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.
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{{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 or interns who are responsible for parts of the orientation. 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
 
!| Date
−
!| Trainee Initials
 
 
!| Staff Initials
 
!| Staff Initials
 
|-
 
|-
−
|| Create & file a folder under Admin: last name, first name ||  ||  ||
+
|| 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 ||  ||  ||
+
|| '''''[[Volunteer Intern Contract]]''''': review, sign & file ||  ||  ||
 
|-
 
|-
−
|| Requesting schedule changes/days off: provide contact info ||  ||  ||
+
|| '''''[http://wiki.freegeek.org/images/5/55/Conflict-of-interest-agreement.odt Conflict of Interest]''''': review, sign & file ||  ||  ||
 
|-
 
|-
−
|| [[Arriving Late and Cancellations]]/Calling in Sick: provide contact info ||  ||  ||
+
|| '''''[[General Conduct Guidelines]]''''':review ||  ||  ||  
 
|-
 
|-
−
|| Signing Checks, Contracts, Invoices: don't do it!  ||  ||  ||
+
|| '''''Arriving Late and Cancellations''''' / calling in sick: provide contact info ||  ||  ||
 
|-
 
|-
−
|| Explain that this position is at-will employment and that he/she is subject to reviews ||  || ||
+
|}
 +
 
 +
 
 +
{| class="wikitable" BORDER=1px CELLPADDING=5 CELLSPACING=0 width=100%
 +
|- style="background:black; color:white"
 +
!| IT - PERMISSIONS & LOG-INS
 +
!| Date
 +
!| Trainee Initials
 +
!| Trainer Initials
 
|-
 
|-
−
|| Emergency Info Request: enter ER contact, phone # & any allergies into database ||  ||  ||
+
|| Add to email list: frontdesk, (regulars?), (social?) ||  ||  ||
 
|-
 
|-
−
|| Take Orientation tour ||  ||  ||
+
|| Checking "frontdesk@" e-mails: make calls/updates and respond to e-mails  ||  ||  ||
 
|-
 
|-
 
|}
 
|}
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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
+
!| PROGRAM INFORMATION
 
!| Date
 
!| Date
 
!| Trainee Initials
 
!| Trainee Initials
 
!| Trainer Initials
 
!| Trainer Initials
 
|-
 
|-
−
|| Review building layout, public accessibility and names for various areas  ||  ||  ||
+
|| Adoption vs. Build ||  ||  ||
 +
|-
 +
|| Language, lingo, and jargon -- [[Volunteer Scheduling Keywords]] ||  ||  ||
 
|-
 
|-
−
|| [[Safety]] training. Details on that page.  ||  ||  ||
+
|| The different areas within Adoption: Receiving, Recycling (Bench, Table), Printerland, Testing ||  ||  ||
 
|-
 
|-
−
|| Review ([[After Hours Access Policy]]) ||  ||  ||
+
|| The different areas within Build: Prebuild (Hardware ID, System Evaluation), Build/Assembly (Quality Control, Build Workshop), Post-Build (Laptops, Macintosh, Server Build, Advanced Testing) ||  ||  ||
 
|-
 
|-
−
|| Indicate available admin workspaces ||  ||  ||
+
|| The physical requirements of each volunteer area (standing vs. sitting, lifting, where we best accommodate different abilities, etc.) ||  ||  ||
 
|-
 
|-
−
|| Review layout behind donor desk: tools, files & till  ||  ||  ||
+
|| Disbursement basics: how, when, and why disbursements happen ||  ||  ||
 
|-
 
|-
−
|| Review layout behind volunteer desk: tools, files & bag check ||  ||  ||
+
|| 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"
−
!| Technical Stuff
+
!| USING THE DATABASE
 
!| Date
 
!| Date
−
!| New Hire Initials
+
!| Trainee Initials
−
!| Staff 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 ||  ||  ||
 
|-
 
|-
−
|| Create a Free Geek email address  ||  ||  ||
+
|| Printing out volunteer hours ||  ||  ||
 
|-
 
|-
−
|| Orient to Squirrelmail: mail.freegeek.org ||  ||  ||  
+
|| Accessing the "call list" feature ||  ||  ||
 
|-
 
|-
−
|| Create database account  ||  ||  ||
+
|| Emergency Info Request: enter ER contact, phone # & any allergies into database ||  ||  ||
 
|-
 
|-
−
|| Create wiki account  ||  ||  ||
+
|| CLASSES: finding class information, scheduling volunteers for classes ||  ||  ||
 
|-
 
|-
−
|| Add to Email Lists (frontdesk, regulars, tours, social)  ||  ||  ||  
+
|| CLASSES: scheduling non-volunteers for classes ||  ||  ||
 
|-
 
|-
−
|| Update [[Volunteer Internship Schedule]] with start & end dates, schedule & tasks ||  ||  ||
+
|| INTERMEDIATE: merging duplicate records for a volunteer ||  ||  ||
 +
|-
 +
|| INTERMEDIATE: transferring/combining points for volunteers - all parties must be present  ||  ||  ||
 
|-
 
|-
 
|}
 
|}
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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
+
!| ANSWERING THE TELEPHONE
 
