Hardware Grants Instructor Checklist - Revision history

Paulm at 18:36, 13 September 2011

2011-09-13T18:36:30Z

Elizabethwt at 00:45, 11 September 2011

2011-09-11T00:45:57Z

Elizabethwt at 00:37, 11 September 2011

2011-09-11T00:37:11Z

Elizabethwt at 23:59, 10 September 2011

2011-09-10T23:59:02Z

Elizabethwt at 00:12, 10 September 2011

2011-09-10T00:12:24Z

Elizabethwt at 22:47, 9 September 2011

2011-09-09T22:47:22Z

Elizabethwt at 22:39, 9 September 2011

2011-09-09T22:39:18Z

Elizabethwt at 00:21, 21 January 2011

2011-01-21T00:21:22Z

Elizabethwt at 02:00, 5 January 2011

2011-01-05T02:00:55Z

Elizabethwt at 21:02, 10 December 2010

2010-12-10T21:02:13Z

@@ Line 87: / Line 87: @@
 || Make a weekly (or bi-weekly) blog post featuring a grant recipient, preferably with a picture and a short blurb.  Also list out the other recipients of the previous week's grants (if they granted permission for us to use their name for PR purposes in their application) and hyperlink their name to their website if possible. E-mail a link to the post to the Institutional Outreach and Development Coordinator so it can be linked to Facebook.||
 |-
-|| Keep your eye out for photographable granting "moments" and seize them! (Getting a specified grant camera would probably be a good idea.) Get verbal permission to use the photographs on our website.||
+|| Keep your eye out for photographable granting "moments" and seize them! (Getting a specified grant camera would probably be a good idea.) Get them to sign Photographic Release form to use the photographs on our website.||
 |-
 || At the beginning of each month select a grant recipient to be profiled in the following month's newsletter.   Contact the recipient with the [[Interview Questions For Hardware Grants Recipients]] and solicit pictures of the computers in use, if possible.  Use the responses to the questionnaire to write the grant profile.  Send a draft to the grant recipient for approval.  E-mail the final draft and pictures to the PR mailing list, punkrock@lists.freegeek.org.||

@@ Line 4: / Line 4: @@
 !|
 |-
-|| Check e-mails. Reply to e-mails.  Every time a Hardware Grants ticket is updated in RT (except for when it is merged) you will receive an e-mail.||
+|| Check e-mails. Reply to e-mails.  The [[Hardware Grants Responses]] page is a good guide.  Every time a Hardware Grants ticket is updated in RT (except for when it is merged) you will receive an e-mail.||
 |-
 || Review phone messages. Return calls, send messages to interns as needed.||
@@ Line 10: / Line 10: @@
 || Check RT for tickets in "General Queue" which should be moved to "Hardware Grants"||
 |-
-|| Check RT for tickets in that someone else moved from the "General Queue" to the "Incoming Queue" (your e-mail will not alert you to these.||
+|| Check RT for tickets that someone else moved from the "General Queue" to the "Incoming Queue" (your e-mail will not alert you to these.||
 |-
 |}
@@ Line 37: / Line 37: @@
 || Maintain [http://www.freegeek.org/grants Hardware Grants Web Page] and [http://www.freegeek.org/grants/apply Hardware Grants Application] in Wordpress
 |-
-|| Print [[Resource Packets for Hardware Grants]], and [[Media:Class at Free Geek for Hardware Grants.odt| Classes at Free Geek for Hardware Grants Recipients]].
+|| Print [[Resource Packet for Hardware Grants]], and [[Media:Class at Free Geek for Hardware Grants.odt| Classes at Free Geek for Hardware Grants Recipients]].
 |-
 |}
@@ Line 81: / Line 81: @@
 {| class="wikitable" BORDER=1px CELLPADDING=5 CELLSPACING=0 width=100%
 |- style="background:black; color:white"
-!| PR
+!| PR and Volunteer Appreciation
 |-
-|| Collect thank you letters and pictures from grant recipients.  Update the Grant cork board periodically. ||
+|| Collect thank you letters and pictures from grant recipients.  Update the Grant cork board periodically. Put letters and pictures that you take down from or choose not to put up in the "Thank you" book.  It currently lives near the comment box in the library where it is widely ignored because people either don't know it's there or don't realize that it's awesome.||
 |-
 || Make a weekly (or bi-weekly) blog post featuring a grant recipient, preferably with a picture and a short blurb.  Also list out the other recipients of the previous week's grants (if they granted permission for us to use their name for PR purposes in their application) and hyperlink their name to their website if possible. E-mail a link to the post to the Institutional Outreach and Development Coordinator so it can be linked to Facebook.||
@@ Line 93: / Line 93: @@
 || At the beginning of each month, send out the Grant Three Month Check-In Survey to recipients who received grants three months ago.  Collect the responses from the previous month and put them into the response spreadsheet.  More detailed instructions can be found at [[Hardware Grants Summary]]. ||
 |-
-||
+||Periodically make signs featuring pictures and/or staggering grant factiods that can be posted in the different areas of the building to remind *all* volunteers of the impact that their work has on organizations in our community and beyond.
 |-
 |}

