Academic Engagement Instruction Workflows and Classroom Booking Procedures

Main outcomes of this workflow:

• A record of the request is logged
• A (virtual) classroom is booked in LibCal
• The instructor updates their Outlook calendar
• The instructor administers an evaluation survey
• The instruction is logged in the tally

If you are teaching multiple class sections on the same day, you may need to enter a booking for each class section. 

Data from the booking form will automatically feed into the instruction tally as a course-integrated instruction session. Do not follow these procedures for other types of instruction, including practice sessions.

If your instruction is virtual, make sure you have a virtual meeting link. Setting up a virtual meeting happens outside of this LibCal workflow.

Academic Engagement tracks instruction requests for evaluation and planning purposes. All requests should be logged using the instruction request form on the Library website. If the person requesting this instruction did not already make their request through the form:

1. Enter the request using the Request Library Instruction form (MS Forms).
2. Fill in the required fields. 
   1. For the question Which department is making the request? enter the campus unit of the person who requested instruction from you.
   2. Other required information: the instruction category, the number of sections, and a brief description of the purpose of the instruction.
   3. Optional but recommended: check the box marked Send me an email receipt of my responses.
3. Review and submit the form. 

Go to LibCal

• Go to the LibCal booking page for Other Instructional Spaces.
• Find the date for your class.
• Available times for each classroom (elsewhere on campus) or virtual space will show in green. 

Choose a date and time

• Click the square for the start time.
  • If your class does not start on the hour or at :15, :30, or :45, choose the time closest to your class. For example, if the class starts at 8:25 am, you can choose 8:30, or choose 8:15 if you think you’ll need more padding.
  • The default duration is one hour; change the end time with the drop-down menu if necessary.
• 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 from the drop-down menu.
• Requester – the person who requested the instruction (e.g. Dr. George P. Burdell)
• Course name and/or number – add the course number (e.g. ENGL 1101).
• Number of undergraduate or graduate students – these numbers can come from the professor who requested the instruction or found in OSCAR.

OSCAR instructions

• In OSCAR, choose Schedule of Classes.
• Choose the appropriate term.
• Look up the class by subject, course number, and/or instructor.
• On the list of sections, click on the hyperlinked section name and number.

• Look under Registration Availability for the actual number of class seats.

Continue filling in booking form

• Type of instruction – choose Course Integrated Instruction.
• Is there a co-instructor? – if Yes is selected, a box will appear to enter the co-instructor’s name.
• Optionally, enter the topic of the instruction.

 Submit your booking

• Click Submit My Booking.
• If you are teaching multiple sections, click Make Another Booking and repeat these steps for additional sections.

• LibCal will send an email with the booking confirmation and a calendar file (.ics) attached. 
  • You can use this to add the class to your Outlook calendar.
  • You will probably need to modify the calendar entry.

• During or after the class, administer the non-credit course evaluation survey.

Cancel, or cancel and rebook

• If you need to cancel your class, 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 class, the easiest option may also be to cancel your booking, then start over at Step 1 above.

Change the booking in LibApps (admin users)

• You can also change these details from the LibCal back end.
  • Log into LibApps.
  • Choose LibCal > libcal.library.gatech.edu from the drop-down menu.
  • Choose Spaces from the top menu.
  • Choose Spaces in Location > Georgia Tech Library Instructional Spaces from the drop-down menu.
  • Choose the Confirmed Bookings tab.
  • Look for your booking on the calendar.
  • Click on your booking – the Booking Details will appear underneath the calendar.
  • Click the hyperlinked time and date next to Date/Time – this should open an Update Booking window.
  • Change the space using the drop-down menu next to New Space.
    • Look under Crosland Instructional Spaces (Georgia Tech Library Instructional Spaces) for 2130 and 4160, or under Other Instructional Spaces (Georgia Tech Library Instructional Spaces) for Elsewhere on Campus or Virtual spaces.
  • Change the start date/time and end date/time using the calendar.
  • Leave the confirmation email box checked.
  • Click Update Booking.