RCHM Student Members
The Student Membership Scheme is designed to accompany individuals throughout their formal training, offering structure, professional orientation, and a sense of belonging within the RCHM community. While participation is voluntary, the scheme is structured to encourage consistent engagement as students progress through their studies and prepare for entry into independent practice.
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Onboarding begins when the College provides a list of enrolled students eligible for Student Membership. An application form is then issued directly to each student for completion.
Student details are recorded in Airtable upon receipt of the College list. Once a completed application form is received and reviewed, the individual is added as a Student Member and their membership status is activated accordingly.
Clear communication at this stage ensures that each student is formally welcomed, their membership is confirmed, and they are introduced to the structure and expectations of the scheme with appropriate guidance on next steps.
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The early stages of training are often accompanied by questions, developing clinical understanding, and growing awareness of professional responsibility. The welcome sequence provides twelve monthly emails, each signposting a relevant resource, area of guidance, or point of professional reflection appropriate to student members.
The communication rhythm is steady and collegiate, supporting consistent engagement without creating additional pressure. The intention is to familiarise students with the breadth of RCHM resources and standards while reinforcing a culture of safe, informed, and professionally grounded practice from the outset of their training.
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Upon graduation, the College provides a list of graduates. This list is retained on file as a record of names only. Each graduate is then issued with an invitation to apply for full RCHM membership.
Once full membership is confirmed, Student Membership is formally concluded and the individual is enrolled onto the New Practitioner Scheme sequence, which operates as a distinct programme with its own communications and structure. From this point, they are no longer recorded under the Student Membership Scheme.
Where a student has completed their studies but does not proceed to graduation, an end-of-membership letter is issued. This correspondence formally closes their Student Membership, acknowledges their period of engagement, and offers good wishes for their future professional direction.
Communications Strategy
Purpose of the Student Membership Scheme
The Student Membership Scheme is designed to support individuals throughout their formal training, ensuring they feel welcomed, informed, and connected within the RCHM community from the outset of their studies. The scheme provides structure without assessment, guidance without hierarchy, and continuity that affirms each student as an emerging professional colleague.
The intention is to:
Offer a clear and collegiate welcome into RCHM Student Membership.
Provide consistent contact throughout training, as professional identity and clinical understanding develop.
Support students in building awareness of supervision, safety, CPD culture, and ethical responsibilities.
Embed familiarity with RCHM standards early, creating a smooth and confident progression toward full membership.
Student membership is free until graduation. While participation is voluntary, the scheme is structured to encourage sustained engagement throughout the period of study.
Structure of the Scheme
The Student Membership Scheme runs across three phases:
Phase One – Onboarding
On receipt of a student list from the College, application forms are issued directly to eligible students. Student details are recorded in Airtable. Upon receipt and confirmation of a completed application, Student Membership is activated and a formal welcome email is issued. Airtable and Mailchimp workflows ensure all onboarding steps are logged and consistent.
Phase Two – Welcome Sequence
Student members receive a structured sequence of twelve monthly emails. Each communication is concise and collegial, signposting a specific resource or area of professional awareness: Codes and standards, supervision expectations, safety guidance, CPD culture, professional conduct, and community engagement.
The intention is to establish steady, supportive contact without adding academic pressure, fostering early familiarity with RCHM processes and reinforcing safe, responsible professional development.
Phase Three – Transition
Upon graduation, the College provides a list of graduates (names retained on file). Graduates are invited to apply for full RCHM membership. Once full membership is confirmed, Student Membership is formally concluded and the individual is enrolled onto the New Practitioner Scheme sequence, which operates independently.
Where studies are completed but graduation does not proceed, Student Membership is formally closed with an end-of-membership letter acknowledging engagement and offering good wishes.
The emphasis throughout this phase is clarity and continuity, ensuring transitions are administratively clean and professionally supportive.
Tone and Intention
The Student Membership Scheme avoids institutional hierarchy in tone. Communications are written adult-to-adult, affirming students as developing professionals who are already contributing to the future of the field.
Communications are:
Warm: welcoming, encouraging, human.
Professional: clear, reliable, and consistent.
Collegial: respectful and peer-oriented in tone.
Invitational: offering resources and connection while maintaining student agency.
The intention is to build professional confidence and ethical awareness early, reinforcing belonging within the RCHM community while maintaining high standards of safety and professionalism.
