How To Disburse A Grant
This page is a guide to disbursing grants.
Before Disbursing A Grant
When a grantees items are available, e-mail them with your availability. Ask them to specify an exact date and approximate time at which they will be coming in. Inform them that they should go to the front desk and ask for (insert your name here) in grants. If they need directions, point them to our website.
When they respond, update the calendar with the name of their organization. Put P/U for (insert organization name here) at the appropriate date and time. This is private calendar. You will need an invitation from the grant coordinator to access it.
When The Grantee Arrives
When the grantee arrives, the front desk will call the grants phone. Ask for the name of the organization if the front desker doesn't provide it. Look up the grant recipient in RT. Find out what they are picking up and who is picking it up. If they are receiving systems, see if they are eligible for FG-PDX systems. If the grantee does not have appointment, it is always okay to say that you cannot disburse their grant to them at this time. Call the front desk and tell them you are unavailable.
When you meet the grantee, introduce yourself and shake their hand if that seems appropriate. This is friendly and it gives you a chance to check if they are the person you were expecting. If they are not the person who you are expecting, you made need to make a phone call or two to figure out if this person can receive the grant.
If they are picking up a lot of stuff grab a cart from Receiving. Receiving appreciates it when you let them know you are taking one of their carts and if you take on that is not near the door. The grant recipient should usually come back with you to get their stuff, but it's okay if they don't.
Take the printmes from any systems and load the items safely on the carts. Make multiple trips if necessary. I like to bring the printmes to my desk and then grab the resource packet and class handouts.
Ask what operating system they will be using. If they are unfamiliar with Ubuntu, let them know that it is great for lots of things, including word processing, creating spreadsheets, and surfing the web. This is what the majority of our systems are used for. Go over the resource packet with them and let them know that tech support is there to answer any questions they might have if they keep Ubuntu on the systems. If they have technical questions that you can't answer, tell them that you will get back to them later after you've talked to someone who knows the answer. Also let them know that all of our classes are free.