Guidance for Completing Outlook Calendar Activity

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Guidance for completing Outlook Calendar Activity

(Outlook Web Access)

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Purpose

To meet the requirements of the lone worker and to ensure we capture all learning activity throughout the organisation it is essential that Outlook Calendars are completed to the following requirements using Outlook Web Access.

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Requirements

The following information must be included for each appointment detailed on the form:

Visits

·  Time of visit (from and to)

·  Place of visit

·  Person(s) being visited

·  Reason(s) for visit – include all activities, e.g:

o  observation of unit 12, Health and Safety

o  learner progress review

o  underpinning knowledge of unit 12

o  update ILP

In-Centre Provision

·  Time of session (from and to)

·  Person(s) in session (names of learners, etc)

·  Details of what the session will cover (qualification, level, topic etc with reference to your Scheme of Work and Lesson plan if this is a teaching session)

·  Room session is being delivered in.

Meetings

·  Time of meeting (from and to)

·  Venue/Room of meeting

·  Purpose/Title of meeting

Documentation/Admin work

·  Time of activity (from and to)

·  Venue/Room/or working from home where activity is being carried out

·  Purpose/details of the admin work

Travel

·  Time of travel (from and to)

·  Mode of travel

·  Postcodes of destinations (from and to) corresponding to expenses claim

This should be done in accordance with the examples overleaf:

Example of adding a Travel entry:

Example of a Visit entry:

Example of a Meeting entry:

Example of an Administration entry:

Example of an In-Centre Provision entry:

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Submission

At the end of each month, you must submit a print of all your visits with your timesheet to your line manager.

To do this, you will need to print a weekly schedule of your Outlook Calendar as follows:

1.  Select the week you wish to print by clicking a date on your calendar, and by clicking week view.

2.  Click on the ‘Printer icon’ from the toolbar at the top of the Outlook screen.

3.  Select the length of your printout Select the ‘print detailed agenda’ option

Select the correct date range (make sure to unselect ‘only printer work days’ before clicking print if you have worked weekends).

Click ‘print’ at the bottom to select your printer and print out the calendar.

4.  You should get a print like the one overleaf – do this for all the weeks you have worked during the month and submit with your timesheet to your line manager.

Example of print: