Difference between revisions of "Hardware Grants"

Revision as of 16:37, 16 May 2012

Free Geek has a hardware grants program in which we give hardware to community service/change organizations who request it. Our emphasis is on computers, but we are able to grant out many other things as well. Hardware grants is overseen by VETS.

The Hardware Grants Process (from request to resolution)

Incoming requests

Grant request comes in to RT (or ToDo) - Here's a convenient list of current unclaimed Hardware Grants, oldest first.
- Grant look too complicated? Leave it in the queue for another intern or the Hardware Grants Coordinator. Otherwise, click "Take" under the ticket title and it's yours.
Determine if grantees are eligible using the How to approve/deny grants page.
- Use the "Comment link" to input non-profit status into RT after checking Business registrars, Melissa Data or the IRS website, if appropriate.
- Determine if requester is an approved contact by checking email address, publicly-available information or personal contact with organization.
Determine if we are able to grant out the requested items by using the Hardware Grants What We Can Give Out List.
If request is simple and fulfillable, update Custom Fields inputs including GrantStatus, FG-PDX_Elegibility and GizmosToBeGranted.
- If you require further information (on the items requested, status of the organization or grant contact), choose "NeedsClarification" in Custom Fields>GrantsStatus.
  - Only input items in the GizmosToBeGranted field if the grant is approved.
Click "Reply" in the original application and use Hardware Grants Responses to generate an appropriate response.
- If conversation occurs via email (outside of RT), input any valid details in RT.
Input any waitlisted items on the Hardware Grants Wait Lists.
- Your RT ticket will be updated when waitlisted items are available.

After clarification and approval

Confirm pickup appointment during scheduled shift or in cooperation with another HG team member.
- Copy RT title (including number) and input pickup date/time in HG Google Calendar.
When they come in to pickup the item, follow the How To Disburse A Grant guide.
- You must:
  - Get the name of the person picking up materials;
  - Take all paper PRINTMEs on systems;
  - Check the covered/uncovered status of monitors.
- Consider asking them to take a picture with their granted hardware in front of Free Geek or the painting in front of the Monkey House.
After disbursement, ensure you:
- Update the Custom Fields inputs in RT;
- Indicate what you disbursed and to whom in RT;
- Input disbursement information in the database.
  - If the contact doesn't currently exist in the system, create a new contact. Check the "organization" box and ensure you put in the correct address.
  - If you disburse multiple systems, separate them into "covered" and "uncovered" piles for correct data entry. Essential
  - If you disburse monitors, ensure you input the correct "covered" status. Essential
Click "Resolve" if you have successfully fulfilled their grant request.
High-five anyone in the Monkey House for a job well done (or pat yourself on the back) and continue on to the next HG request.

Pages related to hardware grants

**Unclaimed grant requests**

http://www.freegeek.org/grants/: Hardware Grants page on website, including application

How to approve/deny grants
How To Disburse A Grant
Hardware Grants Responses: Cut-and-paste responses for requesters

What We Can Grant Master List: Comprehensive list of what we can (and can't) grant out
Hardware Grants Wait Lists
Build Specs

Business registrars (OR or WA): For verifying non-profit status
Federal Exempt Organizations Select Check: To check status at a federal level
Melissa Data: Another non-profit lookup

Resource Packet For Grants - now named Using your Free Geek computer!: Given to requesters who get systems

Hardware Grants Summary
Hardware Grants Volunteer Intern: Job description
Training Guide for HG Internship: Checklist for beginning volunteers/interns
Using RT for Hardware Grants

