Commit b7b9255b authored by Cassandra Gould van Praag's avatar Cassandra Gould van Praag
Browse files

fixes #4

parent 0a76d416
......@@ -70,7 +70,7 @@ The individual undertaking the majority of the data collection, analysis or cont
PIs and Supervisors must be present to support and provide additional information where required. Named collaborators (internal and external) should ideally also be present.
You should also identify any tools (such as specific FSL packages), approaches, behavioural tasks, pulse sequences or datasets you will be using. If you think you will need additional support using these tools, outside that which is available in your research group, please contact the developers and ensure they are invited to your WIP. Please review the [WIN authorship guidelines](https://sharepoint.nexus.ox.ac.uk/sites/NDCN/FMRIB/SitePages/WIN%20Authorship%20Guide%202021.aspx) for more details on this level of collaboration and the list of [WIN tools, along with tool creators](https://sharepoint.nexus.ox.ac.uk/sites/NDCN/FMRIB/SitePages/WIN%20Standard%20Acknowledgement%20and%20References.aspx)
You should also identify any tools (such as specific FSL packages), approaches, behavioural tasks, pulse sequences or datasets you will be using. If you think you will need additional support using these tools, outside that which is available in your research group, please contact the developers and ensure they are invited to your WIP. Please review the [WIN authorship guidelines](https://sharepoint.nexus.ox.ac.uk/sites/NDCN/FMRIB/SitePages/WIN%20Authorship%20Guide%202021.aspx) for more details on this level of collaboration and the list of [WIN tools, along with tool creators](https://sharepoint.nexus.ox.ac.uk/sites/NDCN/FMRIB/SitePages/WIN%20Standard%20Acknowledgement%20and%20References.aspx)
## 4. When should I present a WIP?
......@@ -97,7 +97,7 @@ A rough suggested outline of a presentation for new data acquisition is below:
## 6. How long should my WIP presentation be?
WIP presentations are allocated a **20 minute slot: 10 minutes for presentation and 10 minutes for questions.**
WIP presentations are allocated a **10 minute slot: 8 minutes for presentation and 2 minutes for questions.** These times are somewhat flexible, but they will be enforced if more that one WIP presentation is scheduled in a single session.
## 7. How do I sign up for a WIP presentation?
......
......@@ -27,9 +27,9 @@ To create your Calpendo account, go to http://calpendo.fmrib.ox.ac.uk/ and "sign
If your Shibboleth account has not already been granted access to calpendo, you will be invited to complete an account request form. This form will be sent to the administrator of your department to verify you as a user. It is important to correctly identify your Department so the form is directed appropriately.
**Creating accounts requires the manual intervention of WIN Administrators. This means it is not instantaneous. Please allow 1 week for your account to be issued.** Please contact <mark>[see issue #4](https://git.fmrib.ox.ac.uk/cassag/wip-update/-/issues/4)</mark> to follow up if your account has not been created in \> 1 week following your request.
**Creating accounts requires the manual intervention of WIN Administrators. This means it is not instantaneous. Please allow 1 week for your account to be issued.** Please contact sebastian.rieger@psych.ox.ac.uk to follow up if your account has not been created in \> 1 week following your request.
Accounts may be suspended if there is no Calpendo activity for \> 1 year. If your account has been suspended, please contact <mark>[see issue #4](https://git.fmrib.ox.ac.uk/cassag/wip-update/-/issues/4)</mark> to request it is reinstated.
Accounts may be suspended if there is no Calpendo activity for \> 1 year. If your account has been suspended, please contact sebastian.rieger@psych.ox.ac.uk to request it is reinstated.
## For WIP Presenters
......@@ -80,9 +80,9 @@ 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 20 minutes long = 10 minutes presentation + 10 minutes questions.
As described in the [WIP Guide](WIP-guide.md), 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 12:20.
Ensure the start time of your WIP is 12:00. Adjust the end time to 12:10.
**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.**
......@@ -104,7 +104,7 @@ Please enter the title of your project, the authors and an abstract. This inform
##### 5. Recording consent upload button
A signed speaker recording release ("Recording Consent") is required to record your WIP presentation. Recording allows other WIN members to review and provide feedback on your presentation. You may also request a copy of your recording to review or retain for your own use <mark>[see issue #4](https://git.fmrib.ox.ac.uk/cassag/wip-update/-/issues/4)</mark>.
