Difference between revisions of "Volunteer Intake Howto"

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{{Old howto move}}
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{{cleanup}}
  
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The purpose of volunteer intake is to:
+
== Overview ==
  
−
*'''determine''' the best program for the volunteer
+
*Help each volunteer '''choose''' a program. ([[Adoption]], [[Build]], maybe something else.)
−
*'''enter their info''' into the database
+
*'''Enter''' each volunteer's info into the database.
−
*tell them what '''logistics to expect'''
+
*Tell volunteers what '''logistics to expect'''
−
*point them to the right person if there's no obvious fit
+
*Point them to the right person (if no obvious match with Adoption or Build program.)
  
−
Volunteer intake is '''full of logistics'''. Most people will expect this, but some may not. So:
+
Volunteer intake is '''full of logistics'''.  
  
−
*take your time
+
Most people will expect this, but some may not. So:
−
*explain yourself clearly
 
−
*repeat information if necessary
 
−
*ask for help if you need it
 
  
−
Intake can take 45 minutes with lots of new volunteers. Or you might be done in 5 minutes. Plan on at least '''25 minutes.'''
+
*Take your time.
 +
*Explain yourself clearly.
 +
*Repeat information, to be sure it gets across.
 +
*Ask for help if you need it.
  
−
== determine the best program ==
+
Intake can take 45 minutes with lots of new volunteers.
  
−
Ask individuals what they want to do. Expect some confusion, even if the programs have already been explained on the tour; they're trying to take in lots of new information. Often, people think that the Adoption program is the only way to earn a PC.
+
Or you might be done in 5 minutes.
 +
 
 +
Plan on at least '''25 minutes.'''
 +
 
 +
 
 +
== Choose a program ==
 +
 
 +
Ask individuals what they want to do. Expect some confusion, even if the programs have already been explained on the tour; they're taking in lots of new information. Often, people think that the Adoption program is the only way to earn a PC.
  
 
Generally, if a volunteer wants to:
 
Generally, if a volunteer wants to:
−
*'''quickly''' earn a computer: [[Adoption Program]] (24 hours of work)
+
*'''Quickly''' earn a computer: [[Adoption Program]] (24 hours of work)
−
*'''learn''' about computers (and earn one too): [[Build]] Program (60-100 hours or more)
+
*'''Learn''' about computers (and earn one too): [[Build]] Program (60-100 hours or more)
  
 
Now, you're ready for intake.
 
Now, you're ready for intake.
−
*If you're doing this alone, the best order is: Adoption, Build, Unknown. Tell non-Adoption volunteers they'll need to wait a little while, and start with Adopters.
+
 
−
*If you have a big group, or are new to doing intake, see if the Front Desk person (or somebody else) is available to help. Let them handle the Adopters, and start right in with the Builders.
+
*First give paperwork (and a quick rundown) to Builders (see below.) That way, they can read it while you do contact manager entry for Adopters. Come back to Builders after doing data entry.
 +
 
 +
*If it's just you, the best order for contact entry is: Adoption, Build, Other. Tell Builders to look over their packets, and start entering Adopters.
 +
 
 +
*If you have a big group, or are new to doing intake, see if the Front Desk person (or somebody else) is available to help with contact entry for Adopters.
 +
 
 +
== Database ==
 +
 
 +
''NOTE: For a big group, ask if the Front Desk person is able to help. If so, you can enter data for Builders while they do Adopters. You may do entry at the Front Desk, or bring them to the classroom and help them enter their own data.''
 +
 
 +
=== Open the Database to the Contact Manager ===
 +
 
 +
* Open a browser (Firefox, Konqueror) to http://data (This page will open automatically if you first log on to the computer with no user name.)
 +
* Click '''Contacts''' along the right side bar
 +
* Click the '''Search''' box and then the '''Create a new contact''' box after it appears.
 +
 
 +
=== Haven't we met somewhere before? ===
 +
 
 +
:Search for the person's name:
 +
:''(NOTE: many people forget that they donated a PC a few years ago. Don't skip this step.)''
 +
 
 +
*Fill in '''first name, last name,''' and/or '''ZIP code'''. Press '''search'''.
 +
 
