You’re probably reading this document because you’ve joined the Georgetown Maker Hub’s awesome community. Congratulations! And thank you! It is thanks to you that the Maker Hub is a fun, productive space where everyone is welcome to learn and make together.

This manual contains (almost) everything you need to know to be a productive part of this community. Most of this you will cover during the Volunteer in Training Program, but it’s here if you need a reminder.

Your Role

As a Maker Hub volunteer, you will assist with the day-to-day operations of the Maker Hub, including helping visitors use equipment and tools, providing guidance on projects, and maintaining the cleanliness and organization of the space. You may also help plan and execute events and workshops, assist with inventory management, and contribute to social media and outreach efforts. A Maker Hub Volunteer is:

Welcoming - Making sure that everyone that walks in the door feels like they belong is our #1 goal.
Helpful - We’re eager to help our visitors learn how to use our tools. We help them “DIY, not DIFY (Do It For You)”
Alert - Whatever we’re doing, we stay aware of everything else going on in the space, always ready to step up when needed.
Proactive - Rather than waiting to be told, we take initiative and seek out opportunities to help, learn, and create to make the Maker Hub more awesome.
Responsive - There’s lots going on, so we check our emails, Slack, and Trello for updates and respond in a timely manner.

Your Responsibilities

Working Your Shift

During your shift, you are expected to be assisting in the operation and development of the Maker Hub. The following tasks are listed by order of priority:

Ensuring everyone is being safe and following all safety rules
Greeting all visitors when they enter the Maker Hub and reminding them to sign in
Helping visitors learn how to use equipment and find supplies
Keeping the space clean and organized
Working on Maker Hub tasks
Learning how to use new tools and earning Merit Badges

Eg, if you are helping someone learn, but a new visitor walks in, excuse yourself from the person you’re helping and greet the new person.

Please do not work on purely personal projects during your shift, unless the project is also tied to the Maker Hub in some way. If you have a project you want to pursue that you think could benefit the Maker Hub, talk to the Maker Hub Manager.

Mandatory All-Staff Meetings

All-Staff meetings are your opportunity to share feedback on how the Maker Hub is being run, ideas for changes, project ideas, and get organized on new initiatives. We also cover new policies, equipment, and workshop ideas. All-staff meetings are important for staying up-to-date, and are required for all Maker Hub staff and volunteers. All-Staff meetings generally occur at least twice a semester.

There are typically two sessions of every All-Staff meeting. If you can’t make either, you are required to contact the Maker Hub Manager to make alternate arrangements.

Attendance

We count on you to keep the Maker Hub running and successful! We make plans based on the specific skills of the people on the schedule, so please make every effort to show up on time and ready to help!

We use Google Calendar and Slack to coordinate shifts, subs, holidays, etc. If you have a Google Calendar invite for a shift, it means we’re expecting you. If not, then you are not expected to work.
If you can’t make your shift, you must provide two weeks advance notice, or you are responsible for finding a substitute. Sub rules are as follows:

Subs can’t already be working that shift.
You can’t sub for two people at the same time.
When you’ve confirmed a sub, email makerhub@georgetown.edu, as well as the other volunteers on your shift, before the start of the shift.
Talk to the Manager or Operations Coordinator if you need an exception.
No Ghosting!
Frequent violations of these rules will result in a discussion about whether this position is right for you.
Subbing for others will win you points towards Volunteer of the Month!

Emails and Slack

Our volunteer and staff community is so large (yay!) that we can’t follow up with everyone individually with updates, requests for information, etc. Please check your emails and the Slack channel, and respond to requests in a timely manner.

Rule of thumb: By the time you show up for your next shift, be up-to-date on all emails and requests.

Keycode

Your access code opens both doors to the Maker Hub. It is assigned after completion of the Volunteer in Training Program. Do not share your code, ever.

If you suspect that someone else has obtained your code, please let the Maker Hub Manager or Operations Coordinator know. You will be given a new code and your old one deactivated. No disciplinary action will be taken.
However, if someone intentionally uses a code not assigned to them to gain access to the Maker Hub, disciplinary action will be taken, as this is considered a violation of the student honor code.

Working at the Maker Hub

Safety

Safety is the top priority in the Maker Hub! Always make sure you are using common sense when using tools, and encourage all visitors to be safe! Specific safety things to note:

A red first aid kit is located on the shelves next to the light switch in the electronics section. It contains band-aids and other basic supplies.
A fire extinguisher is mounted on the wall next to the light switch in the electronics section
A fire blanket is hanging next to the laser cutter
Make sure you know the appropriate emergency phone numbers. Save these numbers in your contacts!

