Difference between revisions of "Receiving Training Checklist"

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!| [[Safety Procedures in Receiving]] and Dealing with Items on the [[Hazardous Chemicals List]]
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!| New Hire Initials
!| New Hire Initials

Revision as of 11:22, 13 June 2012

New to Hardware Donations? Have no fear! This guide will teach you what you need to know to run Receiving successfully and smoothly.

Your main responsibilities are to:

  • Teach Adoption volunteers basic intake procedures using this page as a guide.
  • Teach Adoption volunteers about Safety Procedures. Learn about what to do with hazardous stuff.
  • Manage flow of gizmos through the Receiving area:
  • Keep staff updated on changes in receiving
  • Ensure that Hardware Donations is well integrated with Free Geek's production, sales, and recycling areas:
    • Run Basic Testing so that the adoption volunteers, the store, and grants get what they need.
  • Maintain sanity and be a good role model for your volunteers! Be calm, positive, and fun.
  • Strive to improve the organization, training, and communication within receiving and with other areas.


This is a training checklist for new Receiving staff members and interns.

New staff member/intern's name: __________________________________

Trainer's Name: _____________________________________

Receiving Basics Date New Hire Initials Staff Initials
The 3 Priorities (Assisting the Donor, Clearing the Carts, Sorting)
Assisting the Donor
OR E-Cycles Training and Stickering (see Ewaste Training)
What we don't take
Distinguishing between systems and servers
Clearing the Carts
System Evaluation Incoming
CRT Monitor Incoming
CRT TV Incoming
Printerland Incoming
LCD Incoming
MacLand Incoming

Receiving Boxes (Including how to sort/empty each box) Date New Hire Initials Staff Initials
Cord Chart
Purple Boxes (Cords)
Green Boxes (Computers)
Yellow Boxes (Peripherals)
White Boxes (Recycling)
Blue Boxes (Tapes and Disks)
Styrofoam and Packaging Materials
Copper Bearing Materials
Dirty plastic,filmy plastic, E-plastic
Cardboard boxes and Recycling
A/V Cart
Basic Testing area

Safety Procedures in receiving and Dealing with Items on the Hazardous chemicals list Date New Hire Initials Staff Initials
Safe Lifting
Removing tripping hazards in standing/walking areas
Safe Stacking Procedures in SysEval and A/V cart
Broken/Open CRT Monitors
Broken Fluorescent Light Bulbs
Leaking Batteries
Mercury bearing thermostats or thermometers
What we don't accept due to safety concerns

Data Security Date New Hire Initials Staff Initials
Explain why data security is important
Laptops (to the Laptop box--no power supplies)
Hard drives (to SysEval)
External hard drives (to Laptop box--with cord)
Cell phones, PDAs, Digital Cameras, flash drives, etc. (to the Lock Box)
Tivos, DVRs, and other misc. with hard drives (to system evaluation)
XBox 360, Playstation 3, other newer gaming systems (to the store)
CDs/DVDs (shred if home-made) and other media

Opening Receiving Date New Hire Initials Staff Initials
Bring in "No Dumping" sandwich board
Bring in and tally any dumps
Check to make sure we have enough tally slips and request more from the Front Desk if necessary
Print more "uncovered" stickers if necessary
Empty any boxes that need it and replace boxes as needed
Tidy and clean the area as needed
Introduce yourself to all volunteers
Assess new volunteers' abilities (check schedule to verify) and train them accordingly

During a Shift Date New Hire Initials Staff Initials
Watch the door for incoming donations
Be available to answer questions from volunteers
Sort and empty boxes that are filling up
Make sure safety protocols are being followed
Communicate with appropriate staff/areas about unusual gizmos
If it's slow, find tasks for all volunteers (if necessary, move them to another area)
Tidy and clean the area as needed

