# Volunteer shift change: request and decision sheet

Copy this sheet for each requested change. Keep personal circumstances in a private conversation, outside the shared rota and this operational register. A request does not change an assignment until the coordinator records a decision and confirms the updated rota.

## Event and request

| Field | Entry |
| --- | --- |
| Event / edition | |
| Request reference | |
| Coordinator / contact route | |
| Date and time received | |
| Volunteer reference | |
| Current role and post | |
| Current shift date, start and end | |
| Requested outcome: release, different slot, or proposed swap | |
| Requested role, post, date, start and end (if applicable) | |
| Proposed replacement reference (if applicable) | |
| Replacement agreed to be considered? Who checked and when? | |
| Event-specific response expectation communicated | |

## Coverage review

| Check | Finding / owner / time |
| --- | --- |
| Current authoritative rota and version | |
| Existing post coverage if requester moves | |
| Proposed person's availability | |
| Another post affected by this move | |
| Role brief and event-approved requirements checked by responsible lead | |
| Partial shift: exact handover time and supervisor | |
| Alternative coverage or open gap | |
| Checks still pending | |

## Decision and confirmation

| Field | Entry |
| --- | --- |
| Decision: pending / approved / declined / alternative offered | |
| Decision owner and time | |
| Final role, post, shift, arrival time and reporting contact | |
| Incoming volunteer accepted final assignment? Time / channel | |
| Authoritative rota updated? Version / editor / time | |
| Outgoing volunteer notified? Time / channel | |
| Incoming volunteer notified? Time / channel | |
| Affected supervisor notified? Time / channel | |
| Old rota copies marked superseded? | |
| Open coverage gap, owner and next check | |
| Request closed by / time | |

If the request is declined, record the original shift that remains in force and the route for discussing another option. Keep the case pending if a replacement has not accepted or the coverage decision is incomplete.