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.
+
{{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 Desk 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
 
|-
 
|-
−
|| Update '''''[[Volunteer Internship Schedule]]''''' with start date, end date and tasks ||  ||
+
|| '''''[[Volunteer Intern Contract]]''''': review, sign & file ||  ||  ||
 
|-
 
|-
−
|| Send welcome email with link to '''''[[Free Geek Structure]]''''' and '''''[[Faq]]''''' and information on where to park your car (if applicable) ||  ||
+
|| '''''[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 ||  ||  ||
 
|-
 
|-
 
|}
 
|}
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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
 
|-
 
|-
−
|| Where to park your car ||  ||  ||  
+
|| Add to email list: frontdesk, (regulars?), (social?) ||  ||  ||
 
|-
 
|-
−
|| '''''[[Volunteer Intern Contract]]''''': review, sign & file ||  ||  ||
+
|| Checking "frontdesk@" e-mails: make calls/updates and respond to e-mails  ||  ||  ||
 +
|-
 +
|}
 +
 
 +
 
 +
{| class="wikitable" BORDER=1px CELLPADDING=5 CELLSPACING=0 width=100%
 +
|- style="background:black; color:white"
 +
!| PROGRAM INFORMATION
 +
!| Date
 +
!| Trainee Initials
 +
!| Trainer Initials
 
|-
 
|-
−
||'''''[http://wiki.freegeek.org/images/5/55/Conflict-of-interest-agreement.odt Conflict of Interest]''''': review, sign & file ||  ||  ||
+
|| Adoption vs. Build ||  ||  ||
 
|-
 
|-
−
|| '''''[[General Conduct Guidelines]]''''' ||  ||  ||  
+
|| Language, lingo, and jargon -- [[Volunteer Scheduling Keywords]] ||  ||  ||
 
|-
 
|-
−
|| '''''[[Arriving Late and Cancellations]]''''' / calling in sick: provide contact info ||  ||  ||
+
|| The different areas within Adoption: Receiving, Recycling (Bench, Table), Printerland, Testing ||  ||  ||
 
|-
 
|-
−
|| Requesting schedule changes/days off: provide contact info ||  ||  ||
+
|| 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.) ||  ||  ||
 
|-
 
|-
−
|| Access to other volunteer information: using common sense, professionalism and discretion  ||  ||  ||
+
|| Disbursement basics: how, when, and why disbursements happen ||  ||  ||
−
|-
 
−
|| Assign database account:  "Front_Desk" "Volunteer_Manager" and "Contact_Manager" ||  ||  ||
 
 
|-
 
|-
−
|| Signing Checks, Contracts, Invoices: don't do it! ||  ||  ||
+
|| 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
 
|-
 
|-
−
|| Benefits of volunteering/interning: First Tech Credit Union, 20% store discount, participation in committees, access to library and computer lab, classes  ||  ||  ||
+
|| Reviewing Volunteer Applications, entering new volunteer information ||  ||  ||
 
|-
 
|-
−
|| Add to email lists: frontdesk, regulars, tours, social  ||  ||  ||
+
|| Checking in volunteers ||  ||  ||
 
|-
 
|-
−
|| Front Desk working group meetings: 2nd Saturday of the Month from 10:00 - 10:45 am  ||  ||  ||
+
|| Recording volunteer and intern hours (program/shift types, rounding to 0.25 hour) ||  ||  ||
 
|-
 
|-
−
|| Feedback and checking in <br>2-week:___________________  <br> monthly ||  ||  ||  
+
|| Recording hours for community service or school credit ||  ||  ||
 
|-
 
|-
−
|| Continued learning: taking classes and volunteering in other areas ||  ||  ||  
+
|| The difference between hours and points ||  ||  ||
 
|-
 
|-
−
|| Indicate available admin workspaces (library) ||  ||  ||
+
|| Scheduling volunteers for shifts (future shifts, walk-ins, which shifts can be split, etc.) ||  ||  ||
 
|-
 
|-
−
|| Introduced around to core volunteers & staff ||  ||  ||  
+
|| Refreshing the schedule frequently and not overwriting already-scheduled shifts ||  ||  ||
 
|-
 
|-
−
|| Review building layout, public accessibility and names for various areas  ||  ||  ||
+
|| Printing out volunteer hours ||  ||  ||
 
|-
 
|-
−
|| '''''[[Safety]]''''' training  ||  ||  ||
+
|| Accessing the "call list" feature ||  ||  ||
 
