Gatekeeper Guide

Index

  1. Introduction
  2. The Role of a Gatekeeper
    1. Current Initiate Forums
    2. Application Mods
  3. Initiate Applications
    1. Application Form
    2. Moderator Actions
    3. AdminCP
    4. 0 Point Warning
    5. Recruitment Lock Down
  4. Full Membership Applications
    1. Application Form
    2. Standard Referrals
    3. Detailed Mentor Referral
    4. Moderator Actions
    5. Voting
    6. AdminCP
    7. 0 Point Warning
    8. Assigning TS Ranks
  5. End of Cohort
    1. Cohort Report
    2. Full Membership Application Update
    3. Update Initiate Acceptance Mods
  6. Chain of Command

 

Introduction

Firstly, we’d like to thank you for your help! The role of officer is voluntary. It comes with the prestige of a higher ranking than members but also comes with a lot more work. If you are reading this you have been selected for a Gatekeeper position in the DI HQ.

This guide will provide you with the information you need to become a Gatekeeper and should always be referred to for assistance in your role as Gatekeeper in the future.  

The guide has been divided into chapters, and structured to help provide easy access to the various aspects of your role. All chapters are hyperlinked in the index on the previous page to make navigation easier.

You should consider any information you are given in HQ discussions on TS or PMs on Forums to be private and it should only be discussed with other HQ officers. Also any information given to you in confidence by users regarding applications should also be treated private and only discussed with HQ officers that require the information.

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The Role of a Gatekeeper

As Gatekeeper you are responsible for handling applications. These applications include Initiate applications from new users looking to join the clan and the monthly Full Membership applications from Initiates applying to become Full Members of DI.

Any queries or questions regarding either application type would be directed to Gatekeepers and you would be responsible for answering these.

As well as your Gatekeeper responsibilities all HQ officers will occasionally be asked to attend meetings or give their feedback on various HQ topics.

As Gatekeeper there are two vital sections of the forums you need to watch closely, it is recommended that you follow both of these. These sections are:

Initiate Applications: http://forum.dmg-inc.com/forum/7-initiate-applications/

Full Membership Applications: http://forum.dmg-inc.com/forum/28-full-member-applications/

Initiate application section should be checked as often as possible. The full member application section is only open for posting from X to Y each month (Dates specified in the Cohort topic in Ludus Magnum for that month). When this is open it also needs to be checked as often as possible too.

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Current Initiate Forums

As well as the above two mentioned forum sections, you also need to regularly check the current initiate forum to make sure it only contains applications from current initiates.. Any registered guests in there or anyone member (or higher) should be moved to the application graveyard.

These forums can be found here: http://forum.dmg-inc.com/forum/52-current-initiates/

There are two ways to move an application. The first is to open it and use moderator tools to select ‘Move’.

graveyard-1

The second is from within the forum topic where they are all listed. Here you will see a checkbox to the right of each application. Tick any you want to move.

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Once you select one (or more) applications you will get a new floating menu, always at the bottom of your screen. The arrow pointing to the right on this is the move option and will move any selected applications.

graveyard-3

Either of these methods will then give you a new popup screen.

graveyard-5

On this you need to select the correct Forum to move them to. This is Recruitment and Clan Management > Initiate Applications > Application Graveyard (See below image). Leave the link to new location box unticked, then click move.

graveyard-4

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Application Mods

Application Mods are linked to the various moderator actions you can use on applications. The use of these is discussed in sections 3.2 and 4.4. For this section you just need to be aware of them.

application-mods-1

The first few are standard and would be used on most forums, Feature, Pin, Lock, Move and Merge. Theses aren’t any different on DI. The ones below these are custom designed for DI, they differ depending where you are on the forums. All of these are controlled in the AdminCP (Admin Control Panel). To login in to the AdminCP go to the top of the forum page and click your name. From the drop down menu select AdminCP.

admincp-1

This will open a login screen. Use the same login details you use for the forums to login. After logging in click ‘Community’ on the left hand side. This will give you a list of all Application Mods used across the DI forums. To the right of each Application Mod you will see tools that can be used.

application-mods-2

Enabled (or Disabled) tell you if that Mod is in use or not. Disabled Mods will not show up as an option on the forums. Next, you have the edit button. This will allow you to make changes to Mods and will be the button you use most. Then you have the copy button. Rarely used. Finally, the delete button. Never use unless you are 100% sure you should be deleting a Mod.

