County and Personal Calendar Instructions

1

County Program Tracker

This is the only scheduling system that has a requirement by the state office on what is needed. 

The county calendar Excel spreadsheet is a tracker where counties put any and all Create Better Health events that they are doing in their county. This helps the state office know what is going on around the state. We then send the information on this spreadsheet to various partners. 
  • We send events to DWS so that they can refer clients to us. 
  • We put all ‘open’ classes on the USU Extension calendar so the general public can attend
  • We put volunteer eligible events onto SignUp
We may even use this to contact you to have a stakeholder observe your class, or send new ambassadors for training. 

How to add events to your County Calendar:

You will add the date, time, title, etc, then select if it is open or closed. Only open events go on the Extension calendar. You will select your audience and curriculum. When you select the curriculum, you will select the one that represents what class you are teaching, or if you are just holding an outreach activity, you can leave those columns blank. Lastly, you will add a description of the event, the name and address of the location, which ambassadors are involved and mark the event as volunteer eligible.
Definitions: 
  • Open: Anyone in the public is welcome to attend if they are interested.
    i.e., Senior Centers, classes at the extension office, classes at a food pantry etc.
  • Closed: Only certain groups are invited. i.e., Classes in Elementary school classrooms, Classes taught at an addiction recovery site, Classes taught for foster parents in a certain region etc. 
  • Indirect: Events where no one is being directly taught, but are receiving contact from CBH. i.e., Events like hanging posters or flyers, doing a booth at a health fair etc.
  • PSE: Events where you are working to change the Policy, Systems, or Envrionment that impacts clients. Things like putting signage in a pantry, hosting a food drive etc. 

 County Program Tracker (Excel Document)
2

Personal Outlook Calendar

This is your own personal calendar to help keep track of meetings and to aid in planning out your work day, while using your own organizational systems.   

Some possible items to include:  

  • Statewide staff meetings and in-services 
  • Individual or One-on-One meetings with supervisor or state office staff 
  • Daily and weekly work schedule 
  • Daily and weekly reminders (send in evaluation paperwork, add events, or classes to spreadsheet, etc.)
3

County Outlook Calendar

This is a collaborative calendar for the county team. Supervisors should discuss with the county team to decide on what items you would like to see on this calendar where everyone is able to see. 

Some possible items you may want to include: 

  • Scheduled grocery shopping trips (to minimize number of trips being made) 
  • Class schedules 
  • Vacation leave planned (to help you know who is in the office) 
  • County staff meetings 
  • Scheduled office hours at the Extension office 

 How to view your County Outlook Calendar:  

  • Go to Outlook Calendar
  • Along the right side on the web version and by clicking on the image next to the month on the app version, you will see your calendars. 
  • You will scroll along the bottom and find the tab for your county. You can then fill out each section for all events you have planned. The sheet is equipped with drop down menus, so you can click in a cell and if an arrow appears, select the data you want to fill. 

 

For additional information, please contact Sarah Best.