@@ Line 49: / Line 49: @@
 |-
 || Train interns with [[Template:Training Guide for Hardware Grants Internship]].  ||
 |-
 || Maintain the intern schedule on Google calendar.||
 |-
 || Be available for questions while interns are working.  Provide ongoing support to interns. ||
 |-
 || Hold formal check-ins with interns about their work and their ideas for Hardware Grants. ||
 |-
-|| Conduct exit interviews with interns who have completed their hours. ||
+|| Conduct exit interviews with interns who have completed their internships. ||
 |-
 |}
@@ Line 62: / Line 66: @@
 {| class="wikitable" BORDER=1px CELLPADDING=5 CELLSPACING=0 width=100%
 |- style="background:black; color:white"
-!| Checking the Grant Queues (the new Grants Queue and Volunteers' Queues)
+!| Checking the Grant Queues in RT
 !|
 |-
-|| Check for PPS Schools.  Before we can grant systems to PPS schools we need to check with Jed Gilchrist.||
+|| Go through your grant queue in RT once a week to make sure that there are no loose ends (things that you might have missed through e-mails).||
 |-
-|| Check for pass-throughs. These get deprioritized.||
+|| Provide the appropriate level of supervision for intern grant queues.  Some interns don't need you to go through their queues ever, as you see all of communication via the Hardware Grants tickets list.  For other interns it is helpful to check on whether they are following proper documentation and approval procedures and whether or not they have forgotten something.||
 |-
 |}
@@ Line 75: / Line 81: @@
 {| class="wikitable" BORDER=1px CELLPADDING=5 CELLSPACING=0 width=100%
 |- style="background:black; color:white"
-!| Closing Tasks
+!| PR
 |-
-|| Put pens, pencils, scissors, etc. back where they belong. ||
+|| Make a weekly (or bi-weekly) blog post featuring a grant recipient, preferably with a picture and a short blurb.  Also list out the other recipients of the previous week's grants (if they granted permission for us to use their name for PR purposes in their application) and hyperlink their name to their website if possible. E-mail a link to the post to the Institutional Outreach and Development Coordinator so it can be linked to Facebook.||
 |-
-|| Take cups, plates, and food from Monkeyhouse to kitchen. ||
+|| Keep your eye out for photographable granting "moments" and seize them! (Getting a specified grant camera would probably be a good idea.) Get verbal permission to use the photographs on our website.||
 |-
-|| Put all clipboards back where they belong. ||
+|| At the beginning of each month select a grant recipient to be profiled in the following month's newsletter.   Contact the recipient with the [[Interview Questions For Hardware Grants Recipients]] and solicit pictures of the computers in use, if possible.  Use the responses to the questionnaire to write the grant profile.  Send a draft to the grant recipient for approval.  E-mail the final draft and pictures to the PR mailing list, punkrock@lists.freegeek.org.||
 |-
-|| Turn off both computers. ||
+|| At the beginning of each month, send out the Grant Three Month Check-In Survey to recipients who received grants three months ago.  Collect the responses from the previous month and put them into the response spreadsheet.  More detailed instructions can be found at [[Hardware Grants Summary]]. ||
 |-
-|| Crumb check! ||
+||
 |-
 |}