Operational Framework
Systems: Mailchimp automations deliver the phased email sequence. Airtable tracks student status, onboarding, progression, and transition.
Responsibilities: The Office Manager oversees daily operation. Council/CEO provide updated content and strategic oversight.
Review Cycle: All content (SOPs, emails, resources) is reviewed annually in July, aligned with the academic calendar.
Reporting: Mailchimp open/click rates reviewed quarterly. Airtable data used to confirm onboarding completion, engagement, and transition accuracy.
Outcomes and Measures of Success
Students feel welcomed and recognised as emerging professional colleagues.
Engagement with RCHM communications remains steady throughout training.
Students demonstrate early awareness of supervision, safety, and CPD expectations.
Transitions at graduation are administratively seamless.
The RCHM community strengthens through early integration and sustained professional alignment.
Students - Onboarding
Invitation email
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SOP: Sending the Student Membership Application Invitation
Purpose
To ensure eligible students are consistently and professionally invited to apply for RCHM Student Membership following confirmation of enrolment from the College.
Scope
This SOP applies to all staff responsible for membership communications with students upon receipt of an official student list from an approved College.
Responsibilities
Office Manager:
Sends the Student Membership application invitation within 5 working days of receiving the official student list from the College.
Ensures the application form link and welcome template are current and active.
Updates Airtable to record invitations issued and applications received.
Procedure
1. Confirm Student Eligibility
Check the official student list received from the approved College.
Confirm individuals are not already recorded as active Student Members in Airtable.
2. Prepare Invitation Email
Use the approved Student Membership Application Invitation template.
Personalise with the student’s name and appropriate salutation.
Confirm the application form link is correct and active.
3. Send Email
Send from the official RCHM membership email address.
Do not attach internal governance documents at this stage.
4. Record-Keeping
Log the invitation in Airtable.
Record application receipt when submitted.
Upon approval, update status to Active Student Member.
Store a copy of the sent email in the membership communications folder.
Review
This SOP should be reviewed annually in July in alignment with the academic calendar and student intake periods.
Update if application processes, form links, or internal systems change.
Outcome
Eligible students receive a clear and professional invitation to apply for Student Membership. The process ensures accurate record-keeping, consistent communication, and timely activation of membership status upon receipt of a completed application.
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This email is the first formal communication from the RCHM to students following confirmation of their enrolment from the College. Its role is to introduce Student Membership clearly and professionally, establishing early connection with the RCHM community.
The intention is to:
Welcome the student into the RCHM community at the outset of their training.
Affirm their status as a developing professional within the field of Chinese Herbal Medicine.
Introduce the RCHM as a credible and supportive professional body.
Provide clear, actionable steps for completing the Student Membership application.
Outline the purpose and scope of Student Membership in accessible terms.
Clarify that membership is free until graduation, with transparent explanation of status and progression.
The tone is deliberately:
Warm and collegial – welcoming students as emerging colleagues.
Professional – conveying the authority and standards of the RCHM.
Encouraging – supporting early engagement with professional identity.
Clear and transparent – processes, expectations, and next steps explained without ambiguity.
The outcome is that students feel:
Recognised as part of the wider professional community from the beginning of their studies.
Clear about the practical steps required to activate Student Membership.
Oriented toward the standards, values, and responsibilities of the profession.
Supported in engaging with the RCHM in a way that builds confidence and professional awareness over time.
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Subject: Student Membership Invitation – For Circulation to Eligible Students
Dear [College Contact Name],
Thank you for sending through the current list of enrolled students.
Below is the invitation message for circulation. We would be grateful if you could share this directly with your students so they can apply for RCHM Student Membership.
Message for Students
Dear Student,
A warm welcome to the beginning of your professional journey in Chinese Herbal Medicine.
As you start your training, we would like to invite you to join the Register of Chinese Herbal Medicine (RCHM) as a Student Member. From the outset of your studies, you are part of a living professional tradition, and we are pleased to recognise you within the wider RCHM community.
Student Membership is free for the duration of your training and is designed to support you as your clinical knowledge, professional awareness, and confidence develop. Through membership, you will receive:
Connection to the UK professional community for Chinese Herbal Medicine
Updates on standards, safety guidance, and ethical practice
Invitations to CPD events and professional discussions
Insight into the responsibilities and culture of professional life
Our intention is not to add to your academic workload, but to offer steady, supportive contact with the professional body you may one day join as a full member. Early engagement helps build familiarity with the standards and values that underpin safe and responsible practice.
