Bruin Brief 2022-09-02 Calendly + Google Calendar Schedule

From Academic Affairs
September 2nd 2022

“It shouldn’t take 30 emails to schedule a 30 minute meeting” -Unknown

Time is precious

The pandemic launched us all into a world of zoom meetings spilling over into other zoom meetings. While scheduling time to meet with students has always been a difficult task that usually required an epic game of email tag exchanging dozens of emails back and forth, we now have a better solution to connect with our students in a more efficient way.

Let me introduce…

What is Calendly?

“Calendly is your hub for scheduling meetings professionally and efficiently, eliminating the hassle of back-and-forth emails so you can get back to work.” -Calendly Website

Who will be using Calendly and why?

Department/ Program	Who you can make an appointment with?	Who uses Calendly to schedule a meeting?	Why this is Important
Nurse Specialty Coaching	Nurse Specialty Coaches	BS and MECN Students	With the Moodle CCLE scheduler sunsetting by Fall 2022, Calendly is our replacement to allow students to see coach availability and then seamlessly schedule an appt with them.
Lab Team	Remediation Specialist, OSCEs, Practice Labs	Students	The Lab Team needs to know which students are scheduled to come in for the various lab activities to ensure there is adequate space, staff, and supplies to coordinate all of our students appropriately.
Student Affairs	Student Affairs Officers	Students	Students commonly ask for help from our student affairs team to help navigate requirements needed to fulfill their degree.
Admissions Team	Recruitment and Admissions Coordinators	Students	Prospective students have lots of questions they want to ask about how to become a future Bruin.
Financial Aid	Director of Financial Aid (Leonie Thomas)	Students	College is expensive. Students want to make sure they are maximizing the financial resources we have available here at SON.
Prelicensure Clinical Placements	Pre-licensure Clinical Placement Coordinator (Mayra Contreras)	Students	Clinical placement of students to sites requires that students complete many requirements. Mayra uses Calendly to easily schedule batches of students to come in for Fit Testing, Fire Card training, and completion of other tasks before the students’ scheduled clinical rotation.
Any faculty or staff member	YOU!	Anyone you need to meet with	SON has a limited # of Calendly Professional accounts for program administrative departments to help with collaborative work, but for individuals who need an easy way to schedule with other faculty, staff, or students, the free basic version of Calendly works equally as well to get the job done of getting your meetings scheduled and squared away! Learn more and sign up for a free account here!

Shared Google Calendar to know when students are in class

Whether you are planning an ice cream social for students or scheduling a fireside chat to speak with all MECN2s, it’s helpful to know when students are and are not in class. Then you can plan accordingly. While all course dates and times are publicly available via the registrar, it is not easy to pinpoint when certain program cohorts are all available at one time for you to speak with them. We would like to introduce the Google Calendar Schedule to assist with this issue!

If you would like to know when certain program cohorts are in class you can also simply reach out to the Student Affairs Team sonsaff@sonnet.ucla.edu to ask for a screen shot of the calendar for a specific cohort/program.

**Note: If you need access to ALL program cohorts please reach out to Brenda @ byeung@sonnet.ucla.edu Google calendar schedule can ONLY be shared with UCLA provided http://g.ucla.edu google account**

Key Contributor:
Brenda Yeung MSN, OCN, CMSRN, CBCN

Project Policy Analyst

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Lauren Clark
Professor and Shapiro Family Endowed Chair in Developmental Disability Studies

Associate Dean, Academic Programs
Mobile: (801) 503-4755
nursing.ucla.edu