Posts Tagged ‘tutoring’

How to subscribe to an LRC calendar – in one screenshot

2011/11/21 2 comments

Subscribing to LRC calendars, e.g. for tutoring, will give you access from your Ninermail/OWA and always keep you updated of late-breaking changes. Here is how, starting from our list of bookable resources:


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Exchange 2010 and Live@edu: How to use resource calendar publishing to implement a help desk timetable and signup sheet

2011/09/22 1 comment
  1. Calendar sharing with students that have only cloud accounts in  live@edu requires them to be mail-enabled users in on-premise AD and only works if a users privileged to share shares with individuals through the GUI (in our circumstances: no groups, no PowerShell access).
  2. Workaround to share resource calendar information is: publish calendars to the internet. This needs careful consideration of privacy issues, but Exchange 2010 provides you with a number of helpful options, including “availability only”.
  3. calendar-publish-permissions
  4. If you publish, you can easily generate the links from the resource mailbox name, and manage large sets of calendars e.g. in an MS-Excel Web app.
  5. As you can see in the below LRCTutor12 calendar subscribed to in either OWA or Windows Live, the Exchange 2010 ICS does not seem to provide the calendar name, users have to update it manually (maybe use the resource mailbox account name from the calendar URL).
    1. student-internet-calendar-in-owa-error_thumb[2]student-internet-calendar-in-windows-live-works_thumb[2] 
    2. If you “hack” resource calendars to be a help desk timetable (support personnel, like lab assistants/tutors, one calendar per language, sharing the support role), and have personnel update their availability with late-breaking changes through their Outlook calendars (“cancel this occurrence”) and automatically get these changes pushed out to all users over the internet.
    3. You can also “hack” a signup sheet “on steroids”:
      1. enforce a MaximumDurationInMinutes suitable for a sign-up appointment duration)
      2. set the AutomateProcessing option to AutoUpdate,
      3. accept the meeting requests of lab assistants/tutors at term start, so that they appear as solid blocks in the calendar, and advise clients trying to sign-up that only 1 client can sign-up during any given solid block with the office.
      4. Then ignore meeting requests of clients during the term (but communicate the rule to clients: only one client can sign up for support from the “office” during any given time slot. There is in my knowledge no way to set a number in Exchange 2010. Neither MaximumConflictInstances nor ResourceCapacity are applicable). The client meeting requests will remain tentative and appear hatched in the calendar for any other client to see.
      5. It is advisable to publish the calendar not with “Availability” only, but with “Limited Detail”, so that additional information (office hours dedicated to specific support topics/clinics, specific requests by clients) can be passed back and forth between support personnel and clients (and anything is better than “Free/Busy” which is especially misleading for such office calendars). Note that even if OrganizerInfo is included on-premise, it seems not included on calendars published to the internet (option “public”; “restricted” has not been tested), which makes Limited Detail possible in our environment.

    4. Publishing the calendar to the internet with “Full details”  could be used for passing additional information, like special handling instructions to student workers,
      1. like this: CIMG0008(this is the publically viewable HTML – oddly)
      2. This notes passing does not work with cloud-accounts that are subscribed to the calendar ICS that are not mail-enabled in AD: no notes field gets through to them in OWA) 
      3. But the one-size-fits-all approach is unsatisfactory. If the group of student workers is small, it could (once mail-enabled in AD) be shared the calendar with instead.
      4. incidentally, what happens with the organizer field under “full details”
    5. Ìt appears that a calendar can not simultaneously be published "public" and "restricted" (need to know the obscure URL), let alone with different levels of information included.

