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Registration

General: In order to obtain free USDA and MEFAP food from GBFB we are required to provide certain information to the GBFB about the quantity of food we distribute and certain demographic information about our clients. We also collect general information that allows us to submit required monthly reports to the GBFB, yearly reports at the Church of Our Saviour’s annual meeting, and various newsletters and grant applications. The information we collect for each household is: first name and birth date of each family member, household address, and a signature that declares that they meet USDA’s financial guidelines for accepting USDA food. Client data is obtained from each household and entered into the food pantry's laptop computer. Prior to going to the pantry to obtain groceries, each client registers at the computer. 

Registration Setup prior to the Distribution 

Personnel required:  1 person about 3 hours per month

Responsibilities:
  • Update databases, generate USDA sign-in sheets, and make sure enough schedules and new guest sign-in forms are available for use.
  • Update the ADHFP spreadsheet database after each distribution (sometimes this can be accomplished at the end of the registration session).
    • Enter all new guests into the database.
    • Enter updated registration sheet information for existing guests into the database.
  • Generate monthly USDA sign-in sheets and Volunteer USDA sign-in sheets using the ADHFP spreadsheet database.
Narrative: 
  • This effort is to get the computer updated and registration forms ready prior to at the start of each month.
 Registration Setup at the Distribution 

Personnel required:  1-2 people about 3 hours each per month

Responsibilities:
  • Co-ordinator assigns volunteers to handle “tickets”, computer, and USDA registration.
  • Get a walkie-talkie from the cabinet for communication with the Pantry.
  • Setup computer, USDA sign-in book, family size cards, USDA cards, PA system, new registration forms, and distribution schedules.
  • Distribute “lottery” tickets to guests.
    • One ticket per vehicle (so all in the same vehicle go through together).
    • Give half of the ticket to the guest and put the other half (with clients first names) in the basket to be drawn randomly.
  • Distribute and collect registration forms from “new” families as needed.
Narrative: 
  • This effort is to get everything ready prior to at the start of the distribution.
Registration During the Distribution 

Personnel required:  3-4 people about 6 hours each per month

Responsibilities:
  • Ticket Person - {Be pleasant and respectful}
    • Start at appointed time (7PM on Friday or 9AM on Saturday).
    • Start the registration with prayer. (Lord’s Prayer)
    • Draw tickets randomly and give guests a sequentially numbered card.
    • Ask if they want to "shop" for clothes and give them a red "Clothes" ticket if they do.
  • Computer Person - {Be pleasant and respectful}
    • Log in guests on the ADHFP Laptop.
    • Find them on the computer by birthdate and verify first name.
    • Place an “x” on the first line in the column for the appropriate distribution date.
    • Place a “y’ on the next line for each family member.
    • For “new“ guests, assign them the next sequential Family ID number.
    • Write the family ID number on ID Log sheet so the person with the USDA form can locate the proper line for the guest to sign (also a backup in case of computer problems).
    • Provide guests with appropriate “family size” card (Green=1-2, Yellow=3-4, Pink=5+).
    • Coordinate with the Food pantry to ensure a smooth flow of guests.
    • Save the file occasionally.
  • USDA person - {Be pleasant and respectful}
    • Have guests sign USDA form on the appropriate line if receiving USDA food (all do).
    • Provide guests with “USDA” card after they have signed the USDA form on the appropriate line.
Narrative: 
  • This effort is to get clients registered and on their way to get clothes and groceries.
Registration Close-up after the Distribution 

Personnel required:  1-2 people about 1 hours each per month

Responsibilities:
  • Put away walkie-talkie, family size cards, USDA cards, PA system, new registration forms, and distribution schedules.
  • Update all "new" and "updated" client registration forms on the computer.
  • Save and close the file,and shut off the computer.
  • Put away the computer, power strip, USDA sign-in book, and any other misc items still out of the cabinet.
  • Lock the cabinet and return the key to its "secret" hiding place.
Narrative: 
  • This effort is to get everything put away after the distribution.