@@ Line 1: / Line 1: @@
-Free Geek has a hardware grants program in which we give hardware to organizations who request it. Our emphasis is on computers, but we are able to grant out other things as well. Hardware grants is overseen by Administrative Services.
+__NOTOC__
+Free Geek has a hardware grants program in which we give hardware to community service/change organizations who request it. Our emphasis is on computers, but we are able to grant out many other things as well. Hardware grants is overseen by VETS.
 {|cellspacing="1px" style="background-color:#f8fcff"
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-==Who receives hardware grants?==
+==The Hardware Grants Process (from request to resolution)==
-===Eligible===
+===Incoming requests===
-* Non-profit organizations
+# Grant request comes in to [http://todo.freegeek.org/ RT (or ToDo)] - Here's a convenient list of [http://todo.freegeek.org/Search/Results.html?Format='%3Ca%20href%3D%22%2FTicket%2FDisplay.html%3Fid%3D__id__%22%3E__id__%3C%2Fa%3E%2FTITLE%3A%23'%2C%0A'%3Ca%20href%3D%22%2FTicket%2FDisplay.html%3Fid%3D__id__%22%3E__Subject__%3C%2Fa%3E%2FTITLE%3ASubject'%2C%0A'__QueueName__'%2C%0A'__ExtendedStatus__'%2C%0A'__CreatedRelative__'%2C%0A'%3Ca%20href%3D%22%2FTicket%2FDisplay.html%3FAction%3DTake%26amp%3Bid%3D__id__%22%3ETake%3C%2Fa%3E%2FTITLE%3A%26nbsp%3B%20'&Order=ASC&OrderBy=Created&Page=1&Query=%20Owner%20%3D%20'Nobody'%20AND%20%20(%20%20Status%20%3D%20'new'%20OR%20Status%20%3D%20'open'%20)%20AND%20Queue%20%3D%20'HardwareGrants'&Rows=50 current unclaimed Hardware Grants, oldest first].
-* Schools
+#* Grant look too complicated?  Leave it in the queue for another intern or the Hardware Grants Coordinator.  Otherwise, click "Take" under the ticket title and it's yours.
-* Churches
+# Determine if grantees are eligible using the [[How to approve/deny grants]] page.
-* Community centers
+#* Use the "Comment link" to input non-profit status into RT after checking [[Business registrars]], [http://www.melissadata.com/lookups/index.htm Melissa Data] or the [http://www.irs.gov/app/pub-78/ IRS website], if appropriate.
-* Social change organizations
+#* Determine if requester is an approved contact by checking email address, publicly-available information or personal contact with organization.
-* Worker collectives
+# Determine if we are able to grant out the requested items by using the [[Hardware Grants What We Can Give Out List]].
+# If request is simple and fulfillable, update Custom Fields inputs including GrantStatus, FG-PDX_Elegibility and GizmosToBeGranted.
+#* If you require further information (on the items requested, status of the organization or grant contact), choose "NeedsClarification" in Custom Fields>GrantsStatus.
+#** Only input items in the GizmosToBeGranted field if the grant is approved.
+# Click "Reply" in the original application and use [[Hardware Grants Responses]] to generate an appropriate response.
+#* If conversation occurs via email (outside of RT), input any valid details in RT.
+# Input any waitlisted items on the [[Hardware Grants Wait Lists]].
+#* Your RT ticket will be updated when waitlisted items are available.
+===After clarification and approval===
+# Confirm pickup appointment during scheduled shift or in cooperation with another HG team member.
+#* Copy RT title (including number) and input pickup date/time in [https://www.google.com/calendar/embed?src=ll168df2r78om6th64asekaqkk%40group.calendar.google.com&ctz=America/Los_Angeles HG Google Calendar].
+# When they come in to pickup the item, follow the [[How To Disburse A Grant]] guide.
+#* You '''must''':
+#** Get the name of the person picking up materials;
+#** Take all paper PRINTMEs on systems;
+#** Check the covered/uncovered status of monitors.
+#* Consider asking them to take a picture with their granted hardware in front of Free Geek or the painting in front of the Monkey House.
+# After disbursement, ensure you:
+#* Update the Custom Fields inputs in RT;
+#* Indicate what you disbursed and to whom in RT;
+#* Input disbursement information in the [http://data/ database].
+#** If the contact doesn't currently exist in the system, create a new contact.  Check the "organization" box and ensure you put in the correct address.
+#** If you disburse multiple systems, separate them into "covered" and "uncovered" piles for correct data entry. '''Essential'''
+#** If you disburse monitors, ensure you input the correct "covered" status. '''Essential'''
+# Click "Resolve" if you have successfully fulfilled their grant request.
+# High-five anyone in the Monkey House for a job well done (or pat yourself on the back) and continue on to the next HG request.
-===Ineligible===
-* For-profit organizations that are not on the above list
-* Partisan organizations ''e.g. 501(c)4, partisan''
-: Granting to partisan organizations would unduly compromise our 501(c)3 status.
-* Individuals
-: Free Geek prefers that individuals volunteer to earn a computer so we can have them involved in our community and so they can learn how to use their computer through the [[Build | build program]] or adoption class. We de-prioritized pass-through grants (where an organization requests computers to give to clients) because of the technical support issues involved with providing people computers without training.
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@@ Line 62: / Line 84: @@
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-| width="100%" style="border: 1px solid #6688AA; background-color:#FFFFFF; padding:1em;" valign="top"|
-==What we grant out==
-This is a short list of what we can and can't grant out.  For the full version see [[Hardware Grants What We Can Give Out List]].
-===YES!===
-* Freekboxen
-* PS2 Keyboards
-* PS2 Mice
-* Regular routers
-* Some RAM
-* Some Network Devices
-=== YES! But there may be a wait===
-* LCD Monitors <strike>(5 per 90 days))</strike>
