Difference between revisions of "Volunteer Desk Orientation"
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− | + | {{migrated}} | |
+ | [https://docs.google.com/document/d/19L-062CbbgOnFdXcgj-X1uXZx7IEarFRBU5Q20ERZYQ/edit?usp=sharing Link] | ||
==Checklist== | ==Checklist== | ||
− | When new | + | When a new Office Support Intern is accepted into the Free Geek [http://www.freegeek.org/volunteer/internships/ Internship] program, several training modules need to be covered. It is the Volunteer Coordinator's job to make certain new interns are trained. Some of the training can be done by other Free Geek employees or interns, but it's the Volunteer Coordinator's responsibility to make certain that it gets done and that a complete hard copy of this document exists in the new intern's file. |
− | |||
− | New Front Desk | + | New Front Desk Intern's Name: _______________________________ <br> |
− | + | ==Training Modules for Office Support Interns== | |
{| 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" | ||
− | !| | + | !| PRIOR TO FIRST DAY |
!| Date | !| Date | ||
− | |||
!| Staff Initials | !| Staff Initials | ||
|- | |- | ||
− | || | + | || Take Orientation tour || || |
|- | |- | ||
− | || | + | |} |
− | |- | + | |
− | || | + | |
+ | {| class="wikitable" BORDER=1px CELLPADDING=5 CELLSPACING=0 width=100% | ||
+ | |- style="background:black; color:white" | ||
+ | !| PAPERWORK | ||
+ | !| Date | ||
+ | !| Trainee Initials | ||
+ | !| Trainer Initials | ||
|- | |- | ||
− | || [[ | + | || '''''[[Volunteer Intern Contract]]''''': review, sign & file || || || |
|- | |- | ||
− | || | + | || '''''[http://wiki.freegeek.org/images/5/55/Conflict-of-interest-agreement.odt Conflict of Interest]''''': review, sign & file || || || |
|- | |- | ||
− | || | + | || '''''[[General Conduct Guidelines]]''''':review || || || |
|- | |- | ||
− | || | + | || '''''Arriving Late and Cancellations''''' / calling in sick: provide contact info || || || |
− | |||
− | |||
|- | |- | ||
|} | |} | ||
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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" | ||
− | !| | + | !| IT - PERMISSIONS & LOG-INS |
!| Date | !| Date | ||
!| Trainee Initials | !| Trainee Initials | ||
!| Trainer Initials | !| Trainer Initials | ||
|- | |- | ||
− | || | + | || Add to email list: frontdesk, (regulars?), (social?) || || || |
|- | |- | ||
− | || | + | || Checking "frontdesk@" e-mails: make calls/updates and respond to e-mails || || || |
|- | |- | ||
− | |||
− | |||
− | |||
− | |||
− | |||
− | |||
− | |||
|} | |} | ||
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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" | ||
− | !| | + | !| PROGRAM INFORMATION |
!| Date | !| Date | ||
− | !| | + | !| Trainee Initials |
− | !| | + | !| Trainer Initials |
|- | |- | ||
− | || | + | || Adoption vs. Build || || || |
|- | |- | ||
− | || | + | || Language, lingo, and jargon -- [[Volunteer Scheduling Keywords]] || || || |
|- | |- | ||
− | || | + | || The different areas within Adoption: Receiving, Recycling (Bench, Table), Printerland, Testing || || || |
|- | |- | ||
− | || | + | || The different areas within Build: Prebuild (Hardware ID, System Evaluation), Build/Assembly (Quality Control, Build Workshop), Post-Build (Laptops, Macintosh, Server Build, Advanced Testing) || || || |
|- | |- | ||
− | || | + | || The physical requirements of each volunteer area (standing vs. sitting, lifting, where we best accommodate different abilities, etc.) || || || |
