Front Desk Internship Training Checklist
Revision as of 17:35, 8 February 2012 by Kpulaski (talk | contribs) (→Training Modules for Office Support Interns)
Checklist
When a new Office Support Intern is accepted into the Free Geek Internship program, several training modules need to be covered. It is the Volunteer Coordinator's job to make certain new interns are trained. Some of the training can be done by other Free Geek employees or interns, but it's the Volunteer Coordinator's responsibility to make certain that it gets done and that a complete hard copy of this document exists in the new intern's file.
New Front Desk Intern's Name: _______________________________
Training Modules for Office Support Interns
PRIOR TO FIRST DAY | Date | Staff Initials |
---|---|---|
Take Orientation tour | ||
Create & file a folder under Admin: last name, first name |
PAPERWORK | Date | Trainee Initials | Trainer Initials |
---|---|---|---|
Volunteer Intern Contract: review, sign & file | |||
Conflict of Interest: review, sign & file | |||
General Conduct Guidelines | |||
Arriving Late and Cancellations / calling in sick: provide contact info |
IT - PERMISSIONS & LOG-INS | Date | Trainee Initials | Trainer Initials |
---|---|---|---|
Assign database account: "Front_Desk", "Volunteer_Manager", and "Contact_Manager" | |||
Assign e-mail log-in, access e-mail | |||
Add to email lists: frontdesk, etc | |||
Checking "frontdesk@" e-mails: make calls/updates and respond to e-mails |
PROGRAM INFORMATION | Date | Trainee Initials | Trainer Initials |
---|---|---|---|
Adoption vs. Build | |||
Language, lingo, and jargon | |||
The different areas within Adoption: Receiving, Recycling (Bench, Table), Printerland | |||
The different areas within Build: Prebuild (Hardware ID, System Evaluation), Build/Assembly (Quality Control, Build Workshop), Post-Build (Laptops, Macintosh, Server Build, Advanced Testing) | |||
Disbursement basics: how, when, and why disbursements happen | |||
The Tour (the first step for new volunteers): when, how long, etc |
USING THE DATABASE | Date | Trainee Initials | Trainer Initials |
---|---|---|---|
Reviewing Volunteer Applications, entering new volunteer information | |||
Checking in volunteers | |||
Recording volunteer and intern hours (program/shift types, rounding to 0.25 hour) | |||
Recording hours for community service or school credit | |||
The difference between hours and points | |||
Scheduling volunteers for shifts (future shifts and walk-ins) | |||
Printing out volunteer hours | |||
Accessing the "call list" feature | |||
Emergency Info Request: enter ER contact, phone # & any allergies into database | |||
CLASSES: finding class information, scheduling volunteers for classes | |||
CLASSES: scheduling non volunteers for classes | |||
INTERMEDIATE: merging duplicate records for a volunteer | |||
INTERMEDIATE: transferring/combining points for volunteers - all parties must be present |
ANSWERING THE TELEPHONE | Date | Trainee Initials | Trainer Initials |
---|---|---|---|
Answering the phone | |||
Using the telephone: Free Geek FAQ's | |||
Using the telephone: how to transfer calls | |||
Using the telephone: how to check voicemail; return calls, send email, enter cancellations as necessary | |||
Paging: using the intercom on the telephone and awareness of areas that cannot hear the intercom | |||
Making class reminder calls: Prebuild (Hardware ID, System Evaluation) and classes |
VOLUNTEER DESK DUTIES | Date | Trainee Initials | Trainer Initials |
---|---|---|---|
Review the Daily Checklist: Volunteer Desk Checklist | |||
Making coffee | |||
Printing and restocking handouts and forms from Dead Trees | |||
Writing reminder cards | |||
When and how to write equipment passes | |||
Slow time tasks checklist | |||
Keeping the front desk tidy | |||
Recording your own hours as an intern |
FREE GEEK POLICIES | Date | Trainee Initials | Trainer Initials |
---|---|---|---|
"Toaster Oven" | |||
Bag Check Policy | |||
Signing Checks, Contracts, Invoices: don't do it! | |||
Parking | |||
Netiquette at Free Geek | |||
Access to other volunteer information: using common sense, professionalism and discretion | |||
Safety training |
OTHER INFORMATION | Date | Trainee Initials | Trainer Initials |
---|---|---|---|
Building walk around: layout and names for various areas + familiarization with core volunteers & staff | |||
Behind the Volunteer Desk - review layout: bag check, files, cleaning supplies & tools | |||
Benefits of volunteering/interning: First Tech Credit Union, 20% store discount, participation in committees, access to library and computer lab, classes | |||
Front Desk working group meetings: 2nd Saturday of the Month from 9:00 - 9:45 am. Attendance is optional but please review meeting notes. | |||
Continued learning: taking classes and volunteering in other areas | |||
Indicate available admin workspaces (library) | |||
Standing Staff Committees: what the committees do | |||
Supply request: know what you need, ask BEFORE out |