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Wales Project Membership Coordinator Duties

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Location: Wales, United Kingdommap
Profile manager: Stuart Awbrey private message [send private message]
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Wales Project Related pages: WALES MEMBERSHIP CHECK-IN PROCESS - WALES PROJECT TEAM MEMBERS LIST - Wales Project Membership Status

Contents

Wales Project Membership Coordinator Duties

Updated: April 2024

Membership Coordinator: Stuart Awbrey

General Information

Caution: the critical spreadsheet is not backed up in the usual method, you may want to make a copy retained in a different location

Notes To Successor

  • any procedure can usually be improved
  • wording in communications may need to be updated
  • the spreadsheet information may seem like a lot of work, but it is really useful when the need arises

Wales Project Membership Applicant Process

NOTES:
- individuals are referred to as applicants until membership badge has been awarded
- sample messages are located further down on this page or quick access from table of contents

Response to Application on G2G welcome post

Applicants post request for membership on the project G2G post
- when a post is entered an email notice is sent to the Coordinator
- periodically check the G2G welcome post in case the email was missed
- the URL for the post will change when it is updated, so the link on the Wales Project page will need to be updated
- post as a Comment to applicant's G2G Answer - G2G Reply To Applicant Membership Request

Review Applicant's Profile

1. Review the applicant's profile to determine acceptability:
- verify a WikiTree member for 1 month
- verify Honor Code (Wiki Genealogist badge) has been signed
- verify 100 contributions have been made
- review Comments listed in profile Contributions for any inappropriate comments or complaints *
- review Comments section on profile *
* The applicant must be in compliance with the Wiki Genealogist Honor Code and the Help:Courtesy. If anything questionable or inappropriate is found, refer the profile to a Project Leader for guidance.
2. Send a private message:
Not Acceptable: - send Not_Acceptable Message - Post As Reply to Applicant's G2G Post
Acceptable - send Acceptable Applicant Private Message Requesting Email Address followed by Acceptable Applicant - Email Sent After Response From PM (see above)
3. In either case add applicant information to the Pending tab of the membership spreadsheet.
4. No Response to Private Message:
- If a response to private message is not received after two weeks, post this follow-up in Comments on the applicant's profile (sometimes the PM is missed) - see Follow-Up Message When Nor Response to PM - Post in Comments
- if no response to follow-up, no further action is necessary

Qualified Applicant Steps

1. When a response is received from the email message, post on the Wales Discord # project-coordinators channel - see Qualified Applicant Post on Wales Discord and Email to Applicant
1.a. Send email to applicant letting them know the review process and awarding of badge can take 3 to 4 days.
2. 48 hours after the coordinator's posting, post a request for PL to award project badge on the Wales Discord # leaders-request channel - include the profile URL
After badge is awarded:
3. Send email to member membership badge has been issued plus additional information - Email After Badge Issued
4. Add member to Google Group (Google Group not required if member objects). When adding to Google Group include welcome message
5. Send email invite to join Discord (member not required to join) - Email Invite to Join Discord
6. Update spreadsheet; move member from Pending tab to Membership tab adding team(s) and other information
7. If member joins Discord , add appropriate roles to their Discord ID.
NOTE: Adjustments to the membership spreadsheet should only be done by the Membership Coordinator.

Member Requests Removal

1. Post this message on the Discord # leaders-requests channel:

"Please remove badge for (URL of member)." Include a brief reason for action

2. Check for positive response from a Project Leader, then:

3. On Discord # coordinators channel, post to the attention of the appropriate coordinator the name of the person and the team(s) there are on

4. On the Wales Project Members spreadsheet move member information from the active members section to the archived section

5. Remove member from WikiTree's Wales Project Google Group

6. "Kick" member from Discord

7. Update Wales Project Team Members List

Wales Membership Applicant Messages

G2G Reply To Applicant Membership Request

Hi xxxx,

Thanks for responding.

A private message will be sent with additional information.

