calpendo-booking-guide-coord.md 14.1 KB
Newer Older
1
2
---
layout: default
3
title: WIN Wednesday Coordinators
4
5
6
7
8
parent: Calpendo booking guide
has_children: false
nav_order: 2
---

Cassandra Gould van Praag's avatar
Cassandra Gould van Praag committed
9
# Guide for WIN Wednesday Coordinators
10
11
12
13
14
15
16
{: .fs-9 }

How to use Calpendo to book your WIN Wednesday Seminar
{: .fs-6 .fw-300 }

---

17
**Contents**
Cassandra Gould van Praag's avatar
Cassandra Gould van Praag committed
18
- [What are WIN Wednesday Coordinators?](#what-are-win-wednesday-coordinators)
19
20
21
22
- [How to book WIN Wednesday seminars](#how-to-book-win-wednesday-seminars)
- [How to amend or cancel your WIN Wednesday seminar](#how-to-amend-or-cancel-your-win-wednesday-seminar)
- [Approval of your booking](#approval-of-your-booking)
- [What if you need to change the date/time of your seminar?](#what-if-you-need-to-change-the-date-time-of-your-seminar)
Cassandra Gould van Praag's avatar
Cassandra Gould van Praag committed
23
- [Additional resources - Introductory slides](#additional-resources---introductory-slides)
24
25
26



27
## What are WIN Wednesday Coordinators?
28

Cassandra Gould van Praag's avatar
Cassandra Gould van Praag committed
29
WIN Wednesday Coordinators are the WIN members responsible for convening presentations with content themed around methods, career development, equality, diversity and inclusion, publication round ups, and guest speakers. They are happy to receive your suggestions for content. Find out [more about the WIN Wednesday Coordinators on the WIN Intranet](https://sharepoint.nexus.ox.ac.uk/sites/NDCN/FMRIB/SitePages/Book%20WIN%20Wednesday.aspx)
30
31
32
33

Before the start of each academic year, the WIN Wednesday schedule is decided and slots allocated to each of these topics, along with space for special announcements or activities. WIP presentations can be scheduled for the same WIN Wednesday session if time allows. The allocation of WIN Wednesday content will be communicated with the WIN Wednesday Coordinators before the start of the academic year. [Allocations for 2021-2022 are available to the WIN Wednesday Coordinators on Microsoft Teams](https://teams.microsoft.com/l/file/11779894-604e-4db1-9b3e-e6bde563aaaa?tenantId=cc95de1b-97f5-4f93-b4ba-fe68b852cf91&fileType=xlsx&objectUrl=https%3A%2F%2Funioxfordnexus-my.sharepoint.com%2Fpersonal%2Fndcn0919_ox_ac_uk%2FDocuments%2FMicrosoft%20Teams%20Chat%20Files%2FWIN%20Wednesday%20Series%202021-- 2022.xlsx&baseUrl=https%3A%2F%2Funioxfordnexus-my.sharepoint.com%2Fpersonal%2Fndcn0919_ox_ac_uk&serviceName=p2p&threadId=19:ecaccdfe326c4351a9bf7ff75f1ca8c4@thread.v2).

## How to book WIN Wednesday seminars
34
35
36

WIN Wednesday Coordinators are required to book their allocated slots in Calpendo using the process described below. Using Calpendo allows for simplified collation of required documentation, automated email reminders and flexibility of scheduling.

37
### 1. Create an account
38

Cassandra Gould van Praag's avatar
Cassandra Gould van Praag committed
39
Ensure you have an active Calpendo account. This may take up to one week to issue or reinstate. You can check if your account is active by attempting to [log in using Shibboleth](#2-log-into-calpendo-using-shibboleth) as described below. If you are unable to log in, see [How do I get a Calpendo account](../calpendo-booking-guide#how-do-I-get-a-calpendo-account).
40

41
### 2. Log into Calpendo using Shibboleth
42

Cassandra Gould van Praag's avatar
Cassandra Gould van Praag committed
43
Go to [http://calpendo.fmrib.ox.ac.uk/](http://calpendo.fmrib.ox.ac.uk/).
44
45
46
47
48

Click the "Shibboleth" button indicated below.

