Facilitator Handbook

(1) As facilitators, your role is to foster an inclusive space for community members as you teach people about the resources and opportunities available. (2) When providing tours to community members, it is crucial to establish the fact that the Innovation Labs positively impacts all majors, backgrounds, and experiences. Consider appropriately tailoring your tour to your audience (especially if they do not have an engineering background).

Mon - Fri: 12pm - 6pm

Sat - Sun: 12pm - 3pm

Teams

Where all workspace communication occurs

1. It is mandatory to have notifications on and check slack to make sure you are up to date on all important information regarding the lab and other work-related things.
2. The ‘facilitator’ thread and ‘general’ thread need to be checked at the beginning of shifts
3. If you have any questions, use slack to ask them.
4. Using slack is a part of your employee responsibilities - ie. if you are not using slack, you’re not doing your job.
5. To ensure that management knows you are checking Slack, react to messages that you’ve read on slack with an emoji.

Sling

Find your schedule here as well as who else is working with you

1. It is your responsibility to fill out your availability.
2. If you have issues with your schedule, be sure to communicate these issues to one of your leads or HR via Teams.

Use your softwares.

1. Assist users of the space with operating equipment, answering any questions they have, and keeping the space clean and organized.
   1. Make tasks for yourself on Clickup to display/get credit for this work
2. Using the sign-in app, greet people working in the space and record their info. Additionally, let them know your name and that you are available (seated at the help center) as a resource to them.
   1. Record the number of people in the spaces (Technology Lab, Sharon’s Alcove, and the study area outside the glass doors) on the sign-in app.
3. Check the ‘Facilitator’ space in ClickUp at the beginning of every shift. During your shift, if you are not assisting a member of the space, you should be completing ClickUp tasks. If there are still tasks to do, no homework should be done during your shift.
   1. First, complete tasks assigned to you.
   2. Move on to unassigned tasks, choosing tasks based on their flagged priority. Make sure to assign yourself to the task you are completing so that you receive credit for it.
   3. When you complete a task, move it to the ‘review’ section.
4. Assist people when they need to take tools out of the space using the rental app
   • The rental period is when the Lab is open; rented items must be returned by the time the Lab closes; no overnight rentals; Items that are being used outside of the Lab and in the ‘rental tool cabinet’ must be rented out
5. Invite curious people into the space and explain to them what the space is and how they can use it! Be a friendly face amid a space of intimidating tools.
6. Facilitate tours to community members and new users of the space.
7. Facilitate inventory management by restocking items, completing inventory checks and updating inventory metrics on Airtable.
8. Send a message in Slack - in the #facilitator channel - if an item has been requested multiple times by users of the space.
9. When 3D printers are used: make sure prints are started correctly, the microFactory is used for any prints that are completed for a class, and when prints are completed, remove prints from the bed (referencing the proper guides) and place them in the correct location for pickup.

1. When starting a task, move the task to the ‘in progress’ state.
2. When you’ve completed the task, move the task over to the ‘review’ state.
3. Do not move the task to the ‘close’ state - your lead is responsible for doing this.
4. Make sure you are assigned (or assign yourself) to the tasks that you complete or your baseball cards will not accurately reflect the work you’re doing while on the clock.
5. Make sure you read the task description and all subtasks/checklists associated with each task - this is where directions and guidelines related to tasks are kept.
6. If you moved a task to the ‘review’ state and it was moved back the ‘in progress’ state by your lead, this means that the task was not done correctly, message your lead on slack if you have questions about a task.

1. An item is completely out of stock if the item has a quantity of 0 in the back-stock. When items are out of stock:
   1. Notify your lead in the #facilitator channel on Slack. Your Lead will then mark these items for urgent purchases and work with the accounting team to get replacements ordered.
   2. ‘Reserve Quantity’ column on Airtable should only be updated when:
      1. start of shift inventory check leads to item being removed/decreased from back-stock ### end of week inventory check reveals that reserve quantity column does not match the quantity of that item in the cabinet.
      2. shipment is received and item quantity increases.
   3. During the weekly inventory check, make sure out of stock items have been added to the weekly inventory check document.
2. When a shipment of ordered items arrives:
   1. Check cabinet #2 for items that have arrived in shipment.
   2. If the floor needs to be restocked with those items, restock the floor.
   3. If the back stock cabinet needs to be refilled with those items, place them in the correct box in the cabinet.
   4. Update airtable metrics to reflect these increases in stock.

As facilitators, we are expected to be able to help out users of this space with projects that they want to start. We are here to “facilitate” these projects. This means that when a community member walks through the door with absolutely no idea how to 3D print, how to laser engrave, or how to mix together epoxy and adhere parts to one another, we will be there to make sure they can learn how. We can point them to our library of guides or simply teach them ourselves. We are all expected to have a base amount of knowledge regarding the use of most tools in the space so that we can spread that to others and help projects come to life. It is also expected that throughout your time as an employee of the lab you proactively increase your knowledge of how to use the equipment in the space.

Subject to change