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Scheduling 101

This guide offers a step-by-step approach to scheduling educators based on their availability and expertise for various programs. It covers an overview of weekly schedules, considerations for holidays and special events, and detailed processes to ensure proper staffing for tours, meetings, and trainings. By following the outlined steps—from checking staff availability to drafting and refining schedules—this resource aims to enhance communication, organization, and ultimately the success of educational programs.

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Scheduling 101

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  1. Scheduling 101

  2. Educators scheduled based on availability and knowledge of programs

  3. Step 1 • Get an overview of next week’s schedule • Pedro weekends, Lokki weekdays • Is it a holiday? Special schedule? • Seven days, seven different schedules • Pay special attention to: • ASL • Tour tours • After hours tours: Alana • Special needs • VIPs: ie, “Visiting Delegation from Sweden” • Events • Meetings: Staff, monthly, walking tour, T&D, Costumed Interpreters, ESOL, school group, access • Off-sites

  4. Step 2 • Find out who’s in, who’s out • Volunteers • Educators (47, people asked for time off via email) • Full-time staff (Outlook’s Administrative) • See Exhibit A

  5. Step 3 • Groups

  6. Step 4 • Roster • See Exhibit B

  7. Step 5 • Trainings, ATEs, 3-months observation • Pedro: building tours, ATEs, 3-months observation • Lokki: T&D • Adam: WT • Kat: School groups • Sarah: Access, CIs, Vicky intros

  8. Step 6 • Synthesize! • See Exhibit C

  9. Step 7 • Open a template & save it in the proper place:

  10. Step 8 • Match the educator’s knowledge of program to the tour slots.

  11. Step 9 • Proper breaks • Do we have enough educators? • Trainings, ATEs, observations, VIPs • fill the “gaps” in the schedule with full-time staff and volunteers

  12. Step 10 • A draft of the weekday schedule takes about 8 hours to write • Monday evening: Send the draft to the education dept to review • Feedbacks from everyone • Adam makes sure the group calendar matches with the schedule • Kathryn checks the school group • Sarah checks the CI • Pedro will do a thorough check-up • Wednesday evening: send out the tour schedules

  13. Step 11 • The aftermath: • Staff read the schedule, send us their “conflicts” • Make adjustments • Pedro meets with Rachael G.—make sure the tour schedule matches with Altru.

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