Volunteering in the Hope Clinic Food Pantry

This video is from July, 2021 and some things have changed. Please supplement this video with the text below - it will be updated more frequently. Thank you!

In person shopping instructions:
Summary: Volunteers in the Food Pantry check in clients, create new pantry appointments, assist with shopping, and loading their grocies into their car if needed.

If you were unable to complete your volunteer paperwork online - be sure to bring your filled out paperwork or ask for a copy when you arrive.

Arrival:

  • Check in – When you arrive for your shift,  report to Hope’s main entrance at the back of the parking lot.  

  • The door will be locked, so please ring the doorbell or call 734-484-2989 if no one is there to let you in.  

  • Make sure you are checked in on the computer so that your hours are logged.

Shift Preparation  

  • The Pantry Captain or staff person will help to train new volunteers and assign roles to volunteers 30 minutes before the first appointment. This is also the time to determine which volunteers are comfortable offering prayer (following Hope Clinic’s prayer guidelines). If no one is comfortable, find a staff member to be “on call” for prayer.

    • It is important to appraise the stock of produce, dairy, bread, and meat at this time. Depending on how many clients will be coming on that day, Food Pantry Captains will help figure out how much of each perishable item a client can receive.

  • Wash your hands before the shift starts and clean or wipe down cart handles with disinfectant if appropriate.

  • Prepare 8 paper bags on each shopping cart.

Distribution

    • Check In Desk: This volunteer will check the client in using Link2Feed and schedule their next appointment using Quickbase. There are detailed instructions for these procedures in a folder behind the desk.

      • Verify that all information is up-to-date. If a client doesn’t want to share their information, there is a folder behind the desk with instructions about how to give this client non-USDA food.

      • Create an appointment in Quickbase by looking the client up using their birthday. Be sure to fill out an appointment reminder card and give it to the client. The client can also call the front desk and make an appointment at a later time if they would like.

        • Appointments should be 4 weeks out from the current date.

      • Make a “Client Cheat Sheet” with the guest’s name at the top and indicate if they would like prayer. These sheets are then passed off to the Shopping volunteers.

        • If the client has asked for prayer, pair them up with a volunteer comfortable providing prayer.

      • If there is an individual without an appointment, they can schedule an appointment and receive a bag of Emergency food. On Saturdays they can be sent to the Farm Stand for walk up groceries from 11am-12:30pm.

    • Shoppers: These volunteers assist the client while they move through the pantry.

      • Prepare a grey cart with eight paper bags opened prior to meeting the client. Clients may take no more than eight bags of groceries home.

      • Using the “Cheat Sheet”, identify the client and take one client through the pantry at a time.

      • If they have asked for prayer, sit with them in the Prayer Room or trade off with another volunteer who is comfortable with doing so.

      • Before shopping, introduce yourself, sanitize your hands, and ask the client do so the same.

      • Pantry Walk Through: Push the cart alongside the client as you move through the pantry.

        • There will be signs on shelves indicating how many of each item a client can take.

        • When at the dairy, meat, and produce areas, communicate limits with the client based on what the team decided earlier in the shift.

        • Help pack bags, unless a client would like to pack them themselves. Clients may select their own food off the shelves as well, unless they would like assistance.

          • Be conscious of putting heavier items on the bottom.

        • Personal care:

          • Please do not place personal care items in grocery bags. There are plastic bags on the shelf that can be used.

            • Generally guests are allowed one cleaning product, two paper products, two personal hygiene items, and one feminine hygiene product.

              • For smaller items, such as individual razors or feminine liners, 4-5 will count as one item for that category.

            • If a guest would not like a feminine hygiene product, they may also take a soap from that shelf instead.

            • Also point out the “freebie” shelf - where clients may take as much as they like of an item.

            • Err on the side of generosity. If a client really needs a third hygiene item, its okay.

        • Once in the dining room, ask clients if they would like help re-bagging or putting items in their car.

        • If a client asks for baby care you can direct them to the Baby Care volunteers in the dining room on Wednesday, or give them a flyer explaining our baby care hours. Emergency baby is no longer available.

Tidy up and sign out   

  • Have the Greeter lock the door to the pantry, and the volunteer completing check in log off of the computer.

  • If there is downtime, feel free to tidy up the pantry, consolidate produce, bag produce, break down boxes, etc.  

  • Wipe down all tables at the end of your shift. 

  • Be sure to sign out when you leave and make sure the dining room door is locked.