To apply for Student Membership, please complete the application form here:
👉 [Insert Application Form Link]Once your application has been processed, we will confirm your membership and introduce you to the Student Membership communications.
We look forward to welcoming you into the RCHM community and supporting you throughout your training.
With warm regards,
RCHM OfficeThank you for your continued collaboration in supporting students’ professional development.
Follow up
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SOP: Sending a Follow-Up Email to Students Who Have Not Yet Applied for Student Membership
Purpose
To ensure students who have received an invitation to apply for Student Membership but have not yet submitted an application are contacted with a clear, professional reminder that encourages engagement without pressure.
Scope
This SOP applies to staff responsible for Student Membership communications following initial invitation circulation via the College.
Responsibilities
Office Manager:
Reviews student application status 2–3 weeks after the initial invitation has been issued.
Sends the follow-up email where no application has been received.
Records communication in Airtable.
Procedure
1. Check Student Status
Confirm via Airtable that no application form has been submitted.
Confirm the individual is not already recorded as an active Student Member.
2. Prepare Follow-Up Email
Use the approved Student Membership Follow-Up Email template.
Personalise with the student’s name.
Confirm the Student Membership application link is current and active.
3. Send Email
Send from the official RCHM membership account.
Do not attach internal documents — include only the application link and brief invitation.
4. Record-Keeping
Log the follow-up in Airtable.
Save a copy of the sent email in the membership communications folder.
Review
Review this SOP annually in July in alignment with the academic calendar.
Update if application processes, links, or internal systems change.
Outcome
Students receive a professional and supportive reminder that keeps the invitation open, reinforces the value of Student Membership, and encourages early connection with the RCHM community while respecting individual choice.
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Intention Behind the Student Membership Follow-Up Email
This email serves as a gentle reminder to students who have not yet submitted their Student Membership application. The purpose is to maintain a warm and professional invitation, recognising that students may be focused on academic commitments or unsure about the relevance of membership at this stage.
The intention is to:
Keep the invitation collegial and supportive, rather than procedural or administrative in tone.
Reassure students that Student Membership is free and designed to complement, not add to, their studies.
Reinforce that early engagement with the RCHM supports professional identity and understanding of standards.
Provide a clear and simple pathway to apply (application form link).
The tone is deliberately:
Warm and collegial – recognising students as emerging professional colleagues.
Professional – reflecting the authority and credibility of the RCHM.
Encouraging – inviting engagement without creating pressure.
Clear and straightforward – outlining next steps without ambiguity.
The outcome is that students feel:
Welcome within the RCHM community from the early stages of their training.
Clear about the practical step required to activate Student Membership.
Confident that membership is a supportive professional resource rather than an obligation.
Encouraged to engage with the wider profession at a pace appropriate to their studies.
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Subject: Student Membership Reminder – For Circulation to Eligible Students
Dear [College Contact Name],
We hope this finds you well.
A short while ago, we shared an invitation for your current cohort to apply for RCHM Student Membership. We would be grateful if you could circulate the below reminder to any students who may not yet have completed their application.
The intention is simply to keep the invitation open and visible, recognising that students are often balancing significant academic commitments.
Message for Students
Dear Student,
We recently invited you to apply for Student Membership with the Register of Chinese Herbal Medicine (RCHM). We appreciate that your studies and clinical training require focus, so we are writing with a gentle reminder in case you have not yet had the opportunity to complete the application.
Student Membership is free for the duration of your training and is designed to connect you with the wider professional community while you study. Through membership, you will:
Stay informed about professional standards and safety guidance
Receive updates on CPD events and professional resources
Develop early familiarity with the ethical frameworks that underpin practice
Feel connected to the UK professional body for Chinese Herbal Medicine
If you would like to activate your Student Membership, you can complete the application form here:
👉 [Insert Application Form Link]We would be pleased to welcome you into the RCHM community and to support you throughout your training. If you have any questions, you are very welcome to contact us directly.
With warm regards,
RCHM OfficeThank you for your continued support in fostering students’ early engagement with professional standards and community.
