NCFC:Frederick Sorting Coordinator Role

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Schedule Sorters for the drops

Things To Consider When Scheduling Sorters

How Often Has A Given Member Sorted?

  • Keep the Sorting Sign Up Sheet updated and accurate.
    • It will be the Sorting Coordinator's responsibility to keep the Sorting Sign Up Sheet.


What Members Still Need To Be Involved In Sorting?

  • Be in communication with the Volunteer Coordinator to see which members need to be more involved with the sorting.
    • Check the 'Jobs/Who To Contact' chart to see all the volunteer responsibiltities of each member.
    • Discuss with the Volunteer Cooridnator, each member's volunteer situation.
      • For instance, some members are not able to sort; some are only able to sort, etc...
    • Take into consideration the Sorting Guidelines when scheduling sorters to sort.


Member Sorting Guidelines/Requirements

  • All members should sort 2 times per year.  Although, there are exceptions.  See below.
  • Normally, when a member is only a sorter, they are scheduled more frequently (min of 4 times per year).
  • Take into consideration how involved the member is, when scheduling them to sort.  If a member has alot of volunteer responsibilities, they will not sort as much as a member that does not have alot of volunteer responsibilities.
  • Take into consideration how much the member uses the club.  If they use the club alot, they should be participating in more volunteer roles.  If they are only using the club minimally, adjust their sorting committment as appropriate.
  • Exceptions:
    • Some members are not able to sort. In these cases, ensure that the Volunteer Coordinator is aware of their situation, so that they can be assigned to more roles outside of sorting.


What Sources Are Scheduled For A Given Drop?

  • The Yearly Schedule will help you determine what sources are scheduled for a given drop.
    • This will help you to know how many sorters you will need for each drop.  You will determine the number of experienced sorters needed, as well as, new sorters that you can assign to a given drop. 


What Sorting Groups Are Needed For A Given Drop?

We are not using sorting groups this year, so no need to determine this.

Is This a Big Drop or a Light Drop?

If it is a bigger drop, you'll want to have at least 2-3 experienced sorters with 1 new sorter.

  • The 1st drops of the month are the smaller, less complicated drops, so you can put new sorters on those drops.
    • Ideally, you will have 1 experienced sorter and 1-2 new sorter(s)
  • The 2nd drops of the month are the larger, more complicated drops, so you will want to ensure there are more experienced sorters at this drop.
    • Ideally, you will have 2-3 experienced sorters with 1-2 new sorter(s)


What Is The Level of Sorting Expertise At A Given Drop?

  • Members can be one of these levels of sorters:
    • New Sorter – needs to be trained. Need to contact Sorter Trainer when they are scheduled to sort so that she can train them.
    • Beginner Sorter – have been trained to sort, have already sorted at least once, but still need to be with an experienced sorter at a drop.
    • Experienced Sorter – knows all the ins/outs of sorting
  • Ensure that there is always 1 experienced sorter assigned to every drop.
  • Try to put a new/beginner sorter on each drop that has an expereienced sorter so that that sorter can learn from the more experieneced sorter. 
  • Try to keep the ratio of experienced to new/beginner sorters to a 1:1 ratio.


Is Everyone Assigned To A Sorting Group?

  • We are not using sorting groups this year (2014), so disregard this section.


  • Make sure all members are assigned to a Sorting Group.
  • Sorting Groups are used for the more complicated sources. 
    • Not all sources have a sorting group.
  • A given member can be a member of more than one Sorting Group.


Find Replacement Sorters

  • When a sorter contacts the Sorting Coordinator to let them know that they are unable to sort, either:
  • The Sorter has to find a replacement, or
  • The Sorting Coordinator must find a replacement.
  • Depending on the timeframe that you need to find a replacement, you can either
    • Add a notice in the Weekly Update indicating that a sorter is needed, or
    • Send an email to the entire group asking for sorting help.


