Templates

The LibCal templates are how we are making the scheduling process standardized, which will make sure that every event, instruction session, meeting, or other function has accurate setup notes. Every calendar has a corresponding template that has individualized details that are NECESSARY for events to be successfully set up. There is also a template for online only events as well as templates that are used for administrative purposes such as the LTP Tech Reservation Template. 

Location Templates

Use the Location Templates to schedule any events, instruction sessions, or meetings that will be held onsite in the following locations:

• 339
• Learning Lab Classroom
• Library MakerSpace
• LL118
• LL121E
• LL123

You'll use a Location Calendar & the calendar's Location Template to schedule onsite events, instruction sessions, or meetings that are open for both online & onsite attendees. DO NOT USE THE ONLINE TEMPLATE. 

General Calendar Templates

To schedule an event, instruction session, or meeting that will be held online, LSC, branch libraries, Western History Collections, or other locations, use the following templates:

• Online ONLY Template: online (Zoom) events, instruction sessions, or meetings
  • LibCal is able to autogenerate Zoom links for online events that will be added to event descriptions as well as the registration emails and notifications.
  • Do not use this template if you are planning on having hybrid attendees—online and onsite attendees.
• Research Workshops Template: use this template for online events or other functions planned by the Research Workshops Standing Committee.
• General Template: onsite events, instruction sessions, or meetings that do not have a specific location like the Start Parties or will be held in locations that are not listed under the Location Template section above—for example events in the Great Reading Room.
• LSC Template: onsite events or meetings that will be held at the LSC in rooms 134 or 157.

Research Workshops

Use this specialized template for onsite or hybrid events or other functions planned by the Research Workshops Standing Committee for the following locations:

• 339,
• Learning Lab Classroom,
• Library MakerSpace,
• LL118,
• LL121E, or
• LL123.

Be sure to add the event on the location specific calendar using the Research Workshops Template.

• Accessibility Statement: needs to be edited so that the options in brackets match the format of the event you are scheduling!
• The OSF Research Workshops documentation page has specific action items that members of the Research Workshops Standing Committee must accomplish alongside the LibCal steps listed on the Scheduling an Event Tab.

External Events Template

This template should be use for events that are sponsored by external (non-UL) individuals, organizations, or departments. 

Detailed Scheduling Workflows for Event Organizer

All the detailed steps for scheduling events, instruction sessions, and meetings are listed in the follow sections. Under the Filling Out the Template Section, the detailed steps are organized and listed by the sections you'll on the LibCal Add Event Page.

Selecting an Event Calendar

1. Go to libcal.ou.edu.
2. Login with your LibApps login information OR your OU Libraries Login (your OU 4x4 & password)
3. Click on Events in the orange menu.
4. Click on the calendar where your event, instruction session or meeting will be held:
   1. 339 Calendar
   2. General Calendar (use this calendar for Online Events)
   3. Learning Lab Classroom Calendar
   4. Library MakerSpace Calendar
   5. LL118 Calendar
   6. LL121E Calendar
   7. LL123 Calendar

Selecting a Template

1. On the calendar page, click on the + Add New Event button.
2. Add a new event using one of the following templates:
   1. 339
   2. External Events: only use this template if you are scheduling an event that will be hosted by non-UL organizations, departments, or people.
   3. General
   4. Learning Lab Classroom
   5. Library MakerSpace
   6. LL118
   7. LL121E
   8. LL123
   9. LSC
   10. Online Only: only use if you are planning for online attendees—do not use if you are planning to have onsite attendees.
   11. Research Workshops: only use this template for events or other functions planned by the Research Workshops Standing Committee.
       1. The OSF Research Workshops documentation page has specific action items that members of the Research Workshops Standing Committee must accomplish alongside the LibCal steps listed here.
3. Once you've selected your template, click on the Continue button.

For most onsite and hybrid events, instruction sessions, and meetings, you'll use the specific onsite location template with the same name as the Location Calendar. For specialized events, instruction sessions, and meetings, you'll use the other templates that are not meant for a specific onsite location. 

