Volunteer Check-in Overview

Volunteer Check-in Overview Welcome volunteers and guests. Check in volunteer on computer and Description verify schedule, hand out materials, direct volunteers to appropriate locations and who to report to. Answer basic questions. • No experience required Experience and • Pay attention to detail Skills Needed • Communicate effectively • Comfortable using a computer Physical Activity Mix of sitting and walking throughout day. Desired Duration 4-6 hour shifts, all day, or multiple days (need more on a.m. shifts) Serve in a customer service role to welcome volunteers and guests. Use Shiftboard online registration system to check in volunteers and verify their schedule. Collect Consent Forms and provide volunteer with Responsibility handouts and materials based on his/her role. Act as a concierge to provide volunteer with reporting contact and detailed map of where to go next. Be available to answer basic questions. Be polite and treat all volunteers with respect at all times. Report To

Sign in at Volunteer Check-in; then report to Volunteer Check-in Manager in same location.

Volunteers arrive early! Report to the Volunteer Check-in Manager immediately after you check-in. Arrive at least 30 minutes before Location/Position Volunteer Check-in begins for the day (or before your shift if in the afternoon). Read this Guide document and the Shiftboard Training Guide for Training Before checking in volunteers. Get familiar with the venue map and event Event schedule so you can answer basic questions. Training at Event

Review this Guide document. A short on-site training will be provided by the Volunteer Check-In Manager to discuss process.

Wear volunteer t-shirt if provided; otherwise, polo-style shirts with nice Dress Code jeans or long pants are preferred. Wear comfortable clothing and closed-toe shoes. VEX Worlds Volunteer Roles Volunteer Check-in Guide

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Volunteer Check-in Process

Welcome volunteers and guests as they arrive. Verify volunteer name, role, and schedule in the Shiftboard online database and make sure they are marked as “checked in.” Obtain and/or verify adult cell phone contact number in a database. Ask if they are also checking in a student/child or group. Update volunteer information as needed. If the volunteer requests a change in role or schedule, notify the Volunteer Check-in Manager immediately, who will verify with the Volunteer Coordinator. Collect Consent Form(s) and place them in the designated area. Answer basic questions on the event schedule. Once checked in, provide volunteer(s) with name badge, applicable handouts (varies per role), and venue map. Look up the name of person they report to, and circle reporting location on venue map, concierge-style. Direct them where to report. If a group of students or adults is checking in, alert the Volunteer Check-in Manager and we will provide a Runner to escort them to their volunteer areas. In this role, you may be either a Check-in Assistant or a Check-in Runner, depending on the need at the time of your shift. Assistants and Runners work closely together, with the Assistant entering information on the computer and the Runner collecting all materials needed for the volunteer role type currently being checked in. Note that Volunteer Check-In can get very noisy and busy, especially the first-time registration opens early in the morning, so be sure to communicate clearly and effectively, managing volunteer questions in an expedient manner, while maintaining an upbeat, positive attitude. If there is a question you cannot answer or are unsure of, please escalate to the Volunteer Check-In Manager. Because you are serving in a customer service role, you must be polite and respectful when handling all requests. If a volunteer has a complaint, please take the time to understand their needs, and treat them gently and fairly.

VEX Worlds Volunteer Roles Volunteer Check-in Guide

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