Academic Engagement Instruction Workflows and Classroom Booking Procedures

Library employees may use Crosland 2130 and 4160 for meetings and events. The presenter, host, organizer, or audience for these must be a Library employee (or employees). Examples include

• Library candidate presentations
• Library internal trainings
• Library Leadership meetings or planning sessions
• Vendor demonstrations for Library employees
• Other Library gatherings (retirements, retreats, etc.)

Crosland 2130 has a no food or drink policy. Please book Crosland 4160 or one of the Library event spaces if you plan to have food or drink.

Please do not book Crosland 2130 or 4160 if no Library or CTL employees will be in attendance.

Main outcomes of this workflow:

• A classroom is booked in LibCal
• The requester updates their Outlook calendar
• NO instruction is logged in the tally

Do not follow these procedures for instruction sessions that need to be on the Library instruction dashboard. Follow procedures for course integrated or workshops with registration instead.

Go to LibCal

• Go to the LibCal booking page for Crosland 2130 and 4160.
  • Find the date for your booking.
  • Available times will show in green. 

Choose a date and time

• Click the square for the start time.
  • Please select a time that is at least one hour before the start of your class or event. (For example, you would select 9:00 for an event that starts at 10:00.)
  • The default duration is one hour; change the end time with the drop-down menu. 
  • Please make sure that there is at least one hour between the end of your event and the next booking.

The image below shows selections for a two-hour event that begins at 10:00 am. The booking time starts at 9:00, and the drop-down menu shows options for changing the default end time. There is at least one hour available after the selected end time of 12:00.

• Click Submit Times.
• Log into your GT account if necessary.

Fill in the booking form

• Your name and email should be automatically entered.
• Department – choose Library from the drop-down menu.
• Course Name and/or Number - the name of your event.
• Requester – the person who is responsible for the booking.
• Type of instruction – choose Other.
• If you are booking 4160, the booking form for this classroom contains one additional question about BuzzCard access.
  • All Library employees should already have BuzzCard access to 4160. If you have a co-instructor who is not a Library employee, select Yes and enter their GTID in the blank. Otherwise, select No.
• Ignore any fields that are not required.

Submit your booking

• Click Submit My Booking.

LibCal will send an email with the booking confirmation and a calendar file (.ics) attached. 

• You can use this to add the booking to your Outlook calendar.
• You will probably need to modify the calendar entry.
   

Cancel, or cancel and rebook

• If you need to cancel your booking, the easiest option is to use the cancellation link from your booking confirmation email.
• If you need to change the date, time, or location of your booking, please cancel your booking, then start over at Step 1 above.

If you have any trouble with this process or need to ask a question, please contact (in order of preference)

• Liz Holdsworth
• Marlee Givens
• Catherine Manci