6 changed files with 43 additions and 166 deletions
@@ -1,23 +0,0 @@
 ## Standard YEN application voting
 ```
 # Vote (X of 2) on their application to join YEN <chapter>
 1. <Name of applicant 1> - <vote URL>
    - Introduction URL
    - Recommendation URL
    - Interview URL
 2. <Name of applicant 2> - <vote URL>
    - Introduction URL
    - Recommendation URL
    - Interview URL
 Notes: 
 * At least 50% of chapter must vote before it ends in 48 hours at <date/time>
 * Please review the attached introduction, recommendation and interview reports
 * ⁠Only primary members of chapter can vote
 * Your name is required for the vote and will kept confidential
 * Please direct questions to chapter membership chair
 ```
 1. For chapters that perform only 1 round of voting, title should be `Vote on their application to join YEN <chapter>`
 2. For Whatsapp and other messengers that allow pinning, add this as the 1st line
    - `at least 50% of members must vote before <date/time>`
@@ -1,30 +1,20 @@
 # Membership Policies/Processes
 ## Policies
-### Coffee Meeting
+### first policy
 - CNY50/pax
-## Monthly/quarterly recruitment report
+### second policy
 -
 -
 ## 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
@@ -1,41 +0,0 @@
 # 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
@@ -1,92 +1,43 @@
-# Role Overview: The "Growth & Experience" Lead
+# Membership Policies/Processes
 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)
+## Key Duties
-When a new e-board takes over, follow this strict countdown to ensure a smooth transition:
+1. Duties: Copy from Last Consitution from YEN SG?
- ***Day -14***: Begin engaging members to renew for the next financial year.
+2. OpenHouse: Form + Lead OpenHouse Commmitte
- ***Day 1***: Receive the confirmed list of renewed members from Finance.
+3. Membership: 
- ***Day 7***: Update e-board calendar permissions and update all new member profiles.
+- 3.1. Membership Directory [TBC + WIP] (Temp - [member-list](https://docs.google.com/spreadsheets/d/1rw6IIe1kARZOugmeNyHJxEjYbxLq9hX5J1F4xnIUL70/edit?usp=sharing))
- ***Day 14***: Announce sabbaticals, active member lists, and e-board names in the chat group; perform "housekeeping" by removing non-members.
+- 3.2. Buddy System [TBC + WIP]
- ***Ongoing***: Add OpenHouse events to the YEN calendar at least 2 months in advance.  
+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)
-# Recruitment & Prospecting Process
+## Policies
-#### The "Funnel"
+1. 
- ****The Hunt***: Aim to meet at least one new prospect every month.
+2.
- **The Filter**: Clearly explain how YEN differs from other networking groups.
+3.
 - ***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
+## Processes
-Once a prospect is approved, the following steps must be taken to officially "plug them in":
+### Arranging interview
-##### Fee Collection
+1. DM to ask for next 2-week availability interview
- Notify SG Finance to collect the membership fee.
+2. SEA group to ask for Volunteers (1x Moderator(must be forum-moderator-trained) + 1x Existing member) (CANNOT BE REFERRER)
- Best Practice: Provide a one-sheet renewal/payment form with a clear QR PayNow code.
+3. Collect (Bizfile ACRA + Interview Form + Recommendation Form (by referrer))
-##### Onboarding Steps
+4. Consolidate all document + pre-filled form and submit to Intl. via [WJX.TOP](https://www.wjx.top/vm/rP6Bimd.aspx)
-1. ***Group Access***: Once Finance confirms payment, notify Intl. Secretary to add the prospect to the WeChat and SEA WhatsApp groups.
+5. Notify Intl. side + DM Deboard for (Interview form + Recommendation Form)
-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]
+6. Await for Voting completion and approval.
 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
+### Collecting membership fees
- ***Privacy First***: Only active members and e-board are allowed in chat groups. Remove others immediately.
+1. Notify SG Finance to collect fee
- ***Financial Discipline***: Apply for any necessary event subsidies 14 days before the event date.
+2. notify Intl. Deborah for WeChat + Whatsapp
- ***S.M.A.R.T. Goals***: Ensure at least one Open House is organised annually to maintain the growth pipeline.
+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
-# Templates / Tools:
+### Arranging onboarding
- [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)
+1. Ensure Access to following
-	- [Membership Directory](https://docs.google.com/spreadsheets/d/1rw6IIe1kARZOugmeNyHJxEjYbxLq9hX5J1F4xnIUL70/edit?usp=sharing) ``(Temp use in google sheet)
+- 1.1. YEN SG Calendar
-	- [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))
+- 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)
- **Recruitment:**
+### Reference / Supporting Materials:
-	- [Factsheet Intro](https://docs.google.com/presentation/d/10TLk5jQftC98K8JAZD3FoLU49f9IREw-WpbSlITApRI/edit?usp=drivesdk) ``(To be updated within SG by ?? Yearly)
+- [YEN SG - Membership Folder](https://drive.google.com/drive/folders/199HkK6wpVMQY5BYo3yGO36lDHM64f4Si?usp=share_link)
 	- [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 detail 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)