membership/sg/policy.md

# Role Overview: The "Growth & Experience" Lead
The Membership Chair is the Chief Growth Officer for the chapter. Your mission is to find the right people, ensure they integrate seamlessly, and maintain a high-quality, organised community.
#### Core Duties
- ***Quality Recruiting***: Focus on "quality growth" by finding entrepreneurs who fit the YEN culture.
- ***The "Welcome Wagon"***: Manage the application process from the first interview to official sign-up, ensuring it follows international rules.
- ***Record Keeper***: Keep member profiles/directories updated.
- ***OpenHouse Planning***: Lead the OpenHouse Committee, organise prospecting, and conduct interviews with follow-up recruitments.
- ***Global Liaison***: Attend international membership meetings to stay synced with global standards.
- ***Buddy System***: Directly assign a "Buddy"(Existing member) to new prospects to assist in their integration. (Assume consent if no response from eboard.)

# The Operational Timeline (The 28-Day Launch)
When a new e-board takes over, follow this strict countdown to ensure a smooth transition:
- ***Day -14***: Begin engaging members to renew for the next financial year.
- ***Day 1***: Receive the confirmed list of renewed members from Finance.
- ***Day 7***: Update e-board calendar permissions and update all new member profiles.
- ***Day 14***: Announce sabbaticals, active member lists, and e-board names in the chat group; perform "housekeeping" by removing non-members.
- ***Ongoing***: Add OpenHouse events to the YEN calendar at least 2 months in advance.  

# Recruitment & Prospecting Process
#### The "Funnel"
- ****The Hunt***: Aim to meet at least one new prospect every month.
- **The Filter**: Clearly explain how YEN differs from other networking groups.
- ***The Speed***: Follow up with a prospect via message within 7 days of them attending an event.
#### Arranging the Interview
1. ***Availability***: Ask the prospect for their free dates over the next 2 weeks. ``[Template BELOW]
2. ***Assign Interviewers***: Assign at least 2 members; one must be forum moderator trained. The other can be anyone except the person who referred the prospect. ``[Template BELOW]
3. ***Documentation***: Collect the prospect's ACRA details, the interview form from the interviewers, and a recommendation letter from the referrer.
4. ***Submission***: Submit the application via the official portal and send the text form/letter to the International Membership Chair. ``[Link BELOW]
5. ***Approval***: Await local SG voting completion (min. 50% vote) and international approval.

#### Onboarding & Fee Collection
Once a prospect is approved, the following steps must be taken to officially "plug them in":
##### Fee Collection
- Notify SG Finance to collect the membership fee.
- Best Practice: Provide a one-sheet renewal/payment form with a clear QR PayNow code.
##### Onboarding Steps
1. ***Group Access***: Once Finance confirms payment, notify Intl. Secretary to add the prospect to the WeChat and SEA WhatsApp groups.
2. ***YEN SG Google Calendar Sync***: Add their birthday to the YEN SG calendar (set to "Repeat Annually") and liaise with prospect for their Gmail to the shared Google Calendar (Ensure they can see full year of YEN SG events) ``[Link BELOW]
3. ***Directory***: Add the prospect’s information to the Membership Directory. ``[Link BELOW]
4. ***Integration***:
	- Assign a Buddy to the prospect.
	- Add them to the Onboarding Chat Group (Managed by both Integration + Forum Chair).
	- Coordinate with the Integration Chair for an Onboarding session and the Forum Chair for a Forum Briefing.

# Ground Rules & Best Practices
- ***Privacy First***: Only active members and e-board are allowed in chat groups. Remove others immediately.
- ***Financial Discipline***: Apply for any necessary event subsidies 14 days before the event date.
- ***S.M.A.R.T. Goals***: Ensure at least one Open House is organised annually to maintain the growth pipeline.