I will focus on the edit button, as you will have little use of the others. Clicking this will open up the Mod you clicked it for, giving you access to the options for the Mod and the ability to edit the content.

First section you see is Settings. This contains three options. The name of the Mod, the Forum section the Mod is available in and a tick box to make the Mod available on all of the Forums. Very rare you would change any of these.

application-mods-3

The next section you see is Properties. These are actions that happen to the Forum topic when the Mod is used. You can Lock or Unlock, Pin or Unpin, Hide or Unhide a topic automatically with a Mod from these settings. You can also move a topic to a different part of the forums, select where to move it to and leave a link to the new location. Again you will very rarely use this section.

application-mods-4

The second last section is Title. Here you can add text to the start or end of an application automatically by selecting a Mod. For example the below Mod would add [Awaiting Reply] to an application you have asked a question on, so the applicant is aware you are waiting for a reply from them. Again it is rare that you would need to change this.

application-mods-5

The final section is the most important for Gatekeepers and you may be changing it on a regular basis depending on how often division Commanders and Vices change. This section is where you decide to add an automatic reply or not. Most Gatekeeper Mods will have a reply.

application-mods-6

If you select to add a reply you can then put the message you’d like to appear with the Mod in the box below. Gatekeepers are responsible for keeping their Mods up to date and ensuring the information within them is correct. This means making sure all links and/or any users within the replies are correct.

I will use the Mod for accepting a new initiate into division three as an example. Below is an extract from that message.

application-mods-7

Here you can see there is a link to the Code of Ops. This link must be correct and working. There are also links to the division Commander and the division Vice. These links must be updated everytime there is a change in division Command. You must regularly check the Master Division Registry (MDR) to make sure they are up to date and if they aren’t update them.

MDR: http://forum.dmg-inc.com/topic/19324-~-master-division-registry-~/

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Initiate Applications

Initiates are vital to the growth of DI, without new blood we will stagnate as a clan and then slowly start to decline as current members leave. DI is a very good clan though so we do not just allow anyone to join. Anyone looking to join must complete an application form. Once the form is completed to the Gatekeepers satisfaction that person will be made an Initiate and added to a Cohort.

When reviewing Initiate Applications you should ensure:

  • All questions are answered fully and correctly.
  • Any prerequisite requirements are met (Division specific).
  • Are Applicants applying for the first time or is this a reapplication.
  • Applicants do not have 3+ strikes.
  • Applicants are 15+ years old.

If the application needs to be corrected by the applicant, once it is corrected again check the above.

If an applicant has previously been declined or removed from DI, they need to wait before applying again. The waiting periods depend on their previous rank, these are:

  • Registered guest – 3 days.
  • Initiate (or above) – 7 days.

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Application Form

1) What game are you applying to DI? (SHK,LoL,CSGO,DOTA,RL,Community)

This tells the Gatekeeper what division the user will be assigned to if accepted.

2) In Game Information: (Rank/Level/Experience, World/Server)

This can show the clan the potential of this user.

3) What is your ingame name?

So we know who they are.

4) Steam is Required for Membership

4a) Provide a link to your Steam Profile (Must be set to Public, so we can view it):

DI has various events that use Steam games, also officers use Steam as an alternative method of communication if unable to contact a user via TS or Forums.

 

5) Do you play any other games?

Gives us an indication of their interests and shows how many clan games they play.