Stuart Awbrey, Wales Project Membership Coordinator

Possible Modification:
Add words to personalize based on content of request for membership

After review of applicant's profile:

Not Acceptable Message - Post As Reply to Applicant's G2G Post

- 3/30/24 - Revised wording


Hi xxx,

Thank you for applying for Wales Project membership.

You have not met the membership requirement of:

(list each requirement not met)

The requirements indicate a level of experience which allows a member to be more productive towards meeting project goals.

When all the requirements have been met, please consider applying again for membership.

Stuart Awbrey, Membership Coordinator

Acceptable Applicant - Private Message Requesting Email Address

Added 4/6/24 - this message is sent first to acquire applicant's email needed to send email below which includes links to pages - links don't work effectively in PM


Subject: Wales Project Membership Application

Hi xxx,

Thank you for applying for Wales Project membership.

Please respond to this message because the membership process uses email.

Excited about getting you established as a member.

Stuart Awbrey,
Membership Coordinator

Acceptable Applicant - Email Sent After Response From PM (see above)

New message and procedure 4/6/24:

This new email format is to make it easier for applicants to view the teams by providing individual team links.

NOTE: The first 3 requirements are not re-stated as they have been verified to determine one is acceptable.

NOTE: Using this text in Outlook - Copy text. In Outlook email, right click for paste and select "Keep Source Formatting."


Subject: Wales Project Membership Application

Thanks for responding xxx.

A reminder of the Requirements for Membership:
• Must join at least one team - see list of teams below.
• Willing to communicate with other members of the project
• Make at least 1 contribution annually
• Response to the annual check-in is required with a brief description of your contribution(s).

- The contribution can be fulfilled by creating a profile with a biography and sources, improve a profile, fixing an error, or adding at least one reliable source to an unsourced profile.

County Teams - click on a team name to see more information:

Anglesey Team * Brecknockshire Team * Caernarfonshire Team * Cardiganshire Team * Carmarthenshire Team * Carmarthenshire Team * Denbighshire Team * Flintshire Team * Glamorgan Team * Merionethshire Team * Monmouthshire Team * Montgomeryshire Team * Pembrokeshire Team * Radnorshire Team

Managed Profiles Team - click on team name to see more information:

(NOTE: This team is for experienced WikiTree members.)

Wales Managed Profiles Teams

Profile Improvement Teams - click on a team name to see more information:

(NOTE: These teams are for experienced WikiTree members; membership in a related project may be a requirement.)

Wales Bio Builders Team * Categories Team * Wales Connectors Team * Wales Data Doctors Team * Wales GEDCOM Team * Wales Sourcerers Team Page

Topics Teams - click on a team name to see more information:

Wales Buildings Team * Wales Cemeteries Team * Wales Disasters Team |*Wales Project Topics - Wars Team

Landing Team:

The Landing Team can be a temporary home while you continue to review the project and its teams.

Team Selection - after reviewing the teams:

- Let me know if you have questions about the teams.

- State which one you are interested in joining. You can request to join more than one.

I look forward to hearing from you.

Stuart Awbrey,
Membership Coordinator


Previous Message - No Longer Used:

Subject: Wales Project Membership Application

Hi xxx,

Thank you for applying for Wales Project membership.

A reminder of the Requirements for Membership:
• Must join at least one team - see links to groups of Project Teams on this page Wales Project
• Willing to communicate with other members of the project
• Response to the annual check-in is required with a description of the required contribution. Some examples are: create a new profile, adopt a profile or improve a profile. The requirement can be fulfilled by writing a complete biography with inline citations, fixing a database error, or adding at least one reliable source to an unsourced profile.

Wales Project page - read about the different groups of teams: https://www.wikitree.com/wiki/Project:Wales.

Team Selection - review the individual teams and determine which team you are interested in joining. You can request to join more than one.

Let me know if you have questions about the teams.

I look forward to hearing from you.

Stuart Awbrey, Membership Coordinator

Sample Modification: "You have expressed an interest in (county or other subject) so you may want to consider becoming a member of the (xxx team)."