|- | |- | ||
− | || | + | || Disbursement basics: how, when, and why disbursements happen || || || |
|- | |- | ||
+ | || The Tour (the first step for new volunteers): when, how long, etc || || || | ||
|} | |} | ||
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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" | ||
− | !| | + | !| USING THE DATABASE |
!| Date | !| Date | ||
!| Trainee Initials | !| Trainee Initials | ||
!| Trainer Initials | !| Trainer Initials | ||
|- | |- | ||
− | || | + | || Reviewing Volunteer Applications, entering new volunteer information || || || |
+ | |- | ||
+ | || Checking in volunteers || || || | ||
+ | |- | ||
+ | || Recording volunteer and intern hours (program/shift types, rounding to 0.25 hour) || || || | ||
+ | |- | ||
+ | || Recording hours for community service or school credit || || || | ||
+ | |- | ||
+ | || The difference between hours and points || || || | ||
|- | |- | ||
− | || | + | || Scheduling volunteers for shifts (future shifts, walk-ins, which shifts can be split, etc.) || || || |
+ | |- | ||
+ | || Refreshing the schedule frequently and not overwriting already-scheduled shifts || || || | ||
+ | |- | ||
+ | || Printing out volunteer hours || || || | ||
+ | |- | ||
+ | || Accessing the "call list" feature || || || | ||
+ | |- | ||
+ | || Emergency Info Request: enter ER contact, phone # & any allergies into database || || || | ||
+ | |- | ||
+ | || CLASSES: finding class information, scheduling volunteers for classes || || || | ||
+ | |- | ||
+ | || CLASSES: scheduling non-volunteers for classes || || || | ||
+ | |- | ||
+ | || INTERMEDIATE: merging duplicate records for a volunteer || || || | ||
+ | |- | ||
+ | || INTERMEDIATE: transferring/combining points for volunteers - all parties must be present || || || | ||
|- | |- | ||
|} | |} | ||
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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" | ||
− | !| | + | !| ANSWERING THE TELEPHONE |
!| Date | !| Date | ||
− | !| | + | !| Trainee Initials |
− | !| | + | !| Trainer Initials |
− | |||
− | |||
− | |||
− | |||
− | |||
− | |||
− | |||
− | |||
− | |||
− | |||
|- | |- | ||
− | || [[ | + | || '''''[[Answering the phone]]''''' || || || |
|- | |- | ||
− | || | + | || Using the telephone: Free Geek FAQ's || || || |
|- | |- | ||
− | || | + | || Using the telephone: how to transfer calls || || || |
|- | |- | ||
− | || | + | || Using the telephone: how to check voicemail; return calls, send email, enter cancellations as necessary || || || |
|- | |- | ||
− | || | + | || Paging: using the intercom on the telephone and awareness of areas that cannot hear the intercom || || || |
|- | |- | ||
− | || | + | || Making reminder calls: Prebuild (Hardware ID, System Evaluation) and classes || || || |
|- | |- | ||
|} | |} | ||
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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" | ||
− | !| | + | !| VOLUNTEER DESK DUTIES |
!| Date | !| Date | ||
!| Trainee Initials | !| Trainee Initials | ||
!| Trainer Initials | !| Trainer Initials | ||
+ | |- | ||
+ | || Review the Daily Checklist: '''''[[Volunteer Desk Checklist]]''''' || || || | ||
|- | |- | ||
|| Checking bags || || || | || Checking bags || || || | ||
|- | |- | ||
− | || | + | || When and how to write equipment passes || || || |
+ | |- | ||
+ | || Signing in non-volunteers || || || | ||
+ | |- | ||
+ | || Handing out program information (what's in the filing cabinet) || || || | ||
|- | |- | ||
