LibCal SOP

We add profiles to LibConnect for any person who books an appointment so we can track the impact of their appointment. These profiles are added manually but will automatically start to pull in information from LibCal and LibAnswers about 30 minutes after you create the profile.

You can add profiles pre- or post-appointment, but it's recommended to add profiles pre-appointment so all your communication with the student is captured.

Before you add profiles, you'll want to search for the student to ensure that one doesn't already exist for them.

1. Go into LibConnect.
2. Under the Records option menu, select People.
3. In the Keyword field, search for any of the following information individually. Note that this is not an intelligent search, so you cannot enter multiple pieces of information at once:
   1. Student's first name
   2. Student's last name
   3. Student's email address

If you find a profile for the student, you don’t need to do anything else; LibConnect will pull in the relevant information from LibCal. If you don't, you'll need to add a profile for the student.

1. Go into LibConnect.
2. Under the Records option on the menu, select People.
3. Click +Person (it's usually located near the upper-right hand corner of the page).
4. Enter the following information for the student in the General Info section:
   1. First Name
   2. Last Name
   3. Email
   4. Record Owner: Should be defaulted to you - if not, select yourself.
   5. Email Subscription: Unsubscribed
   6. Type(s): Student
5. Once you select the type of student, the Student Type Specific Info section appears. Select the student's program level in this section.
6. Under Additional Info, fill in the following information if you have it (but it's not required):
   1. Alt Email
   2. Phone
   3. Middle Name
7. Click Create to create the profile.

Once you've created the profile, you do not need to do anything further. LibConnect will automatically start to pull in information from LibCal and LibAnswers after about 30 minutes.

Anytime you communicate with a student about their appointment, you should BCC the LibConnect system. This email creates an interaction. Interactions provide a history of contact with a student, which helps us measure impact.

To add an email interaction, simply BCC phoenix@int.libconnect.com on your email. LibConnect will add your email to the system and automatically attach it to the student’s profile by matching the email address on your email to the email address in their profile.

You can also manually add non-email interactions to LibConnect, like colloquiums or course visits. Interactions should always be attached to people or organizations, so you should only add interactions you can attach to a person or organization. To add these interactions:

1. Go into LibConnect
2. Under the Records option on the menu, select Interactions.
3. Click +Interaction (it’s usually located near the upper-right-hand corner of the page).
4. Fill in as much information as possible, and be specific! The more information you include, the most useful the interaction.
   1. Note: If there isn’t a Type(s) listed for your interaction, please work with the system administrator to have your type added.
5. Click Create to create the interaction.

Occasionally, you will notice that you have interactions that need to be reviewed in the Need Review area of the LibConnect dashboard. These reviews can vary from wrong email addresses to students not having a profile in LibConnect.

On occasion, you'll want to go through LibConnect and categorize your interactions. These categories help us keep accurate records of how we interact with students. To categorize your interactions:

1. Go into LibConnect.
2. Under the Records option on the menu, select Interactions.
3. Under the Type filter option, select Unknown.
4. You can either filter further by Record Owner or review all unknown interactions.
5. Click the three dots on the right end of the record and select Edit Interaction.
6. In Type(s), unselect Unknown and select the correct type of interaction. (You must unselect Unknown, or it will still be applied to the interaction.)
7. Click Update to save your changes.