Rubric for Peer Evaluators at Events

Template for peer evaluators nominated by membership chair to use during social events for prospects

policy.md

@@ -1,20 +1,30 @@
 # Membership Policies/Processes
 
 ## Policies
-### first policy
+### Coffee Meeting
+- CNY50/pax
 
-### second policy
+## Monthly/quarterly recruitment report
+-
+-
 
 
 ## Processes
 ### Applying to be a member
-
 1. Prospect is referred by existing member OR via online application form
 2. Secretary will organize voting by the chapter to accept prospect as member (1st round)
 3. Chapter will organize and conduct prospect interview by 2 or more existing members
 4. Secretary will organize voting by the chapter to accept prospect as member (2nd round)
 5. Membership Chair will give final approval to accept prospect as member
+    - The whole process is expected to finish within 3 weeks
+    - Each round of voting will last for a maximum of 48hrs. Vote is invalid if less than half the chapter vote
+    - If there are negative votes, chapter Membership Chair must decide whether to proceed or stop
+
+### Waiver of membership criteria
+1. Each chapter gets to apply for 1 waiver per year for members who do not meet criteria
+
+### Sabbatical
+1. Only once
+2. Must return within 1 year, otherwise re-apply as new member
+
 
-- The whole process is expected to finish within 3 weeks
-- Each round of voting will last for a maximum of 48hrs. Vote is invalid if less than half the chapter vote
-- If there are negative votes, chapter Membership Chair must decide whether to proceed or stop

sg/handbook.md

@@ -0,0 +1,41 @@
+# Membership Handbook
+- Version: `1.0`
+- Written by
+    - person1
+    - @teikseong
+
+## Confidentiality
+1. Family/Friends are excluded from our activities unless otherwise stated
+    - This is to prevent breaching confidentiality rules as family and friends are unfamiliar with them
+
+2. Photos must not be made public without explicit consent
+    - Members may be attending our activities by rejecting others
+    - If others see these members at our activities instead, it could lead to misunderstanding
+
+## Finances
+- We keep a continuous journal [^1] on Google Sheets
+    - List of financial transactions since FY2020
+    - Link also found in description of WhatsApp chat
+
+## Membership Renewal
+1. Who should be in charge of engaging members for renewal?
+2. Should finance be chasing for payment or someone else?
+
+## Google shared calendar
+1. Updating of events by Integration Chair
+2. Adding of members by Membership Chair
+
+## New Members Onboarding
+1. Scheduling coordinated by Membership Chair
+2. Presented by Integration and Forum Chair
+3. Maintenance of slides by Integration and Forum Chair
+
+
+## Forming Interest Groups
+1. do this
+2. do that
+
+
+[^1]: Google sheet of continuous journal: https://docs.google.com/spreadsheets/d/1rJ9I0zMWUUa71DSp5DqK5Ik9rMC3qAC6/edit?pli=1&gid=1451299276#gid=1451299276
+
+

sg/policy.md

@@ -1,43 +1,92 @@
-# 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?
-2. OpenHouse: Form + Lead OpenHouse Commmitte
-3. Membership: 
-- 3.1. Membership Directory [TBC + WIP] (Temp - [member-list](https://docs.google.com/spreadsheets/d/1rw6IIe1kARZOugmeNyHJxEjYbxLq9hX5J1F4xnIUL70/edit?usp=sharing))
-- 3.2. Buddy System [TBC + WIP]
-4. Recruitment: 
-- 4.1. Sign-up Form with basic intro + joining fee (msg) - [SIGN-UP FORM](https://livelygreen.notion.site/BE-BOLD-BE-BRAVE-3d9559c865174213a7664d71b1655656$0) + [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)
+# 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 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.
 
-## Processes
-### Arranging interview
-1. DM to ask for next 2-week availability interview
-2. SEA group to ask for Volunteers (1x Moderator(must be forum-moderator-trained) + 1x Existing member) (CANNOT BE REFERRER)
-3. Collect (Bizfile ACRA + Interview Form + Recommendation Form (by referrer))
-4. Consolidate all document + pre-filled form and submit to Intl. via [WJX.TOP](https://www.wjx.top/vm/rP6Bimd.aspx)
-5. Notify Intl. side + DM Deboard for (Interview form + Recommendation Form)
-6. Await for Voting completion and 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.
 
-### Collecting membership fees
-1. Notify SG Finance to collect fee
-2. notify Intl. Deborah for WeChat + Whatsapp
-3. Request for email (Accessible to Google Calendar) to add into YEN SG Calendar 
-4. Add Birthday + set to ""Repeat Annualy"" within YEN SG Calendar"
-5. Collect info / pass into to membership Directory
+# 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.
 
-### Arranging onboarding
-1. Ensure Access to following
-- 1.1. YEN SG Calendar
-- 1.2. Buddy Assigned
-2. Arrange for Onboarding(by Integration Chair) + Forum Briefing(by Forum Chair) session
-3. Must complete both session before handover to Forum basic training (by Forum Chair)
+# 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))
 
-### Reference / Supporting Materials:
-- [YEN SG - Membership Folder](https://drive.google.com/drive/folders/199HkK6wpVMQY5BYo3yGO36lDHM64f4Si?usp=share_link)
+- **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)