Difference between revisions of "Volunteer Desk Orientation"

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This form should be printed out, completed, and placed in the new intern's file.
+
{{migrated}}
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[https://docs.google.com/document/d/19L-062CbbgOnFdXcgj-X1uXZx7IEarFRBU5Q20ERZYQ/edit?usp=sharing Link]
  
 
==Checklist==
 
==Checklist==
−
When new front desk worker is hired, there are several steps that need to be performed. It's the [[buddy]]'s job to make certain these steps are accomplished. Most of these things must be done by other people but it's the buddy's responsibility to make certain that it gets done and that a complete hard copy of this document exists in the new worker's file.
+
When a new Office Support Intern is accepted into the Free Geek [http://www.freegeek.org/volunteer/internships/ 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.
  
−
The buddy needs to determine an orientation schedule, and will need to arrange appointments with other staff members ('''noted in bold beside the task''') who are responsible for parts of the orientation. Each type of worker has unique orientation needs. Please orient new front desk worker on the following.
 
  
  
−
New Front Desk Worker's Name: __________________________________
+
New Front Desk Intern's Name: _______________________________ <br>
  
−
Buddy's Name: _____________________________________
+
==Training Modules for Office Support Interns==
  
  
 
{| class="wikitable" BORDER=1px CELLPADDING=5 CELLSPACING=0 width=100%  
 
{| class="wikitable" BORDER=1px CELLPADDING=5 CELLSPACING=0 width=100%  
 
|- style="background:black; color:white"
 
|- style="background:black; color:white"
−
!| Policy Briefing
+
!| PRIOR TO FIRST DAY
 +
!| Date
 +
!| Staff Initials
 +
|-
 +
|| Take Orientation tour ||  || 
 +
|-
 +
|}
 +
 
 +
 
 +
{| class="wikitable" BORDER=1px CELLPADDING=5 CELLSPACING=0 width=100%
 +
|- style="background:black; color:white"
 +
!| PAPERWORK
 +
!| Date
 +
!| Trainee Initials
 +
!| Trainer Initials
 +
|-
 +
|| '''''[[Volunteer Intern Contract]]''''': review, sign & file ||  ||  ||
 +
|-
 +
|| '''''[http://wiki.freegeek.org/images/5/55/Conflict-of-interest-agreement.odt Conflict of Interest]''''': review, sign & file ||  ||  ||
 +
|-
 +
|| '''''[[General Conduct Guidelines]]''''':review ||  ||  ||
 +
|-
 +
|| '''''Arriving Late and Cancellations''''' / calling in sick: provide contact info ||  ||  ||
 +
|-
 +
|}
 +
 
 +
 
 +
{| class="wikitable" BORDER=1px CELLPADDING=5 CELLSPACING=0 width=100%
 +
|- style="background:black; color:white"
 +
!| IT - PERMISSIONS & LOG-INS
 
!| Date
 
!| Date
 
!| Trainee Initials
 
!| Trainee Initials
−
!| Staff Initials
+
!| Trainer Initials
 +
|-
 +
|| Add to email list: frontdesk, (regulars?), (social?) ||  ||  ||
 
|-
 
|-
−
|| Create & file a folder under Admin: last name, first name ||  ||  ||
+
|| Checking "frontdesk@" e-mails: make calls/updates and respond to e-mails  ||  ||  ||
 
|-
 
|-
−
|| [[Volunteer Intern Contract]]: review, sign & file ||  || ||
+
|}
 +
 
 +
 
 +
{| class="wikitable" BORDER=1px CELLPADDING=5 CELLSPACING=0 width=100%
 +
|- style="background:black; color:white"
 +
!| PROGRAM INFORMATION
 +
!| Date
 +
!| Trainee Initials
 +
!| Trainer Initials
 
|-
 
|-
−
|| Requesting schedule changes/days off: provide contact info ||  ||  ||
+
|| Adoption vs. Build ||  ||  ||
 
|-
 
|-
−
|| [[Arriving Late and Cancellations]]/Calling in Sick: provide contact info ||  ||  ||
+
|| Language, lingo, and jargon -- [[Volunteer Scheduling Keywords]] ||  ||  ||
 