In the event of a serious injury, call GERMS at 202-687-4357
In the event of an uncontrolled fire, call 911

In case of an injury, or even a near miss, the incident should be reported using the Maker Hub Incident and Near Miss Reporting Form.

How to Start and End Your Shift

Start of Your Shift

Sign in, as “Staff/Volunteer Shift”
Put on your apron
Greet your fellow volunteers and figure out what they’re working on
Check the Slack for any notifications or tasks
If it is after 5pm, start a Spotify playlist of your choice

Tasks specific to the opening shift:

Turn on the lights. The lightswitch is located in the Electronics section next to the fire extinguisher
Make sure the doorbell is functioning properly (the light should be blue, not green, and the speakers must be turned on)

End of Your Shift

Put Away your apron
Let other volunteers/staff know that you are leaving
Consolidate smaller trash cans into the large red trash bin
Clean up at least one thing!

Tasks specific to the closing shift:

Turn off the music using the computer that is playing the music
Turn off any equipment that’s been left running, except for 3D printers.
Turn off the lights. The lightswitch is located in the Electronics section next to the fire extinguisher
Make sure BOTH Maker Hub doors are fully CLOSED and LOCKED!

Welcoming our Visitors

The most important space in the Maker Hub is the first three feet past the door. That’s where a new visitor decides that the Maker Hub is a place for them. The most important piece of equipment in the Maker Hub are our staff and volunteers. It’s your welcoming faces that create a community of creative people making together. Here is a flow chart and sample script for how you can welcome visitors to the Maker Hub, but feel free to put your own spin on it!

Every visitor to the Maker Hub gets greeted with:

“Welcome to the Maker Hub! Is this your first time here?”

(If you’re a regular, and a new volunteer asks you if it’s your first time, thank them for being awesome. It can feel embarrassing to be a new Volunteer, so let’s help them out.)

If they say “No”:

“Great! Just sign in, and let me know if you need anything.”

If they say “Yes”:

“Awesome! If you could sign in here for me we can go through a quick safety orientation and then you will be all set! Just a heads up, since this is your first time in the Maker Hub there will be a safety waiver for you to acknowledge during the sign in process.”

After they complete the sign in, complete the rest of the onboarding new visitors steps.

Onboarding New Visitors

It is important that first time visitors be made aware of the Maker Hub’s rules and policies. Here are the steps to take if a visitor is coming to the Maker Hub for the first time:

Have them sign in. On the second page of the sign in, read them the rules listed at the top of the page. Those rules are as follows:

Close-toed shoes are required. Otherwise, dress like a maker! Avoid wearing baggy clothing and loose jewelry, as well as pull back long hair.
No food is allowed in the Maker Hub, and beverages are allowed only in covered containers.
Tools may not be removed from the Maker Hub.
Materials are to be used in the Maker Hub. Taking raw materials is prohibited.
Follow the instructions of Maker Hub volunteers at all times.

The last step of signing in for the first time is checking that you acknowledge and agree to the safety waiver and listed rules.

Here are some guidelines for you to follow when reading the rules:

Make sure the new visitor is paying attention. No texting, chatting with friends etc.
Don’t rush, we want our policies to be taken seriously.
Make sure you are heard. Try repeating the rules in your own words, making a joke, etc.
Remember: YOU are in charge.

Give them a quick tour. Point out notable safety concerns in each station

Woodshop - lots of sharp tools that can cut you, always wear safety glasses when in this space
Electronics - soldering irons get very hot
Print shop - the guillotine paper cutter is very dangerous, always leave the handle in the downward position when not in use
Arts & Crafts - no running with scissors!
3D Printing - the extruders and build plates get really hot when in use
Laser cutting - the only tool that requires a Maker Hub volunteer to operate it due to the Georgetown Laser Safety Program
Textiles - sewing machines are delicate and needles are sharp!
Vinyl cutting - super safe!

Signing In

It’s very important that all visitors to the Maker Hub sign in. Don’t be shy about asking visitors if they’ve signed in if you’re not sure.
Sign in data is very important. Please fill out all the data, as accurately as possible
EVERYONE SIGNS IN. ALWAYS.

