Logistics: The Tools at your Disposal
► The Recruitment Spreadsheet
The recruitment spreadsheet is a tool used to track accepted trial members and their progress in the Remnants of Hope trial period. All divisions need some form of it! You must also have it posted where easily accessible for Division Commanders, Elder Councilors, and the High Elder to view.. Spreadsheets should have the following:
A Trial Applicant's Forum Name
A Trial Applicant's In-game Account ID
A Trial Start Date
A Trial End Date (two weeks from the start date)
Whether they have been accepted or denied (with a reason for denial)
Not required, but recommended:
A Trial Applicant's Halfway point in the trial (for the automated halfway reminder check)
An Array to track certain trial objectives, such as in-game activities
A Comments Section for extenuating circumstances with trial applicants
A copy of your spreadsheet with the month’s activities in recruiting should be included in your monthly report to your Division Commander, who will in turn include it in their Monthly Report to the Elder Council. This spreadsheet can be maintained by either you or one of your assistants, but remember: Keeping this up to date is the easiest way to make sure all trial applicants are accounted for.
► Automation Bots
Each Division has their respective automation bot that can assist with the forum end of recruitment. Currently, all the bots have the functionality for the following::
Page all Recruitment Officers to vote on a new application
Post an initial greeting for the new applicant on their application thread
PM the new applicant a generic welcome message
Promote and demote applicants on forums when given appropriate commands by their Recruitment Officer
PM a halfway reminder to a trial applicant after one week has elapsed on their trial period
A post for the commands for using your automation bot can be found here, but due to forum permissions, the only certain persons will be able to give proper commands to the bot is the Recruiting Officer, Division Commander, Elder Council or High Elder.
► Guild Advertisements
Advertising for applicants is a part of recruiting, and finding the best places to get new recruits can be taken care of by either you or one of your assistants. Feel free to use whatever means you desire to bring in new applicants, but popular choices for posting advertisements in many divisions are:
Official Forums for that game
Reddit Threads to promote the game
Popular Fan-site forums
Zone chat map blasts (if you use this method, please use your discretion and don't spam a zone)
You may also hold events open to the general public of your game, sponsored by Remnants of Hope. Make sure that with every advertisement you make, whether it be through public or private communications, you have a link to our front page for them to see.
Process: The Procedures for Recruitment
When an application is first received, the applicant begins a process to become a full member of Remnants of Hope. The logistics mentioned beforehand are tools to help the Recruitment teams oversee the recruitment process . The process has three main stages, as described below:
► Stage One: Initial Application and Community Recruitment Voting
The application is posted.
Automation Bot notifies all recruitment officers by posting a stage 1 voting thread in the appropriate division's sub-forum. The division's Recruitment Officer or Assistants should respond ASAP.
Any Recruitment Officer may begin the vote. All Recruitment Officers for all divisions should cast an initial vote and post affirmation of "yes", "no", or "bolster" on the application voting thread in the private recruitment forums within 24 hours.
All Recruitment Officers have equal weight in this vote; as this is entry into the community, the division being applied to does not have any automatic veto power.
For the purposes of voting:
Bolsters are not votes, but are vote placeholders until concerns or questions have been resolved. Changing the bolster to yes or no confirms that the RO is aware of the revised application and has made a decision based on these changes.
A majority is based on the number of officers required to vote, not the number of votes cast (ex: 3-1 or 4-0).
Once a majority of Recruitment Officers have voted yes to the original application, the applicant can be moved to trial membership immediately by the Recruitment Officer for that division.
If any Recruitment Officer has voted no or to bolster, reasoning should be explained in the private forums and an additional 24 hours can be given for discussion about the applicant. By the time the 24 hour discussion period has elapsed, a bolster should be changed to a yes or no vote. A majority vote is then used to decide whether to accept or deny the applicant for trial membership.
If a yes/no voting tie occurs for any reason, the Division Commander of the game being applied for will act as a tie-breaker.
Recruitment Assistants may provide their opinion on incoming applicants at any time during this stage, but they do not have the right to vote except where the RA is filling in for a Recruitment Officer on leave and it is requested by the DC.
► Stage Two: Trial Period and Trial Objectives
Once an applicant is moved to trial membership, they enter stage two of the application process. A trial member will be given a trial period of two weeks to complete trial objectives that are determined by the recruiting officer for their respective division. The trial objectives, at a minimum, must include the following:
/sign reply on the Rules and Regulations thread
Creation of a forum avatar
Joining the in-game guild for the division they are applying to.