6) What is your main language? If not English, can you speak English?

DI is an English speaking clan so understandable English is required.

7) Your Clanning History
7a) Are you currently in any Clans or Teams?

Will show us quickly if there are any issues with multi clanning that need to be addressed before they are allowed join DI.

7b) (Name any previous clans/guilds/teams you were in, How long you were there, Your rank/position in them, Why you left)

This gives an insight into the user, a lot of clans could mean they are quick to quit. No clans will tell us this is a new experience for them.

8) Who invited you to join Damage Inc, Where did you learn about us?

Tells us who in the clan is actively recruiting.

9) Do you know anyone in Damage Inc, if so who and how long have you known them?

So we know will they have anyone to help them adjust to DI.

10) Why do you wish to join Damage Incorporated above other clans? (at least 2-3 lines of text required)

This can tell us what attracts users to DI and show us areas to focus on for recruitment. Also gives us the users initial impression of the clan.

11) Do you acknowledge that you will be an Initiate for 4-7 weeks, and that you must achieve all requirements for full membership;

– Make at least 50 posts during your time in initiation.
– Attend at least 4+ Official Events and get the Event Attendance Tokens.
– Be active on Forums daily, Inactivity of more than 3 days without a post in vacation will result in removal.
– Pass the Final Test with a score of 70%+.

and that failure to achieve these will result in your initiation being terminated without question and will have to wait at least 7 days to re-apply?

These requirements need to be completed before an Initiate can post a Full Membership application.

12) Idling In our Teamspeak is required whilst you are online, Will you be able to abide by this?

TS is our best and quickest form of communication. Quick communication can be a massive difference in most games.

13) How many Referrals, including rank types, do you need for full membership? (Located in the “How to Join Damage Incorporated” topic)

This question can show if a user was bothered to look for the answer, early lack of effort can be a bad sign for a user.

The answer is 3 with 1 from an Officer. For users reapplying the answer is 4 with 2 from an Officer.

14) Is this your first time applying for DI?

Need to know if they answered question 13 correctly and if they need to answer questions 14a and 15..

14a) If no, when and why did you leave before?

Needed to tell if they are eligible to reapply yet and tells us why users could be leaving.

15) If you were removed from DI for any reason, why should we accept you back? (at least 2-3 lines of text required)  Leave blank if not applicable to you.

DI is a very good clan and if a user was removed we need a good reason to take them back. They need to have improved what resulted in their removal.

Note: At times you may come across a user that is having difficulty in understanding you, try not to ask the same question on their application more than twice. If they still don’t understand take it to PM. After that contact a ranking HQ officer for help, a member that speaks the same language may be required. You could also consider asking the person that recruited them to help.

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Moderator Actions

Moderator Actions can be found in a drop down box at the bottom of the page when you have an Initiate application open. They look like this:

moderation-actions-1

  • [Initiate] Awaiting Reply:
    • Use this if anything is wrong with the application. Post your question/comment about the application then click this. It will change the topic title adding [Awaiting Reply] to the start and make a post in topic saying ‘Awaiting Reply from applicant. 36hours to respond.’
  • [Initiate] #13 Wrong:
    • If an applicant has the wrong answer to question 13 use this.  It will change the topic title addins [Awaiting Reply] to the start and make a post saying #13 is wrong and direct them to the correct answer.  You may not want to use it if there are other issues with the application as it is best to post them all in one post.
  • [Initiate] Accepted – DI-(appropriate division):
    • When you are happy with an application use this to accept the application. The division will depend on their primary game from question 1 of the application. You then need to update their profile (covered in section 3.3). This will post a message telling them the division they are assigned to and the next steps they need to take.
  • [Initiate] Move to Graveyard:
    • This will move the application to the Application Graveyard with no message posted. Used if an applicant posts they have decided not to join or if duplicate applications are posted.
  • Archive This Global:
    • Not used for applications.
  • [Initiate] Initiate Acknowledged:
    • Not used by Gatekeepers. This is for Commanders or Vices from a division to acknowledge the application after a Gatekeeper accepts it.
  • [Initiate] Declined:
    • Mainly used when an applicant doesn’t reply to you in the 36 hour deadline after you ask a question regarding their application. It moves the application to the Application Graveyard with the message ‘Declined: Failed to respond within 36 hours. You may reapply in 3 days.’ If the reason for declining is different edit the message. You then need to issue a 0 point warning to the applicant explaining why the application was declined. (covered in section 3.4).
  • Moderation History:
    • Shows you what, if any, moderation action have previously been done on the topic you are in and who did them.

