Committee Member Onboarding

These are the steps to onboarding a new committee member. This could be a node lead, node liaison, or other GPN leader.

Steps:

1. Welcome the new member to the committee and collect personal details:
   While your new member is waiting to get onboarded, they should check out this page to get a general understanding of how the committee works Being on a Committee Overview
   
   You will need these details in the next steps:

   • Full Name

   • Preferred personal email address

   • Preferred GPN email address name (e.g. alex@girlsprogramming.network, alexandra@girlsprogramming.network, alex.p@girlspgramming.network, alex.penna@girlsprogramming.network)
     
     

2. Working with Children Check (if not already on record):
   If you don’t already have a valid and current working with children (or local equivalent) for your new member, use your local process to collect this information and validate the check under local laws.
   
   

3. Request Access to Platforms and Services using this form
   The new committee member will need access to various tech platforms.
   
   As the person helping to board the new committee member you should log in or create yourself an account to an atlassian account, using your GPN email. Then complete the onboarding form for your new member to kick off the process of getting them access to whichever resources they need from the options below.
   
   

   • A @girlsprogramming.network email address (required)
     This will be a Google-linked account that allows the committee member to:

     • Access their @girlsprogramming.network email account through Gmail

     • Access the Google Drive, including Shared Drive for their node and for other GPN Australia resources

     • Use “Log In with Google” to access our other services we use
       
       

   • Campaign monitor
     This is used to handle our mailing lists
     
     

   • Humantix
     This is an event platform used for hosting and publicising our events
     
     

   • Squarespace
     This is where the GPN website is hosted and edited, and will need to be updated by the committee each event.
     
     

   • Canva
     For if graphic design need to be done for promotion, content, etc.
     
     

   • Freescout
     This hosts our shared mailboxes for each of our nodes
     
     

   • Teams
     Each committee will have a Teams team and be able to create group chats and DMs to collaborate with their node committee and the rest of GPN Australia here.
     
     

   • What do I give them access to? A committee member does not necessarily need access to all of these platforms, and sharing data and access to people unnecessarily is a risk. We expect most committee members to be able to access most things, except for Squarespace (needed by event leads and Event Resources squad) and Canva (possibly not needed at all by a node committee and we have a limited number of Canva licenses). More access can always be requested later.
     
     

4. Set up a time with them to answer any questions they might have and help them get their new accounts set up.
   They will need to complete the following steps and they may need help doing them:

   • Log on to their new GPN email address (on Gmail)

   • Fill out the directory form for their node

   • Complete BriteHR policy review 

     • Policies around child safety and data

     • Committee member agreement

     • Code of conduct
       
       

   • Setting up teams and getting familiar with the different channels and features

   • Log in and set up accounts for all other systems they have been given access to

   • Accessing the google drive and understanding where different documents live

   • Help them set up their notifications you can find that information here...
     
     

5. Help your new member get onboarded in their squad

   • Show them the checklist and the checklist How To docs.

   • Introduce them to their squad-mates

   • Make sure they have been added to any channels or recurring meetings that they need.
     
     

6. Write a welcome message in Teams
   To help make everyone feel included, write a post in Teams welcoming your new committee member and encouraging the rest of the committee to say Hello! Include what squad they will be joining, what their new GPN email address is and how excited you are that they are here!