@@ Line 17: / Line 17: @@
 !| Hardware Grants Wait Lists
 !|
 || Use wait list to allocate laptops.  Update wait list.  Update tickets in RT to reflect that laptops are ready. ||
 |-
@@ Line 42: / Line 43: @@
 {| class="wikitable" BORDER=1px CELLPADDING=5 CELLSPACING=0 width=100%
 |- style="background:black; color:white"
-!| Afternoon Tasks
+!| Interns
 !|
 |-
-|| Triage e-mails at 3:00pm. ||
+|| Interview Interns w/ [[Hardware Grants Intern Questions]].  You do not need to ask all the questions.||
 |-
-||Run through all of the grants in your own queue.  Make sure that none have been left
+|| Train interns with [[Template:Training Guide for Hardware Grants Internship]].  ||
 |-
-|| '''Tuesday afternoon:''' Check Tom's grants. ||
+|| Maintain the intern schedule on Google calendar.||
 |-
-|| '''Tuesday afternoon:''' Check Tony's grants. ||
+|| Be available for questions while interns are working.  Provide ongoing support to interns. ||
 |-
-|| '''Thursday afternoon:''' Check Nate's grants. ||
+|| Hold formal check-ins with interns about their work and their ideas for Hardware Grants. ||
 |-
-|| '''Friday afternoon:''' Check Jeff's grants. ||
+|| Conduct exit interviews with interns who have completed their hours. ||
 |-
 |}

@@ Line 4: / Line 4: @@
 !|
 |-
-|| Check e-mails. Reply to e-mails.||
+|| Check e-mails. Reply to e-mails.  Every time a Hardware Grants ticket is updated in RT (except for when it is merged) you will receive an e-mail.||
 |-
 || Review phone messages. Return calls, send messages to interns as needed.||
@@ Line 10: / Line 10: @@
 || Check RT for tickets in "General Queue" which should be moved to "Hardware Grants"||
 |-
-|| Check RT for tickets in "General Queue" which should be moved to "Hardware Grants"||
+|| Check RT for tickets in that someone else moved from the "General Queue" to the "Incoming Queue" (your e-mail will not alert you to these.||
 |-
 |}
 {| class="wikitable" BORDER=1px CELLPADDING=5 CELLSPACING=0 width=100%
 |- style="background:black; color:white"
-!| Hardware Grants Correspondence
+!| Hardware Grants Wait Lists
 !|
-|| *Make sure that gizmos for the day's pick ups are available. ||
+|| Use wait list to allocate laptops.  Update wait list.  Update tickets in RT to reflect that laptops are ready. ||
 |-
-|| *Add to and check LCD waitlist. Edit tickets to show available LCDs.  ||
+|| Repeat for printers. ||
 |-
-|| *Add to and check Printer waitlist. Edit tickets to show available Printers. ||
+|| Repeat for LCDs (if there is a wait list)  ||
 |-
-|| *Add to and check Mac waitlist. Edit tickets to show available Macs. ||
+|| Repeat for CRTs (if there is a wait list) ||
 |-
-|| * '''On Wednesday morning only,''' add to and check the CRT waitlist. Edit tickets to show available CRTs. ||
+|| Every so often check the A/V wait list and the unicorn wait list.  A/V should let you know if they have something for one of their grants. ||
 |-
 |}
 {| class="wikitable" BORDER=1px CELLPADDING=5 CELLSPACING=0 width=100%
 |- style="background:black; color:white"
-!| Morning Tasks
+!| Documentation
 |-
-|| Complete old todos from clipboard. ||
+|| Maintain [[Hardware Grants|main Hardware Grants Wiki Page]] and all pages listed under "Pages related to hardware grants" found on main Hardware Grants wiki page.
 |-
-|| Respond to e-mails in todo queue in gmail ||
+|| Maintain [http://www.freegeek.org/grants Hardware Grants Web Page] and [http://www.freegeek.org/grants/apply Hardware Grants Application] in Wordpress
 |-
-|| Print out more Disbursement Checklist, Resource Packets for Grants, and New To Ubuntu handouts if necessary. ||
+|| Print [[Resource Packets for Hardware Grants]], and [[Media:Class at Free Geek for Hardware Grants.odt| Classes at Free Geek for Hardware Grants Recipients]].
 |-
 |}

