25.0 Schedule Creation
The week before the start of a new month you will sit down and make the schedule for the new month. (Example: The last week of February you will create March’s schedule.)
After you get used to making the schedule is should take you about an hour.
Get the help of your Orphanage Coordinator to make the schedule as you start out.
25.1 Orphanage Hierarchy
Certain orphanages require more time to support the children, depending on the children’s level of dependance.
Some orphanages receive more outside groups than others.
Different orphanages have different school schedules. We work our shifts around their availability. The children attend school and have homework. We coordinate with the orphanages to help in the best way possible for their schedule.
The scheduling agreements we have with the orphanages are worked out between the orphanage directors, and OSSO staff (Orphanage Coordinator, the Volunteer Program Director, the Executive Director, and the Board of Directors). DOVEs should not agree to a permanent scheduling change unilaterally. If an orphanage suggests a permanent scheduling change, speak to the Orphanage Coordinator and they will make sure the change is approved through the correct channels.
25.2 Scheduling Factors
25.2.0 Volunteer Sickness
If a volunteer is not well, they cannot go on shift. It is the volunteer’s responsibility to let you know if they are sick enough that they can’t work.
Levels of Illness: Colds are very common among children. A mild cold would not merit automatic removal from a shift. If a volunteers has a more severe cold and isn’t sleeping well and needs to rest, it is their responsibility to let you know.
Tip: Electrolytes are very important for volunteer energy levels. Oftentimes if volunteers are feeling worn down, after receiving an electrolyte IV they feel better. Improve electrolyte hydration through having hydration powder on hand and regularly used among the volunteers.
25.2.1 Arrivals and Departures
Semester Abroad volunteer arrive during the first week of the semester period.
Short-term volunteers come and go during the semester period.
Family group volunteers come and go during the semester period.
Semester Abroad volunteer departures are during the last week of the semester period to ensure that volunteers stay within the 90-day legal window. (If a volunteer is staying over 90 days, they must file a visa extension. The Orphanage Coordinator is in charge of facilitating that.)
Make sure you always check arrivals and departures before creating the schedule.
25.2.2 Accounting for the Children’s Feelings
It does happen occasionally where children either do not like a volunteer or like them too much.
If a child is uncomfortable with a volunteer, it could be beneficial to keep the volunteer in other orphanages for a while. If many children are uncomfortable with a volunteer, this must be reported to the DOVEs.
If a child is acting inappropriately with a volunteer (please keep in mind, many of these children have been sexually abused, and might imitate the behavior they have seen) it could be beneficial to keep the volunteer in other orphanages for a while.
Take into consideration how the children are relating to the volunteers when creating the schedules.
25.2.3 Leaders and Learners
One of the six basic human needs is variety.
If a volunteer serves in one orphanage the whole time they will get burnt out.
Make sure we support a variety of orphanages.
Keep the orphanage service ratio as best you can as volunteer numbers fluctuate.