[civsa] Ambassador Scheduling and Point Tracking

Tue Oct 1 09:16:51 CDT 2013

At Valparaiso University, I simply ask for all our tour guides to provide
their class schedule for the semester. Then I figure out who our tour
guides are for each tour time: Monday-Friday, 9:00am, 11:00am, 12:00pm and
2:00pm.

We use Google docs for almost everything now. I put the tour schedule for
the semester in a google spreadsheet and share it with the tour guide team.
I might try creating a Google form (survey) to better organize this for our
next semester's tour schedule.

Last year, we used Google calendar to assign and post tour assignments, but
sometimes tour guides couldn't access it.

We now use a Google spreadsheet as our calendar for a our office. Tour
guides can check to see if they have been assigned for their day/time. For
example, if I am a Monday, 9:00am tour guide, I am responsible for checking
the schedule in Google to see if I am assigned. This also allows them to
see the name of the student they are giving a tour to, their academic
interest (to study up on before their tour) and where they are from.

So far, our new process has been working.

This saves us from having to invest in software system and a lot of daily
emails back and forth about tour assignments.

- Nicole
-- 
Nicole (Graham) Martinez, M.A.L.S.
Associate Director | Undergraduate Admission
Valparaiso University | valpo.edu | Phone: 219-464-*6124*

On Mon, Sep 30, 2013 at 6:48 PM, Kirkessner, Scott G - (kirks) <
kirks at email.arizona.edu> wrote:

>  Hello all!  At the UA, we have a home-built webform that the Ambassadors
> use to submit their choices for tour shifts as well as their class
> schedules.  We then use that data to build what is called the “Tour
> Rotation” which is a weekly schedule (built out for the entire semester) in
> which Ambassadors can view their assigned shifts.****
>
> ** **
>
> You can view our rotation at http://tiny.cc/tour-rotation (it’s read
> only, so you wont break anything).****
>
> ** **
>
> In regards to points, we manually keep track of that using spreadsheets.
> In years past we required Ambassadors to complete a minimum of five special
> tours/events in addition to their regular tour rotations.  These special
> tours were worth points – five points each, as each ambassador would start
> the year with 75 points and finish with 100 points.  Points would be
> deducted for a variety of things ranging from a missed tour (ten point
> deduction), lateness or failure to read emails (3 point deduction).****
>
> ** **
>
> Hope this helps!
>
> Scott****
>
> ** **
>
> Scott Kirkessner, M.Ed.****
>
> Senior Coordinator, Programs and Tours****
>
> The University of Arizona****
>
> 520-626-5943****
>
> Scott.Kirkessner at arizona.edu****
>
> ** **
>
> ** **
>
> <http://admissions.arizona.edu/visit>****
>
> The campus visit makes all the difference****
>
> A variety of visit programs await you****
>
> Visit the University of Arizona today!****
>
> ** **
>
> *From:* listserv [mailto:listserv-bounces at civsa.org] *On Behalf Of *Bierdeman,
> Christopher
> *Sent:* Monday, September 30, 2013 3:39 PM
> *To:* <listserv at civsa.org>
> *Cc:* listserv at civsa.org
> *Subject:* Re: [civsa] Ambassador Scheduling and Point Tracking****
>
> ** **
>
> Hi Diana,****
>
> ** **
>
> I can't speak to point tracking, but we use whentowork.com for
> scheduling.  It is a minimal cost per year to use, but it is well worth it!
>  The cost depends on how many employees you need to schedule with it, but
> I'm pretty sure we pay around $300/yr for 30-60 employees.  It gives each
> student their own login and allows for them to enter their own
> availability.  You can also create saveable templates of shifts used
> regularly so you can import them in future weeks with ease.  You can also
> auto assign shifts if you want!  It works great with assigning tours!****
>
> ** **
>
> Hope this helps!
>
> Chris Bierdeman****
>
> University of Northern Colorado****
>
> ** **
>
> Sent from my iPhone****
>
>
> On Sep 30, 2013, at 4:25 PM, "Diana M. Kyle" <Diana.Kyle at kingsu.ca> wrote:
> ****
>
>  Hey everyone, ****
>
>  ****
>
> I’m wondering if anyone has any advice on systems that work well for
> Ambassador Scheduling and/or point tracking. Our Ambassadors are strictly
> volunteer, but they earn points per hour that they serve. We’ve used
> VolunteerSpot to for scheduling, but it’s not ideal and so far we’ve only
> been tracking points in an excel spreadsheet which is time consuming and
> awkward at best. ****
>
>  ****
>
> What works for your team? ****
>
>  ****
>
> Thanks in advance!****
>
>  ****
>
> *Diana Kyle*****
>
> Enrolment Services Coordinator, ****
>
> Restorative Justice Facilitator ****
>
> T:****
>
> 780.465.3500 ext. 8034****
>
> F:****
>
> 780.465.3534****
>
> <image001.png> <http://www.kingsu.ca/>****
>
> The King's University College****
>
> www.kingsu.ca****
>
>  ****
>
>  ****
>
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>
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