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AdminCP

After you accept an application you need to login to the Admin Control Panel (AdminCP) to update the user’s profile. Go to the top of the forum page and click your name. From the drop down menu select AdminCP.

admincp-1

This will open a login screen. Use the same login details you use for the forums to login. After logging in click ‘Members’ on the left hand side. On the right you will see a search bar, type the user’s name here to find them. Click the user’s name in the list below when it shows up.

Under the ‘Account Information’ tab you need to change ‘Group’ to Initiate. Then hit save.

profile-1

Next select the ‘Profile’ tab at the top. Here you need to change the ‘Cohort’ to the next available Cohort that hasn’t started and select the division you have assigned them to. Then save the page and close the AdminCP. You are now finished with this new Initiate.

profile-2

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0 Point Warning

As users are unable to see their applications when they are moved to the Application Graveyard a 0 point warning was added to give them a message when they next login explaining why their application was declined.

To give the warning you hover over the user’s name in the the topic, click the cog wheel on the bottom right of the popup and select ‘warn user’

warn

A new popup will appear with 4 sections to fill out. Reason should be ‘Application Denied/Initiation’ Failed. Points should be 0. Note for member is where you explain to the member why the application was declined. Note for Moderators can just be ‘Declined Application’. Once filled out click ‘Issue Warning’ on bottom right.

warn-2

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Recruitment Lock Down

Under certain circumstances a Division can decide to add an extra step to the Initiate application process. This step basically puts the Division under a recruitment lock down, meaning no new Initiates will be added to the Division without authorisation directly from the Commander. This could happen when dealing with treason issues, spy issues or at times of war. This step would need to be approved by clan leadership, normally through the Secretary-General or Director-General. Once it is in place, any applications that meet the criteria for acceptance would not be accepted by Gatekeepers. Instead the [Initiate] Pending Approval Mod would be used. This Mod only adds the following message to the topic:

Application complete and is now pending approval from Division Commander

This message should then be edited to mention the Division Commander in it using @CommanderName.

The Division Commander then decides if this applicant should be allowed into their Division. If they decide to accept them they use the [Initiate] Commander Approval Mod. This Mod only adds the following message to the topic:

I, as the Division Commander, have Approved the Acceptance of this application

From this point onward the application should be treat as a normal application and the [Initiate] Accepted – DI-(appropriate division) Mod should be used and users profile updated in the AdminCP.

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Full Membership Applications

The Cohort for Initiates is one month long, so by the time Initiates are starting to post Full Membership Application they should be familiar with the clan and their division. This period tends to weed out any Initiates that wouldn’t have enough devotion or activity for a clan like DI, so you are mainly dealing with the the kinds of users we’d like in the clan now.

The requirements that must be met to become a Full Member are:

  • Be in the Steam Group and -DI- added to Steam name
  • 50 Posts
  • At least 4 Weeks as an Initiate
  • 2x Member, 1x Officer AND 1x Detailed Mentor Referral (Referrals cannot be away or on Probation.)
  • Have read and understand the Code of Operations.
  • Updated your profile to reflect what division and team you are in
  • Had a good track record as an Initiate.
  • Pass the Final Test with a score of 70%+
  • Attend at least 4+ Official Events and get the Event Attendance Token

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Application Form

1) What is your Primary Game? (Server/World Details if applicable)

Can help us check if Primary Game was changed. Also needed to check their profile is correct.

