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Jenny Levine (staff)'s picture

Conference Scheduler FAQ

  1. Who can view the Conference Scheduler? Do I have to be logged in to view the conference program?
  2. Can non-ALA members create schedules?
  3. Do I have to be logged in to create my schedule? How do I log in?
  4. What are "closed" sessions?
  5. How does the Scheduler know what sessions to recommend for me? What do the tiny stars on sessions mean?
  6. What are the "interests" and "library types" in my profile?
  7. What does high/medium/low priority mean on my schedule?
  8. Can I print my schedule?
  9. Can I download my schedule into Outlook or Google Calendar?
  10. Can I add a personal session to my schedule (like dinner with a friend)?
  11. Who can see my schedule?
  12. Can I share my schedule publicly?
  13. Who can see that I'm attending a session? Can I hide my attendance on sessions?
  14. Help - I'm searching for something and can't find it.
  15. Don't see your question answered here? Leave a comment or use the contact form. We're here to help.

  1. Who can view the Conference Scheduler? Do I have to be logged in to view the conference program?
    Anyone can browse or search the program and view session information - you don't even need a login to do this. However, if you want to create and save a schedule on the site or leave a comment on a session, you'll need to log in.

  2. Can non-ALA members create schedules?
    Yes, non-ALA members can create accounts on ALA Connect and then use the Scheduler to plan their schedules.
  3. Do I have to be logged in to create my schedule? How do I log in?
    Yes, you must be logged in to create a schedule. If you're not, we can't tell who you are in order to save your schedule for you.

    ALA members should log in using their regular ALA website username and password. If you're not sure what your member login information is, you can recover it at http://ala.org/login.

    Non-ALA members should log in using their Connect accounts. Non-members can create a new account on Connect if they don't already have one. If you're not sure what your Connect password is, you can request a new one. If you're not sure what your username is, try searching for yourself.

  4. What are "closed" sessions?
    A "closed" designation on a session means that only the group's members can attend it. This is usually due to confidentiality issues for groups like award juries, nominating committees, and scholarship grants. The overwhelming majority of sessions and committee meetings are open to all attendees.
  5. How does the Scheduler know what sessions to recommend for me? What do the tiny stars on sessions mean?
    The Scheduler sifts through the 1400+ sessions for you based on three things: your ALA group affiliations (committees, discussion groups, divisions, round tables, and sections), the interests you've set in your Connect profile, and the "library types" you've set in your Connect profile.

    If you haven't set any interests or library types in your profile, then by default the Scheduler will just match against your ALA groups. You can begin the recommendation process by going to the "Recommended Sessions" page. Any results that are recommended based on your groups have a small, green star on them with the letter "G" on them for "Groups."

    If you'd like more recommendations, go to your profile, edit it, and add interests and library types. Then go back to the "Recommended Sessions" page, recalculate your recommendations, and look for additional stars.

    Recommendations based on your interests will have small, purple stars that say "I" on them for "Interests." Recommendations based on your library types will be blue and have a "T" on them for "Types."

    You can hover your cursor over the stars to pop up some help text if the letters are too small to read.
      

  6. What are the "interests" and "library types" in my profile?
    "Interests" are "subjects I'm interested in" and the"library types" are those that are most relevant to you. You don't have to fill these out to use Connect or the Scheduler, but if you do provide this information, we'll be able to help you zero in on those sessions that will be the most relevant to you.
  7. What does high/medium/low priority mean on my schedule?
    Because a lot of folks have multiple sessions they have to go to at the same time, we let you set a priority for each one. That way, you could set one session as a "high" priority because you absolutely have to be there but set another one as a "low" priority because you'd like to attend but only if you can slip away early or if your first one ends early.

    Basically, you can now put more than one session in a time slot and prioritize them. By default, sessions are added to your schedule as "high" priority, but you can change this from the "My Schedule" screen or on an individual session record by clicking on your desired priority.