Educate Sorters

  • Help educate sorters on what needs to be done when they are to sort.
  • Send all sorters a link to the What To Do When I'm A Sorter? document prior to each drop, and advise all sorters to read and be familiar with it for all sources that are to be delivered at the drop that are to sort. 
    • If they have any questions, they are to contact the Sorting Coordinator for clarification.
  • As the Sorting Coordinator, you will own the What To Do When I'm A Sorter? document. If there are any updates that need to be made to the document, it will be the Sorting Coordinator's responsibility.
  • The What To Do When I'm A Sorter? document will need to be updated when new sources are added to our food club.  It will be the Sorting Coordinator's responsibility to understand the details of the logistics for the source to relay this information to the sorters.

Work with the Sorter Trainer to train sorters

  • Communicate to the Sorter Trainer which sorters need training.
  • Ensure that a time is scheduled between the Sorter Trainer and the sorter on the sort day, so that proper training can happen.
  • Touch base with the Sorter Trainer to see how the training went, and if additional sessions should be held.


Update Weekly Update Google Doc With Sorting Information

It is the Sorting Coordinators responsibility to ensure that the Weekly Update Google Document is updated with currently sorting information.  This is the main way of communicating sorting information to our food club.

Please refer to the Process for Providing Input Into The Weekly Updates for additional information.

Things to Add To the Weekly Update

  • Letting the group know who the next drop sorters are.
  • Requests for sorting help.
  • Listing of drops that still need sorters.
  • Addressing any concerns you may have with members not volunteering to help sort.
  • Thanking sorters that have just sorted a drop.


Send Sorting Coordination Email

  • Before the drop (most likely the Thursday before the drop), send an email out to coordinate the logistics of the sort.
  • The email should be sent out to:
    • All sorters- check the Sorting Sign Up Sheet to see who is scheduled to sort a given drop.
    • Product cooridnators for each source that is to be delivered for the given drop.  Check the food club main page (top, right-hand green section) for a list of sources that are to be delivered at the upcoming drop
    • The drop site host (Julie Clark)
    • Sofia Grogan (Gaithersburg Transporter)
    • Pickup opener for that drop
    • Pickup closer for that drop
    • Cc the Chapter Lead(s) on the email. 
  • Refer to the 'Jobs/Who To Contact' table for roles.
  • Refer to the 'Membershi Directory' for emails.

Information to be Communicated in the Email

  • Confirm that each sorters is still able to sort.
  • Ensure that each sorter is aware of the sorting timeframe (11:30-2:30).
    • All sorters must be a the drop to sort between this timeframe.
    • Sorters may come earlier than 11:30, but they must be there until 2:30 (unless all sorting is finished prior to 2:30)
    • Sorters may arrive at 11:30 and stay later than 2:30, if necessary.
  • List the Sources that are to be at the given drop.
  • Include a link to the What To Do When I'm A Sorter? document prior to each drop, and advise all sorters to read and be familiar with it for all sources that are to be delivered at the drop that are to sort.
  • Facilitate the communication between the Product Coordinators and the sorters
    • Ask the Product Coordinators to send any shipping documents/tracking information to the sorters so that they have it for the sort
      • The shipping documents may be used to help determine the shipping costs.
      • The tracking information will help the sorters determine if the shipment will be there in time for the sort/drop.
    • Ask the Product Coordinators any questions you may have regarding their sources.
      • For instance,
        • Will the source make it in time for the drop?
        • Did we make the minimum?
  • Ask the Drop Site Host to confirm where the sources are located at the drop site, so that the sorters will know where to find each source when they arrive.
  • Include any other information that you are aware of regarding the sources that will be at the drop.
    • For instance, a PC may have a source delivered to their house, and pre-sort it for the given drop. So, you would want to inform the sorters that they will not have to allocate time to sort this source.
    • Reminding the sorters if certain products ship for free.  For instance, Wilderness Family Naturals has certain coconut oils that ship for free, so just remind the sorters so that they do not include those items when calculating the shipping costs for the members order.
  • See if Gaithersburg has an order that is delivered to our drop.
    • Remind sorters to place all Gaithersburg items in a pile for Gaithersburg.