Welcome to signed up students
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SOP: Sending the Welcome Email Upon Activation of Student Membership
Purpose
To ensure that students who have completed the application process and been confirmed as Student Members receive a warm and professional welcome to the RCHM, with clear introduction to the Student Membership Scheme.
Scope
This SOP applies to staff responsible for Student Membership communications and database management.
Responsibilities
Office Manager:
Confirms receipt and approval of the Student Membership application.
Activates Student Membership status in Airtable.
Sends the approved Student Membership Welcome Email.
Records the communication in the membership communications folder.
Procedure
1. Confirm Activation
Check that a completed Student Membership application form has been received.
Confirm eligibility in line with the current College list.
Activate Student Membership status in Airtable.
2. Update Airtable
Record the member’s status as Active Student Member.
Note the date of activation.
Confirm inclusion in the Student Membership Mailchimp sequence.
3. Prepare Welcome Email
Use the approved Student Membership Welcome Email template.
Personalise with the student’s name.
Ensure all referenced links (resources, guidance pages, or introductory materials) are current and active.
4. Send Email
Send from the official RCHM membership account.
Do not attach internal documents — provide links to relevant resources only.
5. Record-Keeping
Save a copy of the outgoing email in the membership communications folder.
Update Airtable with a “Welcome Email Sent” marker.
Review
Review this SOP annually in July in alignment with the academic calendar.
Update if Student Membership structure, onboarding materials, or system workflows change.
Outcome
Student Members feel formally welcomed and recognised within the RCHM community. They receive a clear introduction to the purpose and structure of Student Membership, establishing early connection with professional standards, safety expectations, and the wider professional body.
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Intention Behind the Student Membership Welcome Email
This email marks the formal activation of Student Membership. Its intention is to:
Acknowledge the student’s entry into the RCHM community.
Affirm their status as an emerging professional within the field of Chinese Herbal Medicine.
Clearly introduce the Student Membership Scheme as a supportive professional framework alongside their studies.
Provide an initial practical resource or orientation link to help them understand how to engage with RCHM during training.
Establish the RCHM as a credible professional home and source of guidance from the outset of their development.
The tone is deliberately:
Warm and collegiate – welcoming students as developing colleagues within the profession.
Supportive – highlighting access to guidance, standards, and community.
Professional – reinforcing the authority and values of the RCHM.
Practical – clearly outlining what happens next and how to engage with available resources.
The outcome is that Student Members feel:
Recognised and included within the professional body.
Clear about the purpose and structure of Student Membership.
Confident that they are connected to a supportive professional community while they train.
Oriented toward safe, ethical, and responsible practice as a foundation for their future careers.
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Subject: Welcome to the RCHM – Beginning Your Student Membership
Dear [First Name],
Welcome to the Register of Chinese Herbal Medicine. We are pleased to confirm your Student Membership and to welcome you into the RCHM community.
As a Student Member, you are part of the professional body for Chinese Herbal Medicine in the UK while you undertake your training. The Student Membership Scheme is designed to support you alongside your studies, helping you develop familiarity with professional standards, ethical frameworks, and the wider practitioner community.
Through Student Membership, you will receive:
Updates on professional standards and safety guidance
Information about CPD events and professional resources
Insight into supervision expectations and responsible practice
Opportunities to connect with the wider RCHM community
To help you get oriented, we have prepared a short introductory overview of Student Membership and how to engage with RCHM during your training:
👉 [Link to Student Membership Overview / Presentation]Over the coming months, you will receive a steady sequence of emails highlighting key areas of professional awareness, including Codes and standards, safety updates, CPD culture, and community engagement. These communications are designed to complement your academic and clinical training, not add to it.
We are pleased to welcome you into the RCHM community at this early stage in your professional development and look forward to supporting you throughout your studies.
With warm regards,
RCHM Office
Student Membership Entry Checklist
Trigger: Official student list received from approved College
Step 1 – Initial Invitation
☐ Confirm student is not already recorded as an Active Student Member in Airtable.
☐ Send Student Membership Application Invitation (template) directly to student (or via College, as appropriate).
☐ Log invitation in Airtable.
☐ Save copy of email in membership communications folder.
Step 2 – Follow-Up (if no application received in 2–3 weeks)
☐ Check student status: confirm no application form has been submitted.
☐ Send Student Membership Follow-Up Email (template).
☐ Log follow-up in Airtable.