  8. Can I print my schedule?
    Yes, you can use the "print" view or download a PDF for viewing/printing. The "print" link appears on the "my schedule" page, while the "PDF" link appears on the print view of your schedule.
  9. Can I download my schedule into Outlook or Google Calendar?
    Yes, you can download an iCal version of your schedule to import into any program/site that accepts that file format (including Facebook). Note that the time on sessions in the iCal file are set to the local time for the location of the conference, so your calendar might adjust times if your in a different time zone. The "iCal" link appears on your "my schedule" page.
  10. Can I add a personal session to my schedule (like dinner with a friend)?
    Yes, just use the "Add personal session" link in the left-hand column. Personal sessions are completely private, and no one can see them but you.
  11. Who can see my schedule?
    By default, only you can see your entire schedule. If you edit your profile, you can toggle this setting to share your schedule publicly so that anyone can see it, including someone who isn't logged in. Personal sessions will still be private so that only you can see them.

    In the future, we plan to give you granular sharing controls so that you could share your schedule with your different networks within Connect (e.g., show my friends and coworkers but not my contacts).

  12. Can I share my schedule publicly?
    Yes - if you edit your profile, you can toggle this setting to share your schedule publicly so that anyone can see it, including someone who isn't logged in. Personal sessions will still be private so that only you can see them.

    Note that you can hide your attendance at some sessions by using the checkboxes on the session records but still make your overall schedule public if you want even more granular control.

  13. Who can see that I'm attending a session? Can I hide my attendance on sessions?
    When you add a session to your schedule, by default anyone who is logged in to Connect can see your name and picture on the session record. This includes non-ALA members who have accounts on Connect. Users who aren't logged in to Connect can't see anyone listed on a session at all.

    There's a box on each session record that you can check to hide your attendance at that particular session. When you do this, we'll still count you in the total number of people who've added it to their schedule, but no one will see you listed on it except you.

    If you'd rather just hide yourself from appearing on all sessions at once (rather than on a session-by-session basis), you can edit your profile to check the box to hide your attendance on all sessions. Note that this setting applies to the current conference only, not past ones.

     

    Note that you can hide your attendance at some sessions but still make your overall schedule public if you want even more granular control.

  14. Help - I'm searching for something and can't find it.
    The one tricky thing about the Scheduler is that the search filters in the right-hand column apply only to the page you're looking at. So if you're on the "All days" tab, you'll be searching the entire program.

    However, if you go look at your schedule and start using a search filter, you'll only be filtering on your schedule. Similarly, if you're looking at your recommended sessions or just a single day of the program, any search filters you apply will only search that particular set of sessions.

    We know this can be a little confusing, so we've added a bar of information at the top of the middle column to help designate what you're searching. If you're not finding a particular session, check the information in that bar, because you might need to go to the "All days" or "All sessions" section to re-run your search.

    If you still can't find something, don't hesitate to contact us for help.

Courtney Fuson's picture

How can I turn off the email notifications that an event has been updated?  There was no indication that this was going to be sent, and now they're flooding my inbox.

 

Thanks!

~Courtney F

Jenny Levine (staff)'s picture

Hi, Courtney --

On each session, there's a checkbox where you can turn off notifications for that session. There's a bug in the data we're getting from the ActiveEvents folks, which is triggering the false updates. Unfortunately, we're probably going to end up disabling the notifications feature today because of this problem. Fortunately, that will stop the emails you're getting.

At this point, we're hoping the ActiveEvents folks will get this problem cleared up so that we can restore this feature for Midwinter 2012. It's intended to notify you when the date, time, description, etc. truly does change on a session (which is pretty rare). It would also notify you when a comment is added to the session record. We'll keep our fingers crossed for a future implementation.

Let me know if you have further questions about this.
Jenny 

John Stevenson's picture

Will the Conference Scheduler be updated if ALA knows of room assignment changes before or during the annual conference? In the past, the few changes that I've been aware of were only announced in CogNotes and on boards outside the rooms.  Data in the Conference Scheduler did not reflect any changes.

I don't expect or want an email every time session information is updated but it would be nice to print a schedule that corrects errors in the published guide.  I know very few people who carry the printed programs and wonder about the utility of a database that's apparently not updated to reflect known changes.

Thanks for posting this helpful information!