If you are on shift, SIGN IN	If it’s not open hours, SIGN IN
If you are NOT on shift, SIGN IN	If it’s late at night, SIGN IN
If you are coming in just to pick something up, SIGN IN	If it’s early in the morning, SIGN IN
If you are just dropping in to visit a friend, SIGN IN	If you step out for an hour or more, SIGN IN

If a visitor does not want to use the laptop, or there is a large group forming a bottleneck by the entrance, visitors can also sign in by visiting tinyurl.com/gumh-signin or by using the QR code located at the Sign In Station.

Organization

Read the Labels

The Maker Hub is pretty well labeled, and we make every effort to keep our labeling accurate and up-to-date. Spend time reading the labels, and respect them. This will help you learn what goes where, and important rules for using the equipment.

Get yourself familiar with the Inventory checking system

There is an inventory spreadsheet bookmarked on each of the Maker Hub’s computers, get yourself familiar with the search function and the meaning of the location number. If you need to find something, take advantage of this spreadsheet.

Putting Away Consumables/Scraps

Conscientious organization and reuse of scrap materials is how we keep costs down and the Maker Hub free for everyone. Please do your best to use scraps before reaching for brand new material.

Laser Cutter Consumables

Always use the smallest scraps possible for your job.
Return scraps to the shelves:

With the widest ends facing OUT
Try to sort material by type (MDF, plywood, acrylic)

Textile Scraps

Again, try to use a scrap for your project if possible before reaching for a new piece of fabric
While we encourage saving scraps, don’t overdo it; if a scrap so small that it’s likely not usable, it’s okay to throw it out

Embroidery & Sewing Threads

If possible, tuck loose ends of thread either into the cutout on the spool itself.
Keep threads with the bobbin of the same color to avoid wasting any bobbin thread in the future.
Place threads and bobbins on the organizing rack in the spot where you found that color

Cleaning

“Your mother doesn’t work here.”

“Time to leave? Time to clean!”

A clean Maker Hub is everyone’s responsibility.
A clean space will look like it’s ready for someone to use.
Cleaning up includes

Sweeping and vacuuming the floor
Clearing off ALL tables and workbenches
Straightening up storage bins, notepads & pencils, etc
Personal projects put in project boxes
Garbage and recycling consolidated to the large bins
All tools are put away. If you don’t know where a tool goes, ask another Volunteer or the Maker Hub Manager

The only exception are tools that take a while to cool down, such as soldering irons, wood burning pens, and hot glue guns

Cleaning is not just for the closing shift; make sure that projects started during your shift that were left out are put away if visitors don’t clean them up themselves.

Your Apron

Staff and volunteers wear aprons during their shift to identify themselves to visitors and other staff/volunteers. During the Volunteer in Training Program, you will modify your apron from the existing Maker Hub’s supply, or will learn how to make your own from scratch. Your apron is yours to customize and modify as you are inspired. It’s a great way to show off your making skills as you learn. Some ideas include:

Embroidering your name or other graphics with the embroidery machine
Laser-etching the canvas or a patch
3D printing apron accessories
Custom buttons

Rules & Policies

A public list of the Maker Hub’s rules and policies can be found on the Rules & Policies webpage. Make sure you understand all of the rules on the website as they apply to all visitors to the Maker Hub.

5 Main Maker Hub Rules

Close-toed shoes are required. Otherwise, dress like a maker! Avoid wearing baggy clothing and loose jewelry, as well as pull back long hair.
No food is allowed in the Maker Hub, and beverages are allowed only in covered containers.
Tools may not be removed from the Maker Hub.
Materials are to be used in the Maker Hub. Taking raw materials is prohibited.
Follow the instructions of Maker Hub volunteers at all times.

No Weapons Policy

Crafting, modifying, or working on any form of weapon, including toy or replica versions, is expressly forbidden within the Maker Hub.

Odorous Materials Policy

To ensure a comfortable and health-conscious environment for all users of the Maker Hub, the use of any materials that release strong, noxious, or unpleasant odors within the Maker Hub is strictly prohibited. This includes, but is not limited to, spray paints, certain types of glue, and solvents.

Volunteer Policies and Procedures

This information has more to do with your role as a volunteer, and less about the public policies posted on our website.

DIY, not DIFY

The Maker Hub is a space where anyone can learn how to use the tools to make what they want, aka “DIY.”

“DIT” - “Do it Together” is great too.

It’s not a space where you can have someone else do it for you, aka “DIFY.”

