FIRST Training Resource – Volunteers Registration System Supervisor Regional and Championship

FIRST Training Resource – Volunteers Summary Responsibilities & Expectations Schedule Before the Event During the Event After the Event Gracious Professionalism is Key Lead Volunteer Communication Conclusion What’s Next?

FIRST Training Resource – Volunteers Responsibilities & Expectations Oversee operation of Volunteer Registration System –Train assistants in use of registration system –Prepare system for use at your event –Run registration system during volunteer check-in each day until assistants arrive –Address any issues as they arise Communicate with Volunteer Coordinator re. Staffing Issues as they arise(no-shows, etc.) Complete Post Event Followup

FIRST Training Resource – Volunteers Schedule Pre-Event Setup –Set up work station and prepare system During the Event –Run your station when assistants are not available –Rotate out for lunch –You will be one of the first in and last out each day –Coordinate with event manager to secure equipment as needed at the end of each day After the Event –Pack all equipment for shipping to next site –Leave a note in equipment case for next user of any issues –Follow up call – Sunday at 8pm

FIRST Training Resource – Volunteers Pre-Event Setup - Wednesday Plan on arriving 1-2 hours prior to volunteer dinner to allow for station setup You will need to coordinate with the volunteer coordinator to retrieve a copy of the database for your event – accessible through VIMS Anything missing – contact Nate and/or Ron ASAP Be ready to go before volunteers start to arrive for dinner

FIRST Training Resource – Volunteers During The Event – Thurs. – Sat. Find out from your event manager when the doors will be open each day, you want to be set up before volunteers start to arrive. Most volunteers will already be registered from Wednesday, and will just need to scan their badges(more detailed instructions will be available soon) There may be a few new volunteers or walk-ins each day that will need to be added to the system

FIRST Training Resource – Volunteers During the Event (cont’d) You are the contact person for the volunteer coordinator – make sure that you are available to them for questions as needed (Get a radio if available) Keep your system secure! –Do not share the user name and password – need to know basis –Do not copy the database to a personal flash drive or otherwise remove it from the site –Do not leave the system unattended at any point

FIRST Training Resource – Volunteers During the Event (cont’d) Depending on the event, you may be asked to also have volunteers scan in for meal counts. More information will be made available to these events with the details. Be sure to secure the laptop before leaving for the day – check with the event manager as to how this is being handled for your site.

FIRST Training Resource – Volunteers After the Event Be sure that everything gets packed back into the shipping container for the next event. If you are running low on labels, please let Ron know so that the next event can be notified that they will need to purchase more. Please plan to attend the follow up conference call Sunday evening at 8pm

FIRST Training Resource – Volunteers Troubleshooting If any issues arise, please first check the System Operations Manual and the online discussion forum. Updates will be posted online as issues are found and resolved. If necessary, contact Nate: or (207) Or Ron: or (800)

FIRST Training Resource – Volunteers Lead Volunteer Communication With your team of volunteers: –As a Lead Volunteer you are a LEADER. –Lead Volunteers must communicate with the Volunteer Coordinator(s) to get names and begin communicating with their team as soon as possible via e mail etc. –As a team leader, you must communicate with your volunteers to create a sense of a team and teamwork. –By doing so, questions can be answered in advance, comfort levels increased, and miscellaneous information gotten out of the way.

FIRST Training Resource – Volunteers Conclusion If you have any questions, please contact: Nate Smith

FIRST Training Resource – Volunteers What’s Next? Now that you have reviewed the key materials to succeed in your position be sure to: –Review the System Operations Manual once it becomes available (target: February 17). –Plan to participate in your post-event follow up calls. These calls help volunteers at all regional events be successful!

FIRST Training Resource – Volunteers FIRST would like to thank the Association for Laboratory Automation for their gracious support.