The following etiquette points were agreed upon for the use of the Calendar feature of Outlook.
1) All employees of the library will make sure personal appointments are entered into their calendar as soon as they know about them. (This includes vacation, time out of the office, meetings, and appointments for future events that will effect their availability to attend to other meetings.) Those appointments that can be identified as TENATIVE, will be marked as such. Employees have the right to schedule time with themselves as needed.
2) Whenever possible, meeting requests will be sent as calendar appointments so they can quickly and easily be added to a staff members' calendar. If more information about the request is needed, staff will put that info in the calendar appointment.
3) Everyone is expected to set their calendar in Outlook so others can see at least 12 months forward.
4) The meetings called by the Administrative Office (these include the Library Unit Heads, Hunter Council, Library Faculty, and individual unit head meetings) will be sent out as group calendar appointments from the Administrative Office. Dora will be the organizer of these meetings.
5) Everyone is expected to respond to requests for appointments within 24 hours (invitations expire and so must be responded to promptly). The response of "tentative" is acceptable. If you decline an appointment, you will need to give some indication of why you have declined. This information is needed in case an alternative time must be found for the meeting.
6) If an organizer wants to change a meeting time, the organizer will select to inform the other participants of the change. If a participant needs to make a change, a message will be sent to the organizer. All participants will need to respond to the changed meeting. Outlook should change the subject line of the calendar request to include a note about what the change is to that appointment. Make sure this is happening.
7) Calendar appointment requests will give attendees at least 24 hours notice for a meeting otherwise the request will be done via a phone call or in person.
First drafted 7/11/01, updated 12/2/04
Hunter Library | Library Insider | Last updated: 12/13/04