☐ Save copy of email in communications folder.
Step 3 – Membership Activation
☐ Confirm completed Student Membership application form received.
☐ Verify eligibility against College list.
☐ Activate Student Membership in Airtable.
☐ Update Airtable:
Status = Active Student Member
Date of activation recorded
Mailchimp sequence confirmed (Student Welcome Sequence)
Step 4 – Welcome Email
☐ Send Welcome to RCHM Student Membership Email (template).
☐ Ensure Student Membership overview / presentation link is current.
☐ Save copy of email in communications folder.
☐ Tick “Welcome Email Sent” in Airtable.
End State: Student is activated as an RCHM Student Member, recorded accurately in Airtable, enrolled in the Student Membership email sequence, and has received their formal welcome into the RCHM community.
Ongoing Engagement (First 12 Months)
Engagement Plan
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SOP: Phase Two – Monthly Engagement Sequence for Student Members
Purpose
To provide a steady rhythm of contact with Student Members throughout their period of study, helping them remain connected to the RCHM and gradually familiar with key professional resources and standards.
Scope
This SOP applies to the monthly engagement emails sent to Student Members as part of the Student Membership Scheme. The sequence runs on a 12-month annual rotation and is managed through Mailchimp automation. Students are added to the sequence once Student Membership is activated.
Responsibilities
Office Manager
Adds newly activated Student Members to the Mailchimp “Student Membership” automation list.
Ensures links (Codes, safety guidance, CPD resources, community pages, etc.) are current and working.
Reviews email content each July to ensure it reflects current standards, guidance, and priorities.
Council/CEO
Provide updated or new content where standards, policies, or resources change.
Procedure
Activation
Once the Student Membership Welcome Email (Phase One) has been sent, add the student to the Mailchimp Phase Two sequence.
Confirm the automation is set to deliver one email per month on a rolling 12-month cycle.
Email Themes (Annual Rotation)
Month 1: Welcome & Professional Identity
Month 2: RCHM Codes & Standards
Month 3: Public Register & Professional Representation
Month 4: Supervision Culture
Month 5: Safety Briefs & Clinical Responsibility
Month 6: CPD Culture & Lifelong Learning
Month 7: Community & Practitioner Events
Month 8: Midpoint Check-In (light feedback opportunity)
Month 9: Ethics & Professional Conduct
Month 10: Herbal Supply & Regulation Awareness
Month 11: CPD Live Events & Knowledge Sharing
Month 12: Looking Ahead to Graduation & Professional TransitionEmails should remain short, collegial, and relevant regardless of stage of study.
Record-Keeping
Note in Airtable that the Student Member has been added to the Mailchimp automation.
Mark “Phase Two Active” in their record.
Review Mailchimp engagement (opens/clicks) quarterly to assess relevance and tone.
Outcome
Student Members receive regular, well-paced communication that introduces professional standards and community in manageable steps. The sequence reinforces connection without adding academic pressure, supporting the gradual formation of professional identity and familiarity with RCHM expectations throughout their studies.
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Intention Behind the Student Membership Engagement Sequence
The Phase Two emails are designed to build familiarity, professional awareness, and steady connection throughout the period of study. They are not assessments or academic oversight, but gentle signposts to aspects of professional life that may become relevant at different stages of training.
The intention is to:
Affirm students as emerging professional colleagues within the field.
Keep communication simple, supportive, and respectful of academic workload.
Ensure students know where to find professional resources when they choose to engage.
Foster a gradual sense of belonging within the wider RCHM community.
The tone is adult-to-adult: friendly, professional, and invitational. Each message offers a resource, reflection point, or community connection, while leaving agency with the student. The emails act as a steady reminder that the RCHM is present as a professional home alongside their studies, supporting the development of safe, ethical, and confident practitioners.
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12 Month Email Templates – Student Membership
Month 1 – Welcome to the Profession
Subject: Beginning your professional journey
Dear [First Name],
As you settle into your studies, it’s worth remembering that you are already part of a wider professional community. Student Membership connects you to the standards and values that shape Chinese Herbal Medicine in the UK.
Taking a few minutes to explore the RCHM website will give you a sense of how the profession presents itself publicly and the role it plays in safeguarding practice.