2) What Division/Team are you in?

Can show if Division was changed and needed to check their profile is correct.

3) Has your Primary Game, or Division changed during your initiation? If yes, why?

Changing very near the end of a Cohort can show they are not fitting in. Check to see if there were issues in last Division, it may just be a change of game with no issue at all.

4) How long have you been an Initiate? (Refer to your initiate app)

4 weeks as Initiate required before they can become a full member. Not 4 weeks before posting applications though.

5a) Have you joined the Damage Inc steam group?

A requirement of joining DI.

5b) Have you added -DI- to your steam name?

A requirement of joining DI.

5c) Who helped you join the steam group?

To check if divisions are helping initiates complete the above two tasks.

5d) Link to your steam profile? 

To check if 5a and 5b have been completed.

6) Have you been striked during your Initiation period? If so how why and what have you done about it?

Can show if they had a good track record.

7) Have you read the Code of Operations?

It is a requirement of becoming a Full Member that the Code of Ops is read and understood.

8) Who are your three referrals? (One must be an Officer)

You need to know this to check the right people have posted referrals. Sometimes members will use the referral format to give comments about the Initiate. Only approve the Initiate if all of the right referrals have posted. If the Initiate is reapplying to DI 4 referrals, 2 Senior or higher are required.

9) What is the Probation rank, and who gets it?

Shows they have read the Code of Ops. The minimum required in the answer is:

Probation is for full members should they go inactive on forums for more than 5 days or have obtained too many strikes through misconduct.

 

10) Will you remain Loyal to whatever end? (Do NOT take this oath lightly!)

Tells us the level of dedication the Initiate has to DI.

11) What is the procedure to go on Leave/Away status?

Shows Initiate understands some of DI’s policy. The minimum required in the answer is:

Post a topic in the Absence/Vacation section, use the format provided & inform their commanding officer.

12) Is there anything we can do to improve the initiation process?

Helps us improve the clan and/or Initiation process. Look for anything that is posted regularly.

13) If you are Declined due to too many “No” Votes, will you reapply?

Tells us the level of dedication the Initiate has to DI.

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Standard Referrals

An initiate applying for full membership must have 3 standard referrals, one must be a senior or higher. If the Initiate is reapplying to DI, 4 referrals, 2 Senior or higher are required. Referrals cannot be away or on Probation. The standard referral uses this format:

1) How long have you known the applicant?:

Anyone referring the Initiate should know them for a while. This can be subjective. If you see an applicant that all 3 referrals say one day this is a problem, if one of them says one day and the others say one month it is not a big issue, as they may have struggled to find referrals but may know a lot of members just not high enough.

2) Do you consider him/her a valuable part of the community? (Give a 1 line sentence why)

How others perceive the Initiate will help you decide if they had a good track record as an Initiate.

3) Do you consider him/her loyal?:

Will show the perceived dedication of the Initiate and also give indications of their track record.

4) What attracted you most to this initiate and made you want to be there referral?  (Give a 2 line sentence)

This will tell us what impression the referrer had of the Initiate. It can show what qualities the Initiate has shown and the impression others have of the Initiate.

5) Any other comments or observations you would like to include? 

The value of information here will depend on what is written. As it is an open question it gives the referral writer a chance to give you any information they feel would be valuable.

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Detailed Mentor Referral

Detailed mentor referral are required from an Initiates mentor. This is in addition to the standard referrals that are provided. They are vital for an Initiate to progress to full membership as the mentor should know the Initiate very well so give us a good picture of what the are like and if they should be accepted into the clan. The detailed mentor referral uses this format:

1) How long have you known your Mentee?

This should be about one month, as they should have been assigned as mentor at the start of the cohort.

2) Why did your Mentee join Damage Inc and did they find what they were looking for?