|-
 
|-
−
|| Signing Checks, Contracts, Invoices: don't do it!  ||  ||  ||
+
|| The different areas within Adoption: Receiving, Recycling (Bench, Table), Printerland, Testing ||  ||  ||
 
|-
 
|-
−
|| Explain that this position is at-will employment and that he/she is subject to reviews ||  ||  ||
+
|| The different areas within Build: Prebuild (Hardware ID, System Evaluation), Build/Assembly (Quality Control, Build Workshop), Post-Build (Laptops, Macintosh, Server Build, Advanced Testing) ||  ||  ||
 
|-
 
|-
−
|| Emergency Info Request: enter ER contact, phone # & any allergies into database ||  ||  ||
+
|| The physical requirements of each volunteer area (standing vs. sitting, lifting, where we best accommodate different abilities, etc.) ||  ||  ||
 
|-
 
|-
−
|| Take Orientation tour ||  ||  ||
+
|| Disbursement basics: how, when, and why disbursements happen ||  ||  ||
 
|-
 
|-
 +
|| The Tour (the first step for new volunteers): when, how long, etc  ||  ||  ||
 
|}
 
|}
  
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{| class="wikitable" BORDER=1px CELLPADDING=5 CELLSPACING=0 width=100%  
 
{| class="wikitable" BORDER=1px CELLPADDING=5 CELLSPACING=0 width=100%  
 
|- style="background:black; color:white"
 
|- style="background:black; color:white"
−
!| Physical Orientation
+
!| USING THE DATABASE
 
!| Date
 
!| Date
 
!| Trainee Initials
 
!| Trainee Initials
 
!| Trainer Initials
 
!| Trainer Initials
 
|-
 
|-
−
|| Review building layout, public accessibility and names for various areas ||  ||  ||
+
|| 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, walk-ins, which shifts can be split, etc.) ||  ||  ||
 +
|-
 +
|| Refreshing the schedule frequently and not overwriting already-scheduled shifts ||  ||  ||
 +
|-
 +
|| Printing out volunteer hours ||  ||  ||
 +
|-
 +
|| Accessing the "call list" feature ||  ||  ||
 +
|-
 +
|| Emergency Info Request: enter ER contact, phone # & any allergies into database ||  ||  ||
 
|-
 
|-
−
|| [[Safety]] training. Details on that page.  ||  ||  ||
+
|| CLASSES: finding class information, scheduling volunteers for classes ||  ||  ||
 
|-
 
|-
−
|| Review ([[After Hours Access Policy]])  ||  ||  ||
+
|| CLASSES: scheduling non-volunteers for classes ||  ||  ||
 
|-
 
|-
−
|| Indicate available admin workspaces ||  ||  ||
+
|| INTERMEDIATE: merging duplicate records for a volunteer ||  ||  ||
 
|-
 
|-
−
|| Review layout behind donor desk: tools, files & till ||  ||  ||
+
|| INTERMEDIATE: transferring/combining points for volunteers - all parties must be present ||  ||  ||
 
|-
 
|-
−
|| Review layout behind volunteer desk: tools, files & bag check  ||  ||  ||
 
 
|}
 
|}
  
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{| class="wikitable" BORDER=1px CELLPADDING=5 CELLSPACING=0 width=100%  
 
{| class="wikitable" BORDER=1px CELLPADDING=5 CELLSPACING=0 width=100%  
 
|- style="background:black; color:white"
 
|- style="background:black; color:white"
−
!| Technical Stuff
+
!| ANSWERING THE TELEPHONE
 
