Scheduling App = Live Door Schedule Controlled via Outlook Calendar
Remember making a door schedule with the table and putting text in each cell for your classes and office hours. Then putting that door schedule on your door and in D2L at the start of the term. Our faculty schedule eliminates the need to schedule unchanging office hours that students typically don't see or use, but we still need to show our availability. The benefit of a scheduling app is you can change that schedule anytime by adjusting your Outlook calendar and post the schedule anywhere you can put a link or QR code. In the scheduling app description, you can tell students the best ways and times to contact you, and they may not make an appointment or need to given that information, but they know they can.
Scheduling App Training Thu, Aug 11, 2022
Recording of Guided Tour for Beginners on Scheduling Apps
Join us for a step-by-step beginners’ guide to Calendly. During the session, you can follow along to set-up your Calendly account with a Q&A session at the end of the session.
Presenter: Jessica Rabb
Recording LInk: https://nscc-edu.zoom.us/rec/share/y_jYC5pbmZ4O5GCYZ0kJrNb-J9BXxIS5aQpPGAGnMkXq4UifND2kx5Q1OmqCMOUw.QwpPOnPo5itNS_Pt
Passcode: haU%A7C+
Recording of Advanced Session – Using Scheduling Apps
If you have been using a scheduling app, join us to learn how to make it work better for you and students with Q&A. Special focus on Bookings.
Presenters: Jessica Rabb and Jay Chambers
Recording LInk: https://nscc-edu.zoom.us/rec/share/5rZEd6DVEE5lAnnMs4msRSd1ii2r6G3tfpSoa2AB6JrK9Y6cDIScGClnapPl1QRl.8aM4YLjzTTUYWnkM Passcode: %8#aZX9&
Free-Calendly (if you only have one link -- basic account) is the simplest way we have to start using an Appointment Scheduling App. That said, if you are running into paywalls and trouble signing up for the free version then it's not worth paying for and use Bookings (video and instructions below). Please don't pay for Calendly, it's only worth it if it is free. Nashville State does not have an account with Calendly. Watch this video (4:38) to see how to set up Calendly. Try this faculty link to see what it looks like from a student perspective. Here is the Calendly web accessibility statement.
Already have Calendly set up?
Create a Quick Response (QR) code for your appointment link that can be placed on your office door and other locations to make accessing your appointment link easier when clicking a link is less feasible. Watch this video (5:00) for more information.
Keeping your Outlook Calendar updated with times you are NOT AVAILABLE during your business day makes using any Appointment App so much easier for you. It helps you set reasonable boundaries. Outlook will communicate with Calendly and Bookings and remind you via Outlook email and notifications that you have upcoming meetings.
You may update your email signature in Outlook and D2L to include your appointment link and other information that you think may save you and students time.
Sample Signature
Jessica Rabb, PhD Professor of Biology School of STEM Nashville State Community College On-Campus Contact: White Bridge Road Campus • Office K-219 and 615-353-4383 Off-Campus Contact: jessica.rabb@nscc.edu • Zoom Link (by appointment only) • 803-720-9838 (call or text) Click here to schedule an appointment with me (Zoom, phone, or in-person)Helpful College Links for Students Contacts (e.g. Financial Aid) • Supports (e.g. Wellness) • Learning Center
In pre-term, send students in classes, advisees, organizations, programs a welcome email with...
You can find your class/advisee email list in myNSCC. Follow these steps:
At the bottom of the list click “Email class” or “Email your advisees.” If nothing happens (especially if off campus), see the following video for how to find your email list when using Google Chrome.
Note 1: By default, Outlook needs semicolons as the email address separator.
Note 2: BCC the email list.
Note 3: The class/advisee email list is a mixture of personal and @my.nscc.edu emails depending on which email the student prefers. Due to FERPA, do not share personal academic information using a personal email, use the student’s @my.nscc.edu email or D2L email.
You may receive an Excel file with and updated list of currently enrolled advisees. To convert this list into an Outlook friendly list do the following: Copy the Excel column of email addresses. Paste them into a blank Microsoft Word document, selecting the ‘Keep text only’ paste option. Click the ‘Replace’ button on the Home tab. In the ‘Find’ box enter ^p. ( “^” = Shift-6). In the ‘Replace’ box type in a semicolon. Click the ’Replace All,’ hit OK to close the Find/Replace dialogue box. Copy the resultant text into the BCC line of your Outlook email.
Google Voice App
Remind App
Picking up the phone can be the most direct and simplest way to communicate. So, if off campus during the business day, be prepared to share your cell number, Google Voice number, or use Teams (see below) which has a call function. You can have your office phone forwarded to your personal phone (contact TSD helpdesk). Put appropriate phone info that works for you in your email signature.
Put your personal Zoom room link in multiple places to make reaching you via Zoom more likely, such as in your email signature, Appointment App information, and D2L instructor information. You can customize your personal Zoom room link in your Zoom Profile. Note: We may not have Nashville State Zoom accounts after spring 2023. You could still use a free basic account for 40 minutes. But, you can consider Teams (see below). It is possible to have a virtual office link for Teams.
Teams is one of our Microsoft Apps. If you are in the habit of opening Teams when you open Outlook, you can chat, audio call, or video call, any Nashville State colleague that has also opened Teams. More and more of us are doing that with the switch to Teams for committee meetings and internal college work. You have a personal meeting room link in Teams, and could use it instead of Zoom.
For more information about this page contact Jessica.Rabb@nscc.edu (last updated August 2023)