Calendaring: How teachers can reserve the LRC for classes and schedule tutors in the LRC

  1. This is obsolete from Fall 2011, please view instead
  2. You may already collect calendars in one place to stay on top of your course calendars in Moodle and of your non-teaching-related university or departmental activities.
  3. Now you can do the same with the schedules of LRC rooms and “human resources” (tutors, LRC assistants, the director free/busy schedule is also available – equipment checkout remains to be solved!): We have added new calendars to the LRC public information and moved them into our newly upgraded MS-Exchange infrastructure.
  4. Short answer: In Outlook (desktop, OWA may vary), go to Folder view / Public Folders / Languages / Coed 037 and Coed 434, with sub-calendars. Make any calendar you need a favorite (or in the dialogue (show below) “Add favorites” for Coed434, check “Add all subfolders”) . In Calendar view, show the calendar by adding a check to the checkbox in front of it. Add and edit your (recurring) appointments as on your personal calendar.
  5. For class reservation, put class number and activity in the Subject field. Put in the notes field sensitive information which you do not want to put on the WWW, as well as, if you need our support,  details of technology activities planned and student numbers that need computers and headsets.
  6. For tutor scheduling, we have one schedule per language being tutored. Protect the tutor privacy by using the notes field for personal information. Use the Outlook recurrence options as a time-saver (just delete individual exceptions instead of the entire series).
  7. More detail: You can access the calendar  from 1. Folder view, 1a (not shown) Public Folders, 2. Languages and 3: Coed434, like you see here:
  8. outlook-public-folders
  9. I recommend adding them to your calendar favorites for easier management, like so: 
  10. outlook-exchange-public-folders-calendars-add-as-favorite
  11. outlook-public-folders-favorites
  12. Per default, you can see and edit (problems? request access) the LRC calendars in the Outlook "Public Folders" under "LRC", as the permissions dialogue below shows:
  13. exchange-calendar-folder-permissions-author-marked

Calendaring: How students can view the LRC schedules

2011/02/24 1 comment
  1. As of Fall 2011, this is obsolete. View instead the new and improved procedure.
  2. Calendars you can subscribe to:



Tutors French


Tutors Russian


Tutors Portuguese


Tutors Japanese


Lab Assistants


Director Free/Busy


  1. How?

  2. “You can subscribe to published calendars if you use a program that supports the WebCal protocol, such as Outlook, Windows Live Calendar, Google Calendar, or Apple iCal” (MS-Office online Help), as well as Yahoo Calendar.

    Is Windows Live Calendar available to everyone with a Windows Live ID?

    Yes, the Windows Live Calendar is available to all Windows Live ID accounts. To learn more about setting up and maintaining your calendar, open Windows Live Calendar Help. (Microsoft Live Services for Moodle User FAQ)

    Windows Live ID = UNCC Live@edu ID

    Using the “webcal://”-links (to be posted also on the LRC website), students will be able to view live LRC schedules  from live@edu  (and many other applications that support the iCalendar format, like listed on or here):

  3. Application


    Chandler (PIM)

    Open Source Applications Foundation


    Novell & GNOME

    Google Calendar


    iCal and iCal Server

    Apple Computer


    The Kontact Team

    Lotus Notes


    Microsoft Entourage


    Microsoft Exchange


    Microsoft Outlook


    Windows Calendar


    Sun Java Calendar Server


    Zimbra Collaboration Suite



  4. How to set this up, taken from the Windows Live help:
  5. Sign into Windows live (or later live@edu) with your Windows live (or later live@edu) ID.
  6. On the toolbar, go to Calendar.
  7. Click Subscribe.
  8. Select Subscribe to a public calendar, and then, in the Calendar URL box, paste the “webcal://” link from the LRC website for the tutoring hours or other LRC schedule that you want to keep an eye on. You begin the link either with “webcal:” or “http:”. Note, however, that trying to subscribe to “webcalS” will result in this error: exchange-outlook-calendar-public-folder-office-live@edu-subscribe-webcals
  9. In the Calendar name box, type a name for the calendar.
  10. Next to Color, select a color for the calendar.
  11. Click Subscribe to calendar, and then click Done. Result:
  12. lrc-coed432-calendar-windows-live
  13. This calendar will be live, i.e. every subscriber will see any updates the LRC makes (like for late-breaking changes and cancellations of tutoring hours). Note however, that synchronization is not instantaneous. Give it up to 30 minutes, under normal circumstances.