Academic Engagement Instruction Workflows and Classroom Booking Procedures

Main outcomes of this workflow:

• A classroom is booked in LibCal
• The instructor updates their Outlook calendar
• The instruction is logged in the tally

If you are teaching multiple class sections on the same day or multiple class sessions on different dates, you will need to enter a booking for each session. 

Data from the booking form will automatically feed into the instruction tally as a Library for-credit class. Do not follow these procedures for other types of instruction, including for-credit classes not offered by the Library. Follow the Booking Crosland classrooms for Library use procedures instead.

Go to LibCal

• Go to the LibCal booking page for Library classrooms.
• Find the date for your class.
• Available times for each classroom will show in green. 

Choose a date and time

• Click the square for the start time.
  • The LibCal settings for these classrooms do not contain any padding before or after the booking time. Please select a time that is around one hour before your class (your first class, if you are making back-to-back bookings).
  • The default duration is one hour; change the end time with the drop-down menu and ensure that there is at least 15 minutes of padding after your class ends (your last class, if you are making back-to-back bookings).

The image below shows selections for a one-hour class 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. In this scenario, you would select 11:15 or later.
 

• 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 – enter the name of the primary instructor of record.
• Course name and/or number – add the course number (e.g. ENGL 1101).
• Number of undergraduate or graduate students – these numbers can be found in OSCAR or your Canvas course.
• Type of instruction – choose Instructor of Record.
• Is there a co-instructor? – if Yes is selected, a box will appear to enter the co-instructor’s name.
• The booking form for Library Classroom 4160 contains one additional question about BuzzCard access
  • If you have a co-instructor who is not a Library employee, select Yes and enter their GTID in the blank. Otherwise, select No.

Submit your booking

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

• 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.

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.