Transcript Volunteer Position - Worcester Polytechnic Institute

Lead Safety Glass Attendant
Regional and Championship
FIRST Training Resource – Volunteers
Summary
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Responsibilities & Expectations
Schedule
At the Event
Details
Critical Review
Conclusion
FIRST Training Resource – Volunteers
Responsibilities & Expectations
• FIRST Safety Policy Mandate!
Everyone in the Pit Must Wear Safety Glasses
at All Times
FIRST Training Resource – Volunteers
Lead Safety Glasses Attendant’s
Responsibilities & Expectations
• Ensure that the Safety Glass Attendants (SGAs)
understand and properly carry out their duties
– Only allow people to enter the Pit wearing safety
glasses or safety side shields on prescription glasses
– Hand out “loaner” glasses or side shields to visitors
– Retrieve the “loaned” glasses and shields as people
leave
– Clean all returned glasses and shields for reuse
FIRST Training Resource – Volunteers
Responsibilities and Expectations
cont.
• Monitor the distribution and retrieval of safety
glasses in the Pit each day during open hours
• See to it that the Pit’s supply of safety glasses is
secured and accessible by authorized personnel
only
• Ensure that the SGAs record and maintain
accurate counts of glasses handed out and
retrieved each day
FIRST Training Resource – Volunteers
Responsibilities & Expectations cont.
• Supervise the end-of-event process of cleaning,
counting, and packing of all safety glasses and
related materials for use at subsequent events
• Tally all remaining safety glass materials after the
Pit closes on Saturday and deliver a tally report to
the Pit Admin Supervisor
• Ensure that all packed safety glasses containers
are gathered at one spot at the end of the event
and ready to be loaded onto the FIRST truck
FIRST Training Resource – Volunteers
Schedule
• Before Wednesday
– Go to http://first.wpi.edu/Volunteers/index.html,
click on Safety Glass Supervisor, and download two
documents: VOLUNTEER INSTRUCTIONS – PIT SAFETY
GLASSES PROCEDURES, and PIT SAFETY GLASSES
INVENTORY FORM
– They are the key documents that provides the
detailed instructions you and the Safety Glass
Attendants (SGAs) are to implement
FIRST Training Resource – Volunteers
Schedule
• Before Wednesday cont.
– Contact your event’s Volunteer Coordinator and
obtain the names and contact information of the SGA
volunteers who will be working under your supervision
– Contact your SGAs and instruct them to download and
read the VOLUNTEER INSTRUCTIONS – PIT SAFETY
GLASSES PROCEDURES, and PIT SAFETY GLASSES
INVENTORY FORM documents prior to arriving at the
event
FIRST Training Resource – Volunteers
Schedule
• Wednesday
– Meet with your Volunteer Coordinator and the Pit Admin
Supervisor, and review the upcoming event
– Check with the Admin Supervisor to verify that you are
supposed to use the FIRST supplied safety glasses
• Some FRC events will use locally supplied glasses, not those
FIRST has brought on its truck. If this is the case at your
event, the Event Manager will give you special instructions
• If you are told to use locally supplied glasses, do not open the
containers of safety glasses provided by FIRST. Leave them
sealed. They will be put back on the FIRST truck on Saturday
for transport to the next FIRST event
FIRST Training Resource – Volunteers
Schedule
• Wednesday cont.
– Ask if there is a dishwasher on-site that could be used
by the SGAs for cleaning dirty safety glasses
• Although FIRST has supplied materials for the SGAs to
use to manually clean all dirty safety glasses, some
venues have dishwashers that can be employed as an
alternative method
• If a DW is available, work out a plan for your SGAs to
use it
– Caution! Don’t use any High Heat DW settings!
FIRST Training Resource – Volunteers
Schedule
• Wednesday cont.
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Locate the Pit’s supply of safety glasses and related materials. Verify
that they are adequately secured from unauthorized personnel access
Meet with your SGA volunteers and begin their training
• Open up one of he containers of safety glasses and explain their
contents: Start with the contents of the large envelope on top
– Emphasize the importance of the SGA’s responsibility for limiting
access to these materials.
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• It is easy for these items to “walk off” in the chaos of the Pit - don’t
leave them in an unguarded location
• All safety glass materials will be needed at the other events
Tour the Pit area. Become familiar with the Pit’s layout, crowd access
control plan, and designated SGA staff locations
FIRST Training Resource – Volunteers
Schedule
• Thursday morning - before Pit opening time
– Complete SGV training - stress the key procedures:
• Marking of all new glasses with a Sharpie pen before
loaning them out
• Retrieving and cleaning borrowed glasses and side
shields as people leave the Pit
• Keeping accurate counts of glasses and side shields
loaned and returned each day
– Ensure that staffing assignments have been made for
all Pit SGA station locations
• Each station should be staffed by two SGAs
FIRST Training Resource – Volunteers
Schedule
• Each day before the Pit opens.