A signed speaker recording release ("Recording Consent") is required to record your WIP presentation. Recording allows other WIN members to review and provide feedback on your presentation.
Download and sign a [speaker recording release](https://help.it.ox.ac.uk/files/replaydownloadablelegalpacknov2020zip) from Central IT. A signed release is required for everyone who intends to present in the main part of the meeting. A release is not required for people (for example Supervisors) who only intend to be on screen during the Q&A as this will not be recorded. Choose 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.
......@@ -116,7 +116,7 @@ Click the "Create Booking" button to submit your booking for approval. Your book
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.
You will receive an email notification once your booking has been approved, or you will be asked for further information <mark>[see issue #4](https://git.fmrib.ox.ac.uk/cassag/wip-update/-/issues/4)</mark>. **Your slot will be cancelled by an administrator if the booking information is not complete by 17:00 Friday of the week proceeding your slot.**
You will receive an email notification once your booking has been approved, or you will be asked for further information. **Your slot will be cancelled by an administrator if the booking information is not complete by 17:00 Friday of the week proceeding your slot.**
### How to amend or cancel your WIP booking
......@@ -177,9 +177,11 @@ Click your allocated slot in the calendar to open the "new booking" window. Ente
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, please set the start time to 12:20 and the end to 13:00.*
*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, please set the start time to 12:00 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.**
......@@ -197,7 +199,11 @@ Please enter name of your seminar series, for example "WIN Wednesday EDI Series"
##### 4. Title, Authors and Abstract
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. **Bookings will not be approved until these details are complete.**
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.**
##### 5. Recording consent upload button
......@@ -215,7 +221,7 @@ Click the "Create Booking" button to submit your booking for approval. Your book
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.
You will receive an email notification once your booking has been approved, or you will be asked for further information <mark>[see issue #4](https://git.fmrib.ox.ac.uk/cassag/wip-update/-/issues/4)</mark>. **You will be contacted by an administrator if the booking information is not complete by 17:00 Friday of the week proceeding your slot.**
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.**
### How to amend or cancel your WIN Wednesday seminar
......@@ -253,21 +259,29 @@ Before the start of the year, allocate slots to each of the speaker themes (e.g.
Note: It may be wise to communicate annually when "the WIP calendar is now open for bookings", to ensure that all seminars are pre-filled before it goes to wider release.
### Approval process
### Approval of bookings
#### 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.
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.
#### Approval process
#### 1. Find booking
##### 1. Find booking
You will be notified by email when a booking has been made. To review and approve that booking, first find it in Calpendo and click on "view".
![calpendo page for Administrators, with an arrow highlighting the "view" link to review a users booking](img/calpendo-approve-view.png)
#### 2. Review booking
##### 2. Review booking
Review the details of the booking to ensure they are ready to be published in the Monday message. Open and review the recording consent. If any details are missing, use the send email" button to contact the user.
![calpendo page for Administrators, showing how to review another users booking. Arrows highlighting the "Title, Authors and Abstract" field, "Recording consent" and "send email" button](img/calpendo-approve-review.png)
#### 3. Approve or deny booking
##### 3. Approve or deny booking
If all details are present and correct, move on to approve the booking. Click the "Admin" tab at the top of the Calpendo window and select "Booking Requests" to bring up a list of all bookings which require approval.
......@@ -277,9 +291,23 @@ Locate the booking you reviewed. It may be helpful to sort the list of unapprove
![calpendo page for Administrators, with an arrow highlighting the "approve" button on a booking made against the WIN Wednesday resource](img/calpendo-approve-approve.png)
### 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."
### 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 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.
### Calpendo testing account
It may be necessary for administrators to have access to a Calpendo account without administrative privileges, so they can test newly implemted features or rules. A local, non-administrator account can be requested by contacting sebastian.rieger@psych.ox.ac.uk.
## Contact
If you have any questions about this process or your booking, please contact one of the WIN Wednesday administrates below:
If you have any questions about this process or your booking, please contact one of the WIN Wednesday administrators below:
For WIP Presenters: cassandra.gouldvanpraag@psych.ox.ac.uk
For all other WIN Wednesday events: andrew.galloway@ndcn.ox.ac.uk
WIP Coordinator: cassandra.gouldvanpraag@psych.ox.ac.uk
WIN Wednesday Seminar Coordinator: andrew.galloway@ndcn.ox.ac.uk
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