John A. Stevenson
Associate Librarian, Student Multimedia Design Center
University of Delaware Library
302 831-8671
john.a.stevenson@gmail.com

Jenny Levine (staff)'s picture

Hi, John --

Yes, the Conference Scheduler now has updated information for every field you see on a session record. That's one of the great things about the new version in Connect - we're pulling in changes every night, and I can always trigger a manual import during conference if need be.  :)

Jenny

 

Samantha Miller (non-member)'s picture

What are tracked programs?

Jenny Levine (staff)'s picture

Hi, Samantha --

Traditionally, the Conference Program Coordinating Team groups sessions on a specific topic and lists them as a "track," often with a "subtrack." So the overall, general track heading for a session might be "Digital Information & Technologies" and the subtrack (eg, more granular subject) might be "Transformation & Innovations." If you follow the link behind the subtrack, you'll find other sessions focused on the topic of Transformation & Innovations in Digital Information & Technologies. Typically, all of a track's sessions are in the same venue to make it easy for you to attend them all.

This is the last year we'll have tracked programs, though. In the future, we'll be relying more on some of the new features in the Conference Scheduler, such as the "interests" and tags.

Does that help? Please let me know if you have further questions about this.

Jenny 

Samantha Miller (non-member)'s picture

Thanks, Jenny. This is my first ALA Conf, so it's all new to me, but that explains it perfectly. Thank you!

Jenny Levine (staff)'s picture

Then et me welcome you as a first-time attendee, Samantha! :)  Annual can be overwhelming, so feel free to contact me directly if you have questions about it at any point. You can email me at jlevine [at] ala.org .

See you in New Orleans,
Jenny 

Andrea Johnson's picture

The "suggest this session to a friend" feature isn't working. When I tried it I was told I could only send 3 emails per hour -- but I haven't sent any.

Jenny Levine (staff)'s picture

Hi, Andrea --

I'm not sure why you encountered a problem using the email a friend feature, and unfortunately we haven't been able to replicate the problem. We did, however, increase the number of invtes you can send to 20 per hour. Can you give it another try and let me know if it works for you now?

Thanks,
Jenny

June Pinnell-Stephens's picture

I sent my selections through the ical function, and it transferred everything perfectly! Except, the system translated the 8am start time to a 5am start - Central time to Alaska time. While it's easier simply to adjust the time than to key in all the data, is there a way to adjust the times globally? Thanks

Jenny Levine (staff)'s picture

Hi, June --

We deliberately set the time zone to the correct one for the conference location. Even though you're currently seeing it adjust for Alaska time, when you arrive in New Orleans, you're more likely to use Central time. Your phone should automatically switch time zones, and you can manually change the clock on your laptop or other device.

I hope this helps explain it, but please let me know if you have further questions about this.

Jenny

Lars Klint's picture

Hi, Jenny.

First, let me say that I love the Conference Scheduler. It's easy to use and so much more functional than what we had before.

I'm having difficulty hiding my attendance at certain sessions. (If I'm not entirely certain I'll be attending, I'd rather not put my name on the publice attendance list.)

I've changed the settings in my profile as per the instructions in Question 13 but if I uncheck a box on a session page it doesn't remain unchecked. There is no save button that I can see. How does one check a session to hide (or not hide) attendance and make it stick?

Thanks,
Lars Klint

Mary Wilke's picture

I have added some personal sessions, but although I have saved them they do not seem to show up on my schedule. What am I doing wrong?

Jenny Levine (staff)'s picture

Mary, can you please email a screenshot of your schedule and note one of the times for which a personal session isn't showing up? You can send it to me at jlevine [at] ala.org.

Thanks,
Jenny 

Erica Findley's picture

Hi,

 

We were wondering if we could add a note to our event in the conference scheduler. How can we request that something be added? The timing of our meeting is a little different than the Joint IG meeting it is a part of and we just wanted to add a note about that to the description so people do not get confused.

 

Erica

Erica Findley, MLS www.ericafindley.com

Jenny Levine (staff)'s picture

Hi, Erica --

You should be able to add a comment on your session, but you can also email your staff liaison and ask them to submit a change to the record itself. If you're not sure who that person is, you can email it to me at jlevine [at] ala.org and I'll get it to them.

HTH,
Jenny

 

Chris LeBeau's picture

What date will you be archiving the conference scheduler and attachments?

