Academic Engagement Instruction Workflows and Classroom Booking Procedures

Main outcomes of this workflow:

• An event with registration is created in LibCal
• The registration link is sent to Jason
• The instructor updates their Outlook calendar
• The instructor administers an evaluation survey
• The instruction is logged in the tally

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

Access the workshop calendar in LibCal Events

• Go to LibCal Events.
  • Log in with your LibApps login and password if necessary.
• Click on the Library Programming and Workshops calendar.
  • Optionally, navigate to the day you would like to schedule your class to confirm that the desired classroom is available.

Add a new event with a classroom template

• Click the + Add New Event button.
  • Use the drop-down menu to select either Class with registration in 2130 or Class with registration in 4160.
  • Click Continue.

Fill in details for the event

• Date, start time, and end time are required. Enter the actual start and end time of the workshop.
• The default setup and teardown padding are 30 minutes; you can choose a larger amount of padding with the drop-down menu.
• Event title is required.
• Event description is optional, but please add one in case people find the event through LibCal rather than the Library calendar. Include anything a participant might need to know or do before registering.
• If applicable, select a related LibGuide for the workshop.
• Skip the Event Details section.

Select the classroom

• Use the drop-down menu next to In-Person Location/Space to choose 2130 or 4160. Scroll down to Georgia Tech Library Instructional Spaces – Crosland Instructional Spaces.

• Click Check Availability. Make sure the classroom is available for your selected time. 
  • If it is not available, choose a different time.
  • If you cannot choose a different time, do not proceed. Back out of this form and start over with a different classroom.

In this example, the location is not available. LibCal shows the existing booking that clashes with the selected time for this new event.

Confirm registration settings and submit

• Under Event Registration, the default classroom capacity will already be entered as the maximum number of registrations. You can set this to a lower number if necessary.
• Leave other default settings under Event Registration.
• Scroll to the bottom of the page and click Submit: Add New Event!

See event details

• If LibCal does not automatically show you a summary of the event, click on it from the calendar.
• A summary of the event appears.

• Preview the event by clicking the eye icon – this shows how the event will appear to people who want to register.
• Confirm the preview is satisfactory before closing the preview window.

Copy the registration link

• Copy the Event URL (it will have format https://libcal.library.gatech.edu/event/nnnnnnnn) – this is what you will send to Jason for the Library calendar.

Add the workshop to your calendar

• You can download a calendar file by clicking the calendar icon.

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

• From the events calendar, click on the event you want to change or cancel.
  • To make changes: Click the Modify Event button. This will open the event for editing.
  • To cancel: Click the arrow on the Modify Event button and choose Delete Event from the drop-down menu.