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OT1 Checklists - Revised v1

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Revised checklists with hyperlinks

Contents

Messages to TRAILBLAZERS

  • When you have picked your Trailer from the top of the Waiting OT1 (oldest on top) list, go to checklist 3) Trailblazer Introduction (Trailblazer to complete) to begin working with your Trailer.
  • If you need help, post in Trailblazers channel in Discord or contact a Leader
  • There are 18 Checklists which cover the different aspects of a Trailer's journey and those involved in helping them.
  • Check on your trailer’s progress if you have not heard from them for 1 week. If they are having problems they will likely lose interest and drop out if you are not following up regularly.
  • If the Trailer is having difficulty or has many problems, focus on one problem at a time. Choose the most important issue first. Bombarding them with too much information at once can be overwhelming. Check the date the Trailer signed the Honor Code and their total contributions. If they are relatively new to Wikitree, they may be having difficulties with Wikitree processes rather than English research.

Checklists

1) OT1 Welcome Checklist (Membership PC to complete)

When response from Trailer comes:

  • Move the chosen profile from [[Category: England, Orphan Trail 1 (1838-1957) Pending Profiles]] to [[Category: England, Orphan Trail 1 (1838-1957) Current Profiles]].
  • Add Trailers details to England Orphan Trail Waiting List and Paused List
  • Notify Trailblazers in Discord Trailblazers channel that we have a new Trailer.

2) OT1 Trailer Preparation (OT1 Leader to complete)

  • At 1 week intervals after the Trailer was registered, go to the Discord Trailblazers channel and find the last message about the Trailer and reply to it with a reminder to the Trailblazers that the Trailer is still waiting using Template 5. Post reminder messages in Discord, for as long as the Trailer is waiting.
  • When a Trailblazer alerts you that they have made contact with a Trailer, update the Trailers status in the Orphan Trail spreadsheet from "OT1 unassigned" to "OT1 in progress" and add the Trailblazer name, and OT1 start date - this is the date the TB made contact.

3) Trailblazer Introduction (Trailblazer to complete)

  • Select a Trailer from the top of the England Orphan Trail Waiting List and Paused List . Please contact an OT TL/PC if you would like to take someone out of this preferred order. Move the trailers record to England Orphan Trail Active Trailers Records and place below your [trailblazers] name.
  • If you would like to use a Trail Log with your Trailer, please go to checklist No. 18 Trail Log for details of how to create one for use.
  • Go to the Profile your Trailer has chosen and adopt it. (You'll only need to request trusted list access to profile using the Click here to request to join the Trusted List button, if it has a profile manager. You can use this message: Please add me as PM to this profile - my Trailer is working on it - thanks!)
  • Add the hold request template {{Hold Request|id= WikiTree-57|name= England Project|date= 23 Dec 2023}} changing the date to 6 months ahead, above the Biography heading and below any categories. Also add a == Research Notes == heading with the text This profile is being worked on by a member of the England Project's Orphan Trail Team.
  • Send introduction to Trailer. It is recommended to make the initial contact via the Trailer's profile to check that we have been given the email address that is associated with their Wikitree account and the mailbox is checked regularly. Sample email
  • In the trailer’s record you have created on England Orphan Trail Active Trailers Records , note the date that you sent your introduction to the Trailer and alert your oT Team Leader at the same time, so the Orphan Trail spreadsheet can be updated for data tracking purposes.

4) OT1 Skills List (Trailblazer to complete)

5) 1st Profile 1838-1957 Review (Trailblazer to complete)

