Google Calendars in Academies

This is a guide for students who are placed with an Academy that uses Google calendar to deliver timetables.

Your Academy delivers your timetable via Blackboard and offers support with accessing it via this method. Additional instructions presented here are for your convenience and we cannot offer technical support with regard to Google Calendar on personal Google accounts.

Understanding your Google Calendar timetable

Whereas paper timetables will go out of date as changes are made, your electronic Google Calendar timetable will automatically stay up-to-date for you without you needing to do anything. Changes will automatically appear and you will always be able to access your timetable from any computer or device with internet access.

If you choose to add your Google Calendar timetables to your university Google account you can also have the option to set up email or SMS (text) message reminders. Additionally, if you use Google calendar for your personal schedule you can view it combined with your academy timetable to help you avoid clashes and manage your time effectively.

Viewing Google Calendar in Blackboard

Your Google Calendar timetable can be viewed via Blackboard. Sometimes you will be given the option to view timetables for other students in other tutor groups to allow you to coordinate your clinical activities. Individual items in your timetable can be clicked on to see more information about them, such as where a session is taking place. Please ask your academy administrator if you are unsure of exactly where to find the calendars within Blackboard.

Using Google Calendar with a personal or university Google account

If you wish to view your Google Calendar timetables through your own Google account then open the calendar in Blackboard and click on the add button:

…at the bottom-right of the calendar. You will be asked to login to your account (if necessary) and asked if you wish to add the calendar(s) you want.

Once you have added the calendar(s), visit http://calendar.google.com – the calendar for your timetable will be listed in the left-hand column under “Other Calendars”. If it’s not shown, click on “Other Calendars” to view or hide its events. You will not be able to edit events in your timetable, only view them.

NB: You will NOT be able to receive SMS notifications through a ‘personal’ Gmail account – you should subscribe to the calendar using your University Google account if you want to subscribe to SMS reminders!

Using the Google Calendar app on your phone

After adding your unit calendar to your account:

Make sure the calendar is visible

  1. Open the Google Calendar app Google Calendar
  2. In the top left, tap Menu Menu
  3. To the left of the calendar’s name (e.g. MEED-SWIN-JMS), make sure the box is checked. If you only see colour around the edge of the box, tap the box to show that calendar

Make sure the calendar is set to sync (Android)

  1. Open the Google Calendar app Google Calendar
  2. In the top left, tap Menu Menu
  3. Tap Settings Settings
  4. Tap the name of the calendar that isn’t showing up. If you don’t see the calendar listed, tap Show more.
  5. At the top of the page, make sure Sync is on (blue). You’ll only see the Sync setting for calendars you’ve created, but not your primary calendar (this is usually called “Events” unless you’ve changed its name).

Note: It might take some time for your events to show up after you turn on sync. You must make sure that you have an active internet connection to sync calendars, and ensure that your calendar app is up-to-date. If you have problems syncing your calendar on your phone, take a look at Google’s troubleshooting guide.

Setting reminders

If you have chosen to add the calendars to your own Google account you will be able to set the option to receive reminders for your scheduled teaching. It is best to do this with email or SMS (text) messages.

To set your default notifications (on a full ‘desktop’ version of Google Calendar)

  1. Hover over the calendar you want to subscribe to, click on the menu button next to the calendar name and click Settings.
  1. On the page that appears, scroll down to the Event Notifications section. Adding a notification setting here will send you a notification for each event in that calendar. As in the screen shot below, you can choose how you want to be notified before each event begins. In the section below, “All-day event notifications”, you can configure notifications for each of these types of events too.
  1. Under the “General Notifications” section, you can choose to be reminded:
    1. when you are personally invited to a new event
    2. when an event is changed (e.g. the time or location)
    3. when an event is cancelled
    4. when guests respond to an event (if anyone is invited – this doesn’t usually happen with Academy timetables)
    5. of the day’s events in this calendar (you will receive an email at 5am with your daily agenda)
  1. Press the ‘back’ arrow button when you are finished.

 

Combining calendars

If you have chosen to add the calendars to your own Google account you will be able to view your timetables mixed in with other calendars you have added to your account or created yourself. This can make it easier to manage both your personal and course time.

 

In this example James is viewing his personal schedule (orange) alongside one of the JMS timetables (blue). These calendars can be shown or hidden by clicking on the calendar name. You can create additional calendars by clicking the [+] button and selecting “New Calendar”.

Removing calendars & stopping notifications

Once you have finished your course, please turn off notifications and remove any relevant course calendars from your Google account so you do not receive unnecessary notifications. Follow the instructions above for setting default notifications and remove any default reminders or notification settings for the relevant calendar.

To remove a calendar from your Google account, hover over the calendar you want to remove and click the [X] “Unsubscribe from this calendar” button.