− | || | + | || '''''[[Making coffee]]''''' || || || |
|- | |- | ||
− | || | + | || Putting in supply requests before supplies run out || || || |
|- | |- | ||
− | || | + | || Printing and restocking handouts and forms from '''''[[Dead Trees]]''''' || || || |
|- | |- | ||
− | || | + | || Writing reminder cards || || || |
|- | |- | ||
− | || | + | || Slow time tasks checklist || || || |
|- | |- | ||
− | || | + | || Keeping the front desk tidy || || || |
|- | |- | ||
− | || | + | || Recording your own hours as an intern || || || |
|- | |- | ||
|} | |} | ||
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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" | ||
− | !| | + | !| FREE GEEK POLICIES |
!| Date | !| Date | ||
!| Trainee Initials | !| Trainee Initials | ||
!| Trainer Initials | !| Trainer Initials | ||
|- | |- | ||
− | || | + | || When to ask staff for assistance || || || |
|- | |- | ||
− | || | + | || Breaks (how and when to take them) || || || |
|- | |- | ||
− | || | + | || '''''[[Bag Check Policy]]''''' || || || |
|- | |- | ||
− | || | + | || Signing Checks, Contracts, Invoices: don't do it! || || || |
|- | |- | ||
− | || | + | || Parking || || || |
|- | |- | ||
− | || | + | || '''''[[Netiquette at Free Geek]]''''' || || || |
|- | |- | ||
− | || | + | || Access to other volunteer information: using common sense, professionalism and discretion || || || |
|- | |- | ||
− | || | + | || '''''[[Safety]]''''' training || || || |
|- | |- | ||
|} | |} | ||
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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" | ||
− | !| | + | !| OTHER INFORMATION |
!| Date | !| Date | ||
!| Trainee Initials | !| Trainee Initials | ||
!| Trainer Initials | !| Trainer Initials | ||
|- | |- | ||
− | || | + | || Building walk around: layout and names for various areas + familiarization with core volunteers & staff || || || |
− | |||
− | |||
− | |||
− | |||
− | |||
− | |||
− | |||
− | |||
− | |||
− | |||
|- | |- | ||
− | || | + | || Behind the Volunteer Desk - review layout: bag check, files, cleaning supplies & tools || || || |
+ | |- | ||
+ | || Benefits of volunteering/interning: First Tech Credit Union, 20% store discount, participation in committees, access to library and computer lab, classes || || || | ||
|- | |- | ||
− | || | + | || Continued learning: taking classes and volunteering in other areas || || || |
|- | |- | ||
− | || | + | || Supply request: BEFORE running out, ask staff to request more || || || |
|- | |- | ||
|} | |} | ||
+ | [[Category:Volunteer Internships]] | ||
[[Category:Front Desk]] | [[Category:Front Desk]] | ||
− | [[Category: | + | [[Category:Training]] |
[[Category:Hiring]] | [[Category:Hiring]] | ||
[[Category:Howto]] | [[Category:Howto]] | ||
+ | [[Category:Volunteer Training]] |
Latest revision as of 12:42, 5 September 2014
This page has been migrated to a document on Free Geek's Google Drive. Information remaining behind may no longer be relevant. MIGRATOR: When you have tagged this page as migrated, (Link to new page immediately below.) |
Checklist
When a new Office Support Intern is accepted into the Free Geek Internship program, several training modules need to be covered. It is the Volunteer Coordinator's job to make certain new interns are trained. Some of the training can be done by other Free Geek employees or interns, but it's the Volunteer Coordinator's responsibility to make certain that it gets done and that a complete hard copy of this document exists in the new intern's file.
