Hardware Grants Manual

If you are beginning as a hardware grants staffer, intern, or volunteer; or you need a refresher on this somewhat complicated process, you are in the right place!

Interns, please review your responsibilities and make sure you have this checklist printed out.

How to approve/deny grants

*There is a waiting list for Macintoshes and laptops. Other items on that list just need to be gathered.
We do not always have these items.

Hardware grants responses

Approved

Easy items

<Greeting!>

My name is <your name>, and I'm your Free Geek grant shepherd. As your shepherd, I'll be making sure that your hardware needs are met as much as possible. I'm writing to tell you that the <organization name> grant application has been approved.

I can give you <approved hardware> during one of these times:

<availability>

Please select one specific date and time and contact me, letting me know when exactly works for you. If no time given works for you, tell me and we can work something out. The day you (or another representative from <organization name>) come to pick up your grant, let the front desk person know that you are looking for me (<your name>) for a grant. Additionally, if possible, please bring print outs of our e-mail correspondence.

<only include the following if they are receiving systems>I would like to let you know that all PCs and laptops that we give out come installed with Ubuntu Linux (more info can be found at ubuntu.com) as an operating system. Ubuntu Linux is free and open-source, which means it costs $0 to operate and there are people all around the world who are constantly developing it. It runs well on older as well as current PCs and works with most printers, scanners, cameras, etc. You are free to do whatever you'd like with your organization's computers, including installing another operating system like Macintosh OS X or Windows Vista. However, if you choose to keep Ubuntu on your computer Free Geek will provide tech support for up to one year after you receive your computer.

Thank you! <your name> <your title> c/o the Free Geek Hardware Grants Group (503) 232-9350 ext. 251

Weird Items/Waitlist

For items that ARE NOT Macintoshes or laptops, please gather them BEFORE mailing them out an approval notice.
We do not always have these items around.

<Greeting!>

My name is <your name>, and I'm your Free Geek grant shepherd. As your shepherd, I'll be making sure that your hardware needs are met as much as possible. I'm writing to tell you that the <organization name> grant application has been approved.

I am writing to let you know that I have added <approved hardware> to our wait list. I will let you know when they are available.

In the mean time, I would like to let you know that all PCs and laptops that we give out come installed with Ubuntu Linux (more info can be found at ubuntu.com) as an operating system. Ubuntu Linux is free and open-source, which means it costs $0 to operate and there are people all around the world who are constantly developing it. It runs well on older as well as current PCs and works with most printers, scanners, cameras, etc. You are free to do whatever you'd like with your organization's computers, including installing another operating system like Macintosh OS X or Windows Vista. However, if you choose to keep Ubuntu on your computer Free Geek will provide tech support for up to one year after you receive your computer.

Thank you! <your name> <your title> c/o the Free Geek Hardware Grants Group (503) 232-9350 ext. 251

Denied

Local area contact

<Greeting,>

My name is <your name>, and I'm writing to let you know that the hardware grant request for <organization name> cannot be completed at this time. Free Geek does not have the means to ship equipment at this time. If you know a local area contact, that is someone who can be responsible for picking computers up from our Portland location and then shipping them to you, please contact me.

Good luck, <your name> <your title> c/o the Free Geek Hardware Grants Group (503) 232-9350 ext. 251

Organization type

<Greeting,>

My name is <your name>, and I'm writing to let you know that the hardware grant request for <organization name> cannot be completed at this time. Currently Free Geek cannot grant computers to <organization type, offer explanation.>

Good luck, <your name> <your title> c/o the Free Geek Hardware Grants Group (503) 232-9350 ext. 251

Items

<Greeting,>

My name is <your name>, and I'm writing to let you know that the hardware grant request for <organization name> cannot be completed at this time. We do not receive enough working items that you requested to be able to grant them out. <offer alternatives, if available.>

Good luck, <your name> <your title> c/o the Free Geek Hardware Grants Group (503) 232-9350 ext. 251

How to disburse grants

If organizations are taking systems, give them these handouts:

• Ubuntu new user FAQ
• Resource Packet for Grants

on their way out.

Make sure to disburse their items into the database. Ask a supervisor about FG-PDX.