Gives insight into the Initiate and gives us valuable impressions of the clan from an Initiate level.

3) Did your Mentee have issues with RSVPing and attending Clan Events during their cohort? If Yes give details and whether they improved.

Events are vital for building DI and maintaining the clan as a whole organisation instead of just a group of divisions. Initiates must understand this in order to progress as successful full members.

4) What do you consider to be the Mentee’s biggest area of development and/or contribution during your mentorship?

Lets the mentor tell us and the Initiate what areas the Initiate needs to work on improving.

5) Is your Mentee completely aware of the Code of Ops and did you discuss it with them in detail?

Reading and understanding the Code of Ops is a requirement for becoming a full member so this answer is vital.

6) Did your Mentee have issues being active on the Forums? If Yes give details and whether they improved.

Shows us if the Initiate has been active and where they could improve.

7) Was your Mentee striked during their initiation? If Yes give details and whether they learned and improved.

Will tell you if the Initiate had a good track record and if they are eligible for a top three position within the Cohort.

8) Was your Mentee responsive towards you as their Mentor on TeamSpeak  and to your forum PMs?

It is hard to be a good mentor if the Initiate fails to reply to you. This can show if the Initiate is ready to progress to full membership.

9) Would you Recommend this Initiate becoming a Full Member of Damage Inc? Answer carefully.

An Initiate requires a positive mentor report to become a full member this question is the basis of the recommendation.

10) Any other comments or observations you would like to include? 

The value of information here will depend on what is written. As it is an open question it gives the referral writer a chance to give you any information they feel would be valuable.

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Moderator Actions

Moderator Actions can be found in a drop down box at the bottom of the page when you have an Initiate application open. They look like this:

moderation-actions-2

  • [Member] Awaiting Reply:
    • Use this if anything is wrong with the application. Post your question/comment about the application then click this. It will change the topic title adding [Awaiting Reply] to the start and make a post in topic saying ‘Application Marked as Awaiting Reply From Member’
  • [Member] Awaiting Referrals:
    • Once the application is completed correctly and fully, if the referrals haven’t yet all posted select this. It will change the topic title adding [Awaiting Referrals] to the start and make a post in topic saying ‘Application Approved, Marked as Awaiting Referrals’
  • [Member] Awaiting Voting:
    • When all referrals have posted and you are happy with them all select this. It will change the topic title adding [Awaiting Voting] to the start and make a post in topic saying ‘Application Approved, Marked as Awaiting Voting Period.’ Normally applications are left for a while for members to comment unless close to voting period.
  • [Member] Moving to Pending Voting:
    • Once the application is ready to be moved for voting select this. It will move the topic to Voting Pending section of the forums and make a post in topic saying ‘On Deck For Voting
  • Archive This Global:
    • Not used for applications.
  • 48 Hr Warning:
    • Any applications not moved to, or ready to be moved to pending voting should have this action taken 48 hours before voting is due to start. It will make a post in topic saying ‘This is your 48 hour warning! You must have all referrals and/or all answers correct in 48 hours or face movement to next month’s cohort.If you have any questions, feel free to contact me!’
  • [Member] Declined:
    • If an application is being declined because they failed to correct their application before voting opened or referrals were not posted in time use this action. It will change the topic title adding [D] to the start and make a post in topic saying ‘DECLINED : If this is your first time you will automatically be moved onto the next months cohort, if this is your second time you will be removed and can contact me as to why and when you can reapply.’ It will also move the topic to the Full Mbr Application Graveyard.
  • [Member] Voting Result 85% -89%:
    • If an application is being declined because they received 85% – 89% in voting use this action. It will change the topic title adding [D] to the start and make a post in topic saying ‘DECLINED: Your application has been declined as a result of receiving 85% – 89% in voting, which is below the required 90% to pass. Since you did achieve above 85% you will remain as an Initiate and be moved to the next cohort.’ It will also move the topic to the Full Mbr Application Graveyard.
  • [Member] Voting Result 84% or below:
    • If an application is being declined because they received 84% or below in voting use this action. It will change the topic title adding [D] to the start and make a post in topic saying ‘DECLINED: Your application has been declined as a result of receiving 84% or below in voting, which is below the required 90% to pass. Since you did not achieve above 85% you will be returned to Registered Guest and must wait 30 days before reapplying to DI. If you do reapply you must provide justification on why we should allow you return or state what has changed.’ It will also move the topic to the Full Mbr Application Graveyard.
  • Moderation History:
    • Shows you what, if any, moderation action have previously been done on the topic you are in and who did them.

