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	Trainee Initials	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
Volunteer Intern Contract: review, sign & file
Conflict of Interest Policy: review, sign & file
Access to other volunteer information: using common sense, professionalism and discretion
Emergency Info Request: enter ER contact, phone # & any allergies into database
Requesting schedule changes/days off: provide contact info
Arriving Late and Cancellations / calling in sick: provide contact info
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
Review building layout, public accessibility and names for various areas
Safety training
Indicate available admin workspaces (library)
Add to email lists: frontdesk, regulars, tours, social
Front Desk working group meetings: 2nd Saturday of the Month
Assign database account: "Front_Desk" "Volunteer_Manager" and "Contact_Manager"
Introduced around to core volunteers & staff
Feedback and checking in 2-week:___________________ monthly
Documentation (why it's important, where to document what)
Continued learning: taking classes and volunteering in other areas
Where to park your car
General Conduct Guidelines
Standing Staff Committees: what the committees do
Netiquette at Free Geek

DAY 2	Date	Trainee Initials	Staff Initials
Review building layout, public accessibility and names for various areas
Introduce around to core volunteers & staff
"Toaster Oven"
Turning on computers & logging in
Keeping area tidy throughout day
Supply request: know what you need, ask BEFORE out
Using the database: how to record volunteer and intern hours (away from the Front Desk)
Record your own hours as an intern: please do this at the end of every shift (away from the Front Desk)
Using the database: reviewing Volunteer Applications and entering new volunteer information (away from the Front Desk)
Using the database: merging duplicate records for a volunteer (away from the Front Desk)
Behind the Volunteer Desk - review layout: bag check, files, cleaning supplies & tools
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.
Signing up or guiding volunteers on shifts: adoption, pre-build, build, post-build
Using reminder cards for volunteers who have signed up for shifts
How/when to write an equipment pass
Review the Daily Checklist: Volunteer Desk Checklist

Day 3	Date	Trainee Initials	Trainer Initials
Making coffee
Building walk around: layout and names for various areas + familiarization with core volunteers & staff
Shadow a tour
Behind the Volunteer Desk: checking bags (no bags are allowed in the back) Bag Check Policy
Community Service Procedure
Scheduling volunteers for shifts and creating a reminder card
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, mark 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 4	Date	Trainee Initials	Trainer Initials
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.
Make class reminder calls: Hardware ID, Adoption classes, monthly classes
Transferring hours for volunteers: all parties must be present
Preparing new schedule pages: Adopt, Build, Prebuild
Preparing new class pages: Command line, Adoption, Wed & Fri Monthly classes
Filing schedules: Staff, Adoption, Build
Evaluating volunteers for school projects/special projects Service Learning Volunteers and find "Volunteering for School Credit" on Dead Trees
Understand Scheduling Exceptions
Look up Safari on our wiki

Donor Desk Training	Date	Trainee Initials	Trainer Initials
Staff approval to become a cash handler; see Volunteer Cashiers Policy
Work at least one shift in Receiving
Dispersement data entry
Learn EWaste Scenarios; E-Cycles law and how that applies to Free Geek
Daily Checklist: Donor Desk Checklist
Restocking 4 bathrooms: toilet paper, paper towels & hand soap ( 1 part soap to 2 parts water)
Restocking 2 kitchens: sponge & dish soap (1 part soap to 2 parts water)
Processing tally sheets and taking donations
Processing credit cards
Processing Monetary Donations - donations without gizmos
How to create an invoice
Checking the checks
Answering Questions about Data Security
Understanding Ewaste Legislation Scenarios and knowing Ewaste Training
Reviewing and filing Volunteer Applications
Printing & restocking handouts & forms on Dead trees