Filling out the Template

Event Date/Time Section

1. Choose your preferred date and time for your event. 
2. Input the padding for event setup and teardown.

Title & Event Info Section

1. In the Title text box, input:
   1. [Event Title] 
   2. [MEETING: Meeting Title]
   3. [INSTRUCTION: Course Number, Course Title, Instructor's Name].
2. In the Description text box: 
   1. for a MEETING or INSTRUCTION SESSION:
      1. Do not insert a description if you are scheduling an instruction session or meeting. 
      2. Then delete ALL THE TEXT ABOVE THE HORIZONTAL LINE.
   2. For an EVENT:
      1. Delete the wording, "Do not insert a description if you are scheduling an instruction session or meeting."
      2. [Insert a FULL DESCRIPTION of your event for the EVENT LISTING on the UL EVENTS WEBPAGE]
      3. [Insert a 60 CHARACTER EVENT CAPTION of your event for the NEWS & EVENTS SECTION on UL HOMEPAGE]
      4. [Insert a 280 CHARACTER BLURB of your event for SOCIAL MEDIA POSTS]
      5. RESEARCH WORKSHOP EVENTS ONLY: Edit the bracketed options within the Accessibility Statement to match the format of the event you are scheduling.
      6. Do not delete the wording, "Registration is recommended!"
3. In the More Information text box:
   1. For MEETINGS that do not not need furniture or technology setup, DELETE ALL TEXT.
   2. For EVENTS, MEETINGS, & INSTRUCTION SESSIONS that need furniture or technology setup:
      1. The setup bullets will be individualized for the setup needs of the room, for example, the following are the set up bullets for the 339 template:
         1. Requested Promotion: Yes or No **AT LEAST 4 WEEKS ADVANCED NOTICE IS REQUIRED FOR PROMOTION**
            1. If you chose Yes, you’ll need to follow up with LibPR on the designated promotion checklist steps listed below.
            2. If you chose No or are scheduling an instruction session or a meeting, delete the LibPR promotional options bullets!
         2. LibPR Promotion Options: 
            1. Post to OU Calendar: Yes or No
               1. If you chose Yes, Amanda Palmer will add your event to OU’s calendar based on the audiences you selected. 
            2. Social Media Graphic/Reel/Story: Yes or No 
               1. If you chose Yes, please email libpr@ou.edu regarding the creation of your graphics. 
            3. Add/share to newsletters: Yes or No
               • If you chose Yes, please email libpr@ou.edu regarding the addition of your event to OU newsletters. 
                 • Faculty focused events will be added to OU Libraries' monthly newsletter and the Provost Bulletin.
                 • Graduate student focused events will be shared with the Graduate College newsletter.
         3. Backup date & time: 
         4. Approximate number of onsite attendees: 
         5. Hybrid attendees: Yes or No 
            • Delete the next two bullets if you are not doing a hybrid event, meeting, or instruction session.
            • Zoom Link:
            • Passcode:
         6. Instructor laptop: Yes or No 
         7. Projector: Yes or No 
         8. Other technology needs:
         9. Accommodation needs:
         10. Catering table: Yes or No
         11. Preferred Room Setup: Delete the setup bullets you don't want!
             • Theater/Presentation/Lecture Seating: Rows of chairs with no tables, seats up to 60
             • Conference Seating: Long, central table with chairs, seats 20 at the table. Up to 20 more seats can be added out to the side (seating up to 40 total).
             • Classroom Seating: Rows of tables with chairs, seats up to 24. 
             • Open Study: Clusters of tables and chairs, placed near outlets, seats up to 24.
             • U-Shaped Seating: chairs set up in a U shape, seats up to 24.
             • POSSIBLE ROOM SET-UP CONFIGURATIONS FOR 339:  https://intranet.libraries.ou.edu/docs/documents/Event-Furniture-Setup-Configurations.3534.pdf (have to copy and paste link into new tab or window)
      2. Delete the wording, "Cut the set up bullets. Paste them into Internal Notes text box."
      3. Cut the set up bullets.
      4. Paste them into Internal Notes text box.
4. From the Internal Notes text box, scroll back up to the Title & Event Info Section, and upload an image you would like to recommend to LibPR for your event. 
5. Leave the Related LibGuide option blank.
6. Leave the Friendly URL field blank. 

Event Location Section

In the Event Location section, you’ll need to select the radio buttons for either:  

1. an onsite event:
   1. open the Location/Room dropdown menu and select your preferred Location/Room—this will be same location as the calendar & template you selected (i.e. if you selected 339 Calendar, then you'll select 339 as your location).
2. an online event.
   1. input the event organizer’s email address that is associated with a Zoom account. The Zoom account needs to be a paid Zoom account for it to be successfully added to the event. 

