StaffGuide: Libraries Search Processes

Search process documentation written by Libraries search committees for Libraries search committees

Hosting an Information Session for Prospective Applicants (Zoom Webinar)

These guidelines assume you will use LibCal to manage registration and an anonymous zoom webinar for hosting the session.

  1. Get with LHRO to determine a firm date for the position posting. Once you know this, decide on a date and time for the info session. This will usually be week or two into the posting period. It’s up to you if you want to host one or multiple sessions.
  2. Give LHRO the text about the information session(s) for the position announcement. For example:
  1. Go to https://uark.libcal.com/ and log in.
  2. Click “Events” and “Mullins Library Calendar.”
  3. Click “Add New Event.”
  4. Fill in the details of the info session.
    1. Because this will be virtual, no set-up padding time is needed.
    2. Library practice is to leave “Audiences” and “Anticipated Attendance” blank.
    3. Category is “Meeting.”
    4. For “Event Location,” choose “In-Person Location/Space” and “Virtual.”
    5. Select “No online location.”
    6. Tick “Registration is required” and then enter a maximum number of in-person attendees. This should be a relatively high number so the session won’t fill up.
      1. Leave “Activate LibAuth Authentication” as “Inactive.”
      2. Don’t recommend multiple attendees.

  5. More Libraries best practices are at: https://uark.libguides.com/LibGuidesGuide/LibCal.

  1. Once the date of the session is set in stone, request the license at: https://its.uark.edu/communication-collaboration/conferencing/zoom/events-webinars.php. Choose the option “Request Webinar License.”
  2. You will receive an e-mail confirmation from UITS (subject line “Service Request [number]”) with the date the license is valid until and the link for setting up the Webinar: https://uark.zoom.us.

  1. At https://uark.zoom.us, choose “Webinars” and “Schedule a Webinar.”
  2. If you have a saved template, you can apply it.
  3. Otherwise, click on “Schedule a Webinar.”
  4. Enter the parameters for the zoom session. (Note that you can also manage registrations in zoom if you wish.) Sample session settings are below.
  5. Notes on setting up access: 
    1. Under authentication, select “Require attendees to authenticate to join” and then “Sign into Zoom with any account.”
    2. If you have attendees with a “.gov” email address, they might be blocked from joining the webinar. UITS says this is because .gov zoom accounts have higher security settings than .us zoom ones, and they recommend that such attendees create a free personal zoom account to join.

Zoom Webinar screenshot 1

 

 

 

 

Zoom Webinar screenshot 2Zoom Webinar screenshot 3Zoom Webinar screenshot 4Zoom Webinar screenshot 5Zoom Webinar screenshot 6

  1. If you’re going to share a PowerPoint or other documents, test that.
  2. The host and any alternative host(s) and panelist(s) can participate in the practice session.
  3. Instructions for practice sessions can be found at: https://support.zoom.us/hc/en-us/articles/206316975-Using-Webinar-practice-session.

 

  1. Email the zoom link and passcode to your registered attendees 24 hours (or whatever period you specify) in advance.
  2. Remember to advise .gov attendees that they might need to register for a free personal zoom account in order to join the Webinar.
  3. Before the session starts, enable chat for attendees. To do this, open “Chat” from the zoom control panel. Then click the three ellipses at the bottom of the chat window and “Attendees can chat with host and panelists”.
  4. Unmute participants if desired. To do this, open “Participants”. Then choose the “Attendees” tab and click “Ask to unmute”.

Don’t Want to Re-Invent the Wheel?

Please feel free to adapt the PowerPoint and speaking notes below for your own info session!