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Academic Engagement Instruction Workflows and Classroom Booking Procedures

Summary

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.

Step 1: create a virtual meeting or webinar

Create your Zoom or Teams link before starting the LibCal process.

Step 2: create the event in LibCal

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 Class with registration - online only.
    • Click Continue.

Screenshot showing a drop-down menu of template options for new events: Class with registration - online only; Class with registration in 2130; and Class with registration in 4160.

Fill in details for the event

  • Date, start time, and end time are required. Enter the actual start and end time of the workshop.
  • Leave the default setup and teardown padding (set to No Padding).
  • 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.

Add the online location (Zoom or Teams link)

  • Under Online Location, choose Online Event via Facebook Live (or other).
  • Enter the Event URL. This is the link to the Zoom or Teams meeting that participants will access for the workshop.

Screenshot of the portion of the LibCal event creation page where the online location is entered.

Confirm registration settings and submit

  • Under Event Registration, leave Maximum In-Person Registrations set to zero (0).
  • The Maximum Online Registrations is set to the default limit of 100. You can set this to a different number if necessary.
  • Leave other default settings under Event Registration.
  • Scroll to the bottom of the page and click Submit: Add New Event!

Step 3: confirm registration link and send it to Jason

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.

Screenshot from LibCal Events showing event summary. The eye icon for previewing the event is framed.

  • 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.

Screenshot from LibCal Events module showing the URL for an event. This is the URL used for registration.

Add the workshop to your calendar

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

Course evaluation survey

Changes and cancellations

  • 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.