Event Details Section

1. Select the library your event will be located from the University Libraries field—if your event is not in Bizzell or a branch library, but on the south campus, for example, choose the No University Libraries option. 
2. The template will default to you as the Event Organizer.
3. If the person who will be presenting or hosting the event is someone other than you, input that person's name in Event Presenter field.  
4. Select the intended Audience for the event—our goal is to be more intentional in our event planning and to schedule events that are relevant and engaging to our OU community.
5. Input the estimated Intended Audience number—if you aren't sure, you can input the location/room's max seating capacity number:
   1. LL118 = 80 seats in Theater Setup; 30 seats in Classroom Setup;
   2. LL123 = 48 seats
   3. Learning Lab Classroom = 24 seats in Classroom Setup or Pod Setup.
   4. 339 = 60 seats chairs only; 24 with tables and chairs.
   5. LL121E = 15 seats
6. In the Category dropdown menu:
   1. Select the OU Libraries Event category if your event is open to the public and needs to be added to the libraries' website.
   2. Select INTERNAL ONLY category for all instruction sessions and internal meetings; basically, anything that doesn't need to be added to the libraries' website. 
7. Do not change the Color after selecting the Category. 
8. Your event setup notes should already be added to the Internal Notes text box, but you can add further information that LibPR needs to know about your event here as well. 

Geolocation Section

Skip the Geolocation section. 

Attachment Section

If you have attachments for your event, submit them in the Attachment section.

Event Registration Section

1. For MEETINGS & INSTRUCTION SESSIONS:
   1. you CAN SKIP THE EVENT REGISTRATION SECTION.
2. For EVENTS, LibPR recommends requiring event registration to help track attendance numbers.
   1. Input the location/room's max seating capacity number from the Event Details Section, Step 5 in the Max Registration/Seats box. 
   2. Edit the other Event Registration options to what's best for the event. If you need help with creating a personalized event registration form, see the Registration Form tab.

Social Media Section

Skip the Social Media section.

Publishing Status Section

1. Select Submit for Review for status.
2. Click on the Submit: Add New Event! button.

The Event Approver will get approval from the Date/Time Approver, and then will follow-up with you on the publishing status.

If you've scheduled a hybrid event, please go to the Hybrid Events Tab on this guide and follow the steps listed there.

Searching for Submitted Events

To find all the events you've submitted on a particular calendar, please follow these steps:

1. Go to libcal.ou.edu.
2. Login with your LibApps login information.
3. Click on Calendar in the orange menu.
4. Locate the calendar that you submitted the event, and then click on the Event Explorer link for that calendar:
   1. 339 
   2. Library MakerSpace
   3. General
   4. Learning Lab Classroom
   5. LL118
   6. LL121E
   7. LL123
5. Select your name under the Event Organizer dropdown menu.
6. On the General Event Explorer page, you might want to also want to further filter to the exact location since multiple locations are used on the General Calendar.
7. Click on Submit.

Now any event you've submitted on that calendar will appear. If you need to, you'll be able to export the data and save it in a spreadsheet. 

Post-Event Survey

If you choose to use LibCal for event registration, you'll be able to automatically send out a post-event survey to everyone who registered for your event. The default survey was created through LibWizard. If you would like to use a customized survey for your event, it is recommended that you use LibWizard because it is connected to the LibCal system. However, if you choose to use a different survey software system, you'll be able to insert a link to the survey in the Send Follow-Up Email/Survey section of the template/event listing. This SpringShare help page has other information about event registration and follow-up surveys. You can also email or slack Magen!

Hybrid Events 

Once you've completed the steps listed on the Scheduling an Event Tab and your event is showing on the LibCal calendar, you'll need to also complete the following steps to ensure that the tech setup and Zoom connection for your event is a smooth process:

1. Login to the Zoom account that you added to your LibCal event.
2. Click on Meetings.
3. Find the LibCal event from your meetings list, and then edit the event in Zoom. 
4. Under Advanced Options on the Zoom Desktop App or just Options on Zoom in a web browser, add the following three email addresses as co-hosts for the event: 
   1. magen.bednar@ou.edu
   2. amanda.m.palmer-1@ou.edu
5. Then click on Save.

Use this documentation page from Zoom if you require further help. 

Roles Defined

• Event Organizer: the UL person who is responsible for scheduling and organizing the event—could be the same or different than the Event Presenter depending on if the person who is scheduling the event will be the person presenting/hosting during the actual event.
• Event Coordinator: approves or modifies (when necessary) events in LibCal's Publishing Workflows and who makes sure that the Event Organizer has submitted ALL the setup info needed for the preferred event location. . BUST's Events & Spaces Supervisor
• Event Setup Team: BUST personnel who will be setting up the event and assisting with technology. BUST's Outreach student employee team
• Event Scheduling System Admin: makes sure all of the calendars, templates, and stats function, and will troubleshoot with SpringShare on any issues. Will also stay up-to-date on LibCal feature releases as well as report requested features to SpringShare as needed. Head of Bizzell User Services