Closing Receiving Date New Hire Initials Staff Initials
Put out "No Dumping" sandwich board
Close and lock doors at 6:00pm
Laptop Cart to Laptops (Macs to MacLand and external hard drives in Tardis)
Empty lock box and bring to Tardis
Take paper recycling out on Thursday
Double check that no hard drives (or other data-bearing devices) are left out
If you need to leave anything on the carts, leave a visible note with it indicated whether it's been tallied
Turn off laptop and computers in basic testing area
Turn off lights

Handling Large Donations at Receiving and Staffing Receiving Alone Date New Hire Initials Staff Initials
Large Donations - Tallying Covered and Uncovered items
Organize and tally the carts, then have volunteers bring carts back to the warehouse
If single staffed, stay at the front. Have volunteers help donors and take carts to the warehouse
Instruct volunteers to take full boxes to the warehouse; name each box and explain where it goes
If alone (without volunteers), load up carts and consolidate items going to the same area
Ask nearby staff members to cover/provide backup (or have the Front desk page for backup) when needed

When Things Are Slow Date New Hire Initials Staff Initials
Sort and bag batteries
Go through boxes to ensure they have appropriate items in them (see Receiving Boxes)
Basic testing (but leave enough work for seated tasks days)
Clean receiving area (sweep, put away extra cups, remove stuff from under the table and in corners)
Break down and bag Styrofoam
Sort anti-static bags and shopping bags for the Store
Ask the Warehouse if there are any slow-time tasks for receivers
Clean up basic testing area (cull ugly keyboards, mice, speakers)

Basic Testing Date New Hire Initials Staff Initials
Keyboards (Testing, Sorting and Storage)
Mouse (Testing, Sorting and Storage)
Speakers (Testing, Sorting and Storage)

Volunteers In Receiving Date New Hire Initials Staff Initials
White Board for Names
Training Volunteers in Receiving
Shadow two staff members as they orient volunteers
Volunteer Safety
Volunteer Recognition (Geek Love notes, etc)
Volunteer Break Policy
Volunteers with different abilities
Preventing theft (no coats hanging in receiving!) wiki page

The Warehouse Date New Hire Initials Staff Initials
Going to the warehouse (use carts, don't go through system evaluation)
Monitor Tetris
Steel bin
Cardboard bin
Paper Bins
Gaylords (where to set our boxes)
Advanced Recycling/Deconstruction pallet
What to communicate with the warehouse staff about

The Store Date New Hire Initials Staff Initials
Tour the store--see what they sell.
Explain why the store is important to Free Geek and Receiving's role in generating funds.
To leave in the packaging or not in the packaging? Cords, no! Some other stuff, yes.
Bringing items to the store
Items that the store likes/does not like
What to communicate with the store staff about (large donations, etc)

Online Sales and Bulk Sales Date New Hire Initials Staff Initials
Sales priorities: 1. Thrift store, 2. Online sales, 3. Bulk Sales
Items that online sales likes
What to communicate with online sales staff (Santiago) about
Items that Bulk Sales likes
What to communicate with bulk sales stuff (John) aobut

Other Areas Date New Hire Initials Staff Initials
Hardware [Advanced] testing (incoming, what they test, etc.)

Admin Date New Hire Initials Staff Initials
The Receiving Wiki Category
Receiving Boxes
Receiving E-Mail List (subscribe and explain)
Printing 'Uncovered' Stickers
Printing and Laminating Signs

Valuable Lessons!

Lastly, here are some valuable lessons we've learned and want to pass along:

  • It's not the end of the world if you recycle something you shouldn't have, or if you have things leftover when you're supposed to end your shift. There's always more stuff and always more volunteers tomorrow!
  • People LOVE to repackage their stuff, so don't always assume what's in the box is what's pictured on the outside
  • Don't leave unlabeled bins around (especially ones that look like trash cans!): people will inevitably put a mix of stuff into it (trash, food, paper, electronics) and then you'll have to sort it out again. You've been warned.
  • Ask lots of questions and write down who said what, because everyone has a slightly different idea of things.
  • The "handoff" is your friend :)