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 March 2012, RfS 21
- 02, 25 February 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).