Volunteer Intake Howto

The purpose of volunteer intake is to figure out what new volunteers would like to do here, then enter their info into the database and tell them logistics that they need to know, or point them to the right person if it doesn't seem like they'd fit into a program.

Quick Guide

• Figure out what the new volunteer would like to do at Free Geek
• If they're interested in the Adoption Program:
  • Explain to them that they'll be put on a waiting list, and that we'll call them soon so they can start their volunteer hours
  • Enter their information into the database
  • Answer any lingering questions they have
• If they're interested in the Build Program, do build intake:
  • Explain the program in depth using the packet
  • Do a quick hardware knowledge assessment if necessary
  • Get their info into the database
  • Sign them up for their first shift
• If they want to do something outside of these programs or aren't sure what they want to do at Free Geek:
  • Enter their information into the database with the adopters
  • Funnel them into the appropriate channels
• Thank them for coming as they leave.

Detailed Instructions

Volunteer intake is full of logistics. Most people expect logistics when they sign up to volunteer for any organization, but some may not. For this reason, it's important to take your time, explain yourself clearly, repeat information if necessary, and ask for help if you're feeling overwhelmed. Intake can take up to 45 minutes when you have lots of new volunteers. It could also feasably take 5 minutes, but you should set aside at least 25 minutes for it. Figuring out what they'd like to do:

First, ask people individually what they'd like to do. Some people might say "I'd like to be in the Adoption Program." Or, they might say "I want to build a computer and take it home with me," but may assume that that means they should join the Adoption Program. Generally, if people want a computer quickly, they should go into the Adoption Program. If they want to learn to build computers and don't mind waiting the 60-100 hours it generally takes before completing the one they can take home, they should go into the Build Program.

It is possible to work through the Build Program and receiving a computer after 24 hours of work. These people should be recorded as "Wait" and "Build" in the database. They, and this is the same for everyone on the wait list, may come in and volunteer before being called off the list, but they shouldn't record their hours into the database until they've been called and invited in.

Alright, you know what program (or non-program) everyone is going into. Now, ask those interested in the Build Program if they would mind waiting. If the person at the front desk isn't too busy and is willing, he or she can do the Adoption intake and at least the data entry for general volunteers so you can move on to the builders.

Adoption Program volunteer intake

• First, explain to your new volunteers that we have a wait list that you'll be putting them on. We'll call them in about 2 weeks to schedule their first shift.

At this point, the person at the front desk may offer to help you out if he or she isn't too busy. If this is the case, say thank you! He or she will take it from there and you can move on to working with builders.

• Next, entering volunteers into the database:
  1. Sit down at a computer and open a browser to http://data.
  2. Click on "Front Desk" along the top bar.
  3. Click on "Volunteers" a few inches down the side bar.
  4. You'll arrive at the Contact Manager. This first screen is just a search screen so that we don't have more than one entry for each volunteer in the database. First, the pull down list at the top: are they someone who will be representing an organization or business in their dealings with Free Geek? If not, they're a Person. If they are (and this will not happen very often), they're an Organization. Then, fill in the person's first and last name and ZIP code, then press "search".
  5. If no names appear below your little green box, then you have a volunteer whose name is not yet in the database. Press "Create contact". If one or more names appear below the box, ask them if one of the listed names/contact infos is theirs. If it is, click the radio button by the name and press "Edit". If it isn't, press "Create contact".
  6. The next page you'll come to has an extended area for entering contact info. The parts of this screen that must be filled out for adopers:
  • • The "Wait" box up at the top must be checked
    • First and last name
    • ZIP code (we use ZIP info to guesstimate demographic info for grants)
    • Phone number
    • If they're an organization, fill in the organization field as well (the address and phone should also be the organization's). If they're already in the database, be sure the above fields are filled in and current.
  1. Ask them if they'd like to receive announcements and newsletters by mail, phone, and/or email (don't laugh - we may very well get organized enough one day to do these types of mass information-letting). If they don't, uncheck the appropriate boxes. That way, we'll only call them to get them off the wait list. If they want mail or email, be sure they fill in the appropriate fields.
  2. Press "Save record". Hooray!
• Answer any additional questions they may have, and tell them thanks for coming.

Build Program volunteer intake

There's a lot to build intake, and there are many ways to proceed. Below is what needs to be covered in a suggested progression. Feel free to add to it and change the order, but please be sure to cover all of it.

One thing that's good to emphasize while you do build intake is how much of a time commitment the program takes. We estimate that it takes 60-100 hours of volunteer time to work through the program and build 6 computers. We want people in the program that have an understanding of how much of a commitment this is and are comfortable with it and with volunteering frequently (people forget details easily if they don't come in at least every week or so).

• Give each person a builder status sheet and build packet. They're in the green folder at the front desk.
• Explain the build packet to them, especially including:
  • Step by step, the flow of the build curriculum
  • The last page, including where documentation lives, the build email list, and class and workshop times. Emphasize that those times don't apply to card/mobo sorting and system eval.

Encourage them to read the rest on their own time. There's lots of cool info in there! Also, be sure to solicit questions.

• Ask if anyone has hardware or Linux command line knowledge. If anyone says they do, they may be able to test out of card and motherboard sorting and/or the command line class. Take them to the card and mobo sorting room for a short knowledge assessment.

• Get everyone into the database (if you have more than one or two new volunteers, you may want to take them all back to the lab and have each person sit at their own computer and enter their own information). The crucial information to enter for builders:
  • Check the "Build" box at the top
  • ZIP code
  • Phone number
  • Email address
  • Be sure to ask if they'd like to receive announcements and newsletters by email, mail, and/or phone. If not, uncheck the appropriate boxes.
  • Also, be sure to note their new ID number on their builder status sheet.
• Fill out the rest of the builder status sheet (or have them do it). Be sure to sign them out of all the applicable steps.
• Have them file away their builder status sheet in the book at the front, and explain that they need to havesomeone sign them off on each step.
• Sign them up for their first shift on the clipboard. If they've tested out of card sorting or card and mobo sorting, be sure to take that into account.
• In the midst of all this intake, you may have realized that some people who are interested in the Build Program may not have quite the level of technical knowledge necessary. Can they use a keyboard and mouse? Are they relatively familiar with the browser fields and buttons? We encourage everyone to join the Build Program regardless of their computer experience, but sometimes it may be beneficial for a volunteer to work their way through the Adoption Program, receive a FreekBox, and practice using it a little before starting Build. If this is the case with someone, please pull them aside and tell them kindly.
• Any more questions?
• Hooray! They're in! Thank them for coming.

Intake for everyone else

• Enter their information into the database when you're enter in the adopters. Just be sure to check the "Volunteer" box at the top.
• Ask them what they're interested in doing, and have them talk to the proper person.
  • coding or network administration: Richard
  • teaching classes: Laurel (out of date?)
  • collab: Ron (out of date!!)
  • writing grants: Oso
  • unsure: Shawn during her volunteer intake time (it's on the staff schedule, usually right after the noon tour).