Registration 2025 Updates - Please Read

Rota - When I Work

WiW Introduction

Training Video on the Rota System

Email preferences
'My Availability'
Schedule & Expectations
Dropping / Swapping shifts
Open Shifts

Training Video - When I Work.mp4

Using When I Work

Protocol Document

Expectations

All members of Library Staff are expected to engage with, and support, the work on the Service Points in the Library. This is fundamental to the service we provide to our users.

Grade 4:

You will be expected to work up to 2 hours per working day on the Service Points (LSD and/or Olark) you are trained on.

Grades 5 - 6:

You will be expected to work up to 1 hour a week on the LSD or on Olark if you exclusively work from home.

Grades 7 - 8:

You will be expected to work on the rota to cover shifts within your teams, for faculty cover or in cases of short staffing.

General Expectations

You must check the schedule regularly - it will generally remain the same week to week but there will be some changes that need to be made, both temporary and more long term so make sure you check your schedule.
Please be punctual so the person working before you can get off the service point on time.
When I Work is available on web browser and as an app. There is no expectation to have WiW on your phone unless you are happy working that way.

Marking yourself 'Unavailable'

If you have booked annual leave you must update your availability in When I Work and set yourself as 'Unavailable'.

Select 'Your Name' in the top right corner of the screen and select 'My availablity.'
Find the correct start date for your absence and select 'add new availability.
Select 'I'm Unavailable to work' and 'All Day' options
Use the repeat tool to set this for the duration of your absence.

You should also find cover within your team in the first instance by dropping/swapping shifts on When I Work. Your Team might have a way of organising this which will need to be checked with your line manager.

Finding Cover

If you are unable to fulfil your shift you need to drop/swap your shift and set yourself as 'unavailable'.

Please see the flow chart below for further instructions.

You should find cover within your team in the first instance by dropping/swapping shifts on When I Work. Your Team might have a way of organising this which will need to be checked with your line manager.

You can select a shift in your schedule and select the 'get shift covered' box at the bottom.

Drop a Shift

You can send an email out to all available staff to pick up the shift for you.

Swap a Shift

If you already have an arrangement with someone then find the particular shift you are swapping and select 'initiate swap'.

Once a shift has been picked up by someone else it will disappear from your schedule.

If a shift is not picked up your line manager should arrange cover from within the team or cover the shift themselves.

Picking up Open Shifts

There will be some Open Shifts that need covering on a weekly basis due to Annual Leave or unexpected absences that cannot be covered within teams or through the reserve cover list.

This includes evening, weekend and minimum service day shifts.

If there is an Open Shift when you are available to work it is really helpful if you are able to fill it. You can access this on the main dashboard of When I Work and select 'Take Shift'.

Evening and Weekenders: you can take any open evening, weekend or minimum service day shifts. Please do not take single weekday daytime shifts in When I Work.

If you are already working the evening shift and notice several open shifts earlier in the same day you can pick these up.

You will be paid overtime for evening and weekend shifts outside of your normal working hours.

Minimum Service Days are paid overtime and TOIL.

Checking dropped shift status (Managers)

Line Managers and supervisors can check the status of dropped shift requests to see if they still need to be covered within the team.

Select the 'Drawer' icon in the top right corner of the screen and choose 'Shift Requests.

You can filter and sort these by time, date or status to find shifts. If anyone in your team still has a shift marked 'pending acceptance' this has yet to be picked up and cover still needs to be found.

Sickness

If you are ill, you do not need to do anything in When I Work.

You should let your line manager know as normal, and ask them to let the User Experience Team know. You can always contact Simon Polton-Gower (simon.gower@sussex.ac.uk) and Helena MacCormack (hsm29@sussex.ac.uk) via email or on teams as well if you feel able to.

Shifts will then be picked up by the Reserve Cover on the rota or placed as open shifts for others to take.

Reserve Cover

There are 3 Reserve cover slots per day on the service point rota.

9am - 12pm / 12pm - 3pm / 3pm - 5pm

If there is an unexpected absence, or a shift that has not been covered the Reserve Cover will be asked to fill in for a maximum of 1 hour.

If you have a Reserve Cover slot on the rota and are needed during that time you will be contacted via email and Teams to let you know.

You should treat a Reserve Cover shift as a normal shift and not arrange meetings etc during this time and be prepared to jump onto the service points as required.

Sync to Calendar

If you want to sync your WiW shifts into your outlook calendars you can follow the instructions below.

NB: It will create a separate calendar which you can overlay over your main outlook calendar.

NB: It refreshes once a day so any changes during the day will not be reflected until the following day.

From you main schedule view in WiW:

Select 'Calendar Sync'
Copy the 'My Schedule' URL

Find the 'Add Calendar' option in Outlook

Select 'From Internet'
Copy the URL into the box and select OK.
Find the Calendar in your list. It should be called 'UoS Schedule'

To overlay your calendar:

Open your main calendar and UoS Schedule Calendars in outlook.
Select the 'left' arrow in the coloured box on the top of the UoS Schedule calendar.

When I Work Shift Colours

What to do if you can't do a shift?

Refer to the flowchart and follow the steps:

Library Rota Absence.pdf

Page updated

Report abuse