How to Create Volunteers Schedule

Samma Karuna
Version 1.2, August 2017

THIS DOCUMENT MIGHT BE OUTDATED

Abstract: This document describes the procedure to assign volunteer their weekly activities

Audience: Volunteers’ Manager

General Guidance:

• All volunteering tasks should be done by 2 or more volunteers at the same time.
• Follow this procedure in order to create the rota.

1. Open the rota of last week.
2. Remove volunteers that have finished their volunteering and add the new ones.
3. Assign one shift for every volunteering day, including one day off following this rules in order:
   
   
   1. Assign Tuesday as full training day for all new volunteers starting at 11am
   1. Assign 4 volunteers a day for the “Halls rota & Gardening”, 2 in the Early Birds team and 2 in the Party Lovers team and make one of them in each shift “hero”.
   1. Assign 2 or more volunteers to the kitchen rota if necessary.
      1. Volunteers are assigned to the kitchen for the whole week and do not perform any other type of shift for that week.
   1. If available assign 2 to 4 volunteers for Animal Care or Organic Farm once a week.
   1. Assign one TripAdvisor shift in the week for all volunteers in the their last week.
   1. Assign all other volunteering slots to Gardening Shift.
   1. Each 2 week create a special FreeHugs rota and assign all Gardening Shift Volunteers to it.

Good Practices

• The schedule is being made on Monday right after the Community Meeting and is ready by the Community dinner on the same day the latest. Thus, the volunteering week runs from Tuesday until Monday the following week.
• Ensure every volunteer has a day of and days off are different from volunteer to volunteer as much as possible.
• Assign new volunteers to Halls Shift with another volunteer that has stay volunteering for longer time (2 or more weeks) so the newbie learns the task from the old one.
• Include in the rota any voluntary activity that volunteers commit to outside the scheduled.

Note: These activities are not considered part of their volunteering.

Example: Creating flyers, Picking up new students, Decorations, Designs…etc.

• During the volunteers’ meeting, check the availability of all volunteers – Visa runs, taking workshops at the school…etc. and ask about special activities (PAC, Organic Farm, Free Hugs, Clean ups…etc)

Shifts Structure

EARLY BIRDS

• 6:45 – 7:00                Meeting at the Welcome Center
• 7:00 – 7:30                Halls Shift OR Gardening
                                   (2 Volunteer Halls & rest Gardening)
• 7:30 – 8:15                Gardening & Beach Shift
• 8:15 – 8:45                Halls Shift OR Gardening
                                   (2 Volunteer Halls & rest Gardening)

• 10:30 – 10:45            Meeting at the Welcome Center
• 10:45 – 11:15            Halls Shift OR Gardening
                                  (2 Volunteer Halls & rest still Gardening)
• 11:15 – 12:15            Gardening & Beach care
• 12:15 –  12:45            Halls Shift OR Gardening
                                   (2 Volunteer Halls & rest still Gardening)

PARTY LOVERS

• 14:00 – 14:15            Meeting at the Welcome Center
• 14:15  – 14:45            Halls Shift OR Gardening
• 14:45pm – 15:45      Gardening & Beach Care (2 Volunteer Halls & rest Gardening)
• 15:45 – 16:15            Halls Shift OR Gardening

• 17:30 – 17:45            Meeting at the Welcome Center
• 17:45 – 18:15            Gardening & Beach Care
• 18:15 – 18:45            Halls Shift OR GARDENING 
                                  (2 Volunteer Halls & rest Gardening)
• 18:45 – 19:30            Gardening & Beach Care