Commit 5d0c814f authored by Cassandra Gould van Praag's avatar Cassandra Gould van Praag
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fixing links

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......@@ -36,7 +36,7 @@ You are welcome to present more than one WIP. For example you could present an i
## How do I sign up for a WIP presentation?
WIP presentations are booked using Calpendo. See [this guide](calpenodo-booking.md) for how to book your presentation.
WIP presentations are booked using Calpendo. See [this guide](../calpenodo-booking-wip) for how to book your presentation.
At the point of booking your WIP you will be asked to provide the following information:
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......@@ -24,7 +24,7 @@ How to use Calpendo to book your WIP
## What is a WIP
Please see [this guide](WIP-guide.md) for a description of what to expect from a WIP presentation, what to include, and where to get support.
Please see [this guide](../WIP-guide) for a description of what to expect from a WIP presentation, what to include, and where to get support.
## How to book a WIP
......@@ -32,11 +32,11 @@ WIP presentations are advertised in the WIN Monday Message the week of your pres
### 1. Create an account
Ensure you have an active Calpendo account. This may take up to one week to review or reinstate. See [How do i get a Calpendo account](#how-do-i-get-a-calpendo-account).
Ensure you have an active Calpendo account. This may take up to one week to review or reinstate. See [How do i get a Calpendo account](https://open.win.ox.ac.uk/pages/cassag/WIN-Wednesdays-and-WIPs/docs/calpendo-booking-guide/#how-do-i-get-a-calpendo-account).
### 2. Log into Calpendo using Shibboleth
Go to http://calpendo.fmrib.ox.ac.uk/.
Go to [http://calpendo.fmrib.ox.ac.uk/](http://calpendo.fmrib.ox.ac.uk/).
Click the "Shibboleth" button indicated below.
......@@ -68,7 +68,7 @@ Click in an available slot in the calendar to open the "new booking" window. Ent
#### 1. Start and end time
As described in the [WIP Guide](WIP-guide.md), WIP presentations are 10 minutes long = 8 minutes presentation + 2 minutes questions.
As described in the [WIP Guide](../WIP-guide), WIP presentations are 10 minutes long = 8 minutes presentation + 2 minutes questions.
Ensure the start time of your WIP is 12:00. Adjust the end time to 12:10.
......@@ -78,7 +78,7 @@ Ensure the start time of your WIP is 12:00. Adjust the end time to 12:10.
#### 2. Reminder notice period
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 **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-wip).
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 **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-wip-booking).
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.
......@@ -108,7 +108,7 @@ You will receive an email notification once your booking has been approved, or y
## How to amend or cancel your WIP booking
**Bookings can be amended by the booker up to 12:00 on the Friday before your scheduled presentation. If you need to amend your booking after that time, please [contact a WIN Wednesday administrator](#contact).**
**Bookings can be amended by the booker up to 12:00 on the Friday before your scheduled presentation. If you need to amend your booking after that time, please [contact a WIN Wednesday administrator](../calpendo-booking-guide-support).**
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.
......@@ -121,10 +121,10 @@ Edit the information as required and click "Update Booking" to save the changes.
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.
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](#contact) if you need to make any changes to your booking.
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.
You 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.
## What if you need to change the date/time of your seminar?
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](#contact) and ask them to open a slot in Calpendo at the required time.
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.
......@@ -41,9 +41,9 @@ Note: It may be wise to communicate annually when "the WIP calendar is now open
### Approval responsibilities
The [WIP coordinator](#contact) (Cassandra Gould van Praag) will review bookings as they are received. If they are complete they will be approved immediately using the process described below. If they are incomplete the booked will be emailed and reminded of the necessary information. The [WIN Wednesday Seminar coordinator](#contact) need not action any Calpendo emails.
The [WIP coordinator](../calpendo-booking-guide-support) (Cassandra Gould van Praag) will review bookings as they are received. If they are complete they will be approved immediately using the process described below. If they are incomplete the booked will be emailed and reminded of the necessary information. The [WIN Wednesday Seminar coordinator](../calpendo-booking-guide-support) need not action any Calpendo emails.
