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Appendix 8: Guide to Creating the Duty Roster

General

  • All College Leaders should be rostered evenly so that all do the same amount of the different
    types of duties across the year. These different duties are:
    • Morning duties
    • Sunday - Thursday evening duties (5:30 pm - 11:00 pm)
    • Friday and Saturday evening duties (5:30 pm - 11:00 pm)
    • Late duties (11:00 pm - 2:00 am)
    • Weekend duties
  • Note that College Leaders who are on weekend duty do not do morning, evening, or late duties on the same weekends that they are on duty.
  • Where possible avoid rostering people on multiple duties close to each other. In particular, avoid possible rostering people on weekend duty for any duty in the week before their weekend duty or the Monday evening duty following their rostered weekend.
  • On long weekends, the College Leader on weekend duty will also be rostered on for the additional statutory holiday (usually the Monday). Credit this extra time as an extra half-weekend duty.
  • Avoid assigning duty to College Leaders on their birthday.
  • Remind College Leaders on duty during daylight saving change-over periods that they do duty as if the time that they start with is the current time.
  • Review exam period timetables before setting the roster during exam time. Avoid giving College Leaders duty in the few days prior to any exam.

Holiday Duty

The Duty Roster Coordinator also assigns which College Leaders do which holiday duty. This should be organised at the beginning of the year during training so that College Leaders can plan their year.

  • Two or three College Leaders should be on each holiday duty team.
  • The Roster Coordinator should encourage each holiday duty team to make their own day-to-day roster closer to the time.
  • When assigning College Leaders to each holiday duty team consider primarily their availability, but also consider how far people live from Dunedin and their preferences.

Duty during College functions

  • During some College events that all College Leaders are required to attend such as Valedictory Dinner and the College Ball the Roster Co-ordinator normally arranges an ex-College Leader to do duty that night. Discuss this with the Head of College prior to organising duties.
  • For formal dinners roster one College Leader onto evening duty and try and spread this around the team so that the same person is not consistently missing formal dinners. Additionally spread weekend duty on formal dinner weekends around College Leaders from different teams (S, M, C) as this dictates which team sets up post-dinner gathering and who is responsible for door duty.
  • For theme dinners and other College events try and spread these relatively evenly around the team.
  • Have a discussion with the Head of College at the beginning of the year during training about how evening duty during College Leader meetings is managed. A non-College Leader must be arranged for a minimum of one hour a week for the duration of the meeting (however longer may be desired) - this is primarily the responsibility of the Head of College to organise.

Orientation Week

  • During Orientation week a separate roster must be made. From the Saturday when Members first arrive through to and including the following Saturday morning there are evening and late duties every night as well as morning duty on the Sunday of the first weekend. Morning duty is rostered as a daily duty as opposed to weekly duty during this period. Evening duties are 5:30 pm - 11:00 pm every night, and late duties are 11:00 pm - 3:00 am during this period.
  • Two College Leaders will be rostered on simultaneously for evening and late duties. Make sure that each new College Leader completes two morning duties, at least one evening, and one late duty during this period. Where possible organise for each new College Leader to complete one evening or late duty with a returning College Leader.