Difference between revisions of "Volunteer Desk Orientation"

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This form should be printed out, completed, and kept 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 Intern is accepted into the Free Geek [http://www.freegeek.org/volunteer/internships/ 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.
+
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.
  
−
New Front Intern's Name: _______________________________ <br>
 
−
Area Coordinator / Supervisor's Name: _______________________________ <br>
 
  
−
Please orient our new Front Desk Intern on the following:
 
  
−
==Training Modules for Front Desk Interns==
+
New Front Desk Intern's Name: _______________________________ <br>
 +
 
 +
==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"
−
!| PRIOR TO DAY 1
+
!| PRIOR TO FIRST DAY
 
!| Date
 
!| Date
 
!| Staff Initials
 
!| Staff Initials
Line 20: Line 20:
 
|| Take Orientation tour ||  ||   
 
|| Take Orientation tour ||  ||   
 
|-
 
|-
−
|| Create & file a folder under Admin: last name, first name ||  ||
+
|}
 +
 
 +
 
 +
{| 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 ||  ||  ||
 
|-
 
|-
−
|| Update '''''[[Volunteer Internship Schedule]]''''' with start date, end date and tasks ||  ||
+
|| '''''[[General Conduct Guidelines]]''''':review ||  ||  ||  
 
|-
 
|-
−
|| Send welcome email with link to '''''[[Free Geek Structure]]''''' and '''''[[Faq]]''''' and information on where to park your car (if applicable) ||  ||
+
|| '''''Arriving Late and Cancellations''''' / calling in sick: provide contact info ||  ||  ||
 
|-
 
|-
 
|}
 
|}
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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"
−
!| DAY 1
+
!| IT - PERMISSIONS & LOG-INS
 
!| Date
 
!| Date
 
!| Trainee Initials
 
!| Trainee Initials
 
!| Trainer Initials
 
!| Trainer Initials
 
|-
 
|-
−
|| '''''[[Volunteer Intern Contract]]''''': review, sign & file ||  ||  ||
+
|| Add to email list: frontdesk, (regulars?), (social?) ||  ||  ||
 
|-
 
|-
−
||'''''[[Conflict of Interest Policy]]''''': review, sign & file ||  ||  ||
+
|| Checking "frontdesk@" e-mails: make calls/updates and respond to e-mails  ||  ||  ||
 
|-
 
|-
−
|| '''''[[General Conduct Guidelines]]''''' || || ||  
+
|}
 +
 
 +
 
 +
{| class="wikitable" BORDER=1px CELLPADDING=5 CELLSPACING=0 width=100%
 +
|- style="background:black; color:white"
 +
!| PROGRAM INFORMATION
 +
!| Date
 +
!| Trainee Initials
 +
!| Trainer Initials
 
|-
 
|-
−
|| '''''[[Arriving Late and Cancellations]]''''' / calling in sick: provide contact info ||  ||  ||
+
|| Adoption vs. Build ||  ||  ||
 
|-
 
|-
−
|| Requesting schedule changes/days off: provide contact info ||  ||  ||
+
|| Language, lingo, and jargon -- [[Volunteer Scheduling Keywords]] ||  ||  ||
 
|-
 
|-
−
|| Emergency Info Request: enter ER contact, phone # & any allergies into database ||  ||  ||
+
|| The different areas within Adoption: Receiving, Recycling (Bench, Table), Printerland, Testing ||  ||  ||
 
|-
 
|-
−
|| Access to other volunteer information: using common sense, professionalism and discretion  ||  ||  ||
+
|| The different areas within Build: Prebuild (Hardware ID, System Evaluation), Build/Assembly (Quality Control, Build Workshop), Post-Build (Laptops, Macintosh, Server Build, Advanced Testing) ||  ||  ||
−
|-  
 
−
|| Assign database account:  "Front_Desk" "Volunteer_Manager" and "Contact_Manager" ||  ||  ||
 
 
|-
 
|-
−
|| Signing Checks, Contracts, Invoices: don't do it!  ||  ||  ||
+
|| The physical requirements of each volunteer area (standing vs. sitting, lifting, where we best accommodate different abilities, etc.) ||  ||  ||
 
|-
 
|-
−
|| Benefits of volunteering/interning: First Tech Credit Union, 20% store discount, participation in committees, access to library and computer lab, classes  ||  ||  ||
+
|| Disbursement basics: how, when, and why disbursements happen ||  ||  ||
 
|-
 
|-
−
|| Add to email lists: frontdesk, regulars, tours, social ||  ||  ||
+
|| The Tour (the first step for new volunteers): when, how long, etc ||  ||  ||
 +
|}
 +
 