  • Check off items on skills list as Trailer demonstrates ability. It is not necessary to achieve each of these skills on every profile. A novice may need more practice than an experienced researcher. *Set challenges according to the Trailer's ability.
  • If Trailer is using WT Sourcer, encourage some practice of typing out full citations manually which is a desired skill to learn per this FAQ: Should Trailers be using the WikiTree Sourcer tool?.
  • Send feedback to Trailer. If there is more work to be done on profile, set due date for 1 week.
  • Record your review date in the Activity section of the card and add any notes that may be useful to you about the Trailer's progress. May include as little or as much detail as you wish. Remember to be discrete as this card is visible to all Trailblazers and Leaders.
  • Check that Trailer has followed up on your feedback and corrected information where required
  • When profile complete, ask Trailer to select another profile from Category: England, Orphan Trail 1 (1838-1957) Pending Profiles.
  • When the next profile is chosen, move it from [[Category: England, Orphan Trail 1 (1838-1957) Pending Profiles]] to [[Category: England, Orphan Trail 1 (1838-1957) Current Profiles]], adopt the profile (or request trusted list access). Add the Hold Request Template and Research Notes text to the profile. Add profile URL to the trailer’s entry on England Orphan Trail Active Trailers Records. Email the trailer to let them know that the profile is ready and include the selected profile's URL.

6) 2nd Profile 1838-1957 Review (Trailblazer to complete)

  • Continue checking items off the skills list. Set challenges according to the trailer's ability.
  • Send feedback to Trailer. If there is more work to be done on profile, set due date for 1 week.
  • Record your review date in the activity section of the card and add notes as desired.
  • Check that Trailer has followed up on your feedback and corrected information where required
  • When profile is complete but Trailer does not yet understand enough to move to 1700-1837 stage: ask trailer to select another profile from Category: England, Orphan Trail 1 (1838-1957) Pending Profiles. Add another checklist for 6) 2nd Profile 1838-1957 Review (Trailblazer to complete) and edit heading to 6a) 3rd Profile. When the next profile is chosen, move it from [[Category: England, Orphan Trail 1 (1838-1957) Pending Profiles]] to [[Category: England, Orphan Trail 1 (1838-1957) Current Profiles]] , adopt the profile, add profile URL to the Description area of this card. Set due date for 1 week.
  • When profile is complete and Trailer understands requirements for 1838-1957 period: Inform Trailer that they are now moving to the 1700-1837 period. Sample email. Ask Trailer to choose profile from Category: England, Orphan Trail 1 (1700-1837) Pending Profiles and notify you of their choice. When next profile is chosen, move it from [[Category: England, Orphan Trail 1 (1700-1837) Pending Profiles]] to [[Category: England, Orphan Trail 1 (1700-1837) Current Profiles]] . Remember to add the Hold Request Template and Research Notes to this profile. Set due date for 1 week.

7) 1st Profile 1700-1837 Review (Trailblazer to complete)

  • Continue checking items off the skills list. Set challenges according to the Trailer's ability.
  • Send feedback to Trailer. If there is more work to be done on profile, set due date for 1 week.
  • Record your review date in the activity section of the card and add notes as desired.
  • Check that Trailer has followed up on your feedback and corrected information where required
  • When profile complete, ask Trailer to select another profile from Category: England, Orphan Trail 1 (1700-1837) Pending Profiles. Set due date for 1 week.

8) 2nd Profile 1700-1837 Review (Trailblazer to complete)

  • Continue checking items off the skills list. Set challenges according to the Trailer's ability.
  • Send feedback to Trailer. If there is more work to be done on profile, set due date for 1 week.
  • Record your review date in the activity section of the card and add notes as desired.
  • Check that Trailer has followed up on your feedback and corrected information where required
  • When profile is complete but Trailer does not yet understand enough to graduate: ask trailer to select another profile from Category: England, Orphan Trail 1 (1700-1837) Pending Profiles. Add another checklist for 8) 2nd Profile 1700-1837 Review (Trailblazer to complete) and edit heading to 8a) 3rd Profile. When the next profile is chosen, move it from [[Category: England, Orphan Trail 1 (1700-1837) Pending Profiles]] to [[Category: England, Orphan Trail 1 (1700-1837) Current Profiles]] , adopt the profile, add profile URL to the Description area of this card. Remember to add the Hold Request Template and Research Notes to this profile. Set due date for 1 week.
  • When profile is complete and Trailer understands requirements of this stage, move to Graduation checklist.