 +
:If a name (or names) appear below the little green box, ask if it's theirs.
 +
*'''If so''', click the radio button by the name and press '''Edit'''. Make sure all their info is current.
 +
*'''If not''', or if no names appear, press '''Create contact'''.
 +
 
 +
=== Contact Manager entry ===
 +
The following fields are essential.
 +
 
 +
* '''checkbox''': Adopters: '''Adopt''' and '''Volunteer'''; Builders: '''Build''' and '''Volunteer''' Grants '''Organization'''
 +
* '''First name, last name'''
 +
* '''ZIP code''' (used to estimate demographic info for grants)
 +
* '''Phone number'''
 +
* '''Emergency contact''' in the notes field
 +
* For '''Builders''': note their new ID number on their builder status sheet and initial that they are in the database.
 +
* Press '''Save record'''. Hooray!
 +
* Ask for additional questions.
 +
* Proceed to individual sections for Adoption, Build, or general volunteer intake.
  
 
== Adoption intake ==
 
== Adoption intake ==
  
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=== explain about waiting list ===
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* Give them an [http://web.freegeek.org/deadtrees/adoptionpacket.ps adoption packet] before they leave. (should be at front desk.)
−
Tell the volunteers they will be put on a waiting list.
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* Explain they'll likely want/need to take the [[FreekBox Adoption Class]] before receiving their computer.
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We'll call them in about 2 weeks to schedule their first shift.
+
* Explain that '''hours must be recorded''' at front desk after each shift.
 +
* Sign them up for their '''first shift!''' Clipboard at the front desk.
 +
* Thank them for their interest in Free Geek as they leave.
  
−
''Doesn't this vary, depending on current conditions? Let's update this. --[[User:Halfasspete|Pete]] 22:25, 28 Dec 2005 (PST)''
+
== Build intake ==
  
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=== enter volunteers into database ===
+
:There's a lot to build intake. Below is what must be covered. You can do more or change the order, but please be sure to cover it all.
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''NOTE: For a big group, ask if the Front Desk person is able to intake the Adopters. If so, thank them and move on to [[Volunteer Intake Howto#Build_intake|Build intake]].''
 
  
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* Sit down at a computer and open a browser to http://data.
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:Please emphasize to Builders how much of a time commitment is involved. We estimate 60-100 hours of volunteer time to work through the program and build 6 computers. They should also be prepared to '''come in frequently'''. (People forget details easily if they don't come in every week or so.)
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* Click '''Front Desk''' along the top bar
 
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* Click '''Volunteers''' on left side of the screen
 
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* You'll see the '''Contact Manager'''.
 
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**Search for the person's name (in case we already have a record for him/her.)
 
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***List at the top: do they represent an organization in their dealings with Free Geek? No: choose '''Person'''. Yes: choose '''Organization'''.
 
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***Fill in '''first name, last name, ZIP code'''. Press '''search'''.
 
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** If a name (or names) appear below the little green box, ask if it's theirs.
 
−
***'''If so''', click the radio button by the name and press '''Edit'''. Make sure all their info is current.
 
−
***'''If not''', or if no names appear, press '''Create contact'''.
 
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* '''contact info'''. These must be filled out for Adopters:
 
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** check the '''Wait''' box
 
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** '''First name, last name'''
 
−
** '''ZIP code''' (used to estimate demographic info for grants)
 
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** '''Phone number'''
 
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**For an organization, fill in that field as well (the address and phone should be for the organization.)
 
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* Ask them if they'd like to receive announcements and newsletters by '''mail, phone, email'''. Uncheck boxes accordingly. Remind them they will still be contacted about the wait list. For mail or email, be sure they filled in the appropriate fields.
 
−
* Press "Save record". Hooray!
 
  
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=== Answer any additional questions ===
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=== before contact entry ===
  
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And be sure to say "thanks for coming!"
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* Give out builder '''status sheets''' and build '''packets'''. (In the green folder at the front desk.)
 +
* Explain the build packet, noting:
 +
** Each step of the build program
 +
**Where documentation lives (packet, wiki)
 +
**Build '''email list'''
 +
**'''Schedules''' for: Card/Mobo Sorting, Eval, Command Line class, Build workshop
  
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== Build intake ==
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*Encourage them to read the rest on their own time. There's lots of cool info in there! Also, be sure to solicit questions.
 +
 
 +
*'''BREAK''' Enter contact info for all new volunteers, while Builders look over packets. Come back to this section after contact entry.
  
