How to Use iLinc (Coordinators)

As an iLinc coordinator for your state or agency, you will be called upon to perform certain administrative tasks for iLinc users in your area. These tasks include:

1. Scheduling iLinc meetings (checking for conflicts)
2. Creating an iLinc user account
3. Creating iLinc meetings
4. Removing old iLinc content
5. Acting as an iLinc liaison between local users and NWCPHP

Please view the NWCPHP policies and procedures for iLinc coordinators for more information related to the tasks listed above.

Scheduling iLinc Events

When scheduling a new iLinc session, it is important to check for any conflicts that may exist at the proposed date and time of the session. NWCPHP has a license agreement with iLinc that allows 55 simultaneous users (from multiple iLinc sessions) to access the system. Please review our iLinc System Use Policy for more information related to this license agreement.

To check for conflicts on the master iLinc schedule, contact nwcphp@u.washington.edu. In your message, provide the following information:

• Name/title of the event
• Name of event convener/sponsor
• Date(s) of event (include start time and expected duration)
• Expected attendance

We will notify you if there are other meetings scheduled at that time that may put us over the 55 user limit. When you receive our reply, you may create the iLinc meeting. Please schedule iLinc meetings at least two weeks before the planned event.

Creating an iLinc User Account

If you are creating an event for someone who is new to iLinc, you will first need to create an iLinc user account for that person. To do this:

1. Log in to NWCPHP’s iLinc site. If your account does not have the appropriate access level for adding new users, contact nwcphp@u.washington.edu and we will adjust the settings.
2. Locate the Manage link in the navigation bar and click on the Users link in the subnavigation bar.
   Note: Your navigation panel may look different from the one shown below based on your access privileges.
   
   
3. Click on the Add New User link located at the top of the form.
4. Fill out the form with the user’s information. After you complete this form, iLinc will send an automatic e-mail to the user including their user name and password.

Note: Leave the authority level set to Standard User, unless you wish to grant this user the right to create their own meetings (i.e., Meeting Administrator).

Creating iLinc Events

1. To create an iLinc event, log in to NWCPHP’s iLinc site. If your account does not have the appropriate access level for creating meetings, contact nwcphp@u.washington.edu and we will adjust the settings.
2. After logging in, click on the Add New Session link and select Meeting from the drop-down menu.
   
   
3. Next, enter the meeting information into the form fields.
   Note: the default view when creating a meeting is Wizard View (i.e., you must move forward through several pages to enter all information). You may switch to Form View (i.e., all information is presented at once) by clicking on the Form View link at the top of the form.
   
   
4. If you are creating this meeting for someone else, make sure to change the Leader name listed on the form.
   Note: the leader must have an existing account on iLinc.
5. Unless the meeting leader has made a specific request, we recommend leaving the default settings for most fields.
6. When you reach the Attendees section, you may add the meeting attendees (first name, last name, e-mail address), if available, or leave this section blank. If you leave it blank, the session leader will need to log in and add the attendees prior to the meeting.
   Note: When you complete this form, any attendees you have added will receive an automatic e-mail invitation to the event.
7. At the bottom of the form (or last page, if you are using Wizard View) click on the Submit button to enter your information and create the iLinc meeting.
   

Removing Old iLinc Content

As an iLinc coordinator, we ask that you remind your presenters to log into iLinc following their session and delete the uploaded content (e.g., PowerPoint slides). Due to storage limitations, we must ask everyone to perform this clean-up operation when their session is ended and the content is no longer needed. To delete content, log into iLinc, click the Manage link in the navigation bar and select Content from the subnavigation bar.

In the content management window, check the boxes next to all of your old content and click Delete.

Acting as an iLinc Liaison Between Local Users and NWCPHP

The iLinc coordinators act as liaisons between individual users and NWCPHP. As the liaison, you are the first point of contact on iLinc issues for your local users. Scheduling requests should come from you. If a user is encountering technical problems, you may forward them to the NWCPHP technical support team (nwcphp@u.washington.edu, 206-616-9233). If you transfer your role as iLinc coordinator to someone else, please be sure to notify NWCPHP of the change.