Difference between revisions of "Hardware Grants Instructor Checklist"

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{| class="wikitable" BORDER=1px CELLPADDING=5 CELLSPACING=0 width=100%  
 
{| class="wikitable" BORDER=1px CELLPADDING=5 CELLSPACING=0 width=100%  
 
|- style="background:black; color:white"
 
|- style="background:black; color:white"
−
!| Hardware Grants Opening Tasks
+
!| Hardware Grants Correspondence
 
!|  
 
!|  
 
|-  
 
|-  
−
|| Check e-mails. Move e-mails needing attention to todo box.||
+
|| 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.||
 
|| Review phone messages. Return calls, send messages to interns as needed.||
 
|-
 
|-
−
|| Review schedule for pick ups, intern hours, and appointments. ||
+
|| Check RT for tickets in "General Queue" which should be moved to "Hardware Grants"||
 
|-
 
|-
−
|| Make sure that gizmos for the day's pick ups are available. ||
+
|| 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.||
−
|-
 
−
|| Check laptop waitlist. Allocate new laptops and edit tickets to show available laptops. ||
 
−
|-
 
−
|| Check LCD waitlist. Edit tickets to show available LCDs.  ||
 
−
|-
 
−
|| Check Printer waitlist. Edit tickets to show available Printers. ||
 
−
|-
 
−
|| Check Mac waitlist. Edit tickets to show available Macs. ||
 
 
|-
 
|-
 
|}
 
|}
 
{| class="wikitable" BORDER=1px CELLPADDING=5 CELLSPACING=0 width=100%  
 
{| class="wikitable" BORDER=1px CELLPADDING=5 CELLSPACING=0 width=100%  
 
|- style="background:black; color:white"
 
|- style="background:black; color:white"
−
!| Morning Tasks
+
!| Hardware Grants Wait Lists
−
!| Initials
+
!|  
 
|-
 
|-
−
|| Complete old todos from clipboard. ||
+
|| Use wait list to allocate laptops.  Update wait list.  Update tickets in RT to reflect that laptops are ready. ||
 
|-
 
|-
−
|| Respond to e-mails in todo queue in gmail ||
+
|| Repeat for printers. ||
 
|-
 
|-
−
|| At '''6:30 pm''', use the telephone pager to announce that volunteers have '''15 minutes''' to come log their hours and that ''Free Geek is closing'' ||
+
|| Repeat for LCDs (if there is a wait list) ||
 
|-
 
|-
−
|| Sharpen the pencils and put pens, pencils, scissors, etc. back where they belong. ||  
+
|| Repeat for CRTs (if there is a wait list) ||
 
|-
 
|-
−
|| Take cups, plates, and food from front desk area to kitchen. ||
+
|| 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"
 +
!| Documentation
 
|-
 
|-
−
|| Put all binders back where they belong. ||
+
|| 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.
 
|-
 
|-
−
|| Turn off both computers. ||
+
|| Maintain [http://www.freegeek.org/grants Hardware Grants Web Page] and [http://www.freegeek.org/grants/apply Hardware Grants Application] in Wordpress
 
|-
 
|-
−
|| Wipe coffee table; '''rinse coffee pot''' ||
+
|| Print [[Resource Packet for Hardware Grants]], and [[Media:Class at Free Geek for Hardware Grants.odt| Classes at Free Geek for Hardware Grants Recipients]].
 
|-
 
|-
 
|}
 
|}
−
:Area Closer: ________________
 
−
 
  
 
{| class="wikitable" BORDER=1px CELLPADDING=5 CELLSPACING=0 width=100%  
 
{| class="wikitable" BORDER=1px CELLPADDING=5 CELLSPACING=0 width=100%  
 
|- style="background:black; color:white"
 
|- style="background:black; color:white"
−
!| Volunteer Desk Afternoon Tasks
+
!| Interns
−
!| Initials
+
!|
 +
|-
 +
|| Interview Interns w/ [[Hardware Grants Intern Questions]].  You do not need to ask all the questions.||
 +
|-
 +
|| Train interns with [[Template:Training Guide for Hardware Grants Internship]].  ||
 +
|-
 +
|| Update "Hardware Grants Team" poster with new intern pictures. ||
 +
|-
 +
|| Maintain the intern schedule on Google calendar.||
 
|-
 
|-
−
|| '''''Make reminder calls for System Evaluation.''''' ||
+
|| Be available for questions while interns are working.  Provide ongoing support to interns. ||
 
|-
 
|-
−
|| Check to see if there are any new phone messages; return (or forward) phone calls as necessary. ||
+
|| Foster continually-increasing independence and use of resources like the wiki.||
 
|-
 
|-
−
|| Check your email for "frontesk@" messages; please respond to the list when you have addressed the issue. ||
+
|| Hold formal check-ins with interns about their work and their ideas for Hardware Grants. ||
 
|-
 
|-
−
|| Check and add printer paper if needed. ||
+
|| Conduct exit interviews with interns who have completed their internships. ||
 
|-
 
|-
−
|| Make the afternoon batch of coffee (just do a half pot if it's a slow day). ||
+
|}
 +
 
