LibCal SOP

• New slots should be entered no later than 14 days before the end of every month for the following month.
• Depending on your schedule, you can enter appointments as far as you like; the standard is around 1-2 months out.
• How many slots should be open each week? Availability, vacation, last-minute appointments, and other occurrences may cause this number to be higher or lower any given week. However, the standard is 2-5 appointments per week for each librarian and should be confirmed with your manager.
• You will also want to block out time on your calendar for these appointments so meetings don’t get scheduled during those times.

LibCal > Appointments > Availability tab

1. In the Availability tab, select a Start Time and End Time for the appointment.
2. Use the Repeat Pattern to choose how often to apply your availability times:
   • Single Date: use this option to apply availability times to a specific date.
   • Daily: use this option to apply availability times daily.
   • Weekly: use this option to apply availability times on specific days each week.
   • Monthly: use this option to apply availability times monthly.
   • Multi-Date Picker: use this option to apply availability times on specific calendar dates. This is ideal if your availability does not occur in a regular pattern.
3. Directions Override (optional): leave blank
4. Click the Add Availability button.

Outlook > Calendar

1. Click New Appointment or double-click on the time slot in your calendar to open a new appointment.
2. In the Show As field, choose Working Elsewhere. This makes the time look unavailable for meetings but allows LibCal to still book appointments during those time slots. If you choose any other option, LibCal will not be able to book appointments during that time.
3. Fill out any other necessary fields with information that makes sense to you, and Save & Close the entry.

If your availability changes, you can remove the times when you are no longer available.

Appointments should be marked as canceled if you or the student initiated the cancellation. No-shows should be marked separately.

To delete a slot or cancel an appointment in LibCal:

1. Repeat steps 1 and 2 above to select the dates and times you want to remove.
   1. The mini-calendar next to the Add/Delete Availability panel will show you the current availability times (including confirmed appointments).
2. Click the Run Pre-Delete Checks button. This will check and see if any of the selected times contain confirmed appointments.
   1. If so, a summary of the appointments will be listed. If you do not cancel or reschedule the appointments, they will remain on your appointment schedule after deleting your availability times.
   2. To reschedule or transfer an appointment, click on the edit () icon next to its When time. Note: the Teams link will change if an existing appointment is transferred to a different librarian, so you will need to ensure the new email confirmation checkbox is enabled when you make the transfer.
   3. To cancel an appointment, click on the trash can () icon next to its When time.
3. When ready, click on the Delete Availability button. Again, this will only remove your availability times. It will not remove any confirmed appointments scheduled during those times.

All appointments should be marked whether the student showed up for the appointment or was a no-show for the scheduled appointment time.

To mark whether a student showed up to the appointment or not:

1. Under the My Appointments tab, your upcoming appointments will display by default.
   Note: Click on the View Past Appointments button to view your most recent past appointments instead.
2. Each appointment will be shown next to the mini calendar.
3. Next to User Showed Up? select Yes or No to record whether a student showed up for their appointment.

Alternatively, you can also go to the Calendar tab, find and click on a specific appointment, and select whether the user showed up or not. 

 *You can leave the meeting if the student doesn’t show up within 10-15 minutes of the appointment start time.

Please ensure the following is completed after the appointment:

• Send a follow-up email to the student with keywords/phrases, searches, databases, services, and resources shown during the appointment. This shouldn't be a detailed recap but something they can quickly refer back to with direct links.
• In the post-appointment email, include the LibConnect email in the BCC field before sending: phoenix@int.libconnect.com.
• Mark whether or not the user showed up to the appointment in LibCal. See Showed Up / No-Show Appointment under Adding & Managing Appointments.