!| Date
 
!| Date
−
!| New Hire Initials
+
!| Trainee Initials
−
!| Staff Initials
+
!| Trainer Initials
 
|-
 
|-
−
|| Create a Free Geek email address  ||  ||  ||
+
|| '''''[[Answering the phone]]''''' ||  ||  ||
 
|-
 
|-
−
|| Orient to Squirrelmail: mail.freegeek.org ||  ||  ||  
+
|| Using the telephone: Free Geek FAQ's ||  ||  ||
 
|-
 
|-
−
|| Create database account  ||  ||  ||
+
|| Using the telephone: how to transfer calls ||  ||  ||
 
|-
 
|-
−
|| Create wiki account  ||  ||  ||
+
|| Using the telephone: how to check voicemail; return calls, send email, enter cancellations as necessary ||  ||  ||
 
|-
 
|-
−
|| Add to Email Lists (frontdesk, regulars, tours, social) ||  ||  ||  
+
|| Paging: using the intercom on the telephone and awareness of areas that cannot hear the intercom ||  ||  ||
 
|-
 
|-
−
|| Update [[Volunteer Internship Schedule]] with start & end dates, schedule & tasks ||  ||  ||
+
|| Making reminder calls: Prebuild (Hardware ID, System Evaluation) and classes ||  ||  ||
 
|-
 
|-
 
|}
 
|}
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{| class="wikitable" BORDER=1px CELLPADDING=5 CELLSPACING=0 width=100%  
 
{| class="wikitable" BORDER=1px CELLPADDING=5 CELLSPACING=0 width=100%  
 
|- style="background:black; color:white"
 
|- style="background:black; color:white"
−
!| Technical Infrastructure Orientation
+
!| VOLUNTEER DESK DUTIES
 
!| Date
 
!| Date
 
!| Trainee Initials
 
!| Trainee Initials
 
!| Trainer Initials
 
!| Trainer Initials
 
|-
 
|-
−
|| Wiki http://wiki.freegeek.org/ ||  ||  ||
+
|| Review the Daily Checklist: '''''[[Volunteer Desk Checklist]]''''' ||  ||  ||
 +
|-
 +
|| Checking bags ||  ||  ||
 +
|-
 +
|| When and how to write equipment passes ||  ||  ||
 +
|-
 +
|| Signing in non-volunteers ||  ||  ||
 +
|-
 +
|| Handing out program information (what's in the filing cabinet) ||  ||  ||
 +
|-
 +
|| '''''[[Making coffee]]''''' ||  ||  ||
 +
|-
 +
|| Putting in supply requests before supplies run out ||  ||  ||
 +
|-
 +
|| Printing and restocking handouts and forms from '''''[[Dead Trees]]''''' ||  ||  ||
 
|-
 
|-
−
|| Database http://data/ (only accessible from inside FG) ||  ||  ||
+
|| Writing reminder cards ||  ||  ||
 +
|-
 +
|| Slow time tasks checklist ||  ||  ||
 +
|-
 +
|| Keeping the front desk tidy ||  ||  ||
 +
|-
 +
|| Recording your own hours as an intern ||  ||  ||
 
|-
 
|-
 
|}
 
|}
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{| class="wikitable" BORDER=1px CELLPADDING=5 CELLSPACING=0 width=100%  
 
{| class="wikitable" BORDER=1px CELLPADDING=5 CELLSPACING=0 width=100%  
 
|- style="background:black; color:white"
 
|- style="background:black; color:white"
−
!| Cultural orientation
+
!| FREE GEEK POLICIES
−
!| Type
 
 
!| Date
 
!| Date
−
!| New Hire Initials
+
!| Trainee Initials
−
!| Staff Initials
+
!| Trainer Initials
 +
|-
 +
|| When to ask staff for assistance ||  ||  ||
 +
|-
 +
|| Breaks (how and when to take them) ||  ||  ||
 
|-
 
|-
−
|| Orientation to our meeting structure ([[Meeting Tips|Facilitating]], [[Scribe|Scribing]], [[Consensus]]) ||  ||  ||  
+
|| '''''[[Bag Check Policy]]''''' ||  ||  ||
 
|-
 
|-
−
|| Introduced around to core volunteers || ||  ||  ||  
+
|| Signing Checks, Contracts, Invoices: don't do it! ||  ||  ||
 
|-
 
|-
−
|| Introduced around to staff: indicate collective member  ||  ||  ||
+
|| Parking ||  ||  ||
 
|-
 
|-
−
|| Explain what to expect the first few weeks ||  ||  ||  
+
|| '''''[[Netiquette at Free Geek]]''''' ||  ||  ||  
 
|-
 
|-
−
|| How to tell you're doing well (on time, floor shifts, moving position forward, commitments) ||  ||  ||  
+
|| Access to other volunteer information: using common sense, professionalism and discretion  ||  ||  ||
 
|-
 
|-
−
|| [[Free Geek FAQ]] ||  ||  ||  
+
|| '''''[[Safety]]''''' training  ||  ||  ||
 
|-
 
|-
−
|| [[Standing Staff Committees]] What the committees do and where to send what emails || || ||  
+
|}
 +
 