Posting an introduction in the Introductions sub-forum.
Additional trial objectives may be included at the Recruitment Officer's discretion, but all objectives added should be aimed at gauging a trial member's overall activity in game, on the forums and in the overall community, as well as the ability to showcase a trial member's integrity, maturity, and loyalty.
If a trial member completes all their objectives before a two-week period, they may move on to stage three of the process after at least one week has elapsed.
If a trial member is unable to complete all objectives assigned in the two-week period, they may request an extension if they have extenuating circumstances surrounding their trial period and real-life. The Recruitment Officer may grant extensions for up to an additional two weeks past the original trial period.
A trial member is encouraged to enjoy any of our division or casual games, but the trial objectives will be tracked only for the division they originally applied for. If a trial member wishes to finish their trial period in a different division than they started with, then they can speak to their Recruitment Officer about how to do so.
If a trial chooses to participate in another divisional game, they must declare their character or account name in their application thread.
A Trial membership may be terminated at any time for any reason by the Recruitment Officer during Stage Two, which will result in an immediate dismissal from the Community for the applicant.
If Trial is denied or quits, the Recruitment Officer must send a private message to all other Division Recruitment Officers or @name each on the Denied Application thread so all Trial Characters can be removed from all Division games by any member of the recruitment team.
After a trial member has completed all their trial objectives, the recruitment team will begin preparing for stage three of the application process. This will begin with the recruitment team sending the trial member a PM on the forums to schedule a private meeting on Teamspeak to review their experience in Remnants of Hope so far. This PM and the review can be scheduled and conducted by either the officer or any assistant.
The review should be conducted and recorded on Teamspeak, but if the trial member is unable to do so for any reason, the questions can be relayed through a private chat room. If they are unable to do this, as a last resort, the questions can be private messaged to the applicant on the forums.
The Recruitment Officer will have the option to create a Stage 2 Poll at the Halfway mark of the trial, for Recruitment Assistants only to vote on whether a trial should continue before it reaches the Stage 3 Officer Vote. This vote may remain private, but any votes for 'nay' will need to be explained via PM to the Recruitment Officer. The Recruitment Officer will then either end the trial and post their reasoning for doing so or move the trial on.
► Stage Three: Trial Review and Divisional Voting
After the recording (or transcript) of the review has been made, the review should be posted on the private recruitment forums. The Division Commander and all Officers for the Division should discuss and vote on whether the trial member should be promoted to full member within 48 hours of the review being posted. After 48 hours, a majority vote can be used to decide whether to accept or deny a trial member as a full member.
As Stage 3 is for Divisional voting, upon the posting of the review and creation of the voting poll the Recruitment Officer no longer will be able to remove a trial for any reason. Instead, their vote will be the option to use for removal. Reasoning for a “No” vote should be made in the Trial and Discussion thread with the other Officers and Division Commander as to why they should be denied entry into the community.
► Trials Swapping Divisions
If a trial member seeks to swap divisions and is not past the one week mark in their trial, the following steps should be followed:
The trial member should send a request to the Recruitment Officer for the division they applied for.
That Recruitment Officer should then communicate the request to the Recruitment Officer of the division the trial member wants to swap to.
A New Application should then be submitted via this form where all answers are entered as "Swapping Division per [Original RO's name]" (This allows all RO's to realize no vote for acceptance of the Application is required.)
Trial continues his/her trial at Stage 2 in the new Division under the new RO's observance. The trials time will be officially reset and all trial objectives that are not forum related should be restarted with the new Division.
► Recruitment Assistants
Recruitment Assistants are an important part of the Recruitment team and as such it is vital that they are given tasks to help ease the burden of a Recruitment Officer. These tasks are as follows but not limited to:
Sign the Assistant CoC here (found in your division's Recruitment sub-forum)
Maintaining and Updating Spreadsheets
In game promotions of trial to full member
Inviting trials to the in game guild
Keeping up with trials in game and making sure they are good
Monitoring trial objective progress and tracking it
Helping the RO keep the various recruitment topics up to date
As always, Recruitment Assistants are encouraged to share their opinions on all trial discussions for their Division.
► Recruitment Officer Meetings
It is encouraged that all the Division Recruitment Officers meet once a month and create a good flow of communication between Divisions. If a RO position is vacant or short staffed, the other ROs can assist each other in forum processing requirements up. This can be done by letting the EC know via PM