|-
 
|-
−
|| Using the database: how to record volunteer and intern hours (look at program/shift types; and rounding to the nearest 0.25 hour) ||  ||  ||
+
|| Emergency Info Request: enter ER contact, phone # & any allergies into database ||  ||  ||
 
|-
 
|-
−
|| 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]]''''' ||  ||  ||
 
|-
 
|-
−
|| '''''[[Standing Staff Committees]]:''''' what the committees do ||  ||  ||  
+
|| Using the telephone: Free Geek FAQ's ||  ||  ||
 
|-
 
|-
−
|| '''''[[Netiquette at Free Geek]]''''' ||  ||  ||  
+
|| Using the telephone: how to transfer calls ||  ||  ||
 
|-
 
|-
−
|| "Toaster Oven" ||  ||  ||
+
|| Using the telephone: how to check voicemail; return calls, send email, enter cancellations as necessary ||  ||  ||
 
|-
 
|-
−
|| Turning on computers & logging in ||  ||  ||
+
|| Paging: using the intercom on the telephone and awareness of areas that cannot hear the intercom  ||  ||  ||
 
|-
 
|-
−
|| Keeping area tidy throughout day ||  ||  ||
+
|| Making reminder calls: Prebuild (Hardware ID, System Evaluation) and classes ||  ||  ||
 
|-
 
|-
−
|| Supply request: know what you need, ask BEFORE out ||  || ||
+
|}
 +
 
 +
 
 +
{| class="wikitable" BORDER=1px CELLPADDING=5 CELLSPACING=0 width=100%
 +
|- style="background:black; color:white"
 +
!| VOLUNTEER DESK DUTIES
 +
!| Date
 +
!| Trainee Initials
 +
!| Trainer Initials
 
|-
 
|-
−
|| Using the database: merging duplicate records for a volunteer ||  ||  ||
+
|| Review the Daily Checklist: '''''[[Volunteer Desk Checklist]]''''' ||  ||  ||
 
|-
 
|-
−
|| Using the database: checking in volunteers  ||  ||  ||
+
|| Checking bags ||  ||  ||
 
|-
 
|-
−
|| Signing up or guiding volunteers on shifts: adoption, pre-build, build, post-build ||  ||  ||
+
|| When and how to write equipment passes ||  ||  ||
 
|-
 
|-
−
|| Scheduling volunteers for shifts and creating a reminder card ||  ||  ||
+
|| Signing in non-volunteers ||  ||  ||
 
|-
 
|-
−
|| How/when to write an equipment pass ||  ||  ||
+
|| Handing out program information (what's in the filing cabinet) ||  ||  ||
 
|-
 
|-
 
|| '''''[[Making coffee]]''''' ||  ||  ||
 
|| '''''[[Making coffee]]''''' ||  ||  ||
 
|-
 
|-
−
|| Behind the Volunteer Desk: checking bags (no bags are allowed in the back) <br> '''''[[Bag Check Policy]]''''' ||  ||  ||
+
|| Putting in supply requests before supplies run out ||  ||  ||
−
|-
 
−
|| '''''[[Community Service Procedure]]''''' ||  ||  ||
 
−
|-
 
−
|| Checking "frontdesk@" e-mails: make calls/updates and respond to e-mails  ||  ||  ||
 
 
|-
 
|-
 
|| 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, enter 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 ||  ||  ||
 
|-
 
|-
 
|}
 
|}
Line 141: Line 174:
 
{| 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. Make sure we have the best phone number to use for a reminder call. 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]]''''' ||  ||  ||
 
|-
 
|-
−
|| The difference between hours and points. Transferring/combining points for volunteers: all parties must be present ||  ||  ||
+
|| Signing Checks, Contracts, Invoices: don't do it!  ||  ||  ||
 
|-
 
|-
−
|| 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). ||  ||  ||
+
|| Parking ||  ||  ||
 
|-
 
|-
−
|| Evaluating volunteers for school projects/special projects '''''[[Service Learning Volunteers]]''''' and find "Volunteering for School Credit" on Dead Trees ||  ||  ||
+
|| '''''[[Netiquette at Free Geek]]''''' ||  ||  ||  
 
|-
 
|-
−
|| Understand '''''[[Scheduling Exceptions]]''''' ||  ||  ||
+
|| 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
 +
|-
 +
|| 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"