 +
 
 +
{| class="wikitable" BORDER=1px CELLPADDING=5 CELLSPACING=0 width=100%
 +
|- style="background:black; color:white"
 +
!| OTHER INFORMATION
 +
!| Date
 +
!| Trainee Initials
 +
!| Trainer Initials
 
|-
 
|-
−
|| [[Netiquette at Free Geek]] ||  ||  ||  
+
|| Building walk around: layout and names for various areas + familiarization with core volunteers & staff  ||  ||  ||
 
|-
 
|-
−
|| Documentation (why it's important, where to document what) ||  ||  ||  
+
|| 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  ||  ||  ||
 
|-
 
|-
−
|| Where to park your car ||  ||  ||  
+
|| Continued learning: taking classes and volunteering in other areas ||  ||  ||  
 
|-
 
|-
−
|| Full policy list [[Category:Policy]] ||  ||  ||  
+
|| Supply request: BEFORE running out, ask staff to request more ||  ||  ||
 
|-
 
|-
 
|}
 
|}
  
 +
[[Category:Volunteer Internships]]
 
[[Category:Front Desk]]
 
[[Category:Front Desk]]
−
[[Category:HR]]
+
[[Category:Training]]
 
[[Category:Hiring]]
 
[[Category:Hiring]]
 
[[Category:Howto]]
 
[[Category:Howto]]
 +
[[Category:Volunteer Training]]

Latest revision as of 12:42, 5 September 2014

deletion

This page has been migrated to a document on Free Geek's Google Drive.

Information remaining behind may no longer be relevant.

MIGRATOR:

When you have tagged this page as migrated,
please add a link to the new document on Google Drive.

(Link to new page immediately below.)


Link

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


PAPERWORK Date Trainee Initials Trainer Initials
Volunteer Intern Contract: review, sign & file
Conflict of Interest: review, sign & file
General Conduct Guidelines:review
Arriving Late and Cancellations / calling in sick: provide contact info


IT - PERMISSIONS & LOG-INS Date Trainee Initials Trainer Initials
Add to email list: frontdesk, (regulars?), (social?)
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 -- Volunteer Scheduling Keywords
The different areas within Adoption: Receiving, Recycling (Bench, Table), Printerland, Testing
The different areas within Build: Prebuild (Hardware ID, System Evaluation), Build/Assembly (Quality Control, Build Workshop), Post-Build (Laptops, Macintosh, Server Build, Advanced Testing)
The physical requirements of each volunteer area (standing vs. sitting, lifting, where we best accommodate different abilities, etc.)
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, walk-ins, which shifts can be split, etc.)
Refreshing the schedule frequently and not overwriting already-scheduled shifts
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 reminder calls: Prebuild (Hardware ID, System Evaluation) and classes


VOLUNTEER DESK DUTIES Date Trainee Initials Trainer Initials
Review the Daily Checklist: Volunteer Desk Checklist
Checking bags
When and how to write equipment passes
Signing in non-volunteers
Handing out program information (what's in the filing cabinet)
Making coffee
Putting in supply requests before supplies run out
Printing and restocking handouts and forms from Dead Trees
Writing reminder cards
Slow time tasks checklist
Keeping the front desk tidy
Recording your own hours as an intern


FREE GEEK POLICIES Date Trainee Initials Trainer Initials
When to ask staff for assistance
Breaks (how and when to take them)
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
Continued learning: taking classes and volunteering in other areas
Supply request: BEFORE running out, ask staff to request more
Retrieved from "http://wiki.freegeek.org/index.php?title=Volunteer_Desk_Orientation&oldid=70820"