Community Service Program
Manual
Standard Operating Procedures

Community Service Program Manual
Standard Operating Procedures

The Chautauqua Cyber Club, Inc. (CCC) is a non-profit organization approved by the Internal Revenue Service, section 501(c) 3, and incorporated in the State of Florida. The principle of equal access and equal opportunity is practiced and is a core value of the CCC.

The Community Service Program (CSP) is dependent upon support from the club membership, individuals, government, and the business community. Services will be provided within the means that are available.

The purpose of this Manual of Standard Operating Procedures (SOP) is to provide administrative procedures for the CSP. This is a guideline with flexibility to meet the needs of the community.

It is recognized that computers have become an essential element in the use of technology that reaches into nearly every aspect of modern day society. The overall intent is to assist those in need to cross the digital divide and improve their quality of life. The primary focus of the CSP is family literacy and education.

Those who need this program include the homebound, students at risk, college credit and non-credit students, and non-profit organizations that need technology assistance.

1. Provide orderly job descriptions for volunteers
2. Determine minimum standard for donated equipment
3. Define computer configurations
4. Define recipient qualifications
5. Promote community involvement
6. Coordinate cooperative agreements

Support will be solicited from government, educational institutions, individuals, foundations and other philanthropic sources. The Board of Directors or the general membership may approve agreements, contracts, or Memorandum of Understanding in accordance with the by-laws.

Funding:

The Community Relations Coordinator has primary responsibility for promoting funding from any source. The Board of Directors will include a community service funding line item in the annual budget for consideration by the members.

Newly donated equipment will have the hard drive cleaned with Wipe Clean or similar software as required. It will be configured with the operating system, anti-virus program, Acrobat Reader, flash player, and any software that may be necessary to meet a specific need. The desktop will be set to reflect a standard display view. If not available from the CSP, software may be provided by the recipient or supporting agency.

Software license:

No unlicensed software will be installed on computers. Freeware is acceptable. Appropriate tracking procedures will be maintained to monitor each authorized license and identify the computer on which it is installed. License rules and any other requirements associated with use will be followed.

When it is beneficial for the CSP, partnerships may be established with public and non-profit institutions to identify recipients in need of assistance.

Computers that do not meet minimum standards will not normally be accepted. A written receipt will be issued upon request and in accordance with IRS rules. No receipt will be issued for donations that are not a direct benefit to the CSP or other club interests.

Acceptable equipment:

Minimum standard are as previously indicated. Monitors, keyboard, mice, speakers, inkjet and laser printers (small footprint), and all equipment must be in working order.

A work space will be accepted from Okaloosa-Walton College so long as mutually agreeable. A storage facility at DeFuniak Wholesale Co. will be utilized so long as available. Locations can change should it become necessary. A suitable work environment is essential to protection of equipment and the welfare of the volunteers.

Volunteers from the membership or others with a common interest will be encouraged to provide whatever technical or other support service they are willing to provide. There shall be no paid employee of the CSP, but stipends may be offered volunteers if the need arises and the funds are available.

Four positions will be established.

1. Director of Community Services
2. Community Relations Coordinator
3. Technology Manager
4. Inventory Manager

The Director of Community Services is appointed by the President and approved by the Board of Directors. The other staff positions, i.e., the Community Relations Coordinator, Inventory Manager, and Technology Manager, will be selected by the Director of Community Services.

1. Director of Community Services: Responsible for the overall supervision and management of the Community Service Program. The Director of Community Relations reports to the Board of Directors and can bring CSP recommendations directly to the general membership for their approval.

Key areas of responsibility:

• Recommend approval to the Board of Directors of instruments of cooperative agreement (service agreements, contracts, memorandum of understanding, etc) negotiated by the Community Relations Coordinator
• Approve all requests for equipment, taking into account availability and volunteer assistance to meet the request.
• Coordinate activities of the Community Relations Coordinator, Inventory Manager, and Technology Manager
• Solicit volunteers to assist in general duties that support the program in any way and designate special duties that may be necessary.
• Provide quarterly activity report to the membership at regular scheduled meetings and in the Cyber Chat and reports to the Board.

2. Community Relations Coordinator: Responsible for identifying people who need computers, and identifying sources of equipment and other resources.

Key areas of responsibility:

• Overall public relations and liaison between the club and the community.
• Maintain a working relationship with sponsors, donors, and the media.
• Publish and maintain up to date information brochures, articles, and flyers.
• Negotiate supporting instruments of cooperative agreement (service agreements, contracts, memorandum of understanding, etc) for review by the Director of Community Relations.
• Promote funding for CSP
• Promote public awareness of the CSP through available media and other community organizations

3. Technology Manager: This position will be responsible for overall technical issues related to hardware repair and software installation. The Technology Manager reports to the Director of Community Relations and coordinates with the Inventory Manager.

Key areas of responsibility:

• Evaluate incoming hardware to determine suitability for use. Notify Inventory Manager of acceptable hardware including specifications, i. e. processor, hard drive, RAM, operating system, monitor, and printer.
• Makes ready all computers by repairing and configuring them as necessary.
• Establish shop repair procedures that will be utilized by other volunteers.
• Notify Inventory Manager of all equipment suitable for service.
• Cannibalize any equipment not suitable or does not meet the minimum standard.
• Removing all data from hard drives when appropriate.
• Maintain used parts stock and coordinates information with the Inventory Manager.
• Coordinate with the Inventory Manager to determine when purchases are necessary, and then notify the Director of Community Relations.
• Notify the Director of Community Relations when purchases are necessary.
• Maintain a worksheet on each piece of equipment that is repaired, upgraded, modified, etc., which will be submitted to the Inventory Manager for record keeping.
• Coordinate use of equipment and software license with the Inventory Manager
• Coordinate technology volunteers

4. Inventory Manager: Maintain overall inventory of computers, monitors and printers received, assigned, and surplused for disposal. Procedures will meet reasonable accountability requirements. The Inventory Manager reports to the Director of Community Relations and coordinates with the Technology Manager.

Key areas of responsibility:

• Establish a database for tracking of property received, assigned, and discarded.
• Dispose of equipment identified as no longer useable.
• Establish a database for tracking use of software when necessary (i.e. Windows license, Belarc, etc.)
• Develop inventory forms as necessary
• Coordinate use of equipment and software license with the Technology Manager
• Coordinate inventory volunteers
• Coordinate with the Technology Manager to determine when purchases are necessary, and then notify the Director of Community Relations.

This manual was adopted by the general membership at a special meeting on

August 18, 2004

J. B. Hillard

Secretary