Hardware Grants Instructor Checklist

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.