Volunteer Intake Howto

The purpose of volunteer intake is to:

• determine what program new volunteers want to enter
• enter their info into the database
• tell them what logistics to expect

• point them to the right person if there's no obvious fit

Quick Guide

• Figure out what the new volunteer would like to do at Free Geek
• If they're interested in the Adoption Program:
  • 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
  • Enter their information into the database
  • Answer any lingering questions they have
• If they're interested in the Build Program, do build intake:
  • Explain the program in depth using the packet
  • Do a quick hardware knowledge assessment if necessary
  • Get their info into the database
  • Sign them up for their first shift
• If they want to do something outside of these programs or aren't sure what they want to do at Free Geek:
  • Enter their information into the database with the adopters
  • Funnel them into the appropriate channels
• Thank them for coming as they leave.

Detailed Instructions

Volunteer intake is full of logistics. Most people expect logistics when they sign up to volunteer for any organization, but some may not. So:

• take your time
• explain yourself clearly
• repeat information if necessary
• 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.

determine the best program

Ask individuals what they want to do. Expect some confusion, even if the programs have already been explained on the tour; they're trying to assimilate a lot of new information. Often, people think that the Adoption program is the only way to earn a PC.

Generally, if a volunteer wants to:

• earn a computer quickly: 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.

• If you're doing this alone, the best order is: Adoption, Build, Unknown. Tell non-Adoption volunteers they'll need to wait a little while, and start with 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. Let them handle the Adopters, and start right in with the Builders.

Adoption intake

explain about waiting list

Tell the volunteers they will be put on a waiting list. We'll call them in about 2 weeks to schedule their first shift.

Doesn't this vary, depending on current conditions? Let's update this. --Pete 22:25, 28 Dec 2005 (PST)

enter volunteers into database

NOTE: If it's a big group, you may want to see if the Front Desk person is able to intake the Adopters. If so, thank them and move on to Build intake.

• Sit down at a computer and open a browser to http://data.
• Click Front Desk along the top bar.
• Click Volunteers a few inches down the side bar.
• You'll see the Contact Manager. The first screen is a search screen. Start by searching for the person's name (in case we already have a record for him/her.)
  • The pull down list at the top: will they be representing an organization in their dealings with Free Geek? No: choose Person. Yes: choose Organization.
  • Fill in first name, last name, 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. If not, or if no names appear, press Create contact.
• The next page has a big area for contact info.

These parts must be filled out for Adopters:

• • The "Wait" box up at the top must be checked
  • First name, last name
  • ZIP code (we use ZIP info to guesstimate demographic info for grants)
  • Phone number
  • 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, ask if all info is current.
• Ask them if they'd like to receive announcements and newsletters by mail, phone, email (don't laugh - we may very well get organized enough one day to do these types of mass information-letting). Uncheck boxes accordingly. 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.
• Press "Save record". Hooray!

Answer any additional questions

And be sure to say "thanks for coming!"

Build intake

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.

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).

• Give each person a builder status sheet and build packet. They're in the green folder at the front desk.
• Explain the build packet to them, especially including:
  • Step by step, the flow of the build curriculum
  • 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.

Encourage them to read the rest on their own time. There's lots of cool info in there! Also, be sure to solicit questions.

• 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.

• 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:
  • Check the "Build" box at the top
  • ZIP code
  • Phone number
  • Email address
  • 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.
  • Also, be sure to note their new ID number on their builder status sheet.
• 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.
• 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.
• 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?
• Hooray! They're in! Thank them for coming.

Intake for everyone else

• Enter their information into the database when you're enter in the adopters. Just be sure to check the "Volunteer" box at the top.
• Ask them what they're interested in doing, and have them talk to the proper person.
  • coding or network administration: Richard
  • teaching classes: Laurel (out of date?)
  • collab: Ron (out of date!!)
  • writing grants: Oso
  • unsure: Shawn during her volunteer intake time (it's on the staff schedule, usually right after the noon tour).