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Thank you, All, for sharing!

I was fortunate to attend the CRLA conference a couple of weeks ago. In one of my sessions a participant shared that she used Smartsheets for scheduling tutors. I have looked at Smartsheets but I have not been able to figure out how to use it for scheduling tutors. Can anyone point me in the right direction? I know that I could ask Smartsheet support but hearing from a satisfied user would be wonderful.

Happy Thanksgiving!

Bridget Gold
Math Learning Specialist/Adjunct Math Instructor
Metropolitan Community College – Longview
500 SW Longview Road
Lee’s Summit, Missouri 64081
(816) 604-2206
Office: LR 225



From: Open Forum for Learning Assistance Professionals [mailto:[log in to unmask]] On Behalf Of Ramcharan, Mr. Narendra
Sent: Friday, November 18, 2016 10:08 AM
To: [log in to unmask]
Subject: Re: Scheduling questions

Hi All,
Thought I’ll share an excel grid that I created to help with scheduling drop-in tutoring.

I only included the MAT grid, but we use this for any subjects that have varying levels of abilities or if I have tutors that tutor in multiple subjects. Across math, we schedule 25+ tutors, ranging with abilities, (example up to statistics or up to calc1 or calc2, etc.). The color coded grid allows us to easily see how  that there’s adequate coverage for the range of subjects. You can also see how best to maximize the schedule(reduce hours and helps determine who should to be hired to fill shortages) and make sure tutors have enough hours.

Initial set up is tedious, but once it is, it’s relatively easy to alter. We’ve tried to automated the process with formulas a few times, but haven’t been completely successful. What is useful though is being able to connect cells to other sheets so it automatically updates any changes.

Hope it helps.

Let me know if you have any questions, or if you have any ideas to automate the grid.

Narendra

Narendra Ramcharan,
Associate Director, Tutoring Center-NYC, Pace University
Adjunct Professor, Department of Mathematics
41 Park Row, Room 204
New York, NY  10038
212-346-1329
212-346-1520 (fax)
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From: Open Forum for Learning Assistance Professionals [mailto:[log in to unmask]] On Behalf Of Crouse-Powers, Amy
Sent: Friday, November 18, 2016 10:25 AM
To: [log in to unmask]<mailto:[log in to unmask]>
Subject: Re: Scheduling questions

I responded privately to Samantha yesterday, but seeing how many people have concerns, I thought I’d share the information publicly (with some edits):

We have 85 peer tutors, most of whom tutor by appointment, but about 20 of those do drop-in for high-demand courses.

Last semester, I took over scheduling drop-in in addition to scheduling the regular appointments.

Anytime I can get all the data in one place, it makes it 1000% easier.

Last semester, I used a DOODLE poll (doodle.com) to figure it out.  It was pretty easy, but I didn’t get enough information – like how many evenings each tutor wanted or if they wanted to only cover 100-level courses for that session (I put multiple tutors on and sometimes they specialize).  The other issue is that I am likely going to have to split up my Econs by micro & macro and the Chem by 100- and 200-levels b/c there’s too much traffic/chaos in those rooms.  So I need more info than a Doodle poll can give me.

THIS semester, I set up a quick survey in the campus survey tool that I’m sending out Monday after Thanksgiving (now that everyone has their schedule made up for next semester):

Drop-in Availability Sp 17


We need to get an idea of how when folks will be available for the spring drop-in. Please answer the following survey after you have registered for classes to help us plan for spring!


Your Name:
0 responses


I want to tutor the following courses via drop-in (I'm trying to determine if we need to break up subjects into different nights):
0

( 0%)

ACCT 100

0

( 0%)

ACCT 101

0

( 0%)

ACCT 122

0

( 0%)

BIOL 100

0

( 0%)

BIOL 180

0

( 0%)

BIOL 181

0

( 0%)

BIOL 201

0

( 0%)

BIOL 205

0

( 0%)

CHEM 111

0

( 0%)

CHEM 112

0

( 0%)

CHEM 221

0

( 0%)

CHEM 226

0

( 0%)

ECON 110

0

( 0%)

ECON 111

0

( 0%)

ECON 112

0

( 0%)

ECON 211

0

( 0%)

ECON 212

0

( 0%)

MATH 105 (Pre-Calc)

0

( 0%)

MATH 173 (Calc 1)

0

( 0%)

MATH 174 (Calc 2)

0

( 0%)

MATH 205 (Discrete)

0

( 0%)

STAT 101

0

( 0%)

STAT 201

0

( 0%)

PHYS 100

0

( 0%)

PHYS 103

0

( 0%)

PHYS 104

0

( 0%)

PHYS 204

0

( 0%)