New Front Desk Intern's Name: _______________________________
Training Modules for Office Support Interns
PRIOR TO FIRST DAY | Date | Staff Initials |
---|---|---|
Take Orientation tour |
PAPERWORK | Date | Trainee Initials | Trainer Initials |
---|---|---|---|
Volunteer Intern Contract: review, sign & file | |||
Conflict of Interest: review, sign & file | |||
General Conduct Guidelines:review | |||
Arriving Late and Cancellations / calling in sick: provide contact info |
IT - PERMISSIONS & LOG-INS | Date | Trainee Initials | Trainer Initials |
---|---|---|---|
Add to email list: frontdesk, (regulars?), (social?) | |||
Checking "frontdesk@" e-mails: make calls/updates and respond to e-mails |
PROGRAM INFORMATION | Date | Trainee Initials | Trainer Initials |
---|---|---|---|
Adoption vs. Build | |||
Language, lingo, and jargon -- Volunteer Scheduling Keywords | |||
The different areas within Adoption: Receiving, Recycling (Bench, Table), Printerland, Testing | |||
The different areas within Build: Prebuild (Hardware ID, System Evaluation), Build/Assembly (Quality Control, Build Workshop), Post-Build (Laptops, Macintosh, Server Build, Advanced Testing) | |||
The physical requirements of each volunteer area (standing vs. sitting, lifting, where we best accommodate different abilities, etc.) | |||
Disbursement basics: how, when, and why disbursements happen | |||
The Tour (the first step for new volunteers): when, how long, etc |
USING THE DATABASE | Date | Trainee Initials | Trainer Initials |
---|---|---|---|
Reviewing Volunteer Applications, entering new volunteer information | |||
Checking in volunteers | |||
Recording volunteer and intern hours (program/shift types, rounding to 0.25 hour) | |||
Recording hours for community service or school credit | |||
The difference between hours and points | |||
Scheduling volunteers for shifts (future shifts, walk-ins, which shifts can be split, etc.) | |||
Refreshing the schedule frequently and not overwriting already-scheduled shifts | |||
Printing out volunteer hours | |||
Accessing the "call list" feature | |||
Emergency Info Request: enter ER contact, phone # & any allergies into database | |||
CLASSES: finding class information, scheduling volunteers for classes | |||
CLASSES: scheduling non-volunteers for classes | |||
INTERMEDIATE: merging duplicate records for a volunteer | |||
INTERMEDIATE: transferring/combining points for volunteers - all parties must be present |
ANSWERING THE TELEPHONE | Date | Trainee Initials | Trainer Initials |
---|---|---|---|
Answering the phone | |||
Using the telephone: Free Geek FAQ's | |||
Using the telephone: how to transfer calls | |||
Using the telephone: how to check voicemail; return calls, send email, enter cancellations as necessary | |||
Paging: using the intercom on the telephone and awareness of areas that cannot hear the intercom | |||
Making reminder calls: Prebuild (Hardware ID, System Evaluation) and classes |
VOLUNTEER DESK DUTIES | Date | Trainee Initials | Trainer Initials |
---|---|---|---|
Review the Daily Checklist: Volunteer Desk Checklist | |||
Checking bags | |||
When and how to write equipment passes | |||
Signing in non-volunteers | |||
Handing out program information (what's in the filing cabinet) | |||
Making coffee | |||
Putting in supply requests before supplies run out | |||
Printing and restocking handouts and forms from Dead Trees | |||
Writing reminder cards | |||
Slow time tasks checklist | |||
Keeping the front desk tidy | |||
Recording your own hours as an intern |
FREE GEEK POLICIES | Date | Trainee Initials | Trainer Initials |
---|---|---|---|
When to ask staff for assistance | |||
Breaks (how and when to take them) | |||
Bag Check Policy | |||
Signing Checks, Contracts, Invoices: don't do it! | |||
Parking | |||
Netiquette at Free Geek | |||
Access to other volunteer information: using common sense, professionalism and discretion | |||
Safety training |
OTHER INFORMATION | Date | Trainee Initials | Trainer Initials |
---|---|---|---|
Building walk around: layout and names for various areas + familiarization with core volunteers & staff | |||
Behind the Volunteer Desk - review layout: bag check, files, cleaning supplies & tools | |||
Benefits of volunteering/interning: First Tech Credit Union, 20% store discount, participation in committees, access to library and computer lab, classes | |||
Continued learning: taking classes and volunteering in other areas | |||
Supply request: BEFORE running out, ask staff to request more |