Intake, Onboarding and Probation

PURPOSE

This procedure sets how candidates apply, complete Stage 1, are interviewed, complete Stage 2 and probation, and are confirmed as Active Members, and the standard that applies to onboarding quizzes. Appendix A records the onboarding schedule in force.

1. APPLYING

1.1 Applications open for two weeks at the start of each intake semester, on dates published by Internal Affairs. Internal Affairs, with the President, may admit late applicants.

1.2 Applicants register through the intake form and become candidates. Candidates are recorded on the applicant list, not the register, and do not vote.

1.3 The page sfuracerbot.ca/apply links the intake form and shows the roadmap, subteams, window dates, frequently asked questions, a contact, and a copy of the Stage 1 material. Where it differs from this procedure, this procedure governs.

1.4 Candidates are given a read-only applicants area on Discord containing the Stage 1 resources, quizzes and announcements.

2. STAGE 1: GENERAL ONBOARDING

2.1 Stage 1 is required for the subteams marked in Table A.1. Candidates for other subteams proceed directly to the interview.

2.2 Stage 1 shall be completed remotely within two weeks of the day applications close (one month for the Fall 2026 intake), using Table A.2 and the quiz standard in §6. No lab access is needed or given.

2.3 A candidate who misses the deadline may reapply in the next window. Stage 1 credit remains valid for twelve months.

3. TEAM INTERVIEW

3.1 The candidate chooses a subteam and requests an interview.

3.2 The panel consists of the executive leading the subteam, the President or a delegate, and one other executive, none of whom has a conflict of interest. Where the executive leading the subteam is the President, Internal Affairs takes the third seat.

3.3 The panel assesses eagerness to learn, work ethic, motivation, communication and fit with the club’s values. Prior technical skill is not assessed. Availability and safety readiness are noted to plan onboarding.

3.4 There is no quota. Where a subteam is at capacity, start dates are staggered.

3.5 Suggested questions are: why this subteam; hours available and on which days; other commitments; what the candidate does when falling behind; what they would do on seeing something unsafe; and their goals for the year.

3.6 The candidate’s quiz attempt history may be considered as one data point.

3.7 The panel decides by majority. A candidate who passes becomes a Probation Member on that day; one who does not remains a candidate and may reapply. Internal Affairs shall notify the candidate within seven days, with brief reasons if unsuccessful.

4. STAGE 2 AND PROBATION

4.1 Stage 2 and probation begin on the day the person joins the subteam.

4.2 The lab access requirements in Table A.3, items 1 to 4, come first, and there is no lab or equipment access until all of them are recorded (POL-03 §4.1). The remaining items in Tables A.3 and A.4 follow.

4.3 The team lead shall assign a mentor where possible and record milestones.

4.4 Probation Members do team work and hold the access it requires, but do not vote or hold office.

4.5 The probation review takes place four weeks after joining or on completion of Stage 2, whichever is later. Probation shall not exceed eight weeks.

4.6 The review asks whether the person did the work or raised problems early, is responsive, works safely, and has completed Stage 2. The test is reliability, not brilliance.

4.7 The team lead confirms the person, extends probation within the eight-week limit with a reason, or ends the placement after a warning (POL-01 §2.3, §6). Stage 2 left unfinished at eight weeks ends the placement. Leave pauses the clock.

4.8 The decision shall be given in writing to the person and to Internal Affairs.

5. CONFIRMATION

5.1 Internal Affairs moves the person to the register as an Active Member, and adds them to the voting roll from the next cut-off date.

5.2 Operations grants any remaining lab access.

5.3 Probation is never repeated.

6. QUIZ STANDARD

6.1 A quiz is passed with a score of more than 70%. Retries are unlimited, and Internal Affairs logs every attempt.

6.2 Retry counts may be weighed at the interview and the probation review. Quizzes test knowledge of the material, not aptitude.

APPENDIX A - ONBOARDING SCHEDULE

Appendix A is maintained by Internal Affairs, with the team leads for Table A.4, and is updated without amending this procedure. The version used for each intake is recorded in Table A.6.

A.1 Stage 1 requirement.

A.2 Stage 1 curriculum. Deadline: two weeks from the day applications close (one month for the Fall 2026 intake). Assessment: a quiz under §6 for each item.

A.3 Stage 2 general items, all subteams. Items 1 to 4 are the lab access requirements of POL-03 §4.1 and come first.

A.4 Stage 2 team-specific items. Lab items for the Autonomous Team are checked in person by the Autonomous Team Lead, who asks questions about the work. Required coursework ends at Lecture 11; later material is optional.

A.5 Required readings.

A.6 Version in force.

REVISION HISTORY