Registration System Supervisor

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Registration System Supervisor

• Regional and Championship

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Summary

• Responsibilities Expectations
• Schedule
• Before the Event
• During the Event
• After the Event
• Gracious Professionalism is Key
• Lead Volunteer Communication
• Conclusion
• Whats Next?

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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

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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

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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

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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

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During the Event (contd)

• 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

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During the Event (contd)

• 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.

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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

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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
• nsmith_at_usfirst.org or [phone]
• Or Ron
• rrioux_at_usfirst.org or [phone] x448

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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.

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Conclusion

• If you have any questions, please contact
• Nate Smith
• 207-416-2898
• nsmith_at_usfirst.org

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Whats 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!

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FIRST would like to thank the Association for
Laboratory Automation for their gracious support.