−
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.
+
=== After contact entry ===
  
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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).
+
* '''Testing Out:''' those with hardware or Linux command line knowledge may be able to test out of card and motherboard sorting and/or the command line class. If you have time, take them to the card and mobo sorting room for a short knowledge assessment. Guidelines are on the [[Testing Out]] wiki page.
  
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* Give each person a builder status sheet and build packet. They're in the green folder at the front desk.
+
* Fill out '''Builder status sheet''' (or have them do it.) If they tested out of anything, sign them out.
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* Explain the build packet to them, especially including:
+
* Have them '''file''' builder status sheets in the book, and explain that they need to have someone '''sign them off''' on each step.
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** Step by step, the flow of the build curriculum
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* Sign them up for their '''first shift''' (card/mobo sorting, or Eval 1 if they tested out) and/or command line class on the clipboard.
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** 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.
+
* Sign them up for Build email list (or they can do this later; instructions in Build packet.)
  
−
Encourage them to read the rest on their own time. There's lots of cool info in there! Also, be sure to solicit questions.
+
* In the midst of all this intake, you may notice 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? 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 necessary, please pull a volunteer aside and tell them kindly.
−
* 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. If you have time, take them to the card and mobo sorting room for a short knowledge assessment. Guidelines are at [[Testing Out]].
 
  
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* 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:
 
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** Check the "Build" box at the top
 
−
** ZIP code
 
−
** Phone number
 
−
** Email address
 
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**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.
 
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**Also, be sure to note their new ID number on their builder status sheet.
 
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* 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.
 
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* 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?
 
* Any more questions?
 
* Hooray! They're in! Thank them for coming.
 
* Hooray! They're in! Thank them for coming.
Line 93: Line 117:
 
== Intake for everyone else ==
 
== 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. Bring the volunteer to that person, or give them good instructions how and when to contect them. (The staff schedule on the web page, http://web.freegeek.org/staffsched is a good resource.) Thank the volunteer for coming!
−
* Ask them what they're interested in doing, and have them talk to the proper person.
+
* Coding or network administration: Richard or Martin
−
** coding or network administration: Richard
+
* Teaching classes: Michael, Liane, or Martin
−
** teaching classes: Laurel (out of date?)
+
* Server-class machines: Cliff
−
** collab: Ron (out of date!!)
+
* Printers: Forrest
−
** writing grants: Oso
+
* Writing grants (to get money for Free Geek): Ali
−
** unsure: Shawn (during her volunteer intake time. It's on the staff schedule, usually right after the noon tour.)
+
* Fulfilling Hardware Grants (to help non-profits): Dave, Martin,Richard or Elizabeth
 +
* Internships in general: Shawn
 +
* Unsure: Shawn
 +
 
 +
[[Category:Howto]]

Latest revision as of 13:47, 17 May 2013

This page or section appears to be out of date or otherwise inaccurate.
Please edit as seems necessary, removing the {{cleanup}} tag when you are through.


Overview

  • Help each volunteer choose a program. (Adoption, Build, maybe something else.)
  • Enter each volunteer's info into the database.
  • Tell volunteers what logistics to expect
  • Point them to the right person (if no obvious match with Adoption or Build program.)

Volunteer intake is full of logistics.

Most people will expect this, but some may not. So:

  • Take your time.
  • Explain yourself clearly.
  • Repeat information, to be sure it gets across.
  • Ask for help if you need it.

Intake can take 45 minutes with lots of new volunteers.

Or you might be done in 5 minutes.

Plan on at least 25 minutes.


Choose a program

Ask individuals what they want to do. Expect some confusion, even if the programs have already been explained on the tour; they're taking in lots of new information. Often, people think that the Adoption program is the only way to earn a PC.

Generally, if a volunteer wants to:

  • Quickly earn a computer: Adoption Program (24 hours of work)
  • Learn about computers (and earn one too): Build Program (60-100 hours or more)

Now, you're ready for intake.

  • First give paperwork (and a quick rundown) to Builders (see below.) That way, they can read it while you do contact manager entry for Adopters. Come back to Builders after doing data entry.
  • If it's just you, the best order for contact entry is: Adoption, Build, Other. Tell Builders to look over their packets, and start entering Adopters.
  • If you have a big group, or are new to doing intake, see if the Front Desk person (or somebody else) is available to help with contact entry for Adopters.