9) Graduation Part 1 (Trailblazer to complete)

  • Send email of congratulations to Trailer. Request feedback and ask Trailer to choose a team. If you think they are capable, ask them if they wish to undertake OT2 and request an indication of when they would like to do it. Sample email
  • When feedback is received: Thank Trailer for the feedback. Send code for graduation sticker. {{England Orphan Team|OTI}} Sample email
  • For all profiles completed: Remove the Orphan Trail category. Remove the Hold Request template and Research Note (Leave the heading if there are other research notes).
  • Post an announcement in the #congratulations channel on Discord to introduce your Trailer and announce their graduation. Include Trailer feedback.
  • Alert the OT1 Team leader by recording in the trailer’s section of England Orphan Trail Active Trailers Records with their team choice, OT2 intentions and whether or not you think this person has the potential to be a Trailblazer.

10) Graduation Part 2 (OT1 Leader to complete)

  • Update Trailer's status in Orphan Trail spreadsheet from "OT1 In Progress" to "Graduated OT1" and add the graduation date.
  • Using Template 1 request for the OT1 Graduate to join a Team by sending an email to the relevant Team Leader and/or Team PC.
  • After a week has passed, check that the chosen team's FSP has been updated to include Trailer's name: County Teams and/or Profile Improvement Teams. If their name is not present, follow up with the relevant TL/PC. Repeat again if necessary.
  • If a request has not been actioned after 2 follow ups (subsequent to the original request), alert one of the OT PCs who will follow up.
  • When the Trailer's name appears on the Team's FSP, check that the Team choice/s has also been updated in the England Project Members spreadsheet and update it if not. Then move the trailers record from England Orphan Trail Active Trailers Records to Past Trailers and their Completed Profiles
  • Once the chosen Teams have responded and the Trailer has been accepted into the Team, alert one of the OT PCs (or the Membership PCs if they are away) who will change the Trailer's role to Team Member on Discord if they have an account.
  • If the Trailer is going to undertake OT2, alert the OT2 Team Leader and provide an indication of their availability to start as a basis for them to start a conversation with the Trailer.
  • If the Trailer has potential to be a Trailblazer, either as recommended by their TB, or by your own observation, make a note on OT Trailblazers in the section for Potential Trailblazer list. Alert the OT PCs you have done this.

11) When the Trailer goes AWOL (Trailblazer to complete)

  • If you haven't heard from your Trailer for more than 2 weeks, and they have not communicated any special circumstances to you, you can initiate the pause process. Use your own judgement. *You might want to give them longer if they have special circumstances or a disability. Send an email from the Trailer's profile and request a response within 1 week. Document this below the trailer’s name on England Orphan Trail Active Trailers Records.
  • If the Trailer has not responded to your email by your requested date, alert the OT1 Team Leaders and make a note on England Orphan Trail Active Trailers Records.
  • If the Trailer has been paused, and they respond to you at a later time, and you have time to work with them, move their record back to the England Orphan Trail Active Trailers Records, inform the OT1 Team Leaders, and carry on working with them.
  • If the Trailer has been paused, and they respond to you at a later time, and you don't have time to work with them, let the trailer know and alert the OT1 Team Leaders who will make a note on the England Orphan Trail Waiting List and Paused List.
  • If you didn't have time to work with the Trailer, Move their record from the paused section to the bottom of the waiting list section of the England Orphan Trail Waiting List and Paused List and inform the OT1 Team Leaders.

12) When the Trailer goes AWOL (OT1 Leader to complete)

13. When the Trailer goes AWOL (PC to complete)

  • Update the Trailer's status in the Orphan Trail spreadsheet from "OT1 paused" to "OT1 inactive for Leader review". Fill in the data as required in the spreadsheet (indicated by columns with red headings).
  • Notify the England Project Leaders to review for badge removal - you can do this via the Leader Requests channel on Discord.
  • Update the Trailer's status in the Orphan Trail spreadsheet from "OT1 inactive for Leader review" to "Badge removed - did not graduate OT1".
  • Move the trailer’s record from the England Orphan Trail Waiting List and Paused List to the “OT1 Badge Removed” section of Past Trailers and their Completed Profiles.

