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# Membership Policies/Processes
# 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.)
## Key Duties
1. Duties: Copy from Last Consitution from YEN SG? << Jeff Distilling from: [Old SOP](https://docs.google.com/document/d/1jKdI1dKtoiijY0M71tCaagbXTrW-B-XjVAHQNYcciI8/edit?usp=sharing)>>
2. OpenHouse: Form + Lead OpenHouse Commmitte
3. Membership:
- 3.1. Membership Directory (Temp use in google sheet - [member-list](https://docs.google.com/spreadsheets/d/1rw6IIe1kARZOugmeNyHJxEjYbxLq9hX5J1F4xnIUL70/edit?usp=sharing))
- 3.2. Buddy System `[WIP]` (Assign by Chair directly - Assume consent if no reponse.)
4. Recruitment:
- 4.1. Sign-up Form with basic intro + joining fee (msg) - [SIGN-UP FORM](https://docs.google.com/presentation/d/10TLk5jQftC98K8JAZD3FoLU49f9IREw-WpbSlITApRI/edit?usp=sharing) + [Responses table](https://docs.google.com/spreadsheets/d/1TnwnwOI3cH4m0cUmNRnr25x02_DLPiFoHqCzyTZr7C4/edit?pli=1&gid=484203684#gid=484203684$0)
- 4.2. Post-event Follow-up (msg)
- 4.3. Renewal `[TBC + WIP]` [Ref](https://docs.google.com/spreadsheets/d/1ZzmEGikiOHPwXigP8LU5R-tVfNgam1XG9OLg2BGAYYw/edit?usp=share_link) (Preferrably 1-sheet with QR PayNow code with clear fee)
# 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.
## Policies
1.
2.
3.
# 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]()
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.
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.
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)
3. Directory: Add the prospect’s information to the Membership Directory.
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.
## Processes
### Arranging interview
1. Ask prospect for interview availability, e.g. free dates for the next 2 weeks
2. Find/assign at least 2 members to conduct interview, 1 must be forum moderator trained, the other can be anyone except referrer
3. Collect ACRA details from prospect, interview form from interviewers and recommendation letter from referrer
4. Submit application via https://www.wjx.top/vm/rP6Bimd.aspx and text form + letter to Intl. membership chair
5. Await for voting completion and membership approval
# 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.
### Fee collection
1. Notify SG Finance to collect membership fee
# Templates / Tools:
- [YEN SG Intro Deck](xxx)
- [Membership Directory](https://docs.google.com/spreadsheets/d/1rw6IIe1kARZOugmeNyHJxEjYbxLq9hX5J1F4xnIUL70/edit?usp=sharing) (Temp use in google sheet)
### Onboarding
1. Once paid, SG Finance notify secretary to add prospect to WeChat + WhatsApp
2. Add birthday + set to `Repeat Annually` within YEN SG calendar
3. Add prospect information into to membership directory
4. Assist to add prospect's gmail to shared Google calendar
5. Roster a member as buddy to prospect
6. Add prospect to onboarding chat group
7. Arrange date and venue for Onboarding(by Integration Chair) + Forum Briefing(by Forum Chair) session
- **Recruitment:**
- Factsheet Intro (To be updated within SG by ?? Yearly)
- [Sign-up Form (SG)](https://docs.google.com/presentation/d/10TLk5jQftC98K8JAZD3FoLU49f9IREw-WpbSlITApRI/edit?usp=sharing) (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.)
- Post-event Follow-up (msg)
- Openhouse:
- Form
- Renewal [TBC + WIP] Ref (Preferrably 1-sheet with QR PayNow code with clear fee)
### Reference / Supporting Materials:
- [YEN SG - Membership Folder](https://drive.google.com/drive/folders/199HkK6wpVMQY5BYo3yGO36lDHM64f4Si?usp=share_link)
## REF:
- [Old SOP](https://docs.google.com/document/d/1jKdI1dKtoiijY0M71tCaagbXTrW-B-XjVAHQNYcciI8/edit?usp=sharing)