From: Christy Stevens
Sent: Thursday, September 25, 2008 2:50 PM
To: Ann E. Morgan; Bruce Emerton; Danette A. Cook Adamson; Daniel F. Hanne; Donald J. Page; Emma C. Gibson; Julie Shen; Katharine W. Seifert; James S. Koga
Subject: Scheduling ClassesColleagues,

 It has come to my attention that in Outlook 2007, the process for simultaneously scheduling a class on both a classroom calendar and your own calendar has changed. To schedule a class on the classroom calendar and your own:

 1.       Create an appointment on the classroom calendar.

 2.       Type in the class information in the order that Brenda prefers, (ex: ENG 104, Jones, Stevens)

 3.       Then click on the “Invite Attendees” button.

4.       Type in your email address in the “To” box.

5.       Click Send.

 6.       The class will now appear on both the classroom calendar and your own.

 Thank you,

Christy R. Stevens
Library Instruction Coordinator

From: Christy Stevens
Sent: Friday, May 30, 2008 1:54 PM
To: Ann E. Morgan; Bruce Emerton; Danette A. Cook Adamson; Daniel F. Hanne; Donald J. Page; Emma C. Gibson; Julie Shen; Katharine W. Seifert; James S. Koga
Cc: Brenda E. Arnold
Subject: RE: Instruction Scheduling

 Dear Colleagues,

 As you know, the process for scheduling instruction is changing. Starting June 23, subject specialists will be scheduling their own library instruction sessions on the Outlook classroom calendars. Although scheduling in Outlook is pretty easy, there are some initial one-time set-up procedures that can be kind of confusing. So I’ve attached a document designed to lead you through the set-up stage. It also contains basic directions for how to schedule classes and record statistics.

 I know that there are varying levels of comfort with Outlook among the group, so please know that I’m available any time to answer questions and to help you get everything set up and working smoothly. And as June 23 approaches, I’ll touch-base with each of you to make sure you feel comfortable with the new scheduling process.

 Thank you!

Christy R. Stevens
Library Instruction Coordinator

Using Outlook to Schedule Instruction
document distributed May 30, 2008 by Christy Stevens

Adding Instruction Calendars to Outlook

Before you can schedule your instruction sessions in Outlook, you will need to add the following Outlook calendars: 

• Classroom 1828 (capacity 30)
• Classroom 2907 (capacity 65)
• Classroom 2913 (capacity 20)
• Seminar Room 2911 (capacity 10)
• Offsite Instruction
• Tours

 Room 1828 has 12 computers, 2907 will have 32-33 computers, 2913 will have 10 computers, and Seminar Room 2911 will not have any computers.

 Classroom 1828 is on the first floor, and it is the only classroom that will be available until the Fall quarter.

1. To add these rooms to your calendar, first open the Folder List from the Navigation Pane as shown in the screenshot below.
2. If Folder List is not shown, open it by clicking on the “Configure Buttons” arrows (tiny arrows, labeled 2 on screenshot) and then “Add or Remove Buttons” and then “Folder List.”
3. From Public Folders, open All Public Folders and then Academic Affairs by clicking the + icon next to the folders.

4. Locate Library under Academic Affairs

5. Under Library, right click on a calendar you wish to add.
6. Choose  Add to Favorites from the menu that appears and then click Add.

7. Repeat steps 1-6 to add additional calendars.  
   
   After switching back to Calendar, you should see the new calendar(s) under Other Calendars

Scheduling Classes

When scheduling a class, select the appropriate classroom calendar under the “Other Calendars” heading on the bar on the left side of your main calendar. If you teach a class somewhere outside of the library, select the Offsite Instruction calendar, and if you conduct a tour, select the Tours calendar.

The new calendar will open to the right of your calendar.

 Check the calendar for classroom availability, and then create a “New Appointment” in the classroom calendar (not your calendar).

 Select the correct times, and then enter the following information in the Subject field:

 Course Number, Professor Name, Your Name.

Ex: HST 104, Smart, Seifert

Before clicking “Save and Close,” schedule the class on your own calendar by clicking the Scheduling tab.

You’ll see your name under the “All Attendees” heading, but you still need to add yourself again in order for it to appear on your calendar.

Click “Add Others” and then select “Add from Address Book…” 

Select your name from the list (double click), and then click OK. 

You will now see your name listed twice.

  Now click “Send” to finish scheduling the class.

You’ll then receive an email invitation for the class. Once you accept it, the appointment will appear on your calendar.  

 Recording Statistics

After you’ve taught a class, open the appointment in the classroom’s Outlook calendar.

 Record the number of students who attended and your preparation time in the notes field.

 Click “Save and Close.”

 Please remember to record prep time and the number of students attending your session as soon as you can after your class in order to maintain the accuracy of our statistics.

 At the end of each month, Brenda will collect the statistics from the electronic Outlook calendar and record them on the appropriate spreadsheets.

 Dear Colleagues,

 I know there have been a lot of changes recently, so I understand if additional changes are pretty much the last thing you want to hear about right now. However, as Harold’s email on Friday regarding scheduling library instruction indicates, some more changes are coming, so I will do my best to be as clear about them as I can. I’m sure many of you will have additional questions and concerns, so please stop by my office any time to chat about them as they emerge. Please also note that this email is an initial announcement and that additional information and training opportunities will be forthcoming.

 Effective June 23, 2008 (the start of the summer quarter), library instruction scheduling will be revised as follows:

 Subject Specialists

Subject specialists will be responsible for 1) directly fielding instruction requests from faculty in their disciplines and 2) scheduling their own library instruction sessions on the Outlook classroom calendars. Phone and email requests sent to the reference office will be forwarded to the appropriate subject specialist, as will any requests that come in through the instruction request form. Please let your faculty know about this change and encourage them to contact you directly. Specific instructions on how to add the appropriate calendars to Outlook, schedule classes, and record statistics will be sent separately. I will also provide individual, in-office Outlook training for those who would find it helpful.

 Classes not Handled by Subject Specialists

Lower division writing and other miscellaneous courses that are typically handled by Library Assistants, the Instruction Coordinator, and librarian volunteers will now be scheduled by the Instruction Coordinator. All such requests will be directed to me, and I will 1) schedule them directly onto your Outlook Calendar (highlighted in red) and 2) send you an email to alert you about the new class. Once you receive the email, please contact the professor immediately to confirm the session and to discuss the lesson plan. Finally, library Assistants and librarians who teach these courses will need to give me author access to their calendars as soon as they can.

 Again, thank you all for your patience and cooperation as we work together to implement these changes as smoothly and painlessly as possible.

 Christy R. Stevens
Library Instruction Coordinator