As presented in conference 2022, Hermes will support the Process by Automation and Self-referral. There will be a member’s portal and of course attendance measurement.
Until the above mechanism is completely established with full function and compliance; a temporary mechanism can help mitigate further loss in the interim.
The advice was for this process to be proactive rather than reactive.
Whilst Migration might be best perceived as an extension of the mentoring system; the Lodge Secretary will be the key player in Migration, supported by the Regional representative.
Key points
1. Live list: Every Lodge (Secretary/Mentor) to maintain an updated list of all possible “Emigrants": This can include those who have planned a move, or students and others with a flexible occupational base. A simple rule of thumb for categorization, such as “Those below the Chair not in Office” seems comprehensive and practical enough. Some Lodges call this the “Mentor’s list”.
2. Contact details: This must be up-to-date and include Mobile phone number, Home address and a non-University email address.
3. Plan for the subsequent season: To proactively be sought from all the members on the list and recorded by the Lodge/Personal Mentor at planned intervals (Please see below).
4. Escalating cases of Migration: When a member has declared their intention to move out of area; three pieces of information are needed:
i. Would they like to join or visit a lodge at the destination?
ii. Would they like to be introduced to/contacted by a destination Lodge?
iii. Where is the destination?
A short google form is then completed on behalf of the member: Link to the form
5. Linking: Migration Sub-committee will forward every enquiry to the destination regional Rep, who will take charge and pass on as appropriate (To the Prov Rep/ Lodge Sec/ PMO)
6. Updates: The “Edit response” link received after submitting the google form, will allow all those involved, to update the status of a Migrant on the google sheet. The sheet could be made visible to all committee members with cells automatically highlighted for open cases.
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