RA Scheduling

All the spreadsheets in the world

One of the primary responsibilities of the lab manager is to manage RA shift schedules, work logs, and attendance. This page will give you an overview of how I have done this for the past year. For more specific information, see the Lab Shifts tab.

Assigning Shifts

Prior to the onset of each semester, returning RA's are sent a Doodle Poll capped at 5 RA's per slot to fill in their desired shifts. These will be their permanent shifts for the semester. If schedules change, RA's are allowed to rearrange their shift times before the end of add-drop, but must also update the Doodle Poll and email the lab manager to have their work log updated. Shifts are not allowed to be changed after the add-drop period is over. RA's are expected to plan accordingly, and if lab work does not fit into their schedules then they cannot participate in the lab that semester.

Weekend shifts are offered only if there is absolutely no other time for an RA to come to the lab, however this is discouraged as weekend events often get in the way of lab shifts.

RA's are required to work 9 hours/week (3 credits). If RA schedules are especially hectic, we offer the option of doing 6 hours/week (2 credits). We do, however, keep the number of 2 credit RA's to a minimum. We need individuals in the lab who are committed to their projects and who have the time to produce quality work.

An exception to the above is hiring new RA's and RA's involved with participant testing. Testing requires a bit more flexibility, so it is up to you to coordinate with their graduate student project leader to determine when their students will be working. New RA's should not be brought into the lab unless their schedules offer enough flexibility for 9 hours of work so that we can train them adequately.

Shift Tracking

RA's are required to fill out the RA work log to report their lab hours. The work log is made up of a shift planner, which includes the name of every RA and the shifts for which they signed up, and a tab for every RA to directly input their time. The RA tabs are automated, meaning that they simply need to mark "y" if their shift was completed and "n" if it was not. The hours are automatically calculated from the shift planner. RA's must also use the notes column to document what they worked on. There is also an "Hours Outside of Shift" column, for times when RA's need to do make-up hours or have contributed extra time.

It is very important to remember to update the shift planner when RA's change their lab shifts. This is the document that quantifies their work ethic and dedication, so the hours need to be correct from the beginning.

RA work log: https://docs.google.com/spreadsheets/d/19xmTIe9RK-mUuYfwDgHqANbtcSrwjwLbcFpY1knVwbY/edit?pli=1#gid=1711287999

RA Tracking Dashboard

In addition to the work log, you can also see who is a consistently reliable worker through our RA tracking dashboard. This is a separate document generating weekly and cumulative hour completions. From this sheet, it is very easy to see who is an outstanding worker and who should not be invited back to the lab in future semesters. This document is private, so email David for access.

Missed Shifts

RA's are required to inform you at least 48 hours in advance if they cannot attend a shift. RA's must also ask before coming in to code at times outside of their normal shifts. This is because only 5 computers in HEB 201 are equipped with the necessary applications for us to do our work. Additionally, HEB 201 is a shared space. We need to be respectful of Dr. Kushnir's lab members, and need to leave room for them to come in to do their work as well.

If you find that RA's are consistently coding outside of their shift times, recording completed shifts that they did not do, or are frequently emailing about missing their shifts on the day of, take note of this. Reach out to them directly, or go to Dr. Casasola. These types of behaviors are important for determining their semester grades.

Helpful hint: In the past, the Play and Learning Lab monitored lab hours solely on RA reports, meaning that RA's worked as little as they pleased, whenever they pleased. This system was eliminated because it resulted in sub-par work quality and RA's scrambling to make up hours at the end of each semester.

This new system approaches lab work as an additional class or as a part-time job. The expectations are the same as if RA's were undertaking one of those commitments. If they do not have the time, they cannot participate for that semester.