Commit 0a76d416 authored by Cassandra Gould van Praag's avatar Cassandra Gould van Praag
Browse files

updated start/end time info

parent a8740aae
......@@ -72,19 +72,21 @@ Use the week navigation buttons near the top of the page to search through the c
For any given week, there may be no pre-booked presentations, or there may be a seminar already scheduled. If there is a white space in the calendar, you are welcome to book it. This may mean that your presentation is held before or after another presentation.
**Please note that the exact start time of each talk within a WIN Wednesday session is subject to change, and we therefore request that speakers 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.**
#### 5. Click to open the "new booking" window
Click in an available slot in the calendar to open the "new booking" window. Enter the required details as described below.
![calpendo new booking window for WIN Wednesdays 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.png)
##### 1. End time
##### 1. Start and end time
As described in the [WIP Guide](WIP-guide.md), WIP presentations are 20 minutes long = 10 minutes presentation + 10 minutes questions.
Ensure the start time of your WIP is 12:00. Adjust the end time to 12:20.
**Please note that the exact start time of each presentation within a WIN Wednesday session is subject to change, and we therefore request that speakers are present for the duration 12:00-13:00 the session.**
As described in the [WIP Guide](WIP-guide.md), WIP presentations are 20 minutes long - 10 minutes presentation + 10 minutes questions. The start time of your presentation will be autofilled by calpendo. **Please adjust the end time to be 20 minutes after the start time.**
**We request that all presenters join the call 10 minutes before the start of the meeting to test audio-visual equipment with the host.**
##### 2. Reminder notice period
......@@ -171,13 +173,15 @@ Click your allocated slot in the calendar to open the "new booking" window. Ente
![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)
##### 1. End time
##### 1. Start and end times
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").
The start time of your booking should be 12:00.
*If there is a WIP in the same session as your seminar, please set the start time to 12:20 and the end to 13:00.*
Set the end time of your booking to be either <mark>40 or 60 minutes after the start time, depending on whether there is also a WIP slot in that session or not. [see issue #4](https://git.fmrib.ox.ac.uk/cassag/wip-update/-/issues/4)</mark>. See the [Coordinators allocation sheet](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 determine whether there is a WIP slot in the same session as your seminar.
*If there is no WIP in the same session as your seminar, please set the start time to 12:00 and the end to 13:00.*
**Please note that if a WIP presentation is booked in that session, it will be held before your seminar. Please ensure that all speakers are present for the duration 12:00-13:00 the session.**
**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.**
......@@ -223,6 +227,14 @@ Edit the information as required and click "Update Booking" to save the changes.
![calpendo edit booking window for WIN Wednesdays with arrows highlighting the update and cancel booking buttons](img/calpendo-amend-coord.png)
### Approval of your booking
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.
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.
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