Las Guias Tour Scheduler


The Las Guias Tour Scheduler acts as liaison between Las Guias and the Museum Outreach and Tour Coordinator and is appointed by the Coordinator of Guild Education Services.

Las Guias Tour Scheduler

  • Is a voting member of the Education Council and attends all Council meetings and reports on progress.
  • Reports problems to the Education Services Coordinator.
  • Reviews the content of the public section of the Guild website to determine the accuracy and currency of the information pertaining to the work of the committee. Sends necessary changes to
  • At the end of the year, reviews the committee job description posted on the Guild website and in the Committee Notebook. They should both be the same. Makes any necessary changes and sends to the President Elect and to
  • Attends the Notebook Turnover Meeting Notebook Turn Over Meeting and submits in quadruplicate the annual Committee Report using the Sample Committee Report as a guide. These reports will be distributed to the incoming Committee Chair, the Coordinator, the President and one copy will be filed in the Museum Library and Archives. Also, a copy of the report in MSWord is e-mailed to for posting on the Guild website.


  • Update the summer and touring year’s schedule as changes are made. Transmit copies of updated schedules to the Museum Outreach and Tour Coordinator, Coordinator of Museum Education, and Las Guias members.
  • Publish in Noticias information on changes in touring policy, if any.
  • Keep track of Guides’ touring availability by noting whether their status is active, on leave, or resigned. Keep the Guides’ contact information up to date and transmit the updated list to the Las Guias Handbook Committee Chair in the spring.
  • In mid-March, coordinate distribution of annual Schedule Request forms with the March Noticias and publish a set date before which they cannot mail the request.
  • Confirm that those without e-mail or print capacity receive the Schedule Request Form.
  • Compile and distribute by e-mail and land mail tour schedules in compliance with the guidelines in the Las Guias Handbook for June, July, August, and September-May.
  • Compile alphabetical list of return dates for those who will not begin the main tour schedule on September 1 and share with Museum Outreach and Tour Coordinator.
  • Compile handbook index showing substitutions, extra hours, etc. and send to Museum Outreach and Tour Coordinator and the person putting together the Las Guias Handbook.
  • Confirm monthly and weekly schedules with the Museum Outreach and Tour Coordinator prior to each listing on the Schedule web site.
  • Receive notices of substitutions to coordinate with the Museum Outreach and Tour Coordinator.
  • Maintain compilation of names of guides on leave of absence and guide resignations.
  • A record of each guide’s touring monthly and cumulative hours is kept by the Museum Education Program Coordinator. See that an updated list of touring hours is posted on the Guild Bulletin Board each month so guides can keep track of their hours.

Time Line

June – August

  • Update the summer guiding schedule as needed and inform guides of changes.

September – May

  • Carry out tasks listed above.


  • In early spring, prepare and mail the Las Guias Assignment Request Form to all guides who are active, on leave of absence, and newly graduated.
  • Prepare guiding schedule for the summer and fall of the following year and distribute to Las Guias members
  • Review website description of committee work and send changes to Make sure job descriptions are the same in the notebook and website. Send changes to the President-Elect and to
  • Attend the Notebook Turnover Meeting and submit notebook and copies of the Committee’s annual report. E-mail report in MSWord to the Guild Webmaster.

The Heard Museum Guild Board encourages innovation and process improvement, but new initiatives and/or different approaches, activities, or actions must be discussed with the assigned Coordinator and/or Guild Executive Committee and, if necessary, approved by the Guild Board and/or Museum.

rev 5/03/2011