Initiate Manager 2.0

Updated: 9th November 2017 by Xtream

The Role of an Initiate Manager

Starting a Cohort

During a Cohort

Create a Cohort topic: Removing Initiates:
 

For each Cohort a topic needs to be posted in Ludus Magnum, a Cohort lasts one month, so there should be a topic each month. At all times the current Cohort and the next available Cohort should be open. The current Cohort should have a title like, January Cohort 2017 [In Progress]. The next available Cohort should have a title like, February Cohort 2017 [Open].

To create the topic go to Ludus Magnum and click the ‘Start New Topic’ button near the top right.

The topic should show the month and year it is for at the top, a short greeting message to Initiates, all important dates for the Cohort and be broken down by Division showing current Initiates and those that have left during the Cohort. The Initiates should be listed using the mention system (@Username) so they get notification of the topic when added. At the bottom all Initiate Managers should be listed so Initiates know who to contact for help.

If an Initiate leaves DI or is removed from DI for any reason you edit the first post in the Engine Room topic and type ‘Left Cohort’ beside the Initiates name.
Assigning Mentors: Monitor Initiates:

Each Initiate in a Cohort needs to be assigned a mentor that will teach them about DI and help them become full members. Members cannot become a mentor if they are on probation. Commanders or above are not allowed to take mentees, unless the Initiate is holding an Officer rank in their Division. Initiates are not allowed to take mentees as they are meant to still be receiving mentorship.

To assign the mentors you should create a topic in the Engine Room. The topic can be created just before the Cohort starts. This topic should show the month of the Cohort concerned, important dates for the Cohort and list the Initiates by division.

It is advisable during the cohort to use Team Speck or Private Messages to check on progress of Initiates. On Teamspeak ou can move between channels looking for Initiates and try to have a short text or chat conversations with them asking about how they are finding DI, are there any issues they are having and has their Team Leader and Mentor been explaining DI to them. This will help you resolve any issues Initiates are having and check that Team Leaders and Mentors are carrying out their job correctly.
Mentor Reserves: Prepare for next Cohort:

Mentor Reserves is a program in Initiate Management for those who cannot signup in the first 3 days of the Cohort to sign-up as a Reserve Mentor. A reserve mentor will be what is chosen if we have to reassign a new mentor for any reason.

A topic is created and anyone on away or probation can sign up as a Reserve Mentor in this topic.

During a Cohort you always need to be preparing for the next Cohort that will open. In order to do this you need to create a topic so any new Initiates can be added to the topic and you can keep track of them until the Cohort starts.

The next available Cohort should have a title like, February Cohort 2017 [Open].

To create the topic go to Ludus Magnum and click the ‘Start New Topic’ button near the top right.

The topic should show the month and year it is for at the top, a short greeting message to Initiates, all important dates for the Cohort and be broken down by Division showing current Initiates and those that have left during the Cohort. The Initiates should be listed using the mention system (@Username) so they get notification of the topic when added. At the bottom all Initiate Managers should be listed so Initiates know who to contact for help.

 

End of a Cohort

Chain of Command

Cohort Report: All Members of DI should follow the Chain of Command. This includes Officers. As you can see below Initiate  Managers are part of DI HQ. The chain of command for Initiate Managers in relation to any Initiate Manager duty is laid out below. It should be noted that you need to follow the normal Chain of Command through you Team Leader, Vice & Division Commander for anything unrelated to Initiate Management.
At the end of each Cohort you will be required to post a Cohort report in the Reports section of the OpiumDen. This report should show the retention rate and failure rank broken down by divisions. An example of the report is:

ADD EXAMPLE

– Initiate Manager ranking directly above you.
– Any Initiate Manager above them.
– Head Initiate Manager
– Head Administrator.
– Chief of Staff.
– Chief Aide-de-Camp.
– Leader.
Initiate Awards:

The Initiates need to be ranked under a scoring system. If they do very well during their Initiation then they may graduate as one of the Top 3 Initiates in their Cohort and be awarded special Initiation Ceremony with Honors. The current scoring system is listed below:

Total Rank Scoring Breakdown:

Events Attended– Up to 40 x Points:
– 5 x Points for every Event Attendance received in addition to the first four minimum required
– Max Points Possible is 40, after 12 Events are attended (4 min + 8 additional at 5 points each), no further are counted

Forum Activity – Up to 30 x Points:
– 1 x Point for every 5 posts over the minimum 5
– Max Points Possible is 30 Points (200 posts, 50 min + 150 additional), after this no further posts are counted

Bonus Points:
Joining the Steam Group – Bonus Points
– 10 x Points
Awards received during Initiation – Bonus Points
– 5 x Points – Honor Star
– 10 x Points – Star of Valor – 3rd Class or Bronze Commendation
– 25 x Points – Star of Valor – 2nd Class or Silver Commendation
– 50 x Points – Star of Valor – 1st Class or Gold Commendation

Striking Mentors: 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.
As an Initiate Manager you may be required to strike (warn) mentors for not carrying out their duties as mentor.