Hi Samantha,


I feel your pain.  Unfortunately, I don’t know of a software that can automatically do this for you.  But here are some things I do.  I use the attached sheet that my tutors return to me.  Then, I put in all of their preferred hours onto a grid sheet (attached).  (That grid would represent one subject area.  So I have multiple grids.) What I do is I fill out the grid with ALL of their preferred hours, meaning that the grid for a given subject is overstaffed.  I put every hour that they can work on. That’s what I call version 1.  Then, I start to shave hours off certain tutors thereby maintaining adequate coverage (no under- or overstaffing), all the while keeping in mind their preferred minimum and maximum hours that they told me.  And I can make sure that I am not giving any one tutor too much or too little hours.  It’s easier, in my opinion, to put ALL the hours on, and then begin to take them away to create an optimal set of schedules.  I do this for 30 tutors across three major subject areas.


Hope this helps,


John Paul


John Paul Cleveland, M.T.S., M.A.

Director, Polytechnic Tutoring Center

CRLA Level 1 Certified Program

NYU Tandon School of Engineering

JAB 373

Six MetroTech Center

Brooklyn, NY  11201


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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]
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


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