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Voting

Once the date specified for voting on the Cohort arrives all applications ready for voting need to be moved to Pending Voting using the Moderator Action ‘[Member] Moving to Pending Voting’ if they aren’t already moved.

Any applications in Pending Voting will have a new Moderator action, [Member] Send to Voting (48hrs).  This will move the topic to the Initiate Voting section of the forums and make a post in topic saying ‘Topic has been moved to Voting for 48 hours.

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All applications in Pending Voting need to have this action performed on them. You then need to edit each application and create a poll for each.

member-voting

The poll is to be public, private votes are not valid, and a simple yes or no question is sufficient. Question should be something like ‘Should this Initiate be made a full member’. Any no votes require a specific, explicit and honest post by the voter explaining their no vote.  Reasons must be well founded and represent a true and real risk to the integrity/reputation of the clan. (I.E.: abusive behaviour), Without such a post their vote is not valid.

Voting results:

  • 90%+ they pass and become a full member of DI.
  • 85% – 89% they will remain an initiate and automatically be placed into the next cohort for another chance.
  • 84% or below membership application declined and you will be demoted to Registered Guest.

If declined – they must wait 30 days until being able to re-apply to the clan (also requires justification on why we should allow this/what has changed etc)

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AdminCP

If the voting is successful the applicant is to be promoted to “member” via the ACP. After you accept an application you need to login to the Admin Control Panel (AdminCP) to update the user’s profile. Go to the top of the forum page and click your name. From the drop down menu select AdminCP.

This will open a login screen. Use the same login details you use for the forums to login. After logging in click ‘Members’ on the left hand side. On the right you will see a search bar, type the user’s name here to find them. Click the user’s name in the list below when it shows up.

Under the ‘Account Information’ tab you need to change ‘Group’ to Member. Then hit save.

member-promotion

If an applicant receives 85% – 89% they will remain an initiate and automatically be placed into the next cohort for another chance. You should notify the Initiate Managers of any applicants moving onto the next cohort along with any Initiates that did not apply for full membership.

Any applicants that received 84% or below should be demoted to Registered Guest.

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0 Point Warning

As users are unable to see their applications when they are moved to the Full Mbr Application Graveyard a 0 point warning was added to give them a message when they next login explaining why their application was declined.

To give the warning you hover over the user’s name in the the topic, click the cog wheel on the bottom right of the popup and select ‘warn user’

warn

A new popup will appear with 4 sections to fill out. Reason should be ‘Application Denied/Initiation Failed. Points’ should be 0. Note for member is where you explain to the member why the application was declined. Note for Moderators can just be ‘Declined Full Membership Application’. Once filled out click ‘Issue Warning’ on bottom right.

warn-2

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Assigning TS Ranks

When a Cohort finished you need to change any initiates that passed to full members and any that received 84% or below in voting to registered guests.

There are two ways to set them. The first, which can be used for anyone online is to right click on the person’s name in TS and select ‘Set Server Groups’. Click any additional groups they should be added to and/or click any groups they should be removed from. They belong to any groups that have a tick beside them.

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The second method is much better for changing large groups, but it is a bit more complex. At the top of TS go to Permissions, then Server Groups.