– Ensure that each SGA station has an adequate stock of
safety glasses, safety glass side shields, glasses
marking pens, spray bottles of cleaning solution, and
paper wipes for cleaning the glasses
– See to it that each SGA station’s volunteers are at
their assigned station and ready to start working at
Pit opening time
FIRST Training Resource – Volunteers
Schedule
• Thursday –Saturday: During Pit open hours
– Monitor the overall process: visit each SGA station
several times every day and address any needs /
problems your attendants have
– Make certain that your SGAs take adequate break
times and that each has a relief person fill their post
when they are away from the station
– If visitors are bypassing the SGA stations when
entering and leaving the Pit, ask the Pit Admin
Supervisor to help address the matter
FIRST Training Resource – Volunteers
Schedule
• Thursday – Saturday cont.
– End of Each Day
• See that all returned glasses get cleaned and secured by
the SGA staff before they leave after the Pit closes
• Check the supplies of glasses cleaning materials. If
running low on cleaning spray or paper wipes, contact
the Pit Admin Supervisor and ask for help in obtaining
additional supplies locally
FIRST Training Resource – Volunteers
Schedule
• Saturday after the Pit closes
– It is very important that you make sure accurate
tallies of all the safety glasses and related materials
are taken as they are being packed up
– Complete a copy of the Pit Safety Glasses Inventory
Form and give it to the Pit Admin Supervisor for
forwarding to FIRST
• Your final tallies of glasses and materials are very
important. They trigger timely replenishment activities
by FIRST for the next event on the truck route
FIRST Training Resource – Volunteers
At the Event
• Your Main Responsibility is to see to it that the
SGAs properly carry out their duties every day
– They are to comply with the instructions documented
in the VOLUNTEER INSTRUCTIONS-PIT SAFETY GLASSES
PROCEDURES
– Address their needs as quickly as you can
– Keep in contact with the Pit Admin Supervisor. He or
she is the person you can call on for help solving
problems if you need assistance
FIRST Training Resource – Volunteers
At the Event cont.
• Your Secondary Responsibility is to gather
accurate safety glasses materials count data at
the end of the event, and complete a Pit Safety
Glasses Inventory Form
– Use the form provided with the SGA Instructions
document
– Complete the form after the Pit closes on Saturday
and give it to the Pit Admin Supervisor to be faxed to
FIRST
FIRST Training Resource – Volunteers
At the Event cont.
• Your two biggest challenges will probably be:
– Keeping people from bypassing the designated Pit
access points
– Retrieving the loaned out glasses and side shields as
people leave the Pit
• There will be some losses!
• Your SGAs should be able to retrieve at least 90% of all
glasses and side shields given out over the three days
period
FIRST Training Resource – Volunteers
Details
• I am a Safety Glass Volunteer – What specifically
am I supposed to do?
– Answer: VOLUNTEER INSTRUCTIONS – PIT SAFETY
GLASSES PROCEDURES
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Enforce the use of safety glasses in the Pit rule
Distribute and retrieve the “loaned” safety glasses
Keep the Pit’s glasses supply secure at all times
Keep accurate counts of glasses given out and retrieved
every day
• Clean, count, and pack up at end of the event. Don’t
forget to put the envelope with its contents back in
each safety glass container before closing it
FIRST Training Resource – Volunteers
Gracious Professionalism is Key
• At FIRST, Gracious Professionalism has become an expectation.
• We expect it from our students, from the Mentors and
Coaches, from all FIRST Volunteers and from FIRST Staff.
• It is part of the ethos of FIRST.
“In the long run, gracious professionalism is part of pursuing a
meaningful life. If one becomes a professional, and uses knowledge in
a gracious manner, everyone wins. One can add to society and enjoy
the satisfaction of knowing that you have acted with integrity and
sensitivity. That’s good stuff!”
– Dr.Woodie Flowers, FIRST National Advisor
FIRST Training Resource – Volunteers
Gracious Professionalism is Key
Encouraging high-quality work +
Emphasizing the value of others +
Respecting individuals and the community
EVERYONE WINS!
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.
– There should be no surprises when you get together with
your volunteer team at the event.
FIRST Training Resource – Volunteers
Lead Volunteer Communication
With the other lead volunteers at your event:
– Take the opportunity to meet with other lead
volunteers and discuss your expectations.
– Discuss overlapping areas of responsibility and decide
on how issues in these areas should be handled.
– Clarify each others roles BEFORE a problem arises.
– Make sure everyone understands the non-medical
incident report (new in 2008).
FIRST Training Resource – Volunteers
Critical Review
• The SGA program is the means by which FIRST implements its
requirement that everyone in the Pit must wear safety glasses (or
safety side shields when wearing approved prescription glasses)
– It provides for the loaning out and retrieval of safety glasses
regarding anyone visiting the Pit
• The end-of-event information you provide on the Pit Safety
Glasses Inventory Form is critical to the success of all subsequent
events
– The end-of-event information you provide is extremely important
– It triggers action at FIRST to rapidly replenish used up safety
glasses and materials and have them delivered in time for use at
the next event
FIRST Training Resource – Volunteers
Conclusion
• Safety is a high priority matter at all FIRST events
• Your Safety Glass Attendant staff is a major
component of the FIRST program to ensure safety
at these events
• Thank you for your help in our endeavor to
provide a safe FIRST competition event for
everyone to enjoy!
FIRST Training Resource – Volunteers
What’s Next?
• Now that you have reviewed the key materials to
succeed in your position be sure to:
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Test your knowledge with our online quiz.
Review any other materials provided.
Understand the post-event survey.
Plan to participate in your pre- and post-event training
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.
FIRST Training Resource – Volunteers