Twin Oaks Toastmasters

This is the current process for the various officers to follow when a guest desires to join our club. Each number represents an officer who is responsible and in control of the process for that individual task or group of tasks to be completed.

The Vice President of Membership initiates the control of this process and begins with these steps:
The requirements and fees are explained to the guest and supplies a membership application (pdf) to be filled out and signed by the guest.
Each applicant needs an email address and a way to access the Internet. This seems to be best relayed to the applicants by the VP of Membership with the email addresses recorded on the new Member Application.
On that application we need a phone number for home or cell to be able to contact the applicants to add to the roster later. Having only a work phone has prevented Toastmasters from contacting functionaries when those functionaries are not at work.
The application along with the dues need to be accurately calculated, collected, and submitted to the Treasurer.
The Treasurer now has control of the new member application for these next steps:
The dues are verified and validated before the applicant can be presented in front of the club to be vote-in and sworn in.
The Webmaster needs the full name and email address from all applicant submissions before they are voted-in so that he/she can immediately add them to the club-wide list after they are voted-in.
The President needs to know the full names of the applicants so that time can be set aside to vote and swear in the applicants as new members.
The Secretary needs the applicants full names to prepare Name Tags to be delivered by the President when they are sworn in.
The Sgt. at Arms needs to know how many New Member pins to give to the President to present to the newly sworn-in members along with their Name Tags.
Once a member is voted-in, the Treasurer enters the new member information online to Toastmasters International.
The Treasurer sends the Secretary the new members full contact information.
The Webmaster updates the mailing list with the new members names and email addresses after being notified by either the President or Treasurer.
The Secretary now has control for the following steps:
The Secretary updates the club’s roster and distributes it to all members. The roster is highlighted in blue for all new member entries to signify changes from the previous version.
The VP of Education now takes control for the following steps:
Arranging a Mentor to be assigned to each new member.
The VP of Education also then notes that “Ice Breaker” speeches will need to be scheduled at some point, likely after the mentor advises the new member what that entails.
The helper for the VP of Education is notified and uses the updated roster to add the names to the Progress sheet so that their speech info can be tracked.
At some point after the new member is in the club, they need to be asked if their New Member pack arrived and if they borrowed a basic manual from the cart, to return the one delivered to them to the Sgt at Arms as a replacement.
Also the VP of Education will be monitoring the Mentor assigned to the new member(s) to make sure the mentor procedures are taking place according to club policy. The VP of Education also checks with the new members to see that their mentors are following through satisfactorily.