Volunteer Desk Orientation

This form should be printed out, completed, and kept in the new intern's file.

Checklist

When new Front Desk Intern is accepted into the Free Geek Internship program, several training modules need to be covered. It's the area 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 area 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 Intern's Name: _______________________________
Area Coordinator / Supervisor's Name: _______________________________

Please orient our new Front Desk Intern on the following:

Training Modules for Front Desk Interns

PRIOR TO DAY 1	Date	Staff Initials
Take Orientation tour
Create & file a folder under Admin: last name, first name
Update Volunteer Internship Schedule with start date, end date and tasks
Send welcome email with link to Free Geek Structure and Faq and information on where to park your car (if applicable)

DAY 1	Date	Trainee Initials	Trainer Initials
Where to park your car
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
Requesting schedule changes/days off: provide contact info
Emergency Info Request: enter ER contact, phone # & any allergies into database
Access to other volunteer information: using common sense, professionalism and discretion
Assign database account: "Front_Desk" "Volunteer_Manager" and "Contact_Manager"
Signing Checks, Contracts, Invoices: don't do it!
Benefits of volunteering/interning: First Tech Credit Union, 20% store discount, participation in committees, access to library and computer lab, classes
Add to email lists: frontdesk, regulars, tours, social
Front Desk working group meetings: 2nd Saturday of the Month from 10:00 - 10:45 am
Feedback and checking in 2-week:___________________ monthly
Continued learning: taking classes and volunteering in other areas
Indicate available admin workspaces (library)
Introduced around to core volunteers & staff
Review building layout, public accessibility and names for various areas
Safety training
Using the database: how to record volunteer and intern hours (look at program/shift types; and rounding to the nearest 0.25 hour)
Record your own hours as an intern: please do this at the end of every shift
Behind the Volunteer Desk - review layout: bag check, files, cleaning supplies & tools
Using the database: reviewing Volunteer Applications and entering new volunteer information
Review the Daily Checklist: Volunteer Desk Checklist

DAY 2	Date	Trainee Initials	Trainer Initials
Building walk around: layout and names for various areas + familiarization with core volunteers & staff
Standing Staff Committees: what the committees do
Netiquette at Free Geek
"Toaster Oven"
Turning on computers & logging in
Keeping area tidy throughout day
Supply request: know what you need, ask BEFORE out
Using the database: merging duplicate records for a volunteer
Using the database: checking in volunteers
Signing up or guiding volunteers on shifts: adoption, pre-build, build, post-build
Scheduling volunteers for shifts and creating a reminder card
How/when to write an equipment pass
Making coffee
Behind the Volunteer Desk: checking bags (no bags are allowed in the back) Bag Check Policy
Community Service Procedure
Checking "frontdesk@" e-mails: make calls/updates and respond to e-mails
Printing and restocking handouts and forms from Dead Trees
Answering the phone
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. What to say (what NOT to say) via intercom

Day 3	Date	Trainee Initials	Trainer Initials
Shadow a tour
CLASSES: How to schedule volunteers for classes and where to find class information. Make sure we have the best phone number to use for a reminder call. Fill out a reminder card for them.
Make class reminder calls: Hardware ID, Adoption classes, monthly classes
The difference between hours and points. Transferring/combining points for volunteers: all parties must be present
Filing schedules: Staff, Adoption, Build (up until March 8, 2011); and how to look up whether somebody volunteered during a certain day/shift in the past (after March 8, 2011).
Evaluating volunteers for school projects/special projects Service Learning Volunteers and find "Volunteering for School Credit" on Dead Trees
Understand Scheduling Exceptions