@@ Line 12: / Line 12: @@
 || '''Make the morning rounds (see below).''' ||
 |-
-|| Make sure that gizmos for the day's pick ups are available. ||
+|| *Make sure that gizmos for the day's pick ups are available. ||
 |-
-|| Add to and check laptop waitlist. Allocate new laptops Edit tickets to show available laptops. ||
+|| *Add to and check laptop waitlist. Allocate new laptops Edit tickets to show available laptops. ||
 |-
-|| Add to and check LCD waitlist. Edit tickets to show available LCDs.  ||
+|| *Add to and check LCD waitlist. Edit tickets to show available LCDs.  ||
 |-
-|| Add to and check Printer waitlist. Edit tickets to show available Printers. ||
+|| *Add to and check Printer waitlist. Edit tickets to show available Printers. ||
 |-
-|| Add to and check Mac waitlist. Edit tickets to show available Macs. ||
+|| *Add to and check Mac waitlist. Edit tickets to show available Macs. ||
 |-
-|| Add to and check the CRT waitlist. Edit tickets to show available CRTs. ||
+|| *Add to and check the CRT waitlist. Edit tickets to show available CRTs. ||
 |-
 |}
@@ Line 34: / Line 34: @@
 |-
 || Print out more Disbursement Checklist, Resource Packets for Grants, and New To Ubuntu handouts if necessary. ||
 |-
 |}
 {| class="wikitable" BORDER=1px CELLPADDING=5 CELLSPACING=0 width=100%
@@ Line 63: / Line 51: @@
 |-
 || Check the internship queue to see if there are any potential hardware grants interns to contact. ||
 |-
 || '''Tuesday afternoon:''' Check Tom's grants. ||
 |-
 || '''Tuesday afternoon:''' Check Tony's grants. ||
 |-
 || '''Friday afternoon:''' Check Jeff's grants. ||
 |-
 |}
@@ Line 93: / Line 70: @@
 || Check for pass-throughs. These get deprioritized.||
 |-
-|| Check for 'dead' grants--grants where no one has responded for a month or so. ||
+|| Check for dead grants--grants that no one has responded to in a month or so.||
 |-
-|| Make sure that gizmos for the day's pick ups are available. ||
+|| Put pens, pencils, scissors, etc. back where they belong. ||
 |-
-|| Check laptop waitlist. Allocate new laptops and edit tickets to show available laptops. ||
+|| Take cups, plates, and food from Monkeyhouse to kitchen. ||
 |-
-|| Check LCD waitlist. Edit tickets to show available LCDs.  ||
+|| Put all clipboards back where they belong. ||
 |-
-|| Check Printer waitlist. Edit tickets to show available Printers. ||
+|| Turn off both computers. ||
 |-
-|| Check Mac waitlist. Edit tickets to show available Macs. ||
+|| Crumb check! ||
 |-
 |}