Recruitment and Induction

Chapter Leader Onboarding Series

PA R T 2

Recruitment and Induction

Last month you learned about two organizational models that Sigma chapters use for successful operations. This next piece will focus on two key aspects of chapter growth and the member experience, recruitment and induction.

Remember that recruitment is the process of attracting qualified candidates for membership and educating them in a way that encourages acceptance of membership. This is different from the introduction phase: •

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Introducing your chapter is for everyone – potential members, community partners, local employers, and anyone else who might have an interest in knowing what your chapter does and represents. The goal is to create awareness and build relationships, both with people who may join the chapter in the future, and people and organizations your chapter may benefit from partnering with.

Recruiting for your chapter is for a very specific audience – those individuals who will qualify for your chapter’s next cohort of inductees. The goal is to show them the value of what a membership with your chapter provides, so when they are issued an invitation it will be an easy decision to accept.

When it is time for a chapter to invite candidates for membership, those who are expecting the invitation and understand what membership means will be eager to accept. A chapter’s counselor(s) is responsible for compiling the list of eligible candidates using Sigma’s eligibility criteria, and whichever exception clause is utilized by the chapter. This list of candidates will typically include students and any nurses already working who are eligible to be inducted as nurse leaders. More about nurse leaders will be explained in a later training.

Counselors use Sigma’s Online Induction System to issue invitations and send reminder messages to candidates. Reminders are important to ensure the invitation is not missed, and make sure candidates accept by the deadline, which allows Sigma to prepare membership materials in time for the ceremony.

The system also allows the chapter to keep track of who has accepted and paid, who is attending the

ceremony, and more. If you are the chapter counselor, it is important to become familiar with Sigma’s Online Induction System Manual.

The actual induction ceremony is an important, honorable, and exciting time for new members!

Hopefully you remember your induction as a fond memory. Many inductees want to share this occasion with their friends and family, and will be proud to take part in the many time-honored traditions that go along with it. This is a time when the chapter can work to emotionally inspire new members and engage them in chapter activities right away.

Every induction ceremony looks different; chapters hold ceremonies virtually or in-person, and often will create a hybrid version that allows more accessibility for everyone. Chapters also induct members throughout the year using the “no-ceremony” option in the Online Induction System, and recognize them later during a formal ceremony. Many chapters also hold more than one ceremony annually, and Sigma actually encourages chapters to induct candidates as early and as often as possible. Here are some interesting facts and ideas about Sigma inductions: •

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Sigma’s first induction ceremony was held on 16 October 1922. Dressed in long Grecian robes with ribbons of orchid and fuchsia, the initiates were read the “code of morals” and recited the Florence Nightingale Pledge by candlelight. The founders signed a ledger with their given names and Greek names and completed a secret handshake.

Although inductees no longer wear Grecian robes, elements of that first ceremony still exist.

Sigma provides chapters with induction ribbons and corsage pins for in-person ceremonies, and chapters were given a signature book upon chartering for members to sign as they are inducted.

Sigma also provides an induction slide deck and script that includes the membership oath and historical details about the organization.

Each new member receives a certificate, and chapters are encouraged to use available induction handouts to help explain the honor of joining to friends and family who are in attendance.

Candidates have up to one year after an invitation is issued to accept membership.

In order to receive membership materials in time for an induction ceremony, members must accept by the deadline set by the chapter.

Chapters can induct members at any time using the “no-ceremony” option in the Online Induction System. Rather than making them wait, this allows chapters to induct members when they are eager to join and get involved. Most chapters induct nurse leader candidates frequently throughout the year and recognize them formally at the next induction ceremony.

Chapters are wise to induct student members as soon as they are eligible. The longer they have to interact with the chapter before they graduate, the more likely they will be to stay engaged and renew once they are no longer students.

After an induction, chapters are encouraged to hold new member orientation sessions to help members become acclimated to the organization.

The best time to ensure a member’s renewal is right after they are inducted. Chapters should capitalize on a new member’s excitement and get them involved right away, teaching them about benefits and ensuring they are active in chapter activities. Maintain this momentum throughout the year, and the decision to renew will be easy.

No matter when your chapter holds inductions, recruitment is something your chapter will do continuously throughout the year. Sigma provides an 18-month recruitment and induction calendar to help chapters plan these initiatives, that actually starts in the introduction phase. Building on this introduction is important so that when it is time to actively recruit prospective members, they already know what your chapter is, what it gives back to the nursing profession, and what it means for them professionally. Active recruitment ensures candidates know they are eligible for induction and helps show them the value of membership should they choose to accept.

Depending on how many inductions your chapter does per year, there may be induction cohorts in different phases of the recruitment plan simultaneously. Therefore, each chapter should adapt this example and create a unique plan that matches its operations.

Sigma’s 18-Month Recruitment Calendar Phase 1: Make an Introduction Month One and Two: Define Chapter Value •

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Develop or evaluate the chapter’s value proposition statement. o Identify the benefits the chapter offers.  Describe what makes these benefits valuable. o Identify the chapter audience – describe the needs of members and candidates.  Connect the value of chapter benefits to member needs.

Develop or evaluate the chapter elevator speech and share with members. o A quick (roughly 30 seconds, or length of an elevator ride) introduction that provides basic information about Sigma and the chapter. o This will help members talk about Sigma when meeting candidates and community partners.