 +
{| class="wikitable" BORDER=1px CELLPADDING=5 CELLSPACING=0 width=100%
 +
|- style="background:black; color:white"
 +
!| Checking the Grant Queues in RT
 +
!|
 +
|-
 +
|| 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 grant recipients in your own queue that need a reminder either to come pick up their stuff or to provide information so that their grant can be processed.  Sometimes e-mails we send through RT get routed to spam so if the grantee has ''never'' responded to an e-mail, make sure that you call them first before closing their ticket due to lack of response.
 +
|-
 +
|| Check the incoming grant queue for "special" grants: international grants, PPS schools, Oxford Houses, pass through grants, etc. Use the procedures outlined in [[How to approve/deny grants]] to address these grants or support an intern in following these procedures||
 +
|-
 +
|| 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.||
 
|-
 
|-
−
|| Check filing cabinet: print Volunteer Applications, Orientation Packets, and Group Volunteering forms as needed. ||
+
|}
 +
 
 +
{| class="wikitable" BORDER=1px CELLPADDING=5 CELLSPACING=0 width=100%
 +
|- style="background:black; color:white"
 +
!| PR and Volunteer Appreciation
 
|-
 
|-
−
|| Check filing cabinet: print Free Geek Brochures as needed. ||
+
|| 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.||  
 
|-
 
|-
−
|| Check filing cabinet: print Community Service info sheets and Volunteering for School Credit info sheets as needed. ||
+
|| 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.||
 
|-
 
|-
−
|| Check filing cabinet: print Adoption and Build Info Sheets as needed. ||
+
|| 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.||  
 
|-
 
|-
−
|| Check coffee supplies. Send an email to '''''Liane@freegeek.org''''' when our supplies are low - do not wait until we are out.  There is a lag time.  
+
|| 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.||
−
||
 
 
|-
 
|-
−
|| '''Tuesday afternoon:''' print '''[[Group volunteering | pre-assigned groups]]''' from the wiki. Pull one weeks' worth of blank adoption schedule from the bottom drawer of the filing cabinet, and use the print-out to block out groups and one-time volunteering groups before adding to the clipboard. ||  
+
|| 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]]. ||
 
|-
 
|-
−
|| '''Wednesday afternoon:''' print two weeks worth of schedule pages for: Pre-Build and Build. File them in the bottom drawer of the filing cabinet. ||
+
||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.
 
|-
 
|-
−
|| '''Thursday afternoon:''' print out enough Adoption Class pages (8) and Monthly Class pages for the next two weeks. ||
+
||Periodically find ways to reward Hardware Grants volunteers for their awesome work. ||
 
|-
 
|-
−
|| '''Friday afternoon:''' print two weeks worth of adoption schedule pages (legal-sized; kept in bottom drawer of the filing cabinet; use the manual feed tray on Volprint). Put the blank adoption schedule pages in the bottom drawer of the filing cabinet. ||
+
|| Continually work with the PR committee to integrate Grants into and improve our PR strategy. ||
 
|-
 
|-
 
|}
 
|}
  
  
−
 
+
[[Category: Hardware Grants]]
−
[[Category: Front Desk]]
 
−
[[Category: Volunteer Desk]]
 

Latest revision as of 11:36, 13 September 2011

Hardware Grants Correspondence
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.
Check RT for tickets in "General Queue" which should be moved to "Hardware Grants"
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.
Hardware Grants Wait Lists
Use wait list to allocate laptops. Update wait list. Update tickets in RT to reflect that laptops are ready.
Repeat for printers.
Repeat for LCDs (if there is a wait list)
Repeat for CRTs (if there is a wait list)
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.
Documentation
Maintain main Hardware Grants Wiki Page and all pages listed under "Pages related to hardware grants" found on main Hardware Grants wiki page.
Maintain Hardware Grants Web Page and Hardware Grants Application in Wordpress
Print Resource Packet for Hardware Grants, and Classes at Free Geek for Hardware Grants Recipients.
Interns
Interview Interns w/ Hardware Grants Intern Questions. You do not need to ask all the questions.
Train interns with Template:Training Guide for Hardware Grants Internship.
Update "Hardware Grants Team" poster with new intern pictures.
Maintain the intern schedule on Google calendar.
Be available for questions while interns are working. Provide ongoing support to interns.
Foster continually-increasing independence and use of resources like the wiki.
Hold formal check-ins with interns about their work and their ideas for Hardware Grants.
Conduct exit interviews with interns who have completed their internships.
Checking the Grant Queues in RT
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 grant recipients in your own queue that need a reminder either to come pick up their stuff or to provide information so that their grant can be processed. Sometimes e-mails we send through RT get routed to spam so if the grantee has never responded to an e-mail, make sure that you call them first before closing their ticket due to lack of response.
Check the incoming grant queue for "special" grants: international grants, PPS schools, Oxford Houses, pass through grants, etc. Use the procedures outlined in How to approve/deny grants to address these grants or support an intern in following these procedures
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.
PR and Volunteer Appreciation
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.
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.
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.
Periodically find ways to reward Hardware Grants volunteers for their awesome work.
Continually work with the PR committee to integrate Grants into and improve our PR strategy.
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