Talks and Visitors’ Schedules Calendars

Using the three talks calendars and the Visitors’ Schedules calendars

Reviewed 5/8/14 by Bil Hays

The Computer Science Department has three Google calendars, for talks, called “Distinguished Lectures”, “Defenses”, and “Colloquia.”  In addition, we use the “Visitors’ Schedules” calendar for scheduling meetings with visitors.  “Distinugished Lectures” and “Defenses” are writable by the “Room Czars” group, while “Colloquia” and “Visitors’ Schedules” are writable by all Computer Science faculty.  This article tells how to subscribe to these calendars, how to set up these calendars for a visitor, and how to schedule meetings and talks with a visitor.

The three talks calendars are the ones more people will be interested in displaying on their calendar on a regular basis.  The “Visitors’ Schedules” calendar, on the other hand, is for scheduling meetings during the day for a visitor.  The talk itself should be included on both calendars, as well as on the room where the talk is taking place.

To subscribe to the Colloquia, Distinguished Lectures, Defenses calendars:

Before you can make changes to the Colloquia calendar, you need to subscribe to it, as follows:

  1. Log in to Google Calendar.
  2. Go to Talks and click the “+ Google Calendar” button on the lower right.
  3. Click “Add” next to the specific calendars you want, or click “Add all”.

This adds the calendars you chose to one of the lists of calendars on the left side of the Google calendar display.  You can choose to display the calendar or not by clicking on it.

To schedule a talk:

Room Czars can schedule any of the types of talks, while department faculty (who are not Czars) can only write to the Colloquia calendar.  However, the Colloquia calendar is what we use for faculty candidate talks and all other talks except distinguished lectures and defenses.  Students can schedule their defenses using the instructions here.  Distinguished Lectures will need to be scheduled by Room Czars or the faculty member coordinating all the talks.

All faculty members can write to the Colloquia calendar.  As a general rule, though, it is best to involve RSAC in the scheduling process for a visitor’s talk.  In particular, note that if you are scheduling a talk in SN011 during the standard times for colloquia or defenses (3:30pm – 5:30pm on Mondays or Wednesdays), you’ll need to involve RSAC or other Room Czars, because we have place holders on the SN011 calendar at those times, and the place holder will need to be removed.

To set up a talk on the Colloquia calendar, do the following:

 

  1. Subscribe to the Colloquia calendar as shown above if you have not done so already.
  2. Log in to Google Calendar.
  3. In the list of calendars on the left side of your calendar window, if the Colloquia calendar is not shown in color, click on it, so that that calendar is displayed on your calendar.
  4. Navigate on your calendar to the day and time when the visitor will be here.
  5. Set up a new event, putting the your name in the “What” text box.
  6. In the “Calendar:” dropdown box, select “Visitors Talks”.
  7. Click the “Create event” button.
  8. Click “Rooms, etc.”
  9. Click the room you want.  If it does not appear, it may already be scheduled.  Uncheck “Show only available” and then check the room.  You can click “Find a time” to see what is on the room calendar.
  10. NOTE:  You may also want to check the main department calendar, which combines the calendars for colloquia, defenses, distinguished lectures, research meetings, corporate events, and other events.  Click on the “Week” view button in the upper right corner of the calendar.  If there are other events happening at the same time as your talk, they will be listed side by side on the main department calendar.  Depending on the nature of the concurrent event and the talk you are scheduling, you may want to choose a different time.

To subscribe to the Visitors’ Schedules calendar:

Before you can make changes to the Visitors’ Schedules calendar, you need to subscribe to it, as follows:

  1. Log in to Google Calendar.
  2. Go to Visitors and click the “+ Google Calendar” button on the lower right.
  3. Click the “Yes, add this calendar” button.

This adds the Visitors’ Schedules calendar to one of the lists of calendars on the left side of the Google calendar display.  You can choose to display the calendar or not by clicking on it.

Setting up the calendar for a visitor:

To set up the Visitors’ Schedules calendar for a visitor, you’ll first need to subscribe to the calendar, as described above. Then you’ll need to create an all day event with the visitor’s name on the day when he or she will be here, as follows:

  1. Subscribe to the Visitors’ Schedules calendar as shown above if you have not done so already.
  2. Set up a new event, putting the visitor’s name in the “What” text box.
  3. In the “Calendar:” dropdown box, select “Visitors’ Schedules”.
  4. Click “Edit event details”.
  5. Click the “All day” checkbox.
  6. Make sure the bullet next to “Available” below is checked.

To schedule a meeting with a visitor:

To set up a meeting with a visitor on the Visitors’ Schedules calendar, do the following:

  1. Subscribe to the Visitors’ Schedules calendar as shown above if you have not done so already.
  2. Log in to Google Calendar.
  3. In the list of calendars on the left side of your calendar window, if the Visitors’ Schedules calendar is not shown in color, click on it, so that calendar is displayed on your calendar.
  4. Navigate on your calendar to the day when the visitor will be here. There will be an all-day event at the top of that day with the visitor’s name.  The times he or she is busy will be shown.  (Note that there may be more than one visitor listed on a given day.)
  5. Set up a new event, putting the the visitor’s initials and then your name in the “What” text box.  For example, if the visitor was Joe Smith and your name is John Jones, you could say “JS: John Jones”.  This will help if there are multiple visitors on the same day, which occasionally happens.  You may want to give more information, e.g., JS: Lunch – Jones, Quigg”.
  6. In the “Calendar:” dropdown box, select “Visitors’ Schedules”.
  7. Click the “Create event” button.