INFORMATION DESK SCHEDULING PROCEDURES

1. Review master calendar for dates/times of Social Sciences and Humanities Library meetings, Info/CPNM Group meeting and obtain copy of Library Schedule of Hours and listing of official Campus holidays.
2. If necessary, ask departments Administrative Assistant to update Information Desk Scheduling masters.
3. Speak with Assistant Head, Reference/Information Services regarding any changes in allocations for staff members.
4. Approximately four weeks before the next quarter or intersession begins, send an E-mail message to the Info. Desk staff requesting:
   1. Vacation requests and planned absence requests (which must be approved by their supervisor) and conflicts due to other commitments. (e.g. meetings, training). These must be noted by the Info. Desker in the blue Vacation requests/Conflicts binder at the Information Desk. Note: Policy regarding vacation requests is located at the front of this binder.
   2. Have Info. Deskers fill out blank schedule preference forms to be turned in to the Info. Desk Manager.
   3. A week before the scheduling information is due, send a reminder to the staff that scheduling information is due by the deadline.
5. Refer to the Social Sciences and Humanities Library hours on the Library Schedule of Hours to determine the appropriate type of scheduling; regular session, including finals week, intersession, holiday, summer, for the time period to be worked on.

6. Make copy of calendar for the quarter. Insert all vacation requests in calendar.
7. Fill out a schedule form for each week of the new quarter.

8. All staff members will rotate working the Information Desk during holidays and holiday weekends. Check the AInformation Desk Holiday Rotation List to see who should be assigned the next holiday. Assign AWD (Alternate Work Day) to these individuals on the ADraft Schedule. Add holiday and name of the staff member who worked the holiday to the AInformation Desk Holiday Rotation List. Keep in mind holiday credit hours for all staff.
9. Assign weekends, evening and daytime hours to those staff who work them on a regular basis. Each quarter, one of the half-time Information Desk Specialists gets weekends off. In exchange though, they must be willing to work 2 or 3 nights of the week. If for some reason a weekend or evening cannot be worked by the assigned staff member, it will be assigned to one of the full time staff members. Assign appropriate AWD and write their initials at the bottom of the schedule as being OUT.

Check for the occurrence of meetings during the time period being worked on, Socials Sciences & Humanities Library meetings, Info/CPNM Group meetings, and any other special meetings. In pencil, write name of meeting on the schedule.

10. Assign hours to those staff who will be working the Information Desk during meeting times. Assure that staff will be able to attend at least 1 of two SSHL meetings. Staff should be rotated from month to month for the Info/CPNM Group meeting.
11. Using the scheduling information received from the blue Vacation/Conflicts binder and the filled out schedule preference forms, note at the bottom of the schedule the persons initials as being OUT.

12. 1. The Monday - Friday 5-6 pm shift will be rotated equally amongst the staff members unless someone has a preference for working those hours.
    2. DO NOT schedule anyone for more than two consecutive hours during Monday -Friday daytime hours.
    3. TRY NOT to schedule a staff member for more than 4 hours per day.
    4. Be sure each person is at their allocation of hours or as near to their allocation of hours for each week of the schedule.
    5. The last Saturday of the quarter should have both staff members scheduled, but the hours will be shorter due to the end of finals.
13. If necessary, update list of names, initials and telephone numbers of Info. Desk staff and mailing list.
14. Send E-mail message to all Information Desk staff informing them of the following:
    1. Schedule has been completed.
    2. Time period the schedule covers.
    3. Hours the Information Desk will be open.
    4. Any variations in the level of staffing.
    5. Each staff member is responsible for his/her hours at the Information Desk. If calling in sick, please call the Research Services Office asap @ 534-2490.
    6. If you cannot work your assigned hours due to another commitment, you may trade hours with another Info. Desker. You can request a trade by sending an e-mail via the #Info. Desk mailing list. The person trading away their hours must update both Desk schedules (at Info. Desk & in RSS Office).
15. Place copies of the Information Desk final schedule at the Information Desk and bulletin board in the Research Services Office. Give copies to the Info. Deskers, the Administrative Assistant, and the Assistant Head of Reference/Information Services. The original copy is placed in the Information Desk Manager's Scheduling notebook.
16. Write in calendar when next schedule is due, when next e-mail message should be sent to Information Desk staff, and date of reminder to Information Desk staff.
17. Update AInformation Desk Holiday Rotation List.
18. 1. Looking at the finished schedule, tally each staff member=s hours for each week. Transfer tallies to the ATotal Number of Hours Scheduled Per Week@ sheet, separated into columns of day, evening and weekend, and holidays. Be sure each person is at their allocation of hours. Break down by categories of day, evening, and weekend.
    2. Compare the total for each week of the desk schedule to the total of the same week, on the ATotal Number of Hours Scheduled@. Be sure totals match.
    3. Write in desk allocations next to each staff member's name.
19. Give the Administrative Assistant a photocopy of Total Number of Hours Scheduled Per Week for the time period worked on.

Revised 1/26/00