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 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.
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== Overview ==
  
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== Quick Guide ==
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*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.)
  
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* Figure out what the new volunteer would like to do at Free Geek
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Volunteer intake is '''full of logistics'''.  
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* If they're interested in the Adoption Program:
 
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** 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
 
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** Enter their information into the database
 
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** Answer any lingering questions they have
 
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* If they're interested in the Build Program, do build intake:
 
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** Explain the program in depth using the packet
 
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** Do a quick hardware knowledge assessment if necessary
 
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** Get their info into the database
 
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** Sign them up for their first shift
 
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* If they want to do something outside of these programs or aren't sure what they want to do at Free Geek:
 
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** Enter their information into the database with the adopters
 
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** Funnel them into the appropriate channels
 
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* Thank them for coming as they leave.
 
  
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== Detailed Instructions ==
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Most people will expect this, but some may not. So:
  
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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.
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*Take your time.
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Figuring out what they'd like to do:
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*Explain yourself clearly.
 +
*Repeat information, to be sure it gets across.
 +
*Ask for help if you need it.
  
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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.
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Intake can take 45 minutes with lots of new volunteers.  
  
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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.
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Or you might be done in 5 minutes.  
  
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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.
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Plan on at least '''25 minutes.'''
  
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=== Adoption Program volunteer intake ===
 
  
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==== explain about waiting list ====
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== Choose a program ==
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Tell the volunteers they will be put on a waiting list.
 
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We'll call them in about 2 weeks to schedule their first shift.
 
  
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''Doesn't this vary on the number of volunteers we have available? Let's update this. --[[User:Halfasspete|Pete]] 22:25, 28 Dec 2005 (PST)''
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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.
  
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==== enter volunteers into database ====
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Generally, if a volunteer wants to:
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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.
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*'''Quickly''' earn a computer: [[Adoption Program]] (24 hours of work)
 +
*'''Learn''' about computers (and earn one too): [[Build]] Program (60-100 hours or more)
  
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* Sit down at a computer and open a browser to http://data.
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Now, you're ready for intake.
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* Click on "Front Desk" along the top bar.
 
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* Click on "Volunteers" a few inches down the side bar.
 
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* 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".
 
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* 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".
 
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* 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:
 
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** The "Wait" box up at the top must be checked
 
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** First and last name
 
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** ZIP code (we use ZIP info to guesstimate demographic info for grants)
 
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** Phone number
 
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**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.
 
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* 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.
 
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* Press "Save record". Hooray!
 
  
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==== Answer any additional questions ====
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*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.
  
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And be sure to say "thanks for coming!"
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*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.
  
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=== Build Program volunteer intake ===
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*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.
  
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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.
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== Database ==
  
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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).
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''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.''
  
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* Give each person a builder status sheet and build packet. They're in the green folder at the front desk.
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=== Open the Database to the Contact Manager ===
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* Explain the build packet to them, especially including:
 
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** Step by step, the flow of the build curriculum
 
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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.
 
  
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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.
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* 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.)
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* 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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* 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 [http://web.freegeek.org/deadtrees/adoptionpacket.ps 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.
  
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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
 
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** ZIP code
 
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** Phone number
 
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** 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.
 
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* 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.
  
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=== Intake for everyone else ===
+
== 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
  
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* Enter their information into the database when you're enter in the adopters. Just be sure to check the "Volunteer" box at the top.
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[[Category:Howto]]
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* Ask them what they're interested in doing, and have them talk to the proper person.
 
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** coding or network administration: Richard
 
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** teaching classes: Laurel (out of date?)
 
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** collab: Ron (out of date!!)
 
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** writing grants: Oso
 
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** unsure: Shawn during her volunteer intake time (it's on the staff schedule, usually right after the noon tour).
 

Latest revision as of 12:47, 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
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