👉 [Visit the RCHM website]
Warm regards,
RCHM OfficeMonth 2 – Community Connection
Subject: Listening in to the wider profession
Dear [First Name],
Even during training, it can be helpful to be aware of conversations happening across the profession. Our practitioner community spaces offer insight into the kinds of questions and reflections that arise in real practice.
You’re welcome to join and observe discussions as part of your growing professional awareness.
👉 [Join the Practitioner Share Group here]
Warm regards,
RCHM OfficeMonth 3 – Staying Connected
Subject: Keeping in step with the profession
Dear [First Name],
The RCHM social channels are where we share updates, safety reminders, and professional news. Following along is a simple way to stay connected alongside your studies.
It also helps raise awareness of Chinese Herbal Medicine more widely.
👉 [Follow RCHM on social media]
Warm regards,
RCHM OfficeMonth 4 – Supervision Culture
Subject: Understanding supervision in practice
Dear [First Name],
Supervision is an important part of professional life after qualification. While you’ll encounter supervision during your training, it can be useful to understand how it functions within the wider profession.
Our guidance outlines what supervision is designed to support and why it remains central to safe practice.
👉 [Read about supervision guidance here]
Warm regards,
RCHM OfficeMonth 5 – Safety Briefs
Subject: Safety in everyday prescribing
Dear [First Name],
The Safety Briefs highlight areas where extra care is needed in prescribing and practice. They are shaped by collective experience and designed to support safe clinical decision-making.
Becoming familiar with them during your training helps build good habits early.
👉 [Read the Safety Briefs here]
Warm regards,
RCHM OfficeMonth 6 – CPD Culture
Subject: Developing a habit of lifelong learning
Dear [First Name],
Continuing Professional Development (CPD) becomes a formal requirement after qualification, but the culture of ongoing learning begins much earlier.
Exploring the CPD library will give you a sense of the range of topics practitioners continue to engage with throughout their careers.
👉 [View CPD resources here]
Warm regards,
RCHM OfficeMonth 7 – Building Professional Confidence
Subject: Thinking ahead to practice
Dear [First Name],
Although independent practice may still feel some distance away, it can be helpful to begin reflecting on what kind of practitioner you hope to become.
We have resources that explore how practitioners gradually shape their clinical focus and working style over time.
👉 [Explore professional development resources]
Warm regards,
RCHM OfficeMonth 8 – Midpoint Check-In
Subject: A brief check-in
Dear [First Name],
We’re always interested in how Student Membership is supporting you alongside your studies.
If you have a moment, we’d welcome brief feedback. Your perspective helps ensure our communications remain relevant and appropriately paced.
👉 [Complete the feedback form]
Warm regards,
RCHM OfficeMonth 9 – Ethics & Conduct
Subject: Revisiting the Code of Ethics
Dear [First Name],
The RCHM Code of Ethics underpins professional conduct across the field. Becoming familiar with it during training helps anchor clinical learning within a clear ethical framework.
It’s worth revisiting periodically, as different aspects may resonate as your experience grows.
👉 [Read the Code of Ethics here]
Warm regards,
RCHM OfficeMonth 10 – Herbal Supply & Regulation Awareness
Subject: Understanding supply and regulation
Dear [First Name],
Responsible herbal sourcing and regulatory awareness are key aspects of professional practice. While much of this becomes directly relevant after qualification, early understanding helps place your clinical training in context.
Our guidance outlines the principles that underpin safe and lawful supply.
👉 [Read herbal supply guidance here]
Warm regards,
RCHM OfficeMonth 11 – CPD Live Events
Subject: Learning together
Dear [First Name],
Live CPD events offer opportunities to hear experienced practitioners share insights and clinical reflections. As a Student Member, you are welcome to attend and listen in.
These sessions can provide valuable perspective alongside your formal education.
👉 [View CPD events calendar here]
Warm regards,
RCHM OfficeMonth 12 – Looking Ahead
Subject: Looking ahead in your professional journey
Dear [First Name],
As you continue your studies, it can be useful to reflect on how your understanding of the profession is evolving. Student Membership is designed to familiarise you gradually with the responsibilities and culture of professional practice.
When graduation approaches, we will guide you clearly through the next stage of membership. For now, continue building your knowledge with care and curiosity.
👉 [Learn more about professional progression]
Warm regards,
RCHM Office
Phase Two Checklist – Monthly Engagement Sequence (Student Membership)
Trigger: Student Membership Welcome Email (Phase One) has been sent and Student Membership is activated.
