Scheduling Faculty and Staff for Service at The Reference Desk

Rationale:

The services offered at the reference desk are the most immediately noticeable manifestation of the service that the reference department provides to not only UMBC, but to members of the public and the surrounding community as well.

Part I: General Scheduling Procedures

Pre Work:

1. Consult with head of the reference department to

• Determine how often schedules must be made (weekly, monthly, semester).
• Determine operational hours of desk for when the schedule is being made. Take into account holidays and other occasions as necessary.
• Determine who is available to work on the desk. The number of individuals able to work at the desk may vary between semesters.
• Determine the approximate number of hours each person should commit to the reference desk.

2. Consult with the reference department over the reference department e-mail list (ref@lists.umbc.edu) to

• Determine when they prefer to work desk
• Determine what obligations they have that would prohibit them from working specific shifts

3. Consult further with the head of the department if

• Availability of department members cannot be reconciled with needs of desk schedule
• You are having difficulties generating an acceptable schedule

Process:

Step 1:
Open the Microsoft Word file SemesterDeskScheduleBlank.doc located on the I: Drive under the following pathname:
I:\Reference\Schedules\Blank Templates\SemesterDeskScheduleBlank.doc

Step 2:
Print a copy of SemesterDeskScheduleBlank.doc and set aside.

Step 3:
Open the program Oracle Calendar located under the pathname:
C:\Program Files\Oracle\Calendar\Ocal.exe

Step 4:
In the program Oracle Calendar, open a group agenda by using File -> Open -> Group Agenda. See Figure 1.

_{Figure 1}

Step 5:
Input the name of each available staff and faculty in the text box. After adding each name, click the OK button. See Figure 2.

_{Figure 2}

Step 6:
Once the group agenda is open, print the group agenda for the period of time that the schedule is intended to cover (i.e. week, month, or semester). Ensure that the Group box is checked. See Figures 3 and 4.

_{Figure 3}

_{Figure 4}

Step 7:
Using the printout of the Group Agenda in combination with the blank schedule you have already printed out (cf. Step 2) design a rough draft of the schedule for the period the schedule is intended to cover. Be mindful of the preferences, obligations, and necessities you determined when consulting with the head of the reference department in your pre-work.

Step 8:
Once the desk schedule has been developed, transcribe what was written on the blank schedule to one of the following templates (use template appropriate for semester/time of year)
Fall.SpringScheduleTemplate.doc
I:\Reference\Schedules\Blank Templates\Fall.SpringScheduleTemplate.doc

Or

Winter.SummerScheduleTemplate.doc
I:\Reference\Schedules\Blank Templates\Winter.SummerScheduleTemplate.doc

Ensure the files are named and dated accurately.

Step 9:
Submit schedule to the reference e-mail list for review and comment. Provide a reasonable deadline for members to respond in case revisions or adjustments need to be made. Ensure that the file is attached to the e-mail that is sent to the list. Also ensure the pathname of the file is included in the e-mail.

Step 10:
Revise and adjust the schedule as necessary.

Step 11:
E-mail final version to reference list. Post a copy of the schedule to the following places

• At the reference desk
• On the exterior wall of your cubicle

Part II: Scheduling Weekend Coverage for the Fall and Spring Semesters

The reference department maintains operational hours on Saturday and Sunday during the Fall and Spring Semesters. Members of the department signup to work for an entire weekend day prior to the beginning of the Fall or Spring Semester.

Step 1:
Post a signup sheet for weekends. The signup sheet should be posted to the exterior wall of your cubicle approximately 2 to 3 weeks prior to the beginning of the semester. The signup may be found on the I: drive under the following path name:

I:\Reference\Schedules\Blank Templates\WeekendDeskTemplate.doc

Step 2:
Notify members of the department that the signup sheet has been posted by sending an e-mail to the reference department list (ref@lists.umbc.edu).

Step 3:
Once weekend signup sheet is filled out, transcribe sheet to a word document, and submit that word document to the reference department e-mail list. Ensure the file is attached to the e-mail. Also ensure the pathname of the file is included in the e-mail.

Step 4:
Revise and adjust weekend schedule as needed.

Step 6:
E-mail final version to reference list. Post a copy of the final version of the weekend schedule to exterior of your cubicle wall.

Tips:

1. Consult with the head of the reference department as needed. You may need more assistance with scheduling when you begin the undertaking.

2. Keep members of the department informed about progress.

3. Try to make sure that each person that is working the desk has at least one day where they do not have any desk shifts assigned to them.

4. Avoid assigning members of the department multiple shifts in one day. This may be unavoidable.

5. Avoid assigning members of the department close/open shifts (i.e. where one evening they must work the desk until 9 PM, and on the following morning must open the desk at 9 AM).