Overview of the Scheduling & Setup Workflow in LibCal

1. Event Organizer submits a new event in LibCal using the provided templates.​
2. Event Coordinator works with Event Organizer to approve and then publish the event within the LibCal system.
3. Event Organizer coordinates LibPR to finalize promotional details.
4. One week prior to the event, the Event Coordinator confirms the event and setup, furniture, and technology logistics with the Event Organizer via LibAnswers and added to the event listing in LibCal.
5. Day of the event, the Event Coordinator & the Event Setup Team will setup and teardown the event according to the logistic details noted in the LibCal event listing. 
6. Event Organizer records the event stats on the Outreach form and adds the attendance numbers on the LibCal event.

Responsible Roles

 An Event Coordinator: is BUST's Events & Spaces Supervisor who approves or modifies (when necessary) events in LibCal's Publishing Workflows and who makes sure that the Event Organizer has submitted ALL the setup info needed for the preferred event location. 

The Event Setup Team: is BUST's Outreach student employee team who will be setting up the event and assisting with technology on the day of the scheduled event, meeting, or instruction session. 

An Event Organizer: is the UL person who is responsible for scheduling and organizing the event—could be the same or different than the Event Presenter depending on if the person who is scheduling the event will be the person presenting/hosting during the actual event.

External Events: events or meetings hosted by non-UL personnel and scheduled through the libraries' External Event Scheduling Form.

Internal Events: events, meetings, or instruction session hosted by UL and scheduled by the Event Organizer who has a LibCal account.

Workflow for Event Coordinator

This workflow outlines the Event Coordinator's role in approving requests, confirming event logistics, and overseeing day-of setup and teardown. It does not go into detail what the setup and teardown duties require for every event location. 

Approve (or Modify if necessary)

Once a new request for an event, instruction session, or meeting has been submitted, the Event Coordinator will:

1. Opens LibCal's Publishing Workflows from the link in email notification.
2. In Publishing Workflows: 
   1. Click on View Event;
   2. Click on Modify Event.

After you've clicked on Modify Event, look at the Event Title text box to determine if an instruction session, meeting, or event was submitted!

For INSTRUCTION SESSIONS or MEETINGS:

1. Make sure the text in the Event Description text box has been deleted.
2. In the More Information text box, make sure that the setup bullets have been cut and pasted into the Internal Notes Section.
3. In the Category dropdown menu, make sure the INTERNAL ONLY category was selected.
   1. If the blue OU Libraries Event category or the purple Research Workshops category was selected, then those will need to be deleted by clicking on the trashcan icon. 
      
4. Confirm that the purpose of the instruction session or meeting matches the priority of use for the Location.
   1. If the request does not align with the priority of use for the chosen location, the Event Coordinator will contact the Event Organizer to discuss other location options.
   2. If there are other requests seeking the same date and time, the Event Coordinator will approve the request that best matches the priority of use for the chosen location.
5. Open the Status drop-down menu, select Publish and then click on Submit: Update Event!

For EVENTS:

1. In the Event Description text box, make sure that all of the descriptions have been added & the explaining text has been deleted.
2. In the More Information text box, make sure that the setup bullets have been cut and pasted into the Internal Notes Section.
   1. THERE IS CURRENTLY NO ESTABLISHED WORK AROUND FOR THE LIBPR NOTES IN LIBCAL DUE TO THE REORGANIZATION OF MARCOMM.
3. Confirm that the purpose of the event matches the priority of use for the Location.
   1. If the request does not align with the priority of use for the chosen location, the Event Coordinator will contact the Event Organizer to discuss other location options.
   2. If there are other requests seeking the same date and time, the Event Coordinator will approve the request that best matches the priority of use for the chosen location.
4. Open the Status drop-down menu:
   1. If no changes are needed from the Event Organizer, select Publish and then click on the Submit: Update Event! button.
   2. If there are changes that are needed from the Event Organizer, select Request Changes, add a note about the necessary changes, and then click on the Submit: Update Event! button.