On the following page use your University of Oxford Shibboleth SSO to sign into the Calpendo homepage.

Cassandra Gould van Praag's avatar
Cassandra Gould van Praag committed
49
![calpendo sign in page with arrow highlighting Shibboleth sign in button](../../img/calpendo-shibboleth.png)
50

51
### 3. Select the WIN Wednesday resource
52
53
54
55
56

Select the WIN Wednesday resource from the list of available calendars.

Click the "Calendars" tab on the top left of the Calpendo page, then select WIN Wednesdays as shown below.

Cassandra Gould van Praag's avatar
Cassandra Gould van Praag committed
57
![calpendo booking calendar with arrows highlighting the calendar drop down and WIN Wednesday resource](../../img/calpendo-resource.png)
58

59
### 4. Find your allocated slot
60
61
62

Use the week navigation buttons near the top of the page to find to the slot you have been allocated. [Allocations for 2021-2022 are available to WIN Wednesday Coordinators on Microsoft Teams](https://teams.microsoft.com/l/file/11779894-604e-4db1-9b3e-e6bde563aaaa?tenantId=cc95de1b-97f5-4f93-b4ba-fe68b852cf91&fileType=xlsx&objectUrl=https%3A%2F%2Funioxfordnexus-my.sharepoint.com%2Fpersonal%2Fndcn0919_ox_ac_uk%2FDocuments%2FMicrosoft%20Teams%20Chat%20Files%2FWIN%20Wednesday%20Series%202021-2022.xlsx&baseUrl=https%3A%2F%2Funioxfordnexus-my.sharepoint.com%2Fpersonal%2Fndcn0919_ox_ac_uk&serviceName=p2p&threadId=19:ecaccdfe326c4351a9bf7ff75f1ca8c4@thread.v2).

Cassandra Gould van Praag's avatar
Cassandra Gould van Praag committed
63
![calpendo booking calendar for WIN Wednesdays with arrows highlighting the week navigation buttons and an available slot](../../img/calpendo-available.png)
64

65
### 5. Click to open the "new booking" window
66
67
68

Click your allocated slot in the calendar to open the "new booking" window. Enter the required details as described below.

Cassandra Gould van Praag's avatar
Cassandra Gould van Praag committed
69
![calpendo new booking window for a WIN Wednesday seminar with arrows highlighting: 1) end time; 2) email reminder notice period; 3) description text box; 4) Title, Authors and Abstract text box; 5) Recording consent upload button](../../img/calpendo-newbooking-coord.png)
70

71
#### 1. Start and end times
72
73
74
75
76
77
78
79
80
81
82
83
84

The start time of your booking will depend on whether time is reserved for a WIP presentation. Please refer to the [allocation for 2021-2022](https://teams.microsoft.com/l/file/11779894-604e-4db1-9b3e-e6bde563aaaa?tenantId=cc95de1b-97f5-4f93-b4ba-fe68b852cf91&fileType=xlsx&objectUrl=https%3A%2F%2Funioxfordnexus-my.sharepoint.com%2Fpersonal%2Fndcn0919_ox_ac_uk%2FDocuments%2FMicrosoft%20Teams%20Chat%20Files%2FWIN%20Wednesday%20Series%202021-2022.xlsx&baseUrl=https%3A%2F%2Funioxfordnexus-my.sharepoint.com%2Fpersonal%2Fndcn0919_ox_ac_uk&serviceName=p2p&threadId=19:ecaccdfe326c4351a9bf7ff75f1ca8c4@thread.v2) to see if there is space for a WIP in the same session as your seminar (note there is space for a WIP unless the row explicitly says "No WIP").

