Boarding Coordinator

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Boarding Coordinator by Mind Map: Boarding Coordinator

1. Communication with Stakeholders

1.1. NYGBS

1.1.1. Personal home defects & repairs

1.1.2. Issues

1.1.2.1. Room allocation & key issuance

1.1.2.2. Rules & Regulation compliance

1.1.2.3. Room defects & repairs

1.1.2.4. Meal consumption & tabulation

1.1.2.5. Vacation storage

1.1.2.6. Usage of facilities

1.1.2.6.1. Track, basketball court, music room & study room

1.1.2.7. Boarder's information

1.1.2.8. COVID-19 restrictions compliance

1.1.3. Frequency

1.1.3.1. As Required

1.2. Oldham Hall

1.2.1. Means

1.2.1.1. Email

1.2.1.2. Whassap Chats

1.2.1.2.1. Head Mistress

1.2.1.2.2. Dy Headmaster

1.2.1.2.3. Admin Officer

1.2.2. Issues

1.2.2.1. Boarder admission to facility

1.2.2.2. Health issues

1.2.2.3. Disciplinary issues

1.2.2.4. Administrative processes

1.3. Parents/Guardians

1.3.1. Frequency

1.3.1.1. As required

1.3.2. Means

1.3.2.1. Instant Messaging Platforms through the main boarding line (9007 3047)

1.3.2.1.1. Line

1.3.2.1.2. WeChat

1.3.2.1.3. Whassap

1.3.2.1.4. Viber

1.3.2.2. [email protected]

1.3.2.3. [email protected]

1.3.2.4. Microsoft Teams

1.3.2.5. Google Meet

1.3.3. Issues

1.3.3.1. Updates on Boarder Wellbeing and Performance

1.3.3.2. Disciplinary matters

1.3.3.2.1. Boarder involved in an incident with potential disciplinary outcome e.g bullying, fighting, hygiene and cleanliness

1.3.3.3. Administrative matters

1.3.3.3.1. School bus, change in policies (min 1 mth notice), vacation plans, weekend stay-out notice, boarding academic-recreational activities.

1.3.3.4. Health related matters

1.3.3.4.1. Boarder fell ill, medication issuance, medical appts

1.4. Boarders

1.4.1. Means

1.4.1.1. Telegram Platform (9007 3047)

1.4.1.1.1. General Chatgroup

1.4.1.1.2. SAIS Boarders Channel

1.4.1.1.3. ASI Boarders Channel

1.4.1.1.4. Individual Chats

1.4.1.2. Face to Face conversations

1.4.1.3. School email

1.4.2. Frequency

1.4.2.1. Daily

1.5. Potential Boarders

1.5.1. Means

1.5.1.1. AIS/SAIS Boarding Email

1.5.1.2. Video Call via messaging platforms (9007 3047)

1.5.1.2.1. Answering queries and clarifying doubts regarding the boarding rules & regulations, facility and processes.

1.5.1.3. Virtual/Video Facility Tour (For NYGBS facility)

1.5.2. Frequency

1.5.2.1. Avg. once bi-weekly

2. Administrative Tasks Performed

2.1. Updating of boarders particulars & data

2.2. Scheduling of casual staff for duties

2.3. Sourcing of casual staff for employment

2.4. Communication to school and parents

2.5. Ensured Cosy room is operational and staffed throughout the day

2.6. Ensured boarding main line is manned 24/7

2.7. Scheduling of medical appointments

2.8. Applying for reentry permit for boarders on vacation

2.9. Planning of activities

2.10. Receiving permission from parents for weekend stay-out

2.11. Issuing Exit permission slips for weekday and weekend exits

2.12. Coordination meetings with NYGBS

2.13. Policy writing and fine-tuning

3. Operational Tasks Performed

3.1. Bring sick boarders to clinic

3.1.1. 1-2 times a week

3.1.1.1. Avg waiting time - 1hr

3.2. Accompany boarders for medical appointments

3.2.1. 1-2 times a week

3.2.1.1. Avg waiting time - 2.5hrs

3.3. Accompany NYGBS staff for room inspections and repairs

3.3.1. 1-2 times every 2 weeks

3.3.1.1. Avg time - 4 hrs

3.4. Conduct of activities

3.4.1. School term

3.4.1.1. Weekdays

3.4.1.1.1. Archery Tag

3.4.1.1.2. Supper Club

3.4.1.1.3. Ball games

3.4.1.1.4. Boarding Hunt

3.4.2. School holidays

3.5. Room checks

3.5.1. Conducted Mon, Wed & Fri

3.5.1.1. Avg time - 2 hrs

3.6. Medication

3.6.1. Issuance of medication

3.6.1.1. Issued individually

3.6.1.1.1. 2-4 times a day

3.6.1.2. Boarder's personal stash

3.6.1.2.1. Taken in view of boarding staff

3.6.2. Checking fresh boarders for medication

3.6.2.1. Medication brought from home country

3.6.2.1.1. Check-in with school nurse for banned substances/medication

3.7. Study Session

3.7.1. 1730hrs - 1930hrs

3.7.1.1. Non-compulsory self-study

3.7.2. 1930hrs - 2100hrs

3.7.2.1. Compulsory self-study

3.7.2.1.1. Staff manned session

3.8. Maintenance

3.8.1. Common room

3.8.1.1. Cleanliness

3.8.1.2. Optimal arrangement

3.8.2. Equipment

3.8.2.1. Upkeep and repair

4. Duty Hours

4.1. Morning call

4.1.1. 0630hrs

4.2. Afternoon

4.2.1. 0720hrs - Board Bus

4.2.2. 0900hrs - Administrative Work

4.2.3. 1600hrs - Boarders return

4.2.4. 1830hrs - Self-study session

4.2.5. 1930hrs - Mandatory study session

4.3. Bedtime

4.3.1. G6-8 - 2130hrs

4.3.2. G9-10 - 2230hrs

4.3.3. G11-12 - 2300hrs

4.4. Night checks

4.4.1. 2330hrs

4.5. Vacation/Breaks/Weekends

4.5.1. Public Holidays on standby or not taken

4.5.2. Weekends

4.5.2.1. On standby, partially working or not taken

4.6. Casual Staff

4.6.1. 2 rotating shifts

4.6.1.1. AM: 0830hrs - 1730hrs

4.6.1.2. PM: 1730hrs - 0830hrs Overnight Stay

5. Pastoral Care

5.1. Engagement with boarders when they return from school

5.2. Attending to disciplinary issues

5.2.1. Investigating offences

5.2.2. Speaking to affected parties

5.2.3. Intervention strategies

5.3. Attending to pastoral issues

5.3.1. Counseling boarders

5.3.2. Checking on complaints from boarders

5.4. Dispensing medication to boarders

6. Mental Health

6.1. AIS

6.1.1. Boarders are encouraged to speak to any available staff

6.1.1.1. School nurse

6.1.1.1.1. Developed a boarding medical program

6.1.1.2. School counsellor

6.2. SAIS

6.2.1. Boarders are encouraged to speak to any available staff

6.2.1.1. School counsellor

6.3. Staff

6.3.1. Nil