For Research Workshops:

1. The Chair of the Research Workshops Committee will review the submitted event requests and notify the Event Coordinator that the events are ready to be published.
2. In LibCal's Publishing Workflows, the Event Coordinator will
   1. In the Event Description text box, make sure that all of the descriptions have been added & the explaining text has been deleted.
   2. In the More Information text box, make sure that the setup bullets have been cut and pasted into the Internal Notes Section.
      1. THERE IS CURRENTLY NO ESTABLISHED WORK AROUND FOR THE LIBPR NOTES IN LIBCAL DUE TO THE REORGANIZATION OF MARCOMM.
   3. Confirm that the purpose of the Research Workshop matches the priority of use for the Location.
      1. If the request does not align with the priority of use for the chosen location, the Event Coordinator will contact the Event Organizer to discuss other location options.
      2. If there are other requests seeking the same date and time, the Event Coordinator will approve the request that best matches the priority of use for the chosen location.
   4. Open the Status drop-down menu:
      1. If no changes are needed from the Event Organizer, select Publish and then click on the Submit: Update Event! button.
      2. If there are changes that are needed from the Event Organizer, select Request Changes, add a note about the necessary changes, and then click on the Submit: Update Event! button.

Event Confirmation

One week prior to the event, the Event Coordinator: 

1. Confirms the event and setup, furniture, and technology logistics with the External Event host or the UL Event Organizer via LibAnswers.
2. Adds the logistical details to the event listing in LibCal.

Example of the confirmation emails that are sent to confirm Internal and External events:

To ensure that things go more smoothly for you on the day of the event, please take a couple of minutes to answer the following questions:

• Does the event start exactly at Time?

• How many presenters will there be? 

• Your request states that the presenter(s) will bring their own device(s). Will this device be a Mac or PC? 

• Also, will your event require Zoom?

Additionally, to ensure that technology is setup properly and works, we ask that the presenter/organizer arrive 30 minutes before the scheduled start time of the event.

Please respond to this email with either your confirmation, request to reschedule, or cancellation, in addition to further information about any technology that your event will require.

Example of the confirmation emails that are sent to confirm Internal instruction sessions (meeting confirmation use very similar wording):

To ensure that things go more smoothly for you on the day of the instruction session, please take a couple of minutes to answer the following questions:

• Does the instruction session start exactly at Time?

• Are you teaching the instruction session? 

• Your request states that the presenter(s) will bring their own device(s). Will this device be a Mac or PC? 

• Also, will your instruction session require Zoom?

Additionally, to ensure that technology is setup properly and works, we ask that the you arrive 15 minutes before the scheduled start time of your instruction session.

Please respond to this email with either your confirmation, request to reschedule, or cancellation, in addition to further information about any technology that your instruction session will require.

Event Setup

On the day of the event, the Event Coordinator & the Event Setup Team:

Opening Shift

1. Grab the iPad from the LL1 closet and review the events listed on the 7 calendars Outreach monitors.
   • 339
   • EDGE
   • General Calendar
   • Learning Lab Classroom
   • LL118
   • LL121E
   • LL123​
2. Login to LibCal when prompted.
3. Any event starting prior to 9 AM takes priority over Roving and Furniture Resets. 
4. Take the iPad and update each Event Board. Boards are found outside The Learning Lab, Learning Lab Classroom, LL118, and the front and back doors from LL123.
   • Add these details to each board:
     • Today's Date
     • The list of today's events for that room
       • The name of event.
       • The beginning of the buffer setup time as the start of the event and the conclusion of teardown as the ending of the event.
     • When there are no events to list, please write "Open Study." 

Setting Up Events Throughout the Day

1. Enter the space at the start of the buffer window to evacuate patrons
2. Wipe down surfaces as needed to ensure cleanliness
3. Go to that room's calendar 
   1. Select the event you are setting up to open the event details
   2. Login to LibCal when prompted.
   3. Review the internal notes for furniture and tech needs
   4. Refer to either the Furniture or Tech Support tabs for more specific setup information for each room 
4. Remain in the space until the start of the event to assist with tech needs or make last minute setup adjustments
5. Once the event concludes and partners have departed, enter the space for event teardown
   • If the next event occurs within the next 2 hours, begin the furniture setup for that event
   • If the next event does not occur within the next two hours or there are no other events for that space, return it to the default "Open Study" setup. 

Searching for Submitted Events

You'll be able to find all the events an event organizer submitted on a particular calendar, by using the calendar's Event Explorer page. This can be helpful if an event organizer emails you and asks you about the details for all the events they submitted.

Please follow these steps:

1. Go to libcal.ou.edu.
2. Login with your LibApps login information.
3. Click on Calendar in the orange menu.
4. Locate the calendar that you submitted the event, and then click on the Event Explorer link for that calendar:
   1. 339
   2. Library MakerSpace
   3. General
   4. Learning Lab Classroom
   5. LL118
   6. LL121E
   7. LL123
5. Select the name of the event organizer under the Event Organizer dropdown menu.
6. On the General Event Explorer page, you might want to also want to further filter to the exact location since multiple locations are used on the General Calendar.
7. Click on Submit.

Now any event an event organizer submitted on that calendar will appear.