This page provides a general checklist for the onboarding of RPG Research's volunteers in various roles.





New Applicant Process

  1. Apply/create "Job Applicant" in ERP By Applying for the Relevant Job Role - https://docs.erpnext.com/docs/v13/user/manual/en/human-resources/job-applicant
  2. Confirmation Email/Call, update Job Applicant information in ERP
  3. Schedule Screening Interview with HR / Volunteer Coordinator Staff, update Job Applicant info in ERP
  4. Update Interview entry in ERP
  5. If pass Screening, schedule Interview 1 (with team/department lead/manager/director).
  6. After interview complete, update Job Applicant information in ERP.
  7. If non-director-level position, if pass Interview 1, make verbal offer then send written offer.
  8. If director-level or higher position, if pass Interview 1, schedule Interview 2 with C-level staff appropriate to department.
  9. Once they accept verbal offer, use ERP system to send "Offer" through Job Applicant form.
  10. Once applicant accepts offer, update the Offer and Job Applicant Status info in ERP.
  11. Schedule first starting day for applicant.


Convert Applicant to Employee & User

  1. (If Intern through Acadium, sign contract)
  2. Create Support/Issue Ticket for Tech Department: Create new user email account for <user>@rpgresearch.com email and webmail to be created. It is critical this email is in place and working first before proceeding with the rest of these steps.
  3. Begin conversion of Job Applicant into Employee in ERP, add the new employee @rpgresearch.com email and other relevant information to the Employee Field. https://docs.erpnext.com/docs/v13/user/manual/en/human-resources/employee
  4. Create User account in ERP and link to Job Applicant -> Employee account linking them together so Employee can login to the ERP system.




Setup Access to Infrastructure Services



All Staff


ERP user account


  1. Set up access to Jitsi meet.rpgresearch.com
  2. @rpgresearch.com email
  3. Set up access to RPGSN.net
  4. Invite to relevant private rooms for role, if applicable
  5. Submit invitation for background check
  6. Receive completed & passed background check
  7. Set up access to appropriate Seafile libraries, if applicable
  8. Set up access to social media accounts, as applicable for role
  9. Set up access to youtube, twitch, as applicable for role
  10. Set up access to www2.rpgresearch.com
  11. Set up access to w3.rpgresearch.com
  12. Set up access to Discord
  13. Set up ERP permissions as needed for position
  14. Set up projects in ERP specific to release schedule tasks and projects


Receptionist





RPG Trainees




RPG Player Trainees







Player & GM Instructors






Player Archetype Specialists (PAS)






RPG Facilitators





RPG Advocates







GM Trainees













Researchers, Museum Staff, and Archivists








Archivists








Museum Staff







Researchers









Marketing Staff





Public Relations








Social Media










Broadcast Studio Crew






On-Site Crew







Post-Production Crew