14) When a Trailer needs to be "rolled over" (Trailblazer to complete)

  • If you need to "roll over" a Trailer to another Trailblazer, inform the OT PCs. A Trailer may need to be "rolled over" for a number of reasons including: TB resignation or retirement, TB taking a break or going on holiday, TB feeling they are unable to work with the Trailer any longer or can't help them anymore, etc. All of these reasons are ok!
  • Make a note that you have requested a rollover in your trailer’s section of the England Orphan Trail Active Trailers Records- remember that all Trailblazers have access to this information, be discrete. Send a private message to one or both of the PCs if that feels more appropriate.

15) Rolling Over a Trailer when required (PC or TL to complete)

  • If you receive a request from a Trailblazer for a Trailer to be "rolled over" to a new Trailblazer, or a request from a Trailer to be "rolled over" to a new Trailblazer, update the status for the Trailer in the Orphan Trail spreadsheet from "OT1 in progress" to "OT1 unassigned". Send a Private Message to the Trailer from their Profile. Use the template based on the situation:
  • Use this Template 2 when a TB needs to step away from their duties for a while
  • Use this Template 3 when a TB needs to reassign a Trailer
  • Use this Template 4 when a Trailer requests a new Trailblazer
  • Make appropriate notes in the Trailer’s section of the England Orphan Trail Active Trailers Records
  • Make arrangements for a new Trailblazer to be reassigned, especially if there are special circumstances to be considered. If there are no special considerations, let the Trailblazers' know using this Template 6 in the Trailblazer Discord channel, that a Trailer has been "rolled over". That they take preference over those already in the wait list as they are already in progress. Seek input from the prior TB if it hasn't already been provided and include some background information in the request as is appropriate.
  • At 1 week intervals after the Trailer was rolled over, go to the Discord Trailblazers channel and find the last message about the Trailer and reply to it with a reminder to the Trailblazers that the Trailer is still waiting using Template 7. Continue to post reminders in Discord, for as long as the Trailer is waiting.
  • When a new Trailblazer picks the Trailer up, update the status for the Trailer in the Orphan Trail spreadsheet from "OT1 unassigned" to "OT1 in progress" and change the Trailblazer's name from "unassigned" to the new Trailblazer's name from the drop down list.

16) Picking up Rolled over Trailer (Trailblazer to complete)

  • Select a Trailer from the OT1 Waiting Roll Over list, please take them in preference, if you can. *Please contact an OT TL/PC if you would like to take someone out of this preferred order.
  • Move the Trailer's record to beneath your name on the England Orphan Trail Active Trailers Records
  • Send a request for trusted list access to the current profile, or adopt it if it has been orphaned.
  • Review the Profiles already worked on and the Profile which is in progress. Consult with previous Trailblazer if possible about Trailer's progress: Did they have any difficulties understanding Wikitree, how to research, how to write citations, personal problems, learning disabilities?
  • Send an introduction to theTrailer and let them know you will be working with them going forward - perhaps ask them for an update/what help they think they require. Make the initial contact via the Trailer's profile.
  • In the trailer’s record on England Orphan Trail Active Trailers Records note the date that you sent your introduction to the Trailer and alert the OT1 Team Leaders at the same time, so the Orphan Trail spreadsheet can be updated for data tracking purposes.

17) Get Trailer onto Discord (Trailblazer and OT PC to complete)

  • Trailblazer: If your Trailer didn't join Discord upon joining the England Project, but you'd like to try and get them onboard, send a request to the OT PCs.
  • OT co-PC: If a request is received from a Trailblazer, check Trailer isn't already a member of the WikiEngland Server. If they are, help the Trailer and TB connect so the TB can guide the Trailer into using Discord. If not, generate a new invitation/link for the Trailer. Add the invite/link to Template 9 and email the message to the Trailblazer to forward to their Trailer.
  • Trailblazer: When email received from OT co-PC, forward email to Trailer, tailoring it suit, and cross your fingers they join up!
  • OT co-PC: when Trailer joins WikiEngland Server, add the Trailer role to their Discord Profile (if another Leader hasn't already done so).