# Templates / Tools:
- [YEN SG Intro Deck](https://docs.google.com/presentation/d/1rnlDYzXrWZNMnLrXqO7qIMCWTH1-Q1ta/edit?usp=drivesdk&ouid=116576843006813817215&rtpof=true&sd=true) / [YEN Onboarding Deck](https://docs.google.com/presentation/d/13yKHSgAlG-eUH4x3GXZDVTEkp0J5HASU/edit?slide=id.p12#slide=id.p12$0)
	- [Membership Directory](https://docs.google.com/spreadsheets/d/1rw6IIe1kARZOugmeNyHJxEjYbxLq9hX5J1F4xnIUL70/edit?usp=sharing) ``(Temp use in google sheet)
	- [YEN SG Google Calendar - invite via setting page by adding email]([https://calendar.google.com/](https://calendar.google.com/calendar/u/0/r/settings/calendar/eWVuc2luZ2Fwb3JlQGdtYWlsLmNvbQ?pli=1))

- **Recruitment:**
	- [Factsheet Intro](https://docs.google.com/presentation/d/10TLk5jQftC98K8JAZD3FoLU49f9IREw-WpbSlITApRI/edit?usp=drivesdk) ``(To be updated within SG by ?? Yearly)
	- [Sign-up Form (SG)](https://docs.google.com/forms/d/118qD79D-0nZuKzyCiJFL8b_lD8llz3JlINESkHItsUo/edit?usp=drivesdk) ``(To be updated within SG by membership chair yearly)`` + [Responses table](https://docs.google.com/spreadsheets/d/1TnwnwOI3cH4m0cUmNRnr25x02_DLPiFoHqCzyTZr7C4/edit?pli=1&gid=484203684#gid=484203684$0)
	- [Sign-up Link / Submission Application (Intl)](https://www.wjx.top/vm/rP6Bimd.aspx) ``(To be changed every year by Intl.)
	- [Interview Form (Bi-lingual)](https://docs.google.com/document/d/1xwzyUmuR45yeLZzhwTk-4o1t91GX0m0Q/edit?usp=drivesdk&ouid=116576843006813817215&rtpof=true&sd=true)
	- [Recommendation Form (Bi-lingual)](https://docs.google.com/document/d/1oVAPI20XfKnujd4gEKHnJuE2aK3lb1yh/edit?usp=drivesdk&ouid=116576843006813817215&rtpof=true&sd=true)
	- Post-event Follow-up (msg)
- Openhouse:
	- To use the SG Intro Deck + Sign-up Link ``[listed above]
- Renewal [TBC + WIP] Ref ``(Preferrably 1-sheet with QR PayNow code with clear fee) - [OLD REF in 2024](https://drive.google.com/file/d/1ePPwjv4SptL5fLIy1h7vm257zMU-C7e_/view?usp=share_link)
- Message Template:
- Welcome: 
> 	Hi [Prospect name],
	This is XXX from YEN singapore. I am in charge of membership. Received your application with thanks. 
	Follow-up on this, we will be going through a 3-step processes.
	Step 1: Face-to-face interview with 2 of our existing members to let both sides understand in details about what YEN offers for you.
	Step 2: Internal Vote to entire non-conflict of trade / interest
	Step 3: Membership fee collection
	May we have 2 available time-slot in next 2 week so that i can arrange the interview for you? Thanks. 
	Meanwhile, any questions, do feel free to let me know.

- Follow-up: 
> 	Hi [Prospect name], 
> 	This is [MEMBERSHIP CHAIR] from YEN Singapore. Got your contact from [REFERRER]. Follow-up on your previous visit to our study group at [EVENT NAME], we would like to invite you to our upcoming social night so that you can find out more about our group and see if this fits for the growth of your entrepreneurial journey. Do feel free to RSVP here if this fits. In case this clash to your schedule, i can keep you posted for the next one. Look forwarding seeing you at next YEN gathering. [https://luma.com/ Event Link]

- Interview Invitation:
> 🚨🚨🚨
Hi Bros & Sis, We have a new applicant (referred by ???) - ??? (Title? - "Company Name" - Company URL.) applying to join us. 
I would require 2x volunteers to conduct face-to-face interview with her on next 2 weeks.
It will be max. 1hr over lunch or coffee. Can let me know if you can help?
•⁠  ⁠1x Forum Moderator-trained
•⁠  ⁠⁠1x existing member
The session will mainly to ensure he understand YEN’s values and also check on his background. Afterwards, simply collect his ACRA and also fill in the recommendation form. 
1 Timing A
2 Timing B
Appreciate if you can let me know these few days so that i can arrange. Thanks.
## REF:
- [Old SOP](https://docs.google.com/document/d/1jKdI1dKtoiijY0M71tCaagbXTrW-B-XjVAHQNYcciI8/edit?usp=sharing)