*If there is a WIP in the same session as your seminar, your seminar will last 40 minutes. Please set the start time to 12:20 and the end to 13:00.*

*If there is no WIP in the same session as your seminar, your seminar will last 60 minutes. Please set the start time to 12:00 and the end to 13:00.*

*Please ensure that all speakers are informed of the appropriate duration of their presentation.*

**Please note that if a WIP presentation is booked in that session, it will be held before your seminar. Please ensure, however, that all speakers for your seminar are present for the duration 12:00-13:00 the session.**

**We request that all presenters join the call 10 minutes before the start of the meeting to test audio-visual equipment with the host.**

85
#### 2. Reminder notice period
86
87
88
89
90

This sets the date which Calpendo will send you a reminder about your upcoming booking. This reminder will include the details of your booking as you have entered them. We suggest you use a minimum of a **5 day** notice period, so you can review and amend your booking details before they are distributed in the Monday Message. See the process below to [amend a booking](#how-to-amend-or-cancel-your-win-wednesday-seminar).

You can change the default reminder or notice period in your personal Calpendo settings. To do this, click "Settings" (top right) then "booking reminders" from the list on the left.

91
#### 3. Description
92
93
94

Please enter name of your seminar series, for example "WIN Wednesday EDI Series". This makes it easier for the WIN Wednesday Administrators to review your booking appropriately.

95
#### 4. Title, Authors and Abstract
96
97
98
99
100
101
102

Please enter the title of your seminar, the authors (presenters) and an  abstract. This information will be circulated in the Monday Message in the week of your presentation.

We understand that you may not have details of your Seminar yet. This is not a problem at this stage. We ask, however, that you use the Calpendo or other notice functions to remind you to enter the relevant information into the booking as early as possible, as this is the information which will be used to populate the Monday Message.

**Bookings will not be approved until these details are complete.**

103
#### 5. Recording consent upload button
104
105
106
107
108
109
110

A signed speaker recording release ("Recording Consent") is required to record your WIN Wednesday Seminar. Recording allows other WIN members to review and learn from your seminar. A signed release is required for everyone who intends to present in the main part of the seminar. A release is not required for people who only intend to be on screen during the Q&A as this will not be recorded.

Download a [speaker recording release](https://help.it.ox.ac.uk/files/replaydownloadablelegalpacknov2020zip) from Central IT. **Please distribute the speaker recording release pack to your intended presenters and ask them to return their signed copy to you.** Presenters should sign using the MS Word .docx version, or .pdf if MS Word is not available. If using the .pdf, please create text boxes to write over the appropriate white spaces.

Once returned, please upload the release(s) to your booking. Click the "Choose File" button to locate the release file(s) and add it to your booking. **Bookings will not be approved until at least one signed release has been uploaded.**

Cassandra Gould van Praag's avatar
fix #4    
Cassandra Gould van Praag committed
111
*We appreciate that some speakers may be hesitant to have their presentations recorded. Please reassure them that presentation will only be available internally to members of the University of Oxford (SSO is required). Please [contact the WIN Wednesday Administrators](../calpendo-booking-guide-support) if there are any concerns.*
112

113
#### 6. Submit you booking
114
115
116
117
118

Click the "Create Booking" button to submit your booking for approval. Your booking will be sent to a WIN Wednesday administrator and reviewed for completeness before it is approved.

You will receive an email confirmation that your booking has been received. This email will be sent to the address associated with your Shibboleth account.

119
You will receive an email notification once your booking has been approved, or you will be asked for further information. **You will be contacted by an administrator if the - booking information is not complete by 17:00 Friday of the week proceeding your slot.**
120

121
## How to amend or cancel your WIN Wednesday seminar
122

Cassandra Gould van Praag's avatar
Cassandra Gould van Praag committed
123
**Booking details (such as names, abstract) can be amended by the booker up to 12:00 on the Friday before the scheduled seminar. If you need to amend your booking after that time, please [contact a WIN Wednesday administrator](../calpendo-booking-guide-support).**
124

Cassandra Gould van Praag's avatar
Cassandra Gould van Praag committed
125
To amend your booking, return to the WIN Wednesday resource calendar following steps [2. Log into Calpendo using Shibboleth](#2-log-into-calpendo-using-shibboleth) and [3. Select the WIN Wednesday resource](#3-select-the-win-wednesday-resource) above.
126
127
128

Edit the information as required and click "Update Booking" to save the changes. To cancel your booking, click "Cancel Booking". You will be notified that your booking has been cancelled.