Source Specific Questions To Ask In Email

Briden Wilson Questions

  • Ask PC if it will arrive on time.
  • Ask drop site host where the order is at the drop site.

Dublin Roasters Questions

  • Ask the sorters which sorter will be picking up the order on their way to Julie'sd.  Very simple...5 mins to walk in and get the order.

Frankferd Questions

  • Ask PC if any issues with the final invoicing that the sorters should be aware of.

Keswick Questions

  • Ask PC to forward any invoice that she receives from Keswick, b/c most times there is no invoice with the order.  The sorters will need this for doing final invoice processing at the drop.
  • Remind the sorters that someone has to bring a sharp knife and cutting board to the drop to cut the cheeses.

Green Pastures Questions

  • Ask PC if it will arrive on time.
  • Ask drop site host where the order is at the drop site.

International Nutrition Questions

  • Ask PC if it will arrive on time.
  • Ask drop site host where the order is at the drop site.

Maine Coast Sea Vegetables Questions

  • Ask PC to forward any shipping notifications to the sorters
  • Make sure that the order will arrive on time
  • Ask drop site host where the order is at the drop site

Mountain Rose Herb Questions

  • Ask PC to forward any shipping notifications to the sorters
  • Remind sorters that this source will require them to weigh each member's item to determine shipping costs.
  • Make sure that the order will arrive on time
  • Ask drop site host where the order is at the drop site

Patterson's Questions

  • Make sure PC will have the product there in time for the drop.
  • Ask what time it will be delivered to the drop

Salt Works Questions

  • Remind the PC to have it at the drop by 4:00 in time for the pickup
  • Confirm that it will come pre-sorted.

Tamzin's Honey Questions

  • Make sure PC will have the product there in time for the drop.
  • Ask what time it will be delivered to the drop

To Your Health Sprouted Flour Questions

  • Ask PC to forward any shipping notifications to the sorters
  • Make sure that the order will arrive on time
  • Ask drop site host where the order is at the drop site

Tropical Traditions Questions

  • Ask PC to forward any shipping notifications to the sorters
  • Make sure that the order will arrive on time
  • Ask drop site host where the order is at the drop site
  • Remind sorters that this source will require them to weigh each member's item to determine shipping costs.
  • Remind sorters that some coconut oils ship for free, so they do not need to weigh those.

Vital Choice Questions

  • Ask PC to forward any shipping notifications to the sorters
  • Make sure that the order will arrive on time
  • Ask drop site host where the order is at the drop site

Wilderness Family Naturals Questions

  • Ask PC to forward any shipping notifications to the sorters
  • Remind sorters that this source will require them to weigh each member's item to determine shipping costs.
  • Make sure that the order will arrive on time
  • Ask drop site host where the order is at the drop site
  • During summer months, make sure the PC has enough coolers to hold the entire order.


Follow-Up After Sort

Send Follow-Up Email to Sorters

The email is a courtesy email to see how things went at the sort. 

QuestionsTo Ask In Follow-Up Email:

  • How did the sorting go?
  • Were all sorters able to make it?
  • Were all sorters there for during the designated time?
  • Any glitches?
  • How are the supplies?  Any need restocked?  etc...

Ensure that Supplies Are Stocked

  • Work with the Inventory Coordinator to ensure that supplies are stocked for the given drop.
  • After a drop, touch base with the sorters to see if there are any supplies that are low and/or need refilled.
  • Communicate with the Inventory Coordinator regarding items that need restocked, etc...
  • Remind sorters to choose their sorting materials wisely.
    • For instance, remind the sorters that they should use grocery bags, boxes that orders have been delivered in, and other 'free' packaging materials for a majority of their sorting.
    • Save ziplock bags, and expensive packaging materials for flours, grains, legumes, dried fruits, etc...


Sorting Coordination Timeline

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