Skip to content
Penn State University Libraries

Policies and Guidelines

INFORMATION TECHNOLOGY

Policy UL-IT05 UNIVERSITY COLLABORATION SUITE (UCS)

Contents:

  • Purpose
  • Preferences
  • Guidelines for Use 
  • Locations/Resources
  • . . . . Add/Remove a Location/Resource

PURPOSE:

Like email, an online calendar is designed to improve communication between people and groups of people. In such a system, each user has the potential to impact the ability of others to use the system effectively. This policy outlines the Libraries’ standards for use of the calendar within UCS.

PREFERENCES:

All Libraries’ employees UCS Calendar should have the following preferences set: 

  • Entry Defaults for Appointments/Meetings – Display as Busy; Mark as Public
  • Scheduling Hours – Normal hours 8:00 a.m. to 5:00 p.m. or Customize for specific needs
  • Permissions:  Allow both internal and external users to see my free/busy information and Allow both internal and external users to invite me to meetings

GUIDELINES FOR USE:

  • Use the Web interface, preferred, when using UCS.
  • Make sure that meeting titles are descriptive. Use the space below the “Scheduler” to provide information such as topics of discussion, what to bring to the meeting, and attendees not invited through the calendar system. Any additional documentation may be attached. 
  • Respond to invitations in a timely manner. 
  • Record “your” exact time out of the office (e.g., vacation, sick, travel, etc.) by blocking this time on the calendar as an all-day “quick add” appointment. Mark as private, if appropriate. Do not create as a Daily Note that appears at the top of the calendar. 
  • If needed, record time of “others” (i.e., supervisees) as an all-day “quick add” appointment that appears above the calendar in the “daily note” section.  Display time as “free.” 
  • Allow people to invite you to meetings. UCS sends email notifications of all invitations. 
  • Include emails of non-UCS users in calendar invitations.  They will receive an email about the meeting. 
  • Set assigned work hours on calendar (standard and/or customize).
  • Show times as “busy” or “free” (i.e., HOLD for Research). Times designated as “free” are available for scheduling. 
  • When placing “holds” on a calendar for a meeting that is in the process of being scheduled, mark as “tentative.”
  • Keep information in the space below the “Scheduler” professional. Remember, this information is sent to your attendees. 

LOCATIONS/RESOURCES:

In UCS, locations are actual rooms (i.e., conference rooms, classrooms, etc.) and resources are calendars for scheduling equipment, reference desk schedules, staffing calendars, etc. 

Add/Remove a Location/Resource:

The Libraries’ Administrative Office staff has the ability, along with selected staff in I-Tech to create location and resource calendars via the UCS Resource Creation Tool.   

The adding/removing of locations/resources has been divided as follows:

  • Assistant to the Dean -- Administration, Business Office, Development, Dickinson, Facilities, Human Resources, Penn State Press, and Public Relations and Marketing
  • Assistant to the Senior Associate Dean, Undergraduate and Learning Services -- All Commonwealth Campuses (except Hershey and Dickinson), Knowledge Commons, Library Learning Services, and Media and Technology Support Services
  • Assistant to the Associate Dean, Research and Scholarly Communications – Digital Curation, Digitization and Preservation, ODSP, Scholarly Communications Services, and Special Collections
  • Assistant to the Associate Dean, Collections, Information and Access Services – Access Services, Cataloging/Metadata Services, I-Tech, Reference, Collections and Research, and Serials and Acquisitions Services

Requests for adding/removing a location/resource must be sent via email to the appropriate individual named above.  When the location/resource has been created, it will be shared with the requestor.  It will be that individual’s responsibility to share the calendar with others within the department, as appropriate. 


Effective Date: February 4, 2008
Date Approved: January 8, 2008 (Department Heads)

Revision History (and effective dates):

  • January 2012 – Revised to reflect migration from Oracle Calendar to UCS
  • June 9, 2010 – Revised to incorporate requests for adding/removing resources
  • February 4, 2008 – New policy

Last Review Date:  January 2012