Reps/Webinar/Communication

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Legend

Remember to replace the placeholder with real content. A tip to avoid issues and confusion with dates is use the standard format eg: 2018/3/11 and not 11/3/2018.

Acknowledging application

Hi <name>,

Thanks for your interest in the Mozilla Reps program. The Reps Onboarding Team (https://wiki.mozilla.org/ReMo/Webinar/Screening) will screen this application shortly. You will hear back from us until <date>.

You find the next steps in the Webinar process here: https://wiki.mozilla.org/ReMo/SOPs/Joining

Best regards,
<your name>

Decisions (negative)

Too early

Hi <name>,

Thanks for applying to become a Mozilla Rep. Based on the information you submitted, 
the Mozilla Reps Council agreed that it is too early for you to apply to the program. 

Mozilla Reps is a program for Mozilla volunteers who have been active for some time in the 
project and have demonstrated strong leadership in their community.

We encourage you to re-apply when you have gathered enough experience participating in the project.
In the meantime, we encourage you to explore ways to get involved, either through this great resource:

http://www.mozilla.org/contribute/

by contacting your local community:

http://www.mozilla.org/contact/communities/

or by getting in touch with a local Mozilla Rep in your region:

https://reps.mozilla.org/people/

Thanks again for your interest in Mozilla Reps.

Best regards,
<your name>

Applicant not 18

Hi <name>, 

Thank you for your interest in joining the Mozilla Reps program. Unfortunately, we cannot accept applications from people under 18 years of age. 

We strongly encourage you to re-apply when you have gathered enough experience participating in the project and when you are over 18. In the meantime, we encourage you to get in touch with a local Mozilla Rep in your region to learn how to get involved (see https://reps.mozilla.org/people/)

Thanks very much for your interest in Mozilla and we hope you re-apply to the program in the future. 

<your name>

Not enough information

Hi <name>, 

Thanks for applying to become a Mozilla Rep. Based on the information you submitted, Based on Onboarding team vote, the Mozilla Reps Council agreed to give you a week for documenting your contribution for the last 6 months and attach it here in the application. It can be in a comment with links, it can be in a Google Document (shared linked), or some blog posts.

We encourage you to be part of the program, that's why we need more resources and clear information about your contribution.

<your name>

Not suited for Reps

<to be done>

Not clear about goals

Hi <name>,
we reviewed your application and we think that you are not ready to became a Rep.
As Rep is important to have clear goals and experience to accomplish them and in your application this seems not clear now.

We suggest to you to wait before apply again and try to get involved more in Mozilla in a specific area, to be ready for the role as a community mobilizer or functional doer and get more experience.

Best regards,
<your name>

Webinar (if suitable)

Continue to Webinar

Hi <name>,

We have reviewed your application and I'm happy to inform you that the next step for you will be the onboarding Webinar.

You can find all the necessary information (link to the Webinar recording, Wiki page, Questions/Answers) as well as important next steps you need to take here: https://wiki.mozilla.org/ReMo/Webinar/2017-04-25. You can start the Webinar now. All you need to do is go to this wiki page and click on the "Recording to watch" link and watch the Webinar recording. The next steps after that are on that wiki page as well.

If you have any question that is not answered in the Webinar recording or the Webinar page, we have a Discourse topic for those: https://discourse.mozilla-community.org/t/ask-us-anything-questions-from-new-reps/15478 . Feel free to ask any questions there (or if you don’t want to have it public directly to me).

Additionally I’d like to invite you for our next weekly Reps call, which will happen on Thursday at 16:00 UTC. You can find all necessary information on the Wiki: https://wiki.mozilla.org/ReMo/Meetings#ReMo_Weekly_Call (ignore the dates, those are outdated, but the time and links are ok). It will also be announced a few hours before the meeting in the Reps Discourse category (don't forget to follow to not lost any discussion or updates): https://discourse.mozilla-community.org/c/reps .

Looking forward to your response,
<your name>

After applicant has responded back after watching Webinar

Hi <name>,

Please sign the agreement https://wiki.mozilla.org/images/4/4b/Mozilla_Reps_Agreement.pdf and send it back to kpapadea@mozilla.com. After that, you will get an invite to the NDA group on mozillians.org. Please accept that one as well. Then we will take the necessary steps after that to invite you to the Reps Portal to create your profile and the further steps in the process.
Don't forget to add in your Mozillians.org profile the Contact Identity or will be impossible to continue in the various step in your application, check the wiki for more information https://wiki.mozilla.org/IAM/Frequently_asked_questions#Q:_I_would_like_access_to_specific_groups.2C_such_as_the_NDA_group.2C_but_it_requires_me_to_use_a_different_login_method.2C_why.3F

<your name>

After applicant has signed everything

Hi <name>,

Thanks for signing the agreement. I have sent you the invite to the Reps portal, please try to log in using your email you have used here on bugzilla. Please note, you will not receive an invite via email. You just go to reps.mozilla.org and log in with your email you used for bugzilla. Then you will be asked to fill out your profile, please fill out as much information as you can. Please paste the link to your profile here so we can invite you to the reps-general mailing list (for announcements only, discussion happens on Discourse). Once that is done, you can start to create events and reports on the portal. Feel free to ping me if you have any questions or need help. :)

Also, are you using telegram and would like to be invited to the Reps telegram channel? Feel free to tell me your username here and I'll invite you. Also there is an announcement channel you can follow here: https://telegram.me/mozillareps

<your name>

After applicant has created profile

Hi <name>,

You are now in the onboarding phase. This means that we ask you to report all Reps related activities you are doing on the Reps portal. 

Additionally we want to better guide you, therefore we ask all Reps in Orientation Period to submit a plan on what you will be working on in the next few months. This is not binding, of course you can do things not on the plan as well. This allows us to give feedback and suggestions for your planned activities.

I have created a template here: http://bit.ly/RepsWebinarPlanTemplate

Please fill this out by making a copy of the document within the next week and send me the link to it so I can give feedback. Please make sure that the permissions are set to include either "Everyone with the link can comment" or at least includes me.

<your name>

After Council member reviewed the plan and want to remember to check

Hi <name>,
I reviewed your plan and added few comments.

Before to continue with the onboarding process I need that you check my feedback to improve your plan.

<your name>

After applicant finished onboarding period

Hi <name>,

As your Orientation Period is coming to an end, I’ve went through your reports. Thanks for all your contributions! I’m happy to announce that your Orientation Period is done and I’m happy to welcome you officially as a Mozilla Rep! Keep the great work going!

<your name>

Applicant is not replying after 3 weeks (also if approved or with a reps profile)

Hi <name>,
As we haven't heard back from you (3 weeks from our last message), I'm closing this application as rejected for now.
If you are still interested and have time for the Reps program, please file a new application with a link to this one, so we can continue where we left off.

Thanks for your understanding,
<your name>

Applicant is not ready to close the onboarding period

Hi <name>,
After looking at your Reps plan and what you reported as done in your Reps profile, the council feels you have not done enough in the onboarding period.
With your mentor you will need to do a new reps plan that is much more specific and focused. The new plan needs to focus on Mozilla and help growing your community. 

As council we choose to give you <number> more months for the onboarding period for you to work from your new plan. At the end we will evaluate if your application for the program is successful.

<your name>