Volunteer Coordinator Information – 2010 Distribution
2010 Distribution Volunteer Information
Event Date
July 7 – 10 Set-Up
July 7 – 8 Unload trucks, take inventory, and set up departments
July 9 Backpack stuffing day
July 10 Setup and stock all departments
July 12 – 16 Children receive their clothing, backpacks & supplies
July 16 pm Start of inventory
July 17 Finish inventory if needed, pack boxes, clean and move out
GENERAL INFORMATION
The volunteer location will be at the University Public Schools Phoenix (former Phoenix Preparatory Academy), 735 E. Fillmore Street, Phoenix. It is located at the southeast corner of Fillmore and 7th Street in central Phoenix. Enter the school property through the gates off of Fillmore, park in the designated parking areas, and enter the school building at the front, main entrance. Proceed to the volunteer check in area, which this year will be located in the school cafeteria. It is located directly across the open area next to the gym.
We ask that each volunteer plan to work one shift at a minimum. Each day will have two shifts. The morning shift is 7:30 am to 12:00 Noon. The afternoon shift is 11:30 until 5:00 pm. Each shift will be preceded by a shift briefing, which includes the assignment of volunteer positions and duties. Late arrivals will be cycled into the workflow based upon needs when they arrive. Volunteers are welcome to stay for the entire day, and can return for other days if they desire to do so. Children, age 12 and older, are encouraged to volunteer. Their parents or sponsors must supervise younger children. Baby sitting services are not provided.
We will have a volunteer break area located in the cafeteria. There will be beverages and limited snack type foods available on a daily basis. Lunch will be provided on a limited basis so individual volunteer and organizations are encouraged to arrange for lunch for their groups. Food and beverages are not permitted in the auditorium and gym work areas. Most volunteer positions will be indoors in air-conditioned space. Please wear appropriate summer casual clothing and footwear. Proper footwear can be sneakers or summer sandals and other types that can be worn on gym floors. Flip-flops are not appropriate. Nametags are required to be worn by all volunteers.
SET-UP DUTIES FOR VOLUNTEER POSITIONS
SET-UP JOBS
Unload trucks: trucks will be located outside of the gym and the pallets will be unloaded with a forklift. Pallets must then be moved into the gym and placed in the proper location. Pallets are moved with pallet jacks. Merchandise will then be moved manually from the pallets, boxes opened, merchandise inventoried, and placed in its department.
Inventory: Open boxes, remove merchandise, count items, log onto inventory sheets.
Backpack setup: Unpack and organize items in assembly line fashion. Makeup backpack boxes.
BACKPACK STUFFING: Fill all backpacks with school supplies and personal hygiene items using an assembly line process.
FINAL SETUP: Organize all departments, complete all decorations and signage. All departments must be finished at the end of day on July 10th.
DISTRIBUTION VOLUNTEER DUTIES
DEPARTMENT VOLUNTEER:
“Dress For Learning Department”: This department will fit each child with two pairs of shorts, three pairs of socks, three pairs of underwear, and a belt.
“Shirts and Sweatshirt Department”: This department will fit the children with two polo shirts and one sweatshirt.
“Stitches of Love Department”: Limited volunteer duties, as our volunteer seamstresses will normally man this department that fits all of our hand-sewn clothing.
“Shoe Department”: Fit one pair of shoes on each child.
“Backpack Department”: Hand out backpacks to each child.
Personal Shopper: Each shopper will guide a student through the various departments. The goal is to make sure the child gets through each department and has an opportunity to be fit with all the available items. An important part of this process is to make it “fun” for the students. When you finish with one student, you go back and do it again until all students have been served.
Other Duties: Other volunteers will be needed to assist in the student registration process, student processing in the auditorium, and assist students in returning to the auditorium when their shopping experience is completed. Additional duties may occur during the week.
WRAP-UP JOBS
Saturday, July 17th will be the final day of this year’s Distribution. It is the inventory, pack-up, and clean-up day. All remaining merchandise must be inventoried and boxed. Boxes will be stacked on pallets and moved outdoors where they will be loaded onto trucks with a forklift. Duties will involve both indoor and outdoor work. All decorations and signs must be removed. The gym, cafeteria, and school grounds must then be returned to the way they were before we arrived at the school.
VOLUNTEER SIGNUP
Please signup with us online in advance. In the volunteer section of the web site you can indicate your organization’s volunteer preferences and the number of volunteers that plan to participate. This is especially important if you are scheduling a large group of people. We will do everything possible to accommodate your organizations volunteer request, but due to the overwhelming popularity and demand for volunteer slots, we will do every thing possible to accommodate your request.
Online Calendars
You will now be able to see the times and dates of each organization’s volunteer times in our new online calendar located at the bottom right of our web site. There you can also see the times and dates for each schools participation. We hope this functionality helps you with your planning purposes.