129
- ![calpendo edit booking window for WIN Wednesdays with arrows highlighting the update and cancel booking buttons](../../img/calpendo-amend-coord.png)
130

131
## Approval of your booking
132
133
134

You will get an email from Calpendo when your booking has been approved. Alternatively you may receive an email with an instruction to add or clarify some detail.

Cassandra Gould van Praag's avatar
fix #4    
Cassandra Gould van Praag committed
135
Once your booking has been approved you are still able to edit it, but we would prefer if you didn't! Please [contact an administrator](../calpendo-booking-guide-support) if you need to make any changes to your booking.
136

Cassandra Gould van Praag's avatar
fix #4    
Cassandra Gould van Praag committed
137
Your booking will be cancelled if it is not complete by 17:00 on the Friday preceding your booked slot. You will receive and email notification if your booking is cancelled.
138

139
## What if you need to change the date/time of your seminar?
140

Cassandra Gould van Praag's avatar
Cassandra Gould van Praag committed
141
In some circumstances it may be necessary to hold your seminar outside of the usual Wednesday 12:00-13:00 slot, for example to meet the availability of external presenters. In these cases, please [contact a WIN Wednesday Administrators](../calpendo-booking-guide-support) and ask them to open a slot in Calpendo at the required time.
142
143
144
145
146
147
148
149
150
151
152
153
154
155
156
157
158
159
160
161
162
163
164
165
166
167
168
169
170
171
172

## Additional resources - Introductory slides

We have created a set of template slides (splash screens) for you to present at the start of your seminar. These splash screens can be particularly useful for online presentations, to let people know they are in the correct meeting and display the recording notice. The slides also act as a "holding stage" to fill the dead air while viewers join the call.

Templates for each WIN Wednesday theme are available for download from the gitlab repository supporting this site:
- [Early Career Researcher Skills](https://git.fmrib.ox.ac.uk/cassag/WIN-Wednesdays-and-WIPs/-/blob/master/img/introSplash-templates/WINWed-introSplash-ECRSkills-template.ppt)
- [Equality, diversity and inclusion series](https://git.fmrib.ox.ac.uk/cassag/WIN-Wednesdays-and-WIPs/-/blob/master/img/introSplash-templates/WINWed-introSplash-EDI-template.ppt)
- [Methods series](https://git.fmrib.ox.ac.uk/cassag/WIN-Wednesdays-and-WIPs/-/blob/master/img/introSplash-templates/WINWed-introSplash-Methods-template.ppt)
- [Publication round-up](https://git.fmrib.ox.ac.uk/cassag/WIN-Wednesdays-and-WIPs/-/blob/master/img/introSplash-templates/WINWed-introSplash-Pubs-template.ppt)
- [Seminar / Guest speaker](https://git.fmrib.ox.ac.uk/cassag/WIN-Wednesdays-and-WIPs/-/blob/master/img/introSplash-templates/WINWed-introSplash-SeminarGuest-template.ppt)
- [WIP](https://git.fmrib.ox.ac.uk/cassag/WIN-Wednesdays-and-WIPs/-/blob/master/img/introSplash-templates/WINWed-introSplash-WIP-template.ppt)

### How to use

The slide deck contains two custom slide shows:
1. "Custom Show loop" - Rotates through slides 1:3 continuously. All slides contain a "home" action button.
2. "Custom Show home" - Shows only slide 4 (the "home" slide).

When you start the presentation from slide one it will begin the "loop" show. When you are ready to start the session, you can either stop the slide show or click the "home" icon (action button) on the bottom right of any of the looping slides. Clicking the home action button starts the "home" custom show, which displays only slide 4.

### What to edit

Slide 2 contains information which should be updated for each seminar:
- Date
- Presenter(s)
- Title

### Images

The illustrations are via [undraw](https://undraw.co/search). These are available on a fully open license, and customisable to a colour scheme. The images included are customised to the WIN logo colour: Hex #750A00. Please retain the image and slide theme credit on slide 3 if you use these templates.