 +
 
 +
{| class="wikitable" BORDER=1px CELLPADDING=5 CELLSPACING=0 width=100%
 +
|- style="background:black; color:white"
 +
!| USING THE DATABASE
 +
!| Date
 +
!| Trainee Initials
 +
!| Trainer Initials
 
|-
 
|-
−
|| Front Desk working group meetings: 2nd Saturday of the Month from 10:00 - 10:45 am  ||  ||  ||
+
|| Reviewing Volunteer Applications, entering new volunteer information ||  ||  ||
 
|-
 
|-
−
|| Feedback and checking in <br>2-week:___________________  <br> monthly ||  ||  ||  
+
|| Checking in volunteers ||  ||  ||
 
|-
 
|-
−
|| Continued learning: taking classes and volunteering in other areas ||  ||  ||  
+
|| Recording volunteer and intern hours (program/shift types, rounding to 0.25 hour) ||  ||  ||
 
|-
 
|-
−
|| Where to park your car ||  ||  ||  
+
|| Recording hours for community service or school credit ||  ||  ||
 
|-
 
|-
−
|| Indicate available admin workspaces (library)  ||  ||  ||
+
|| The difference between hours and points ||  ||  ||
 
|-
 
|-
−
|| '''''[[Standing Staff Committees]]:''''' what the committees do ||  ||  ||  
+
|| Scheduling volunteers for shifts (future shifts, walk-ins, which shifts can be split, etc.) ||  ||  ||
 
|-
 
|-
−
|| '''''[[Netiquette at Free Geek]]''''' ||  ||  ||  
+
|| Refreshing the schedule frequently and not overwriting already-scheduled shifts ||  ||  ||
 
|-
 
|-
−
|| Introduced around to core volunteers & staff ||  ||  ||  
+
|| Printing out volunteer hours ||  ||  ||
 
|-
 
|-
−
|| Review building layout, public accessibility and names for various areas  ||  ||  ||
+
|| Accessing the "call list" feature ||  ||  ||
 
|-
 
|-
−
|| '''''[[Safety]]''''' training  ||  ||  ||
+
|| Emergency Info Request: enter ER contact, phone # & any allergies into database ||  ||  ||
−
|-
 
−
|| 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  ||  ||  ||
+
|| CLASSES: finding class information, scheduling volunteers for classes ||  ||  ||
 
|-
 
|-
−
|| Behind the Volunteer Desk - review layout: bag check, files, cleaning supplies & tools  ||  ||  ||
+
|| CLASSES: scheduling non-volunteers for classes ||  ||  ||
 
|-
 
|-
−
|| Using the database: reviewing Volunteer Applications and entering new volunteer information  ||  ||  ||
+
|| INTERMEDIATE: merging duplicate records for a volunteer ||  ||  ||
 
|-
 
|-
−
|| Review the Daily Checklist: '''''[[Volunteer Desk Checklist]]''''' ||  ||  ||
+
|| 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"
−
!| DAY 2
+
!| ANSWERING THE TELEPHONE
 
!| Date
 
!| Date
 
!| Trainee Initials
 
!| Trainee Initials
 
!| Trainer Initials
 
!| Trainer Initials
 
|-
 
|-
−
|| Building walk around: layout and names for various areas + familiarization with core volunteers & staff  ||  ||  ||
+
|| '''''[[Answering the phone]]''''' ||  ||  ||
 
|-
 
|-
−
|| "Toaster Oven" ||  ||  ||
+
|| Using the telephone: Free Geek FAQ's ||  ||  ||
 
|-
 
|-
−
|| Turning on computers & logging in ||  ||  ||
+
|| Using the telephone: how to transfer calls ||  ||  ||
 
|-
 
|-
−
|| Keeping area tidy throughout day ||  ||  ||
+
|| Using the telephone: how to check voicemail; return calls, send email, enter cancellations as necessary ||  ||  ||
 
|-
 
|-
−
|| Supply request: know what you need, ask BEFORE out ||  ||  ||
+
|| Paging: using the intercom on the telephone and awareness of areas that cannot hear the intercom  ||  ||  ||
 
|-
 
|-
−
|| Using the database: merging duplicate records for a volunteer ||  ||  ||
+
|| Making reminder calls: Prebuild (Hardware ID, System Evaluation) and classes ||  ||  ||
 
|-
 
|-
−
|| Checking in volunteers by putting a check mark next to their name on the sign-up sheet. If they walk in to fill an empty slot, make sure their names are written on the sign-up sheets with a check mark at the time of walk in. ||  || ||
+
|}
 +
 
