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Library Instruction Operations & Procedures Manual: 1. Scheduling Classes

A collection of procedures and policies for Alkek Staff who teach instruction sessions.

Instruction Schedule & Confirmations:

RIO Instruction Scheduler

RIO admin (vacant position)

Margaret Vaverek filling in.


IUS Instruction Scheduler

(vacant position)

 

Room Reservations

  • ALK440 or ALK452: Use the "Location" features in Outlook to search for and reserve the room

Video Tutorial Slides

Scheduling Instructions

  1. Professor (or librarian) fills out Library Instruction Request Form
  2. The automated workflow in Power Automate checks against criteria to assign it to the right instruction librarian or library staff member.
    • The librarian/library staff member originally assigned the class is responsible for moving it to someone else, if applicable.
    • If the person using the form chose "other" in the school/subject field, it will go instead to libraryinstruction@txstate.edu where Arlene or Margaret will forward it to the right librarian. 
    • Spreadsheet in Subject Librarian SharePoint, Collection Development folder lists who does what discipline
  3. Library Instructor schedules class, along with confirming with faculty:
    • Checks their calendar against the requested dates, along with the room calendars (when applicable).
    • Creates a new meeting request in the libraryinstruction@txstate.edu calendar.
      • Subject Line: [Start time - End time]/[Professor's last name]/[Number of students]/[Librarian's initials] (Example: 2-3:20p/Doe/21st/ES)
      • Be sure to invite yourself so it shows up on your calendar! If creating it on your calendar, be sure to invite libraryinstruction@txstate.edu
      • Library Instructor must invite the requested room in the "Location" field. Alternately, add the link if remote instruction.
      • Add the content from the request email, including the link back to SharePoint to the body of the request (this allows for someone to see it in case you are out on the day of the instruction)
      • Choose appropriate color code (see the tab in this guide for guidance, but your Outlook should guide you as well)

Other Important Considerations:

  • Library Instructors should not schedule more than 3 classes in a single day and 5 classes in a week
    • Exceptions are fine - this guideline is to assist each librarian in being mindful of their workload by providing guidance on when they are supported in denying classes.
  • Classes should go to the librarian on record (see spreadsheet linked above), with a few exceptions:
    • Honors courses go to the subject librarian of the professor that is teaching the honors course except for Honors Thesis, which goes to the librarian assigned to Honors
    • Children's Literature (English 3385 or other) goes to Arlene
    • RDG 1300 go to Sarah
  • Other non-credit courses go to Undergraduate Librarian

When adding a class to the instruction calendar, use the following guide for color categorizing the level and/or type.

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