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Checklist for Using Library West Classrooms 211 & 212

In advance of your session date:

Reserve your room well in advance:

1. Have several optional dates if possible; classrooms are in demand.

2. Use your Outlook calendar functions to invite “Conf Room West 211" or "Conf Room West 212” to your session.

3. Do not contact an individual to schedule the room; individuals can be unavailable. Use Outlook to assure a quick response.

To schedule a student assistant, contact Jana Ronan or Paul Victor.

Student instruction assistants should be available for most scheduled sessions. Instruction assistants will handle routine housekeeping tasks such as handouts, logging off computers, etc. They can also troubleshoot some equipment and network problems.

Contact your class participants or their instructor to tell them they must bring their activated Gator 1 card to the class. UF students, staff, and faculty may log in to classroom computers with an activated Gator 1 card. Without the card, they cannot use the computers.

Check hardware/software availability:

1. Contact classroom IT coordinator Paul McDonough at least two weeks before your class regarding software and hardware availability. Software is routinely removed at the end of each semester, so doublecheck, even if you had it installed earlier.

2. Arrange an appointment with Paul McDonough if you need to learn how to use the hardware or software.

3. Due to licensing restraints, the IT team cannot install any databases on the classroom computers unless authorized to do so by the database provider. You will need to plan such needs well in advance of your session.

4. Familiarize yourself with the instructor’s computer, and controls for the projector, screen and other equipment.

Immediately before your scheduled session time:

Factor in your travel time to the classroom, and try to arrive well in advance of your session starting time:

1. Send a back-up person if you plan to arrive right at starting time, or arrange for a student assistant to open the door early and greet the class as they arrive. Circulation staff will not open the classroom doors for non-library staff.

2. Plan extra time if you are using the instructor's computer for the first time - you may need to set up the web browser or download other software such as Word.

Keys and Security:

1. Most library instructor's Gator 1 card will swipe to open the Library West classrooms. If your card is not programmed for access, ask a Circulation Desk staff member to open the door for you.

2. Never leave the room unattended and unlocked. Doors automatically lock when closed. If you wish to hold the door open for late arrivals, assign someone as a door monitor or use the doorstop (not a chair, please!)

Turn on and test the equipment:

1. Turn on lights as needed; experiment with the lights, projector, screen, and instructor's computer before class begins if this is the first time you have taught in the room. Instructions for operating the projector and screen are posted at the instructor's podium.

2. Turn on the projector. It takes approximately 30 seconds to warm up, so be patient.

3. Log on to the instructor workstation with your usual Windows userid and password (the same way you log into your desktop computer.)

4. Set up the web browser and your homepage, if necessary.

5. Students must log on to the classroom computers with their own activated Gator 1 id. As students arrive, ask them if they have validated their cards. Send unvalidated card users to the Circulation Desk.

When you are finished with your session:

Make sure all students and the instructor have logged off, but do not turn the computers off. Properly logged off computers will go back to the blue authentication/signon screen.

Please be considerate of the next class and clean up the room:

1. Pick up any leftover handouts or trash.
2. Push in chairs and put extra chairs away.
3. Make sure all computers, including the instructor workstation, are logged off.
4. Turn off the lights and lock the door.

Report any problems to Jana Ronan or Paul McDonough.