Follow-Up Message When No Response to PM - Post in Comments

Updates:
- 16 May 2023 added request to respond via PM

Hi xx,

A Private Message was sent earlier in response to your request to join the Wales Project.

Sorry not to have heard from you. Are you still interested in becoming a member?

Can I provide any assistance?

Please respond via Private Message as your email address is used in the membership process.

If you have decided not to join. please let us know any reasons. It could be of benefit to the membership process.

Stuart Awbrey,
Wales Project Membership Coordinator

Qualified Applicant - Post on Wales Discord/Email to Applicant

Post on Discord:

Updates:
- 18 May 2023 - added wording to clarify procedure

Post the following message on Discord # project-coordinators channel:

Announcing the 48-hour review period for new member applicant (insert applicant's name & URL). Membership requirements have been met.

(Applicant name) has requested membership on the (insert name of team(s).

If there are no objections/concerns within the 48-hour review period, I will request the project badge be issued.

Then, an email will be sent to the new member introducing them to the features of the project. A copy will be sent to the relevant Coordinator. The Coordinator should then add the member to the requested team(s).

(insert a quote or paraphrase applicant's comments on reason for wanting to be a member).

Email to Applicant:

Subject: Wales Project Membership Application

Thanks for your response.

Please allow 3-4 days for processing your application. When the membership badge is awarded to your profile another email will be sent to you.

Stuart,
Membership Coordinator

Email After Badge Issued

Updates:

- minor revisions - 16 June 2023 - added request to add Wales Project Category to their profile - 27 June 2023


Cc to affected Coordinator(s)

Subject: Welcome Wales Project New Member

Congratulations xx,

The project Wales Project badge has been added to your profile.

(insert name and title of Coordinator(s) will add you to the (insert name of team/teams).

Suggested Changes to Your Profile:

Wales_Project tag - Consider adding this tag to your Followed Tags to follow project genealogy content and related G2G forum activity.
Wales Project Category - Consider adding this category to your profile - [[Category:Wales Project]]

Communication:

These are the communication methods used by project members and the teams to share information and ask questions:

Google Group, WikiTree’s Wales Project: You will be added as a member of this group. It is used primarily for announcements and general interest comments. Please advise if you wish to be removed from our Google Group.
WikiWales Discord: Discord is a popular chat program where users can chat by voice or text. The WikiWales Discord server used by the Wales Project has several specific topic channels including the various major teams in the project. It is the primary method of communication by members of the project. An invite with additional information will be sent to join.
Comments on Team Page: Like people profiles team pages have a Comments section where comments and questions can be posted.
Private Messages: If the communication is of a sensitive nature, a Private Message should be sent to the Team Coordinator or the Team Leader.
G2G: Sharing information or asking questions for the WikiTree community can also be posted on G2G. When doing so, add tag “Wales” if appropriate to the subject.

Membership List: Wales Project Members List. This is a list of the project’s members plus additional information. You will be added to the list. Let me know the country you live in so that can be included.

Wales Project Members Map: This is a fun optional participation item which shows the location of our members on a world map. Go to the link and add your info - Wales Project Members Map

Welcome to the Wales Project.

Stuart Awbrey,
Membership Coordinator

Email Invite To Join Discord

Subject: Invitation to Join Wales Project WikiWales Discord Server

Hi xx,

The WikiWales Discord server is a great way to communicate with members of your team(s) and all other Wales Project members. Read the complete description at Wales Project WikiWales Discord

To join Discord, click on this invitation link:

(insert link from # welcome channel man figure)

The invite link is valid for 7 days.

If you are not a Discord member, complete the registration process to setup your account. Then click on the invitation link above.

When you join Discord include your Wiki ID as part of your name – example: Stuart (Awbrey-135).

You can also indicate which channel(s) or role(s) you wish to be on; in your case, add (channel/role).

Please advise if you have difficulty joining.

Stuart





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