PSYC 221

0

( 0%)

PSYC 222



How many NIGHTS do you want to work?
0 responses


AVAILABILITY


Please note that I will not exceed the number of nights you request, but please provide me with information on all the nights you could, potentially, work. (Also, please understand that we may not be open 8:00-9:00, but we'll see who's available just in case)
0

( 0%)

Monday 4:00-5:00

0

( 0%)

Monday 5:00-6:00

0

( 0%)

Monday 6:00-7:00

0

( 0%)

Monday 7:00-8:00

0

( 0%)

Monday 8:00-9:00

0

( 0%)

Tuesday 4:00-5:00

0

( 0%)

Tuesday 5:00-6:00

0

( 0%)

Tuesday 6:00-7:00

0

( 0%)

Tuesday 7:00-8:00

0

( 0%)

Tuesday 8:00-9:00

0

( 0%)

Wednesday 4:00-5:00

0

( 0%)

Wednesday 5:00-6:00

0

( 0%)

Wednesday 6:00-7:00

0

( 0%)

Wednesday 7:00-8:00

0

( 0%)

Wednesday 8:00-9:00

0

( 0%)

Thursday 4:00-5:00

0

( 0%)

Thursday 5:00-6:00

0

( 0%)

Thursday 6:00-7:00

0

( 0%)

Thursday 7:00-8:00

0

( 0%)

Thursday 8:00-9:00







[https://helpdesk.oneonta.edu/survey/images/edge_lower_left.gif]



[https://helpdesk.oneonta.edu/survey/images/edge_lower_right.gif]








With the survey tool, all this data will come out in one spreadsheet that will make it a lot easier for me to manage.  Then I make a big calendar and start penciling things in until I find the right mixture.

Amy

Amy Crouse-Powers
Center for Academic Development & Enrichment
Coordinator of Peer Tutoring Services
225 Alumni Hall
SUNY Oneonta
607-436-3010 (CADE Office)
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From: Open Forum for Learning Assistance Professionals [mailto:[log in to unmask]] On Behalf Of Michele Doney
Sent: Friday, November 18, 2016 10:12 AM
To: [log in to unmask]<mailto:[log in to unmask]>
Subject: Re: Scheduling questions

I feel your pain, too.  I think this is a big challenge for all of us.  Years ago, I had a computer science professor offer to have his programming students, as a class project, write me a program that would take in all the necessary information (course coverage, demand, max hours a tutor can work, max consecutive hours before they have to take a break, tutor seniority, and tutor schedule preferences), and spit out the optimum work schedule.  They couldn’t get it to work, so… back to pencil and paper.

I have them fill out grids with a cell for every hour the center is open like tic tac toe:  X means you cannot work that hour, O means you want to work that hour, and blank means you could work it if you had to, but I tried to accommodate their preferences first.  One of the challenges I found is that tutors would try to force me to give them the EXACT work schedule they wanted, by claiming they were absolutely unavailable at any time other than the precise hours they wanted.  It became quite impossible to accommodate everybody’s requests.  So I made a new rule that they had to provide me with a number of available hours equal to 150% of the hours they wanted to work.  So if you want ten hours a week, you have to give me at least 15 hours to choose from.  That helped a lot.

Good luck!

M

Michele Costabile Doney, M.S.Ed.
Director, Student Academic Consulting Center & Immersion Programs
Secretary, Association for the Tutoring Profession
NCLCA Learning Center Leadership Certification Level Three
Baruch College, CUNY
55 Lexington Avenue, Box B2-116
New York, NY 10010
[log in to unmask]<mailto:[log in to unmask]>
646-312-4833


From: Open Forum for Learning Assistance Professionals [mailto:[log in to unmask]] On Behalf Of Campa, Samantha
Sent: Thursday, November 17, 2016 4:39 PM
To: [log in to unmask]<mailto:[log in to unmask]>
Subject: Scheduling questions

Hello all,

I hesitate to admit this, but scheduling tutors is one of my greatest challenges with my job. I coordinate between 15 and 20 student employees, and each semester this is a headache for me. Our center does drop-in tutoring, so I set a schedule at the beginning of the semester and it (mostly) remains the same throughout.  I spend hours trying to accommodate tutors’ class and job schedules, give them the number of hours they want, maintain sufficient coverage for each subject, and hire to fill gaps. I need to start creating the schedule for next semester, so I’m looking for suggestions before I dive in.

Does anyone else feel this way about scheduling?
What do you do to make it go smoothly?
Do you use a software or online program to manage/optimize scheduling? (I’ve been using Excel)

As always, thanks for your suggestions!

Samantha Campa
Academic Support Advisor
Iowa Western Community College
STC 2038
712-388-6841
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