Proper scheduling and Facility requests are essential to the functionality of ALL KidSpirit and Non-KidSpirit events that an event supervisor will be working. Be sure to create the Wrike ACES Days check-list to keep track of all tasks needing to be done.
Scheduling Classes/Activities:
Complete a full class schedule for all ACES days in the current term on Google Sheets. This includes class names and the rooms. Specific staff do not need to be filled in at this point, however, keep in mind your event staff’s skills while planning class activities.
Make a copy of the ACES Days Schedule for the current term to create the schedule. Create a new tab for the school year in the [(Season) Term (Year) Program Schedule] on Google Drive. This is were you will save all scheduling and facility documents needed for that term.
\\cphhs.tss.oregonstate.edu\CPHHS_Share\OandE\KidSpirit\Shared\Schedules & Scheduling\ACES & Special Event Schedules\ACES Schedules
Try to plan for classes that have already been incorporated into the KidSpirit curriculum, that way you will have a variety of lesson plans that have already been created that staff can use for inspiration/assistance.
Once a draft schedule is finished in the above spreadsheet then it is ready to be entered into Ideal Logic.
The fastest way to create an ACES Day in Ideal Logic is to copy an old one and then edit from there. The best way to learn how to do this is by having another staff member demonstrate.
When creating the ACES Days in Ideal Logic it is highly recommended that an emergency ACES Snow Day be created too. There is one to copy from previous years. Having a skeleton schedule ready for a snow day help speed up the process of opening for registration because we usually know that we are having a snow day last minute.
Keep an eye on the weather reports if there is a chance for snow. Make sure to double check with the staff about who could work a potential snow day and get to campus safely.
To schedule facilities, check 25Live for room availability.
If there are any conflicts with the facilities, make the necessary changes as soon as the conflicts are found.
Have the office supervisor reserve the rooms that you are wanting to use on those specific days and times on 25Live.
Once all the facilities have been confirmed for ACES use, you are ready to finalize staffing.
Staffing:
For each person working ACES for the specific term, put in their availability restrictions on the Staff Spreadsheet on Ideal Logic.
Make sure you have the staff filled at least one week in advance so that an announcement can be sent to staff to double check their schedules, and any changes can be made in time for the ACES day.
Use the Master ACES Schedule Template to staff employees, make sure you have a Head Instructor, and Camp Counselor for every hour, as well as an office staff and a supervisor.
Keep in mind that it’s ok to use crossover staff (i.e., office/ACES or Gymnastics/ACES/Office) but be sure to coordinate these assignments with other department supervisors.
Location of spreadsheet: The Brain>Schedules & Scheduling>ACES & Special Event Schedules>ACES Schedule>ACES Days Schedule creator.xls. Make a copy of the spreadsheet and create and new ACES folder for the year. The facilities request form spreadsheet will be located here too.
It is important to know the number of participants for an ACES day to ensure proper staffing.
***IMPORTANT: although there may not be a large number of kids when you originally staff 1-2 weeks in advanced, many guardians will sign their children up very close to ACES days, so numbers can/will rise. You will generally want to have at least 2 CC’s for JB groups and 2 CC’s for DM/DK groups as well as an HI for each class.
Staff Accordingly
Be aware of campers attending with specific needs/unique concerns/behavioral plans. It is important to accommodate to certain needs - whether that means creating a unique schedule or assigning a specific staff that knows how to work best with that camper.
For Check-in:
1 staff member at check-in tables directing campers to their designated line
At least 1 CC assigned to each group’s line
1 office staff working an office table (if outside)
1-2 rovers
The Check-in Boss will be there to make sure all staff arrive on time and check-in starts and ends on time.
At Lunch
There will be an instructor for the JBs and DMs as well as a bathroom rover
The bathroom rover will act as another instructor when not taking kids to the bathroom.
The Lunch Boss will ensure that attendance is taken and manage early check-outs.
Check-out:
1 Check-Out boss making sure all children are being checked out properly and safely to their guardians
1-2 staff members keeping their groups in an organized and alphabetical line so they can split off into the proper A-N, O-Z, and After Care groups
At least 1 rover
1-2 staff members that stay behind and help straggling campers find their belongings or clean up before they leave for the day.
IdealLogic SetUp and Scheduling:
{{Need update on how to setup shell from the very beginning}}
From the shell, you'll need to fix some settings to make the time slots available to schedule in. Under the 'Setup' tab, scroll down to 'Time Slots'. In each time slot, click 'edit' and make sure the corresponding timeslot is clicked. (eg: pre-care needs the precare button clicked, AM1-3 all need morning button checked, etc.)
Once this is done, Under the 'Scheduling' tab, click on 'Groups'. You should now see "Add..." for each hour for each group. Go through and click the "add..." button for every group that you are running. The shell often contains more groups than are actually needed. Make sure Pre-care, After-care, and all lunch groups get selected.
After clicking 'add...', you can now schedule these hours with activities and staff. If the cell is red, that means something is missing. Each cell needs an activity and location to be confirmed (will turn white). It is easiest to schedule activities and locations from this view, and then add staff later under the 'staff spreadsheet' tab.
To schedule staff, navigate to the 'Staff Spreadsheet' under the Scheduling tab. Click 'Manage staff', then under the "All Staff" bar, click 'add all staff'. From here, all current staff should appear. Go through and select anyone who could be eligible to work this ACES. Click 'Add selected'
Note: There are some staff that we keep in this that are not eligible to work ACES. If someone is missing from this list that should be there, an admin will need to select "staff" from their hiring decision profile.
Once you have "added" all hours for all groups and added all eligible staff, return to 'Staff Spreadsheet'. The first step for scheduling ACES is to block off all the times staff are unavailable. Click on the staff's name and navigate to their schedule. Back in the ACES staff spreadsheet, click the 'schedule...' button under the staff's name. Select all hours of the day that they have conflicts. Under 'Activity', scroll to select 'Off Not Available". Select the date under 'Schedule*', then click 'Add to schedule'. Repeat for all staff.
Note: if they have even a partial conflict with an hour of our schedule, mark them unavailable for the entire hour.
Note: If the conflict is a different shift at KidSpirit, it is helpful to indicate that, as sometimes these staff are easy to utilize before or after their other shift. Instead of "off not available" Type "off not available - swim shift" under 'other', instead of selecting an activity.
Note: Program leaders and marketing staff put their office hours into Outlook instead of IdealLogic, so you'll need to check both when you get to these staff.