Volunteers/Volunteer management checklist

Check in

Individual

When an individual arrives, please do the following:

• Ask if they signed up on x2VOL or not
  • If they used x2VOL, use the x2VOL spreadsheet
  • If they used x2VOL, check if they have signed the waiver yet
• Find them on the individual volunteers spreadsheet
  • Change each of their shifts from "X" to "S"
• Note down when they check in
• Ask them if we will need to provide volunteer hour verification at the end of the day or if sending verification via email will be permissible
• Confirm their email address and phone number are correctly noted down
  • Confirm their phone number matches the phone they have with them. If not, they need to be paired with someone with a phone
• Give them the volunteer coordinator's Google Voice number, in case they need to discuss something
• Give them a volutneer lanyard
• Give t-shirt We don't have any t-shirts to give this year
• If they are volunteering for two or more shifts which are between 9:30am to 3:30pm:
  • Tell them to come back for food vouchers at the beginning of their second shift
  • Their lunch break will still count for volunteer hours
  • If they volunteer for two shifts between 9:30-3:30, give $3
  • If they volunteer for all three shifts between 9:30-3:30, give $6
• If they arrive for a shift from 7:30am-9:30am:
  • They will be eligible for an additional $3 in food vouchers. This amount stacks with the other food vouchers
  • If they arrive before 8am, note this down so we can give them a $5 gift card as promised

Group

The group leader should check in on behalf of all of the group members. If group members arrive earlier than the group leader, have them wait for the group leader.

Things to check for:

• Group leader needs to provide full list of volunteers.
• We will check if each volunteer has signed the waiver. If not, they need to sign it before they will be allowed to volunteer. Here is the link to the waiver: https://docs.google.com/forms/d/e/1FAIpQLSeKZGQBdomsRxfGOO-XlsL_yRmjEX0n-wp4cMsCr000glHDFA/viewform
• Hand out volunteer lanyards to everyone.
• Inform each person of the following:
  • If checking out early, before the group leader, please inform group leader and us. Come back to return lanyards

Check out

Individual

• Collect their lanyard
• Find them on the spreadsheet, and depending on the time they sign out at:
  • If they didn't finish their shift: Change the shift from "S" to "I"
  • If they fully completed their shift: Change the shift from "S" to "C"
  • If they completed some fully, but others partially, change each full completion to "C" to partials to "I".
• For each cell that has "C" on it, provide them with volunteer hour verification if it is needed immediately. Otherwise, let them know we will give it to them in the coming days

Group

The group leader should check out on behalf of all of the group members. If the group member needs to leave early, they can return the lanyard. Please have them return the lanyards.

Spreadsheet legend

Change the cell on the spreadsheet according to their status:

X	Signed up
W	Withdrew
S	Started shift, in progress
I	Ended shift without completing
C	Completed shift fully