Overview and Instructions

  • The program
  • LibraryTrac is an online calendar and booking system for classes, events, and meetings.
  • It is similar to Google Calendar, but with added features specific to school libraries. It’s also used to track students using the library throughout the day.
  • LibraryTrac is replacing the paper sign up book. However, if you prefer to book time in person, please come down to the library and I will enter a reservation in for you.
  • The goal is to streamline the signup process and alleviate confusion about who has what booked when.
  • Accessing the calendar
  • The link to LibraryTrac can be found on the school library website.
  • The calendar is also embedded on the website, so that you can see who has reserved the library at a glance.
  • When you follow the link, you are brought to a sign in page. Enter your email first. Come see me if you forget the password.
  • Different views
  • You can toggle the calendar view to month, week, or day view, depending on your preference.
  • Click on an event to view more details.
  • Each day has a large grey number watermark. This indicates which block we are dropping that day. Days with special schedules appear in color.
  • Red= today
  • Green= early release
  • Blue= advisory
  • Yellow= half day
  • Grey= closed
  • Add an event
  • If possible, please try to make your reservation at least 24 hours in advance. Also, please avoid booking time on a day that you know you will be absent. Students tend to be off-task in the library when there is a sub. There will always be emergencies and exceptions, but in fairness to everyone else try to plan ahead.
  • A reminder: Chromebook carts may not go out to classrooms when there is a substitute.
  • When you are ready to reserve time for your class, click “Add Event”
  • This brings you to the reservation form. Each section is described below:
  • Title: your class and section (e.g., “English 9” or “AP Biology”). If you are booking a meeting or event, enter the name (e.g., “Career Panel” or “School Council Meeting”)
  • Category/Location: select what is best for your needs. Keep in mind that if someone has already booked time in the same location for the same block, you will not be allowed to double book. Please email me and I’ll try to come up with a solution that works for everybody. Note that the 7 computers in the back of the library are not available for booking. These are reserved for students taking online/VHS classes.
  • Computer Lab is the set of 24 desktops in the front of the library.
  • Tables and Chromebook Cart a cart of 25 Chromebooks that your students will use while sitting at the tables in the main area of the library.
  • Tables Only if your class does not need computers, just seating and tables- for instance if you are working on posters, or giving presentations.
  • Chromebook Cart in your classroom if you would prefer to have your students work in the classroom. If you select this option, the cart will be available for you to pick up the block before your reserved time. Please return the cart promptly so that the next teacher may use it.
  • Library Classroom AKA the fishbowl/collaboration room. This space is ideal for smaller groups (up to 15 students). Laptops or chromebooks may be made available if you need them. The classroom has new tables, chairs, a whiteboard, and an interactive projector with speakers.
  • Entire Library Select this option if your class/event requires use of the whole space and the library needs to be closed to students and classes (e.g., guest speakers, MCAS testing, Dr. Young’s breakfast meetings.) If at all possible, please book these events in person with me, or at least 48 hours in advance so that arrangements can be made.
  • Date: Select a date. If your class/event will take the entire day, click the check box “All day”
  • Time/Students: Select a block or manually enter a time if your class/event spans more than one block. You will notice that the block we drop that day does not appear in the dropdown menu. Days with special schedules, such as advisory, early release, and half day will look slightly different. Make sure you look at the time range that is automatically entered to ensure that you are reserving the correct time. Then enter in the estimated number of students.
  • If you teach 2 of the same section (for ex. you teach English 9 during A Block and F block) and want to reserve both sections, click “create another set” to add the other block to that same day.
  • This feature does not work if you are trying to book the same block across multiple days.
  • Ignore “Repeat” unless you are trying to book a recurring event that happens on the same drop day over time (e.g., every Day 5 for the month of October).
  • Teacher: Find your name in the dropdown menu. If your name isn’t listed or if I have it misspelled, let me know so that I can correct it. If your class is co-taught, select one name. Then when you get to the “Describe” section, you can list the other teacher and specify that it is a co-taught class.
  • Reason: Choose a reason for your visit
  • If you are unsure, select the reason that best fits your plan and then explain further in the “Describe” section.
  • Describe what your class will be working on: Add details about your visit (e.g., typing final drafts of essays; completing research project, checking out historical fiction books for outside reading).
  • Do you need assistance from the librarian?: If you do not need any help from me, click “No”. Click “Yes” if you would like me to work with your class in some way, if you need supplies like glue or markers, or if you need help setting up furniture or the projector.
  • If yes, explain: Indicate your needs here. If you are looking to have me teach a lesson or review NoodleTools, databases, etc, come talk to me or email me.
  • Confirmation: If you want to receive an email confirming this booking, enter your email address and check “Send”
  • Attachments: If you want to share your lesson plan, rubric, assignment, or other resources with me, upload your files here. You have the option to make these files public (everyone with calendar access can view them) or private (only I can view them).
  • Review your information and when you are ready, click “Save”.
  • Approve/Deny
  • I approve or deny all events submitted through this system. For every event submitted, I receive a message prompting me to review it. If everything looks good, I’ll confirm it right away. If there is a conflict, I will contact you to explain why, and we will find a solution.
  • Questions/Concerns
  • I understand that there will be a learning curve with this new system, and I am learning along with you all. If you are ever confused or unsure of how to do something in LibraryTrac, don’t hesitate to contact me...I’m here to help.
  • This system allows you to create a booking at any time, not just school hours. The earlier you create a booking, the better!
  • If you aren’t comfortable using LibraryTrac, please remember that you can always come down to see me, and I will enter in a reservation for you.