 +
 
 +
{| class="wikitable" BORDER=1px CELLPADDING=5 CELLSPACING=0 width=100%
 +
|- style="background:black; color:white"
 +
!| VOLUNTEER DESK DUTIES
 +
!| Date
 +
!| Trainee Initials
 +
!| Trainer Initials
 
|-
 
|-
−
|| Signing up or guiding volunteers on shifts: adoption, pre-build, build, post-build ||  ||  ||
+
|| Review the Daily Checklist: '''''[[Volunteer Desk Checklist]]''''' ||  ||  ||
 
|-
 
|-
−
|| Scheduling volunteers for shifts and creating a reminder card ||  ||  ||
+
|| Checking bags ||  ||  ||
 
|-
 
|-
−
|| How/when to write an equipment pass ||  ||  ||
+
|| When and how to write equipment passes ||  ||  ||
 
|-
 
|-
−
|| '''''[[Making coffee]]''''' ||  ||  ||
+
|| Signing in non-volunteers ||  ||  ||
 
|-
 
|-
−
|| Behind the Volunteer Desk: checking bags (no bags are allowed in the back) <br> '''''[[Bag Check Policy]]''''' ||  ||  ||
+
|| Handing out program information (what's in the filing cabinet) ||  ||  ||
 
|-
 
|-
−
|| '''''[[Community Service Procedure]]''''' ||  ||  ||
+
|| '''''[[Making coffee]]''''' ||  ||  ||
 
|-
 
|-
−
|| Checking "frontdesk@" e-mails: make calls/updates and respond to e-mails  ||  ||  ||
+
|| Putting in supply requests before supplies run out ||  ||  ||
 
|-
 
|-
 
|| Printing and restocking handouts and forms from '''''[[Dead Trees]]''''' ||  ||  ||
 
|| Printing and restocking handouts and forms from '''''[[Dead Trees]]''''' ||  ||  ||
 
|-
 
|-
−
|| '''''[[Answering the phone]]''''' ||  ||  ||
+
|| Writing reminder cards ||  ||  ||
 
|-
 
|-
−
|| Using the telephone: how to transfer calls ||  ||  ||
+
|| Slow time tasks checklist ||  ||  ||
 
|-
 
|-
−
|| Using the telephone: how to check voicemail; return calls, send email, mark cancellations as necessary ||  ||  ||
+
|| Keeping the front desk tidy ||  ||  ||
 
|-
 
|-
−
|| Paging: using the intercom on the telephone and awareness of areas that cannot hear the intercom. <br>What to say (what NOT to say) via intercom ||  ||  ||
+
|| 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"
−
!| Day 3
+
!| FREE GEEK POLICIES
 
!| Date
 
!| Date
 
!| Trainee Initials
 
!| Trainee Initials
 
!| Trainer Initials
 
!| Trainer Initials
 
|-
 
|-
−
|| Shadow a tour ||  ||  ||  
+
|| When to ask staff for assistance ||  ||  ||
 
|-
 
|-
−
|| CLASSES: How to schedule volunteers for classes and where to find class information.  Write their name & phone number in the classbook. Fill out a reminder card for them. ||  ||  ||
+
|| Breaks (how and when to take them) ||  ||  ||
 
|-
 
|-
−
|| Make class reminder calls: Hardware ID, Adoption classes, monthly classes ||  ||  ||
+
|| '''''[[Bag Check Policy]]''''' ||  ||  ||
 
|-
 
|-
−
|| Transferring hours for volunteers: all parties must be present ||  ||  ||
+
|| Signing Checks, Contracts, Invoices: don't do it!  ||  ||  ||
 
|-
 
|-
−
|| Preparing new schedule pages: Adopt, Build, Prebuild ||  ||  ||
+
|| Parking ||  ||  ||
 
|-
 
|-
−
|| Preparing new class pages: Command line, Adoption, Wed & Fri Monthly classes ||  ||  ||
+
|| '''''[[Netiquette at Free Geek]]''''' ||  ||  ||  
 
|-
 
|-
−
|| Filing schedules: Staff, Adoption, Build ||  ||  ||
+
|| Access to other volunteer information: using common sense, professionalism and discretion  ||  ||  ||
 
|-
 
|-
−
|| Evaluating volunteers for school projects/special projects '''''[[Service Learning Volunteers]]''''' and find "Volunteering for School Credit" on Dead Trees || ||  ||
+
|| '''''[[Safety]]''''' training ||  ||  ||
−
|-
 
−
|| Understand '''''[[Scheduling Exceptions]]''''' ||  ||  ||
 
 
|-
 
|-
 
|}
 
|}
  
  
 +
{| class="wikitable" BORDER=1px CELLPADDING=5 CELLSPACING=0 width=100%
 +
|- style="background:black; color:white"
 +
!| 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 ||  ||  ||
 +
|-
 +
|}
  
 +
[[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"