Staff Scheduling

Checklist for staff scheduling:

Schedule is due on Wednesdays at 6pm. If it will come out after that, make sure that an email is sent to paidworkers@

Each Year

• Make sure all holidays are in the database for the next year.

Done for 2012 RfS 01:26, 7 January 2012 (UTC)

Each Month

• Make sure all meetings from the Perpetual Meeting Calendar are added for the upcoming month.
  • Note that weekly meetings are pretty easy to maintain.
  • Note for meetings on a monthly basis (eg 2nd and 4th Tuesday). These weeks do not necessarily start on Sundays:
    • 1st week is the 1st-7th
    • 2nd week is the 8th-14th
    • 3rd week is the 15th-21st
    • 4th week is the 22nd-28th

Done for April 2012, RfS 17

45, 28 March 2012 (UTC)

Each Week

(The schedulers may want to print out this section and manually check off each step.)

• Figure out the beginning and end of the new week. Weeks begin on Mondays and end on the following Sundays. Write these dates down here:
  • Start Date: ________________________.
  • End Date: ________________________.
• Are there new people that need to be put on the schedule? Put them on the ongoing schedule.
• Review all tickets in schedule RT queue:
  • Make sure all ongoing changes have been addressed (wherever possible). These are a. tickets
  • Make sure all vacation tickets in RT have been approved or denied, and add approved ones to the vacation list in the scheduling software. These are v. tickets
  • Make sure all meeting tickets in RT have been added to the meeting list in the scheduling software. These are m. tickets
• Generate a tentative schedule for the new week.
• Review the tentative schedule and run the problems report.
  • Are any problems of an ongoing nature? (Fix them on the ongoing schedule and re-generate.)
• Check NPA's Offsite Donations Schedule and add current candidate
• Check for sanity by area.
  • Review Recycling schedule.
  • Review Front Desk schedule. Two people at all times.
  • Review Thrift Store schedule. Two people at all times. Three people to account for break coverage in afternoons on Wednesdays and Saturdays.
  • Review Receiving schedule. Two people at until at least 3 pm.
  • Are any of these problems of an ongoing nature? (Fix them on the ongoing schedule and re-generate.)
• When everything of an ongoing nature has been fixed on the ongoing schedule, generate the actual schedule.
• Re-review tickets in schedule RT queue:
  • Fix any one-off changes that have not been dealt with above. These are b. tickets
• Delete certain non-floor shifts that have no workers (mostly admin shifts) from the new schedule -- these are shifts that are not worth filling when someone is away.
• Fill remaining empty shifts with available staff people first, before calling for substitutes.
  • This will require splitting some shifts, and some trades.
• Run the problems report again. Make sure everything is fixed.
• Double-check for sanity by area (see above list).
• Print an error-free version of the problems report for posterity
• Print a hard copy of the actual new schedule for posterity

Each Day

• Early in the day, check for people calling/emailing in being sick.
• Change any shifts that are now uncovered due to absences to worker = Nobody.
• Delete certain unstaffed non-floor shifts (as above).
• Fill empty shifts with available present workers first, then substitutes as needed. Contact workers who have been re-scheduled to alert them.

When you must delete a floor shift

• If volunteers are involved, check with the area coordinator.
  • Maybe volunteers can still come in, but need some minimal support.
  • Maybe volunteers need to be notified that their shifts are canceled (contact Front Desk to cancel shifts).