Step 1 – Activate Sequence
☐ Add Student Member to Mailchimp automation: “Student Membership – Monthly Engagement.”
☐ Confirm automation is set to send 12 monthly emails (annual rotational cycle).
☐ Check all links in the automation are current (Codes, Safety Briefs, CPD resources, community pages, etc.).
Step 2 – Airtable Record
☐ Update Airtable status: Phase Two Active – Student Membership.
☐ Record date of automation activation.
☐ Note “12-month rotational sequence running” in comments field.
Step 3 – Ongoing Monitoring
☐ Review Mailchimp reports quarterly: check open rates, click rates, and bounce rates.
☐ If engagement drops across cohorts, flag to Council/CEO for tone or content review.
☐ Update links and content annually in July (aligned with academic calendar), or sooner if guidance or standards change.
Step 4 – Completion / Continuation
☐ At the end of 12 months, confirm automation cycle continues (students remain in annual rotation while membership is active).
☐ Maintain Phase Two Active status until graduation or membership closure.
End State: Student Member is subscribed to the full 12-month rotational email sequence, Airtable shows Phase Two Active, and engagement is monitored regularly to ensure relevance and professional alignment.
Transition
Transition Plan
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SOP: Phase Three – Transition from Student Membership to Full Membership Invitation
Purpose
To ensure Student Membership concludes in a clear and professionally supportive manner at the point of graduation, with appropriate invitation into full RCHM membership. The process should recognise completion of training while affirming continued belonging within the RCHM community.
Scope
This SOP applies to communications sent to Student Members upon confirmation of graduation, and to those completing studies without proceeding to graduation. It covers the transition sequence and formal closure of Student Membership status.
Responsibilities
Office Manager
Confirms graduation status upon receipt of official notification from the College.
Sends the appropriate transition communications via Mailchimp or direct email.
Updates Airtable to reflect change in membership status.
Council/CEO
Provide updated guidance where membership structure, fees, or progression pathways change.
Procedure
1. Confirm Graduation Status
Receive official graduation list from approved College.
Confirm individual is recorded as an Active Student Member in Airtable.
Verify eligibility for invitation to full membership.
2. Send Transition Communications
Email 1: Congratulations and invitation to apply for full RCHM membership (includes clear next steps and payment link).
Email 2 (if required): Collegial reminder maintaining open invitation and outlining professional benefits of membership.
Where a student has completed studies but not graduated:
Send formal end-of-membership letter acknowledging engagement and closing Student Membership record.
3. Record-Keeping
Update Airtable upon invitation being sent.
When full membership is activated, change status from Student Member to New Practitioner (or equivalent current category).
Mark Student Membership Phase Three complete.
Outcome
Graduates experience a clear and respectful transition from Student Membership to full professional membership. The conclusion of Student Membership is administratively clean and professionally affirming, reinforcing continuity within the RCHM community and supporting confident progression into independent practice.
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Intention Behind Phase Three – Student to Graduate Transition
Phase Three marks the formal transition from Student Membership to potential full membership following graduation. It is both a moment of recognition and a point of professional continuity.
The intention is to:
Warmly congratulate graduates on completing their training.
Recognise the significance of qualification and entry into professional life.
Affirm that they are now eligible to join as full practitioner members.
Extend a clear and respectful invitation to continue with the RCHM as graduates.
Maintain a tone of collegial continuity rather than institutional formality.
Graduates are invited — not assumed — to progress into full membership. The communication acknowledges their agency and professional autonomy, while clearly outlining the benefits and next steps should they wish to join.
The sequence should feel like:
A genuine moment of recognition and welcome into professional status.
A practical invitation to activate graduate membership.
Follow-up communication that reinforces belonging without pressure.
The tone remains warm, professional, and collegial. Graduation is celebrated as an achievement, while the emphasis remains on continuity within the RCHM community — now as qualified practitioners with full professional standing.
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Phase Three – Student to Graduate Transition Sequence
Email 1 – Congratulations & Invitation to Join
Subject: Congratulations on your graduation and welcome to the profession
Dear [First Name],
Congratulations on your graduation and welcome to the profession.
As you take this next step in your career, we warmly invite you to transition from Student Member to Full Member of the Register of Chinese Herbal Medicine.
