, by clicking on the Site name, then selecting Dashboard.
  • Select “Invite Users” in the left menu.
  • Enter the email address of the new crew member. In the onboarding spreadsheet (or in the information from the Volunteer Coordinator) they should have specified which email address they want for the Crew site. Could be their personal address, or their new CoNZealand address.
• For Division Head and Area Heads
  • On the Crew website, add the Project Manager role to their user account. This gives them access to fully administer Project Panorama, a project management plugin.
  • Check that they have been added to any sub-mailing lists as the Owner.
• Reply back to the original person who requested the addition so they know it’s been done.
  • Remind the requestor that it is the Division Heads/DDHs responsibility to add the new person to the relevant Division Wiki home page in the Division structure, and ask the web team to update the front facing Divisions web page with the new information.