On the Friday before the Wednesday, the [WIN Wednesday Seminar coordinator](#contact) will review Calpendo for that week. They will retrieve the required information for the Monday Message directly from Calpendo. Where this information is not complete (i.e. the booking has not already been approved), they will email the booker and inform them that their slot will be cancelled if the information is not promptly received.
On the Friday before the Wednesday, the [WIN Wednesday Seminar coordinator](../calpendo-booking-guide-support) will review Calpendo for that week. They will retrieve the required information for the Monday Message directly from Calpendo. Where this information is not complete (i.e. the booking has not already been approved), they will email the booker and inform them that their slot will be cancelled if the information is not promptly received.
### Approval process
......@@ -71,11 +71,11 @@ Locate the booking you reviewed. It may be helpful to sort the list of unapprove
## Communication of the processes
The [WIN Wednesday Seminar coordinator](#contact) will include a link in every Monday Message to the WIP and Calpendo booking guides: "See this information to book your own WIP."
The [WIN Wednesday Seminar coordinator](../calpendo-booking-guide-support) will include a link in every Monday Message to the WIP and Calpendo booking guides: "See this information to book your own WIP."
## Zoom links and hosting
The [WIP coordinator](#contact) will be the host of the Zoom call for all seminars where there is a WIP slot, irrespective of whether it is booked. For other WIN Wednesday Seminars where there is no WIP slot, the WIN Wednesday Coordinator will host the zoom call.
The [WIP coordinator](../calpendo-booking-guide-support) will be the host of the Zoom call for all seminars where there is a WIP slot, irrespective of whether it is booked. For other WIN Wednesday Seminars where there is no WIP slot, the WIN Wednesday Coordinator will host the zoom call.
The meeting host will be allocated a zoom license by WIN Admin. The host should then schedule the meeting in zoom and provide the joining information to WIN Admin.
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......@@ -25,7 +25,7 @@ How to use Calpendo to book your WIN Wednesday Seminar
## What are WIN Wednesday Coordinators?
[WIN Wednesday Coordinators](https://sharepoint.nexus.ox.ac.uk/sites/NDCN/FMRIB/SitePages/WIN%20Wednesday%20Rota.aspx) 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)
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)
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).
......@@ -35,11 +35,11 @@ WIN Wednesday Coordinators are required to book their allocated slots in Calpend
### 1. Create an account
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](#how-do-i-get-a-calpendo-account).
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).
### 2. Log into Calpendo using Shibboleth
Go to http://calpendo.fmrib.ox.ac.uk/.
Go to [http://calpendo.fmrib.ox.ac.uk/](http://calpendo.fmrib.ox.ac.uk/).
Click the "Shibboleth" button indicated below.
......@@ -119,9 +119,9 @@ You will receive an email notification once your booking has been approved, or y
## How to amend or cancel your WIN Wednesday seminar
**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](#contact).**
**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).**
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-1) and [3. Select the WIN Wednesday resource](#3-select-the-win-wednesday-resource-1) above.
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.
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.
......@@ -137,4 +137,4 @@ Once your booking has been approved you are still able to edit it, but we would
## What if you need to change the date/time of your seminar?
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](#contact) and ask them to open a slot in Calpendo at the required time.
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.
......@@ -9,7 +9,7 @@ nav_order: 4
# Where to get help with booking using Calpendo
{: .fs-9 }
Get in touch is you have any problems!
Get in touch if you have any problems!
{: .fs-6 .fw-300 }
---
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......@@ -27,7 +27,7 @@ We use Calpendo to book WIN Wednesday presentations as it minimises the friction
Calpendo is available to all WIN members, but you need an account to access it.
To create your Calpendo account, go to http://calpendo.fmrib.ox.ac.uk/ and "sign in using Shibboleth". Enter your Shibboleth ("SSO") username and password.
To create your Calpendo account, go to [http://calpendo.fmrib.ox.ac.uk/](http://calpendo.fmrib.ox.ac.uk/) and "sign in using Shibboleth". Enter your Shibboleth ("SSO") username and password.
![calpendo sign in page with arrow highlighting Shibboleth sign in button](../../img/calpendo-shibboleth.png)
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