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.||
 
|-
 
|-
−
|| Complete old todos from clipboard. ||
+
|}
 +
{| class="wikitable" BORDER=1px CELLPADDING=5 CELLSPACING=0 width=100%
 +
|- style="background:black; color:white"
 +
!| Hardware Grants Wait Lists
 +
!|
 +
|-
 +
|| Use wait list to allocate laptops.  Update wait list.  Update tickets in RT to reflect that laptops are ready. ||
 
|-
 
|-
−
|| Check laptop waitlist. Allocate new laptops and edit tickets to show available laptops. ||
+
|| Repeat for printers. ||
 
|-
 
|-
−
|| Check LCD waitlist. Edit tickets to show available LCDs. ||
+
|| Repeat for LCDs (if there is a wait list) ||
 
|-
 
|-
−
|| Check Printer waitlist. Edit tickets to show available Printers. ||
+
|| Repeat for CRTs (if there is a wait list) ||
 
|-
 
|-
−
|| Check Mac waitlist. Edit tickets to show available Macs. ||
+
|| 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%  
 
{| class="wikitable" BORDER=1px CELLPADDING=5 CELLSPACING=0 width=100%  
 
|- style="background:black; color:white"
 
|- style="background:black; color:white"
−
!| Volunteer Desk Closing Tasks
+
!| Documentation
−
!| Initials
 
 
|-
 
|-
−
|| Put previous day's staff schedule (3-hole punch, 1st) into notebook ||
+
|| 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.
 
|-
 
|-
−
|| Put previous day's volunteer schedules (3-hole punch, 1st) into notebook ||
+
|| Maintain [http://www.freegeek.org/grants Hardware Grants Web Page] and [http://www.freegeek.org/grants/apply Hardware Grants Application] in Wordpress
 
|-
 
|-
−
|| 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''  ||
+
|| Print [[Resource Packet for Hardware Grants]], and [[Media:Class at Free Geek for Hardware Grants.odt| Classes at Free Geek for Hardware Grants Recipients]].
 
|-
 
|-
−
|| Sharpen the pencils and put pens, pencils, scissors, etc. back where they belong. ||  
+
|}
 +
 
 +
{| class="wikitable" BORDER=1px CELLPADDING=5 CELLSPACING=0 width=100%
 +
|- style="background:black; color:white"
 +
!| 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]]. ||
 
|-
 
|-
−
|| Take cups, plates, and food from front desk area to kitchen. ||
+
|| Update "Hardware Grants Team" poster with new intern pictures. ||
 
|-
 
|-
−
|| Put all binders back where they belong. ||  
+
|| Maintain the intern schedule on Google calendar.||
 
|-
 
|-
−
|| Turn off both computers. ||
+
|| Be available for questions while interns are working.  Provide ongoing support to interns. ||
 
|-
 
|-
−
|| Wipe coffee table; '''rinse coffee pot''' ||
+
|| 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. ||
 
|-
 
|-
 
|}
 
|}
−
:Area Closer: ________________
 
  
 +
{| 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.||
 +
|-
 +
|}
  
 
{| 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
+
!| PR and Volunteer Appreciation
−
!| Initials
 
−
|-
 
−
|| '''''Make reminder calls for System Evaluation.''''' ||
 
−
|-
 
−
|| Check to see if there are any new phone messages; return (or forward) phone calls as necessary. ||
 
−
|-
 
−
|| Check your email for "frontesk@" messages; please respond to the list when you have addressed the issue. ||
 
 
|-
 
|-
−
|| Check and add printer paper if 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.||  
 
|-
 
|-
−
|| Make the afternoon batch of coffee (just do a half pot if it's a slow day). ||
+
|| 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 Volunteer Applications, Orientation Packets, and Group Volunteering forms 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 filing cabinet: print Free Geek Brochures as needed. ||
+
|| 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.||
 
|-
 
|-
−
|| Check filing cabinet: print Community Service info sheets and Volunteering for School Credit info sheets as needed. ||
+
|| 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]]. ||
 
|-
 
|-
−
|| Check filing cabinet: print Adoption and Build Info Sheets as needed. ||
+
||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.
 
|-
 
|-
−
|| 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.  
+
||Periodically find ways to reward Hardware Grants volunteers for their awesome work. ||
−
||
 
 
|-
 
|-
−
|| '''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. ||
+
|| Continually work with the PR committee to integrate Grants into and improve our PR strategy. ||
−
|-
 
−
|| '''Wednesday afternoon:''' print two weeks worth of schedule pages for: Pre-Build and Build. File them in the bottom drawer of the filing cabinet. ||
 
−
|-
 
−
|| '''Thursday afternoon:''' print out enough Adoption Class pages (8) and Monthly Class pages for the next two weeks. ||
 
−
|-
 
−
|| '''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. ||
 
 
|-
 
|-
 
|}
 
|}
  
  
−
 
+
[[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.
Retrieved from "http://wiki.freegeek.org/index.php?title=Hardware_Grants_Instructor_Checklist&oldid=58403"