Month Three: Prepare to Create Awareness •

Complete the following list to prepare the chapter for creating awareness: o Develop a communication plan with publicity timeline. o Download the Chapter Style Guide from the All Chapter Officers Workgroup. o Download the chapter logo from the Chapter Management System. o Audit your chapter website and social media for accuracy and aesthetics. o Will the chapter need recruitment brochures, posters, or Sigma’s recruitment video?

Order or download these items free of charge from Sigma!

Month Four: Build Chapter Reputation •

Develop and promote a community/awareness event. o Use online avenues to publicize the event (chapter website, social media, community calendar, etc.). o Publicize the event on campus and in the community (flyers, bulletin boards, etc.). o Ask members to help publicize the event (word of mouth).

Month Five and Six: Host Community/Awareness Events and Activities •

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Host a community/awareness event or activity in Month Five and Month Six to continue building the chapter’s presence and reputation. o Be creative. Host different topics and formats of events, find community partners, diversify your location and time offerings, etc. o Activities that help create awareness can be as simple as hosting a booth during a student orientation event or organizing a canned food drive. Some chapters also execute entire events aimed at promoting the value of the organization, like a health screening clinic or tutoring program.

Review and evaluate community/awareness events. What worked well and what would you change?

Phase 2: Recruit New Members Month Seven: Prepare the Team •

Prepare the team for Phase 2, working with candidates and preparing for induction. o Identify which chapter leaders will be involved with this induction cohort and review processes. o Form any special committees that are needed to help with induction and new member onboarding, like a Welcoming Team or Membership Involvement Committee.

Month Eight: Plan Recruitment Event for Candidates •

Develop a recruitment-specific event for nursing students who qualify for induction, as well as interested nurse leader candidates. o Develop an event that is aimed at showing the value of membership to potential candidates.  Review the value proposition statement and elevator pitch from Months One and Two. o Review the “Recruitment Event Checklist” in the All Chapter Officers Workgroup Library. o Prepare to answer questions regarding Sigma benefits, organizational history, and chapter value. o Remember to use Sigma’s recruitment material provided for chapters:  Recruitment brochure  Recruitment posters  Recruitment video

Month Nine: Host Recruitment Event for Candidates • •

Host the recruitment event planned in Month Eight.

Review and evaluate the recruitment event. o Send an evaluation to attendees.

Send “thank you” messages to volunteers and attendees.

Share photos on the chapter website and social media platforms.

Post a discussion on your chapter website or other social media platform to generate discussion.

Continue to build relationships with candidates through frequent communication, and if time allows host additional recruitment events or activities. o o o

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Month Ten: Identify Candidates •

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Finalize list of eligible candidates for membership. o Is the contact information correct, including preferred address? o Did the chapter review undergraduate, graduate, and doctoral students? o Were any nurse leaders recruited?

Download and evaluate which exception clause will be used. o Chapters should document which exception clause is used in policies and procedures, to maintain continuity and fairness between inductions.

Develop and send messages to those who are ineligible for induction, to continue the relationship for future induction opportunities.

Phase 3: Induction Month Eleven: Prepare for Induction •

Use the in-person or virtual induction checklist and other resources available in the All Chapter Officers Workgroup to begin planning the induction ceremony.

Month Twelve: Prospective Member Meeting Planning • • •

Continue to plan the induction ceremony.

Send communication to candidates letting them know they will receive an invitation and where to find it.

Prepare for a prospective-member meeting for candidates. o A prospective-member meeting should include:  Welcome/introductory activity  Expectations of induction  Expectations of membership

Month Thirteen: Send Invitations • • • •

Use the Online Induction System to create a new induction. o Download the Online Induction System Manual and review.

Issue invitations to candidates and send event details to established members.

Begin publicizing the induction ceremony event on campus and/or in the community.

Hold the prospective-member meeting.

Month Fourteen: Reminder Messages • •

Continue to finalize and publicize the induction ceremony.

Send reminder messages to candidates who have not yet accepted their invitation to join. o Schedule a customized message from the Online Induction System. o Send reminder messages to candidates outside of the Online Induction System to ensure nothing is being caught up by email spam filters.

Month Fifteen: Induction Event •

Send FINAL reminders and follow up messages through the Online Induction System, and continue communicating with candidates who have not yet accepted outside of the system.

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Hold the induction ceremony. o

Provide the Sigma Induction Handout to guests

Phase 4: Orientation Month Sixteen: New Member and Candidate Follow-Up •

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Pull a list of those who did not accept their induction invitation from the Online Induction System. o Communicate and consider sending a survey to this group to discover why they did not accept the invitation to join. Remind them that they have one year to accept.

Pull the list of new members. o Send a survey to new members to find out membership expectations.

Ask induction attendees and chapter committee members to complete an event evaluation of the induction ceremony. o Discover what went well and what could be changed for next time.

Send a new-member orientation invitation to all new members.

Month Seventeen: New Member Orientation •

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Hold a new member orientation session for: o New members o Transfer members o Reinstated members Share event photos from induction on social media or your chapter website.

Email new members a list of upcoming events and learning opportunities.

Month Eighteen: Continue Onboarding •

Continue orienting new members and working to actively involve them in the chapter community.

Questions? Contact us!

888.634.7575 (US/Canada toll-free) +1.317.634.8171 (International) chapserv@sigmanursing.org SigmaNursing.org/ChapterLeaders