!| Date
 
!| Date
 
!| Trainee Initials
 
!| Trainee Initials
 
!| Trainer Initials
 
!| Trainer Initials
 
|-
 
|-
−
|| Wiki http://wiki.freegeek.org/ ||  ||  ||
+
|| '''''[[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  ||  ||  ||
 
|-
 
|-
−
|| Database http://data/  (only accessible from inside FG) ||  ||  ||
+
|| 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"
−
!| Cultural Orientation
+
!| VOLUNTEER DESK DUTIES
 
!| Date
 
!| Date
−
!| New Hire Initials
+
!| Trainee Initials
−
!| Staff Initials
+
!| Trainer Initials
 +
|-
 +
|| Review the Daily Checklist: '''''[[Volunteer Desk Checklist]]''''' ||  ||  ||
 
|-
 
|-
−
|| Orientation to our meeting structure ([[Meeting Tips|Facilitating]], [[Scribe|Scribing]], [[Consensus]]) ||  ||  ||  
+
|| Checking bags ||  ||  ||
 
|-
 
|-
−
|| Introduced around to core volunteers ||  ||  ||  
+
|| When and how to write equipment passes ||  ||  ||
 
|-
 
|-
−
|| Introduced around to staff: indicate collective member  ||  ||  ||
+
|| Signing in non-volunteers ||  ||  ||
 
|-
 
|-
−
|| Explain what to expect the first few weeks ||  ||  ||  
+
|| Handing out program information (what's in the filing cabinet) ||  ||  ||
 
|-
 
|-
−
|| How to tell you're doing well (on time, floor shifts, moving position forward, commitments) ||  ||  ||  
+
|| '''''[[Making coffee]]''''' ||  ||  ||
 
|-
 
|-
−
|| [[Free Geek FAQ]] ||  ||  ||  
+
|| Putting in supply requests before supplies run out ||  ||  ||
 
|-
 
|-
−
|| [[Standing Staff Committees]] What the committees do and where to send what emails ||  ||  ||  
+
|| Printing and restocking handouts and forms from '''''[[Dead Trees]]''''' ||  ||  ||
 
|-
 
|-
−
|| [[Netiquette at Free Geek]] ||  ||  ||  
+
|| Writing reminder cards ||  ||  ||
 
|-
 
|-
−
|| Documentation (why it's important, where to document what) ||  ||  ||  
+
|| Slow time tasks checklist ||  ||  ||
 
|-
 
|-
−
|| Where to park your car ||  ||  ||  
+
|| Keeping the front desk tidy ||  ||  ||
 
|-
 
|-
−
|| Full policy list http://wiki.freegeek.org/index.php/Category:Policy ||  ||  ||  
+
|| Recording your own hours as an intern  ||  ||  ||
 
|-
 
|-
 
|}
 
|}
−
 
  
  
 
{| 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"
−
!| Training
+
!| FREE GEEK POLICIES
 
!| Date
 
!| Date
 
!| Trainee Initials
 
!| Trainee Initials
 
!| Trainer Initials
 
!| Trainer Initials
 
|-
 
|-
−
|| Wiki http://wiki.freegeek.org/ ||  ||  ||
+
|| When to ask staff for assistance ||  ||  ||
 +
|-
 +
|| Breaks (how and when to take them) ||  ||  ||
 +
|-
 +
|| '''''[[Bag Check Policy]]''''' ||  ||  ||
 +
|-
 +
|| Signing Checks, Contracts, Invoices: don't do it!  ||  ||  ||
 
|-
 
|-
−
|| Database http://data/  (only accessible from inside FG) ||  ||  ||
+
|| Parking ||  ||  ||
 
|-
 
|-
−
|| Wiki http://wiki.freegeek.org/ ||  ||  ||
+
|| '''''[[Netiquette at Free Geek]]''''' ||  ||  ||  
 
|-
 
|-
−
|| Database http://data/ (only accessible from inside FG) ||  ||  ||
+
|| Access to other volunteer information: using common sense, professionalism and discretion ||  ||  ||
 +
|-
 +
|| '''''[[Safety]]''''' training  ||  ||  ||
 +
|-
 +
|}
 +
 
 +
 
 +
{| class="wikitable" BORDER=1px CELLPADDING=5 CELLSPACING=0 width=100%
 +
|- style="background:black; color:white"
 +
!| OTHER INFORMATION
 +
!| Date
 +
!| Trainee Initials
 +
!| Trainer Initials
 
|-
 
|-
−
|| Wiki http://wiki.freegeek.org/ ||  ||  ||
+
|| Building walk around: layout and names for various areas + familiarization with core volunteers & staff  ||  ||  ||
 
|-
 
|-
−
|| Database http://data/ (only accessible from inside FG) ||  ||  ||
+
|| 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 ||  ||  ||
 
|-
 
|-
−
|| Wiki http://wiki.freegeek.org/ ||  ||  ||
+
|| Continued learning: taking classes and volunteering in other areas ||  ||  ||  
 
|-
 
|-
−
|| Database http://data/  (only accessible from inside FG) ||  ||  ||
+
|| 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"