Database

NOTE: For a big group, ask if the Front Desk person is able to help. If so, you can enter data for Builders while they do Adopters. You may do entry at the Front Desk, or bring them to the classroom and help them enter their own data.

Open the Database to the Contact Manager

  • Open a browser (Firefox, Konqueror) to http://data (This page will open automatically if you first log on to the computer with no user name.)
  • Click Contacts along the right side bar
  • Click the Search box and then the Create a new contact box after it appears.

Haven't we met somewhere before?

Search for the person's name:
(NOTE: many people forget that they donated a PC a few years ago. Don't skip this step.)
  • Fill in first name, last name, and/or ZIP code. Press search.
If a name (or names) appear below the little green box, ask if it's theirs.
  • If so, click the radio button by the name and press Edit. Make sure all their info is current.
  • If not, or if no names appear, press Create contact.

Contact Manager entry

The following fields are essential.

  • checkbox: Adopters: Adopt and Volunteer; Builders: Build and Volunteer Grants Organization
  • First name, last name
  • ZIP code (used to estimate demographic info for grants)
  • Phone number
  • Emergency contact in the notes field
  • For Builders: note their new ID number on their builder status sheet and initial that they are in the database.
  • Press Save record. Hooray!
  • Ask for additional questions.
  • Proceed to individual sections for Adoption, Build, or general volunteer intake.

Adoption intake

  • Give them an adoption packet before they leave. (should be at front desk.)
  • Explain they'll likely want/need to take the FreekBox Adoption Class before receiving their computer.
  • Explain that hours must be recorded at front desk after each shift.
  • Sign them up for their first shift! Clipboard at the front desk.
  • Thank them for their interest in Free Geek as they leave.

Build intake

There's a lot to build intake. Below is what must be covered. You can do more or change the order, but please be sure to cover it all.
Please emphasize to Builders how much of a time commitment is involved. We estimate 60-100 hours of volunteer time to work through the program and build 6 computers. They should also be prepared to come in frequently. (People forget details easily if they don't come in every week or so.)

before contact entry

  • Give out builder status sheets and build packets. (In the green folder at the front desk.)
  • Explain the build packet, noting:
    • Each step of the build program
    • Where documentation lives (packet, wiki)
    • Build email list
    • Schedules for: Card/Mobo Sorting, Eval, Command Line class, Build workshop
  • Encourage them to read the rest on their own time. There's lots of cool info in there! Also, be sure to solicit questions.
  • BREAK Enter contact info for all new volunteers, while Builders look over packets. Come back to this section after contact entry.

After contact entry

  • Testing Out: those with hardware or Linux command line knowledge may be able to test out of card and motherboard sorting and/or the command line class. If you have time, take them to the card and mobo sorting room for a short knowledge assessment. Guidelines are on the Testing Out wiki page.
  • Fill out Builder status sheet (or have them do it.) If they tested out of anything, sign them out.
  • Have them file builder status sheets in the book, and explain that they need to have someone sign them off on each step.
  • Sign them up for their first shift (card/mobo sorting, or Eval 1 if they tested out) and/or command line class on the clipboard.
  • Sign them up for Build email list (or they can do this later; instructions in Build packet.)
  • In the midst of all this intake, you may notice 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? 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 necessary, please pull a volunteer aside and tell them kindly.
  • Any more questions?
  • Hooray! They're in! Thank them for coming.

Intake for everyone else

Ask them what they're interested in doing, and have them talk to the proper person. Bring the volunteer to that person, or give them good instructions how and when to contect them. (The staff schedule on the web page, http://web.freegeek.org/staffsched is a good resource.) Thank the volunteer for coming!

  • Coding or network administration: Richard or Martin
  • Teaching classes: Michael, Liane, or Martin
  • Server-class machines: Cliff
  • Printers: Forrest
  • Writing grants (to get money for Free Geek): Ali
  • Fulfilling Hardware Grants (to help non-profits): Dave, Martin,Richard or Elizabeth
  • Internships in general: Shawn
  • Unsure: Shawn
Retrieved from "http://wiki.freegeek.org/index.php?title=Volunteer_Intake_Howto&oldid=67494"