UW Research

Exchange / Outlook Calendar System Policy

  • Purpose

These guidelines were established to ensure that the Office of Research has a clear understanding of proper procedures and usage of the UW Exchange / Outlook Calendar system.  Like e-mail, the Exchange / Outlook Calendar is designed to improve communication between people and groups of people and increase efficiency and standardization when scheduling meetings and resources.
UW Exchange / Outlook Calendaring is the online calendar service for staff that facilitates group scheduling and shared calendar access. Exchange / Outlook is available using a desktop client program or via the web from any location.

  • Revision History

No Revisions to Date

  • Persons Affected
  • All Employees within the Office of Research units that include: OR-Central, ORIS, OSP and HSD
  • Exclusion statement: This policy does not apply to our affiliates: the Applied Physics Lab or the e-Science Institute.
  • Policy

The policy of the Office of Research is that all staff will use the electronic UW Exchange / Outlook Calendaring system in accordance with OR and unit policies and procedures, particularly in scheduling meetings and communicating away time from the office.

  • Definitions

n/a

  • Responsibilities

For Migration from Oracle (temporary):

  • Staff are responsible for migrating all meetings and resources that they originally scheduled in Oracle (or other methods) to Exchange / Outlook calendar, for meetings occurring after August 11, 2010.

Permanent Responsibilities:

  • Staff are responsible for using Exchange / Outlook exclusively as the calendar of record, in accordance with OR and unit policy and procedures.
  • Staff are responsible for posting leave (Annual, Sick, Compensatory, etc.) to their own Exchange / Outlook calendar, or follow unit policy if different.
  • The ORIS web team will be responsible for training and support of all OR staff.
  • Requests for technical support will be sent via email to Tech Support at: tech1q@uw.edu.
  • Procedures
    • All staff will use Exchange / Outlook at a minimum for scheduling their official meetings and activities. Staff may use Exchange / Outlook Calendar to schedule their personal time. Those who prefer not to show the specifics of their personal entries may simply enter a note such as “Personal Leave away from the office” to ensure that anyone viewing the calendar can easily determine that person’s availability and/or location, or the time can be scheduled as “Private”.
    • Each staff member will check his or her calendar on a daily basis to determine if they have been invited to a meeting and reply by accepting or declining the meeting.
    • Each individual will post his or her leave (Annual, Sick, Compensatory, etc.) to their own Exchange / Outlook calendar or follow unit policy if different.
    • Resource entries on the IRB conference room, Tower, floor 17, and Gerberding G75 can be deleted or changed by designated staff only. Unit leave calendars and other available conference rooms may be accessed by all staff, depending on individual unit processes.
    • All staff will schedule meetings and resources (conference rooms and equipment) in accordance with established guidelines and procedures.
  • Content Creator

Central Office of Research Operations Staff, in collaboration with the OR Executive Committee and OR Leadership

  • Effective Date

August 12, 2010