The Calendar

It is your responsibility to check the Calendar regularly to know what tours you are scheduled for in the upcoming weeks. The Calendar can be found on the homepage of the Volunteer Website.

If you would like, you can bookmark JUST the calendar using this link: https://calendar.google.com/calendar/embed?src=un4q15b7nbh1395ji45jjsc7ss%40group.calendar.google.com&ctz=America%2FNew_York

Entries in the Calendar are listed by first name and last initial (or full last name when necessary). You may need to select the item to see the full list of assigned volunteers. 

"NEED 1"

If there is a tour duty that still needs educators, you will see "NEED #" in the event title. This tells you how many additional educators are needed for the tour, etc. 

Open Saturday gallery guide shifts and ambassador duties are available on the sign-up sheets linked to the homepage of this website.

Viewing Tour and Volunteer Duty Information:

When you select an item on the calendar, a small window will pop up. This gives you a preview of all the information you will need for your volunteer shift. If you are an educator, tour information will include: who is coming, how many people, grade and class (for school groups), and any special needs.

At the bottom of the pop up you will notice to options: "more details" and "copy to my calendar." Selecting "more details" will open a larger window with the full information for the tour.

How will I be notified that I have been scheduled for a tour or volunteer shift?

You must check the calendar regularly to see when you are scheduled. The Taft has a scheduling policy of 3-weeks advanced notice for guided (educator-led) visits. We will not schedule you less than 3 weeks out. 

Every Monday email will include a "Weekly Schedule" section that lists all the upcoming tours for the following week and which docents are assigned to them. This is a final reminder of what tours are upcoming.

For Saturday gallery guide shifts and amabassador duties, you self-select on the sign-up sheet. These sign-ups will be added to the calendar regularly, but please keep track of what you sign up for.

Educator Scheduling

Educators are scheduled for tours based on their availability. At the start of each semester, you will tell me what day (or days) you would like to be considered for Taft duties using the Educator Availability Form.

We need educators to be available during the open hours of the museum for various tour needs. The Taft is open Wednesdays through Mondays from 10am to 5pm. 

If you would like to help with school groups, you must be available between 9am and 1pm on Wednesday, Thursday, and/or Friday. 

Options for availability:

Option 1: Select one or two days a week (Wed - Sun) and a timeframe (morning, afternoon or both) that you can reliably set aside each week to be scheduled for a Taft duty. 

Option 2: Select a day(s) and timeframe(s) monthly that you can reliably set aside for Taft duties (1st Wednesday, 2nd Thursday, etc.)

Option 3: You are generally available most days but have some days you are NOT available (never available on Thursdays, etc.)

If the options above don't work for you, please contact me directly and we can discuss how to get you scheduled for tours.

What if I am going to be out of town or otherwise unavailable on a day I said I would be available?

If you know that you are NOT going to be available on a certain date or during a certain timeframe, please let me know as soon as you can. I will mark my calendar and will know not to schedule you for a tour during a time when you are not available.

What if I am scheduled and can't lead the tour?

If you are in a need of a sub for a tour you are already scheduled for, please reach out to your fellow docents to find a sub AND let me know that you are not available. I will also work to find coverage for you.

Other scenarios:

Educators Needed:

If you see a calendar entry that says "NEED #" and would like to lead that tour, please email me with the date and time of the tour you would like, and I will add you to our calendar.