Full membership offers continued access to our trusted professional community, including:
Recognition as a qualified practitioner listed on the public RCHM Register
Access to CPD events, professional updates, and peer support
Ongoing guidance on ethical and safe practice
Exclusive resources to support your clinical development
By becoming a Full Member, you continue your journey with the RCHM community, committed to maintaining the highest standards in Chinese Herbal Medicine and working collectively to promote its safe and effective use in the UK.
The first step is to set up your payment via Direct Debit here:
https://pay.gocardless.com/BRT0003F1V7PQC0Once this has been set up, we will migrate your membership to Graduate Membership within the New Practitioner Scheme (NPS), which attracts discounted fees. Your first payment of £30 will be processed at the beginning of October 2025, followed by a quarterly fee of £60 during 2026.
We will send full details once your membership is activated. If you prefer not to take part in the support offered through the NPS and would rather move directly to full membership, the full membership fee will apply. There is no difference in public Register entries between graduates participating in the NPS and those who opt out.
We are here to support you as you establish and grow your practice. If you have any questions about the transition process, please do get in touch.
Warm wishes,
MalikaEmail 2 – Collegial Touchpoint: Community & Continuity
Subject: Continuing with the RCHM community
Dear [First Name],
Graduation marks an important milestone, and many practitioners find that the first months afterwards bring both momentum and new questions.
Remaining part of the RCHM offers continuity — supervision support, CPD, professional guidance, and connection with colleagues across the UK. The New Practitioner Scheme is designed to provide structure without assessment, and community without pressure.
If you are considering joining, the invitation remains open. You can activate your membership here:
https://pay.gocardless.com/BRT0003F1V7PQC0
We would be pleased to welcome you as a full member of the profession.
Warm regards,
RCHM OfficeEmail 3 – Collegial Touchpoint: Looking Ahead
Subject: Looking ahead as your practice begins
Dear [First Name],
As you move further into professional life, this is often a time of shaping how you would like your practice to grow.
Being part of the RCHM means staying connected to shared standards, CPD opportunities, and a community of practitioners who are committed to safe and ethical Chinese Herbal Medicine.
Whenever the time feels right, you are welcome to take the next step and join as a Full Member:
https://pay.gocardless.com/BRT0003F1V7PQC0
Your place in the profession is already established — membership simply keeps you connected within it.
Warm regards,
RCHM Office
Phase Three Checklist – Student to Graduate Transition
Trigger: Graduation notification received from approved College
Step 1 – Confirm Eligibility
☐ Confirm graduate appears on official graduation list.
☐ Check Airtable: status currently Active Student Member.
☐ Record graduation date (if provided).
Step 2 – Update Systems Before Communication
☐ Update WhiteFuse:
Change category from Student Member to Graduate – Invitation Sent.
Ensure listing is not publicly visible until full membership is activated.
☐ Update Mailchimp:
Remove from Student Membership automation sequence.
Add to Graduate Invitation sequence (Phase Three emails).
☐ Confirm correct audience tagging for tracking.
Step 3 – Email Sequence
☐ Send Email 1: Congratulations & Invitation to Join (standing graduation letter).
☐ Record in Airtable that invitation was sent (date logged).
☐ If no response within 2–3 weeks, send Email 2: Collegial follow-up (community & continuity).
☐ If required, send Email 3: Final collegial touchpoint (looking ahead).
Step 4 – Membership Activation (if accepted)
☐ Confirm Direct Debit set up via GoCardless.
☐ Activate Full Membership in WhiteFuse (public listing live).
☐ Update Airtable:
Status = Graduate Member – NPS Year 1
Record activation date
Note fee schedule
☐ Update Mailchimp:
Remove from Graduate Invitation sequence.
Add to NPS Year 1 automation.
☐ Mark Student Membership Phase Three complete.
Alternative Closure (if not joining)
☐ If graduate does not activate membership, retain WhiteFuse category as Graduate – Not Activated (internal only).
☐ Ensure removed from active Mailchimp student sequence.
☐ If studies completed but no graduation, send End of Student Membership letter.
☐ Update Airtable: Student Membership Closed.
End State:
Systems (WhiteFuse, Airtable, Mailchimp) are fully aligned. Graduation is recognised, invitation extended, and — where accepted — membership is activated seamlessly into the New Practitioner pathway.