Some suggestions for promoting DIY:

Make it positive: “I’m happy to show you how to use the 3D printer, so you can come in and run your prints whenever you want.”
When showing a visitor how to use some software, always let them “drive.” Never touch the computer yourself. This takes longer, but pays off in the end.
If they really want someone to Do It For Them:

Refer them to fabrication services like Shapeways for 3D fabrication, FedEx for printing, or local textiles shops for custom embroidery
You can get paid for doing custom work for a visitor. Refer to the section on “Getting paid for work” for more information.

Communication and Documentation

The Maker Hub uses several platforms. They are:

Maker Hub Master Folder - the Google Drive folder contains all of the documentation for workshops, equipment, etc.
Maker Hub Slack - the Slack channel is how we communicate with each other. It’s a space for volunteers to comment on equipment, ask for subs, and promote events!

Access to the Maker Hub After Hours

Staff and volunteers are welcome to use the Maker Hub whenever the library is open, with the following caveats:

You must not be in the Maker Hub alone after 8pm.
You may bring in non-staff/volunteers with you, but you are responsible for their actions, enforcing all rules, signing them in, and may not leave them alone in the Maker Hub for any amount of time.

If non-staff/volunteers you don’t know come to use the Maker Hub during off hours, it is up to you whether you allow them in or not. If you do, you are responsible for them, and all the normal rules apply.
You should also feel comfortable turning them away. The use of the Maker Hub during off hours is a privilege you’ve gained by volunteering your time.

Leading Events and Workshops

Throughout the semester, there are several scheduled workshops, usually at the introductory level. We encourage all volunteers and staff to lead workshops, and to design their own that are perhaps more advanced or specific.

Some ideas for events

Knitting Circle
Holiday-specific projects
Collaborations with clubs
Projects you’ve done that can be replicated

Discuss your idea with the Maker Hub Manager, or contact makerhub@georgetown.edu to for help in planning and organizing your event!

Getting Paid for Independent Work

The Maker Hub does not have a rule against volunteers getting paid to do work for, train, or tutor visitors in return for payment, trade, or other considerations.

Please Note:

Such work must be done during your own time, not during your shift
Arrangements are between you and the client, and do not involve the Maker Hub
All rules for use of the space, equipment reservation, etc apply. Do not monopolize the equipment or consumables
If you are getting paid for work that involves Maker Hub consumables, you are responsible for paying to replace them.
Equal respect and consideration must be given to all other users of the space.
The Idea Lab and Maker Hub cannot be reserved for for-profit activities

Charging for Materials

If a visitor would like to use a lot of material and you think it constitutes charging them, please speak with the Maker Hub Manager or Operations Coordinator. We normally charge visitors for using:

More than one spool (1kg) of 3D printing filament
Any resin for the Form 3 3D printer
Several full sheets of MDF
Several full sheets of vinyl
Over 100 buttons on the button maker

Project Boxes

All visitors are allowed to create their own project box in which they can store their materials.

To set up a new project box:

Make sure the visitor labels the box with their name and NetID
Everyone must fill out the Project Box Tracking form when setting up their project box

What can/cannot go in a project box:

Can: small amounts of consumables; low-cost electronics components (a raspberry Pi, arduino, etc); self-purchased supplies
Cannot: large amounts of consumables; any Maker Hub equipment (embroidery hoops, carving gouges, etc)

The Maker Hub Manager reserves the right to look through project boxes if hoarding or theft is suspected.

Security Cameras

Security cameras are placed on each door to monitor the Maker Hub. Only the Maker Hub manager has access to the video files, and they are only used in case of an emergency or stolen property.

The Doorbell

The Maker Hub Doorbell is an Internet-of-Things (IoT) device developed in the Maker Hub. Pressing the button sends a signal to adafruit.io, an IoT switchboard. This signal can then be listened to by devices anywhere in the world. Our doorbell song changes often, so don’t be scared! We let our Volunteer of the Month choose the sound, and change it around holidays or other events.

Protection of Minors

Occasionally the Maker Hub hosts minors (under the age of 18) in the space for workshops, tours, or other activities. In light of this, all Maker Hub volunteers are required to read and certify the “Working with Minors Guidelines” document provided by the Georgetown Office of Compliance & Ethics. The Maker Hub Manager will coordinate with you if you will be on shift with any minors.

Social Media - Share it!

