1. The allocations co-ordinator is responsible for over-seeing the allocations process. Tasks in grey boxes will usually be done by the office, but should be done by Allocations Co-ordinators when they have the time.
  2. Applicant makes contact and is invited to the next Open Evening – check the office diary for dates, note in diary with contact details if possible. If the applicant fails to attend or inform beforehand, they have 4 weeks from the date of invitation to make contact, or their application will be removed and they cannot re-apply within 6 months.
  3. At the Open Evening the applicant is given an Application Form which they can fill out there and then, or take away to do at their leisure! Note attendance on the ‘record of attendance’ form and if possible on their Application form.
  4. When application form is received, the office will update the Applicant Record and invite the applicant to the next General Meeting (GM), perhaps by phone. Mark ‘OE’ date if not already on application form and put it in ‘to be invited to GM’. Equal Opportunities form to be separated and filed under… well, guess.
  5. At the GM, a Record of Attendance is filled in and left on the desk for the office worker. Form is moved into ‘to be invited to interview’. The applicant must attend a GM within 6 weeks of receipt of their application or their application will be removed and they cannot re-apply within 6 months.
  6. Office updates applicant record – this may require checking the GM minutes.
  7. The applicant is invited to a shortlist interview. They will be asked to bring relevant ID with them. Interviews will be recorded in the Office diary. If the applicant fails to attend or inform beforehand, they have 4 weeks from the date of invitation to make contact. If they fail to do this, or to attend a rescheduled interview, their application will be removed and they cannot re-apply within 6 months.
  8. The office update the application form (‘GM attended’) & Applicant Record.
  9. At the interview, the interviewer must check the applicants ID. A copy must be taken, put into a sealed envelope and attached to the application.
  10. When the interviews have taken place, the Allocations Co-ordinator will mark the application form accordingly, inform the office of the outcome and put the Application Form and Shortlist Interview Record in the ‘accepted at interview’ file in the Allocations drawer.
  11. The Office will email the applicants informing them of the outcome (Accepted onto Shortlist letter) and update the Applicant Record. The Allocations Co-ordinators may also inform the applicants of the outcome by phone, but emailed confirmation will always be sent.
  12. If the applicant remains on the shortlist for 6 months, the office emails to ask if they would like to remain for another 6 months. If they do not reply, they must be removed from the shortlist. After a maximum of 12 months, the applicant is invited to attend another interview.
  13. Application forms must be destroyed after 12 months unless the applicant has become a member or has successfully re-interviewed. Immigration records (IDs) must also be destroyed at this time, or 12 months after a member leaves the co-op.