18) Trail Log (Trailblazer and OT Team Leader to complete)

  • The use of Trail Logs is optional. It is the Trailer's own personal and private Free Space Page to note the profiles they work on and any top tips they learn. The Trail Log can only be seen by the Trailer, Trailblazer, and the Orphan Trail Team Leaders. Although it is private, the Trailers should not record any personal or sensitive information on it. Follow these steps if you wish to use one with your Trailer.
  • A) Check if a Trail Log already exists
  • Trailblazer: Check if a Trail Log already exists by searching the Trail Log List. If it doesn't, go to List *B). If it does, request trusted list access to the Trail Log using the Click here to request to join the Trusted List button on the Privacy tab. You can use this message: "Please add me to the Trusted List of this Trail Log so I can use it with my Trailer."
  • OT Team Leader: Once access to the Trailblazer has been given, advise them via the Activity section that it's been done.
  • Trailblazer: Bring the Trail Log up to date if needed. Add the Trailer to the Trusted List via the Privacy tab if required. Provide the link to the Trailer and include this message "Here is the link to your Trail Log. It is your own personal and private Free Space Page to note the profiles you will work on and any top tips you learn. The Trail Log can only be seen by you, me and the Orphan *Trail Team Leaders. Although it is private, please do not record any personal or sensitive information on it." You will also need to continue to remind them to update it with each new Profile as they work through the Trail.
  • B) If a Trail Log does not exist
  • Trailblazer: If a Trail Log doesn't already exist go to the Trail Log template and request trusted list access to template using the Click here to request to join the Trusted List button on the Privacy tab. You can use this message: "Please add me to the Trusted List of the template so I can create a Trail Log to work on with my Trailer." Note This only needs to be done once; the first time you want to create a Trail Log. As you will have access to the template ongoing, you don't need to ask for access each time, you can just create them as and when you wish.
  • OT Team Leader: Once access to the Trailblazer has been given, advise them via the Activity section that it's been done.
  • Trailblazer: Once access has been provided, create a Trail Log (using the format ‘Trail_Landman-257’) from the Trail Log template for their Trailer; Add the Trail Log's WikiTree ID (format will be 'Space:Trail_Landman-257') to the OT image so it appears in the Trail Log list, add OT1 Team Leaders (Who is who?) as backup, Trailblazer and the Trailer as Profile Managers. Add the URL link for the Trail log to the Description section of the card.
  • Trailblazer: Update the Trail Log with TB name, start date and Wiki link to the first profile. Provide the link to the Trailer and include this message "Here is the link to your Trail Log. It is your own personal and private Free Space Page to note the profiles you will work on and any top tips you learn. The Trail Log can only be seen by you, me and the Orphan Trail Team Leaders. Although it is private, please do not record any personal or sensitive information on it." You will also need to continue to remind them to update it with each new Profile as they work through the Trail.
  • Trailblazer: If you wish to continue using a Trail Log with an OT2 Trailer, you can use this message: "We will continue to use the Trail Log you kept during OT1. Here is the link: [enter link to Trail Log here]. Just as before, this is your own personal and private Free Space Page to note the profiles you will work on and any top tips you learn. The Trail Log can only be seen by you, me and the Orphan Trail Team Leaders. Although it is private, please do not record any personal or sensitive information on it." We do not recommend starting the use of the Trial Log for the first time with an OT2 Trailer.




Collaboration
  • Login to request to the join the Trusted List so that you can edit and add images.
  • Private Messages: Contact the Profile Managers privately: Maddy Hardman and England Project WikiTree. (Best when privacy is an issue.)
  • Public Comments: Login to post. (Best for messages specifically directed to those editing this profile. Limit 20 per day.)
  • Public Q&A: These will appear above and in the Genealogist-to-Genealogist (G2G) Forum. (Best for anything directed to the wider genealogy community.)


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