For the Maker Hub to succeed, it’s super important that we share our stories! Please help us out by photographing, videoing, and documenting your awesome projects on your favorite social media platforms, as well as following the Maker Hub accounts!

Facebook: facebook.com/groups/gumakerhub
Instagram: instagram.com/gumakerhub

Post pictures of things going on in the space, @gumakerhub. Want to be a Maker Hub Influencer? Ask the Manager for the Instagram login!

TikTok: Post videos of interesting things in the Maker Hub, follow @gtownmakerhub.

Maker Hub Staff/Volunteer Agreement

The Maker Hub Staff/Volunteer Agreement is a document that must be read, understood, and signed by all Maker Hub Staff, Volunteers, Authorized Faculty, and Maker Neighbors. It states that:

I have taken the Volunteer in Training (ViT) Program, and will abide by the rules and guidelines explained to me.
I have read the Maker Hub Volunteer Manual, and understand my role, my responsibilities, and Maker Hub policies.
I will not override, bypass, or defeat Maker Hub security policies and systems, including but not limited to:

Disabling locks
Sharing personal key codes
Propping or taping open doors after hours
Tampering with security cameras

I understand and will comply with emergency procedures
I will not remove items from the Maker Hub without permission
I will report any equipment damage, or missing equipment
I understand that after hours, I am responsible for the actions of any non-staff/volunteers also in the Maker Hub at that time, and will ensure that non-staff/volunteers are not left unsupervised (by Maker Hub Monitors/Volunteers).
I will not remain in the Maker Hub when the Library is closed.
I understand that surveillance cameras are in use in the Maker Hub, are accessible to Maker Hub Manager, and may be used for both live viewing of the Maker Hub and Idea Lab, and for recording of activity in the Maker Hub and Idea Lab.

Volunteers will digitally sign this agreement after completion of the ViT Program when they receive their keycode.

The digital form for signing the agreement can be found here.

QUIZ

Questions

What are the top priorities for a Maker Hub volunteer during their shift?

Assisting visitors with projects
Checking emails and Slack
Cleaning and organizing the space
All of the above

What should you do if you can't make your scheduled shift?

Find a substitute and notify the Operations Coordinator and Manager
Ghost your shift and don't show up
Inform the Maker Hub Manager after missing the shift
Reschedule your shift on short notice

What platform is used for communication among Maker Hub volunteers and staff?

Facebook
Instagram
Slack
X

How should volunteers handle situations when visitors request assistance with their projects?

Volunteers should always do the projects for the visitors.
Volunteers should provide guidance and assistance to help visitors learn and complete their projects on their own.
Volunteers should ignore the visitors and focus on their personal projects.
Volunteers should charge visitors a fee for any help or guidance provided.

What should you do at the end of your shift?

Sign out and leave immediately
Put away your apron and clean up the space
Start a Spotify playlist for the next shift
Begin working on your personal projects

How should you greet visitors when they enter the Maker Hub?

Ask if they want help with their project
Give them a tour of the entire space
Welcome them and ask if it's their first time at the Maker Hub
Ignore them until they ask for assistance

Where can visitors sign in when they enter the Maker Hub?

They don't need to sign in, just ask for help directly
At the entrance door on a sheet of paper
At the Sign-In Station or using the QR code
By sending an email to makerhub@georgetown.edu

What is the purpose of project boxes for visitors?

To store personal belongings during their visit
To keep track of visitors' progress on projects
To reserve equipment for specific projects
To store their materials and supplies for ongoing projects

What is the primary responsibility of a Maker Hub volunteer during their shift?

Helping visitors find supplies
Leading workshops and events
Ensuring everyone's safety and following safety rules
Assisting the Maker Hub Manager with administrative tasks

How can you gain access to the Maker Hub after library hours?

You can access it at any time with your key code
You must be accompanied by a staff member after hours
You are not allowed in the Maker Hub after library hours
You can use your key code after 8 pm but must not be alone in the space

Answers

d) All of the above
a) Find a substitute and notify the Maker Hub Manager
c) Slack
b) Volunteers should provide guidance and assistance to help visitors learn and complete their projects on their own.
b) Put away your apron and clean up the space
c) Welcome them and ask if it's their first time at the Maker Hub
c) At the Sign-In Station or using the QR code
d) To store their materials and supplies for ongoing projects
c) Ensuring everyone's safety and following safety rules
d) You can use your key code after 8 pm but must not be alone in the space

Contents

Introduction