To view this on the COS website, click here ca-onboarding-matrix-california
To download the docx file from the COS website, click here 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.
Attachment: 2161/OnboardingMatrix-California20210201.docx
| Onboarding Matrix – California | Onboarding Step | Check^ Pre-requisites ^How-to ^How you know it's completed ^ |Initial Call Made |Auto | LMT Applicant Processing Document 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 How to interview applicants 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 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 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: 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 |
|---|
| Page Metadata | |
| Login Required to view? | No |
| Created: | 2021-01-23 18:42 GMT |
| Updated: | 2025-06-10 21:56 GMT |
| Published: | 2021-01-23 08:00 GMT |
| Converted: | 2025-11-11 12:21 GMT |
| Change Author: | William Wiltschko |
| Credit Author: | |