-* CRT Monitors - supplies may be limited
-* Laptops - 3 per 90 days
-**Because the laptop wait list is so long right now (it generally takes 2.5-3.0 months to get a laptop), we are starting the 3 month period at the time the initial request was made.  So, an organization can request laptops, and three months after that request has been made, the organization can then be added to the laptop wait list again.
-* Printers
-* Some Mac systems
-* Cameras
-* Multi-processor servers
-===MAYBE===
-* FG-PDX systems (Only schools and organizations within the Portland city limits.)
-* Headphones
-===NO===
-* Projectors
-* Most speakers
-* Long network cables
-* Wireless cards
-* SATA Hard Drives
-* Multi-core servers
-* External hard drives
-* Wireless Routers
-* Mac Laptops
-==Does the organization's location matter?==
-Yes and no.  We simply don't have the means to ship the types of hardware typically requested in grants, so we are limited to providing hardware grants to organizations that are able to pick up grants from us. However, we are more than willing to provide hardware to organizations in any location of the world as long as they can provide a local contact that can pick up hardware from us and handle the rest.
-==How are grants approved/denied?==
-In general, if an organization does not fit into one of the types listed above (e.g. an average for-profit business), its grant request will be denied. However, sometimes we receive grant requests from qualifying organizations that ask for more than we can provide in a given month, or have a need on an ongoing basis. In that case, it is necessary to contact the requester to discuss the details of the request and bring down the amount of requested hardware to a reasonable level.
-Hardware grants volunteers, interns, and Free Geek staff members work together to approve and deny grants. One "grant shepherd" is responsible for contacting and disbursing equipment to each organization.
-==The Hardware Grants Process according to Darren (as I see it)==
-===Incoming requests===
-# Grant request comes in to [http://todo.freegeek.org/ RT (or ToDo)] - Here's a convenient list of [http://todo.freegeek.org/Search/Results.html?Order=DESC%7CASC%7CASC%7CASC&Query=%20Owner%20%3D%20%27Nobody%27%20AND%20%20(%20%20Status%20%3D%20%27new%27%20OR%20Status%20%3D%20%27open%27%20)%20AND%20Queue%20%3D%20%27HardwareGrants%27&Rows=50&OrderBy=Created%7C%7C%7C&Page=1&Format=%27%3Ca%20href%3D%22%2FTicket%2FDisplay.html%3Fid%3D__id__%22%3E__id__%3C%2Fa%3E%2FTITLE%3A%23%27%2C%0A%27%3Ca%20href%3D%22%2FTicket%2FDisplay.html%3Fid%3D__id__%22%3E__Subject__%3C%2Fa%3E%2FTITLE%3ASubject%27%2C%0A%27__QueueName__%27%2C%0A%27__ExtendedStatus__%27%2C%0A%27__CreatedRelative__%27%2C%0A%27%3Ca%20href%3D%22%2FTicket%2FDisplay.html%3FAction%3DTake%26amp%3Bid%3D__id__%22%3ETake%3C%2Fa%3E%2FTITLE%3A%26nbsp%3B%20%27 current unclaimed Hardware Grants]
-#* Grant look too complicated?  Leave it in the queue for another intern or the Hardware Grants Coordinator.  Otherwise, click "Take" under the ticket title and it's yours.
-# Determine if grantees are eligible using the [[How to approve/deny grants]] page.
-#* Use the "Comment link" to input non-profit status into RT after checking [[Business registrars]], [http://www.melissadata.com/lookups/index.htm Melissa Data] or the [http://www.irs.gov/app/pub-78/ IRS website], if appropriate.
-#* Determine if requester is an approved contact by checking email address, publicly-available information or personal contact with organization.
-# Determine if we are able to grant out the requested items by using the [[Hardware Grants What We Can Give Out List]].
-# If request is simple and fulfillable, update Custom Fields inputs including GrantStatus, FG-PDX_Elegibility and GizmosToBeGranted.
-#* If you require further information (on the items requested, status of the organization or grant contact), choose "NeedsClarification" in Custom Fields>GrantsStatus.
-#** Only input items in the GizmosToBeGranted field if the grant is approved.
-# Click "Reply" in the original application and use [[Hardware Grants Responses]] to generate an appropriate response.
-#* If conversation occurs via email (outside of RT), input any valid details in RT.
-# Input any waitlisted items on the [[Hardware Grants Wait Lists]].
-#* Your RT ticket will be updated when waitlisted items are available.
-===After clarification and approval===
-# Confirm pickup appointment during scheduled shift or in cooperation with another HG team member.
-#* Copy RT title (including number) and input pickup date/time in [https://www.google.com/calendar/embed?src=ll168df2r78om6th64asekaqkk%40group.calendar.google.com&ctz=America/Los_Angeles HG Google Calendar].
-# When they come in to pickup the item, follow the [[How To Disburse A Grant]] guide.
-#* You '''must''':
-#** Get the name of the person picking up materials;
-#** Take all paper PRINTMEs on systems;
-#** Check the covered/uncovered status of monitors.
-#* Consider asking them to take a picture with their granted hardware in front of Free Geek or the painting in front of the Monkey House.
-# After disbursement, ensure you:
-#* Update the Custom Fields inputs in RT;
-#* Indicate what you disbursed and to whom in RT;
-#* Input disbursement information in the [http://data/ database].
-#** If the contact doesn't currently exist in the system, create a new contact.  Check the "organization" box and ensure you put in the correct address.
-#** If you disburse multiple systems, separate them into "covered" and "uncovered" piles for correct data entry. '''Essential'''
-#** If you disburse monitors, ensure you input the correct "covered" status. '''Essential'''
-# Click "Resolve" if you have successfully fulfilled their grant request.
-# High-five anyone in the Monkey House for a job well done (or pat yourself on the back) and continue on to the next HG request.
 |}