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This will open a popup screen. On the left hand side is a list of all server groups. On the right is a list of everyone in the group you have highlighted. You are interested in the Initiate and Member groups mainly.

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First you need to highlight the Initiate group. Using the search bar on the top right find the Initiate you are looking for. Before you remove them you need their unique ID so you can add them again. Right click their name and select ‘Copy Unique ID to clipboard’. It is safer to add them to the member group now.

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It is safer to add them to the member group now. Highlight the Member group on the left column. Click add on the bottom right. Paste their Unique ID in the popup and click ok. Now go back to the Initiate group, search them again. Highlight them and click remove on the bottom right.

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NOTE: If you are aware of anyone that has been promoted higher than member you can add them to the server group for their new rank instead of the member group.

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End of Cohort

At the end of each Cohort (end of month) after the initiates have been handled there are a few tasks that are required to be done.

These are:

  1. Send Cohort report
  2. Check Full Membership Application Forum section for update
  3. Update initiate application Mods

They must be carried as quickly after the end of the Cohort as possible.

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Cohort Report

A report should be then sent to the following positions within the clan, Leader, Chief of Staff, Deputy Chief of Staff, Activity Managers, Initiate Managers and other Gatekeepers. It should list all Initiates that had applications accepted, broken into their divisions and show if they moved to a rank higher th

You can also add statistics to the report showing, total number in Cohort, number who passed, number who did not pass but will be added to next Cohort, number who did not pass but will be made registered guests and a breakdown by division.

Below is a sample report based on a small fictional Cohort:

cohort-report

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Full Membership Application Update

The Full Membership Application section of the forums has a message on it saying when it will next open (or close if it is currently open). This message needs to be updated each month. Gatekeepers do not update it but since they are the most frequent users in the applications section of the forums they should check it has been updated. If it hasn’t within a day or two from the end of a Cohort send a message to the current Deputy Chief of Staff, include all Gatekeepers in the message so multiple messages are not sent.

forum-close

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Update Initiate Acceptance Mods

As was discussed in chapter 2.2, Gatekeepers are responsible for keeping their Mods up to date and ensuring the information within them is correct. The acceptance Mods for new clan applications automatically edits the title of the topic, adding the division and Cohort they are assigned to at the end of the title. After a Cohort ends all [Initiate] Accepted Mods need to be updated with the new Cohort month.

You need to login to the AdminCP. To login in to the AdminCP go to the top of the forum page and click your name. From the drop down menu select AdminCP. Anything with ‘[Initiate] Accepted’ in the title will need to be changed.

This will open a login screen. Use the same login details you use for the forums to login. After logging in click ‘Community’ on the left hand side. This will give you a list of all Application Mods used across the DI forums. To the right of each Application Mod you will see tools that can be used. You want to select the edit button, that looks like a pencil.

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Clicking this will open up the Mod you clicked it for, giving you access to the options for the Mod and the ability to edit the content. You want to scroll down to the ‘Title’ section. Here edit the second box, ‘Add to the end of the title’. Only change the month.

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Then scroll to the end of the page and click ‘Save’. Repeat for each [Initiate] Accepted Mod.

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Chain of Command

As you can see above Gatekeepers are part of DI HQ. The chain of command for Gatekeepers is as follows:

  • Gatekeeper ranking directly above you.
  • Any Gatekeepers above them.
  • Head Administrator.
  • Chief of Staff.
  • Chief Aide-de-Camp
  • Leader.

Any higher ranking officer in the HQ may question your actions or give you instructions but these are who you report problems to. Make sure to respect the chain of command and go to the person directly above you first. You should only go higher up the chain on urgent issues when the person directly above you is unavailable.

You should add all officers between you and anyone higher up the chain of command to any communications with higher ranking officers. This way when your ranking officers log on next they know what has happened. You should also include any officers at the same level as you, where appropriate, to ensure they don’t start trying to deal with the issue as well.

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Created by Xtream