Chris LeBeau Assistant Teaching Professor University of Missouri School of Information Science & Learning Technologies & Business Librarian UMKC

Jenny Levine (staff)'s picture

There's no "closing" date for the Schedulers. They're permanent archives that will remain open, so a presenter could add materials to a session at any time. You can access all of the past Schedulers at http://connect.ala.org/conference

Jenny

 

Aida Baez's picture

How can I pay for a ticket event? ando how I know I am register for a conference.

thanks!

 

Jenny Levine (staff)'s picture

Hi, Aida --

To add a ticketed event to your registration, you need to find your conference registration confirmation email. It has a unique link to your dashboard where you can edit your registration and housing information.

You're registered for the conference if you received that confirmation email. If you haven't received it or if you can't find it, please contact CompuSystems at 708-486-0706 or alaannual@compusystems.com.

Tammy Sugarman's picture

I downloaded the app for iPhone but after I log in, I can't see my schedule.  All I have is my name and three tabs - View, Edit, Favorite Sessions.  Under conference schedule is just says "This person is not sharing his/her conference schedule." Can you tell me where I go to view the schedule I created on my desktop?

Jenny Levine (staff)'s picture

Hi, Tammy --

We think we've fixed the problem with the iOS app. Could you please try again and let me know if it's working for you now?

Thanks,
Jenny
jlevine [at] ala.org

Jay Dela Cruz's picture

I see some Universities' reunions are in the scheduler and did not see ours. How can we include it to the scheduler?

Jenny Levine (staff)'s picture

Hi, Jay --

Send all of the info to conf [at] ala.org and they'll get it added to the Scheduler.

Jenny

Will Stuivenga's picture

When I imported my Conference Schedule into Outlook here, instead of creating "appointments" in my existing calendar, it created an entirely new calendar which is sitting along side my existing calendar. I realize this is an Outlook question, not a Scheduler question, but do you know an easy way to merge the two calendars?

Thanks,

Will

Jenny Levine (staff)'s picture

Hi, Will --

The appointments should get integrated into your existing calendar if you do a literal "import" (go to File --> Import and Export --> Import an iCalendar). If you double-click on the ics file or "open" it instead of importing it, then it creates a standalone calendar.

Your best bet at this point is to delete the standalone calendar and then use the import steps to insert the appointments into your existing calendar.

Hope this helps,
Jenny

Erica Findley's picture

Hello,

I downloaded the .ics file of my schedule from the scheduler today. When I import in to Google it says that 17 event were successfully imported, however I do not see the events in my calendar. Likewise when I open the file in Outlook there are no events showing. Could I be doing something wrong?

Erica Findley, MLS www.ericafindley.com

Jenny Levine (staff)'s picture

Erica, when that's happened to me, it's because I opened the file and it created a separate calendar with those events on it, rather than specifying "import" and integrating it into my existing calendar.

Does that help at all?

Roberta Astroff's picture

Mine also created a separate calender on Outlook, which I will delete to try again to specify "import."  Another problem though: while it created a calender, most of my selected sessions are not on it, while it has me scheduled for every single event happening at 2 pm on Monday.  I will delete and try again, but any ideas on what may be wrong?

Roberta Astroff's picture

Hi, deleted the messed-up calendar, but am now trying to figure out where in fact the "import" function you mention is located.  I clicked on export, and a file downloaded to my computer.  Do you mean I import it from within the Outlook calendar?  Now that looks like a silly question -- trying that now.

Katherine Rankin's picture

I put it on the wrong date, so I want to remove or move a personal session.

Jenny Levine (staff)'s picture

Katherine, to edit or delete a session click on the name of it and then click on the edit tab. From there you can edit any of the information or scroll down to use the "delete" button.

Jared Hoppenfeld's picture

How does one upload handouts and PowerPoints to their session on the scheduler, or do we need to send them to someone at ALA?  Thanks for any help you can provide.

 

Jared

Jenny Levine (staff)'s picture

Jared, you can upload handouts and files for your session by logging in to the Scheduler and leaving a comment on your session. Attach any files to the comment, and the Scheduler will automatically make them part of the session record.

Jared Hoppenfeld's picture

Thanks for the quick response!  I've posted a comment with attachments to our session in scheduler.