IRIDIA Seminars - Revision history

Leslie: /* Description */

2014-04-10T16:23:43Z

Description

Leslie: /* Description */

2014-04-10T16:23:28Z

Description

Leslie at 16:20, 11 December 2013

2013-12-11T16:20:55Z

Leslie at 16:14, 11 December 2013

2013-12-11T16:14:38Z

Leslie: /* How to Manage Seminars */

2012-12-04T14:01:13Z

How to Manage Seminars

MLÃ³pez-IbÃ¡Ã±ez at 13:25, 4 December 2012

2012-12-04T13:25:05Z

MLÃ³pez-IbÃ¡Ã±ez at 13:24, 4 December 2012

2012-12-04T13:24:20Z

MLÃ³pez-IbÃ¡Ã±ez: notes about the calendar software

2012-12-04T13:15:15Z

notes about the calendar software

Leslie: /* How to Manage Seminars */

2012-10-02T14:28:42Z

How to Manage Seminars

Dj: /* How to Manage Seminars */

2012-05-15T12:02:00Z

How to Manage Seminars

@@ Line 2: / Line 2: @@
 This responsibility comprises the management of the Seminar Room schedule and the announcement of official Iridia Seminars. You must:
 * Manage the booking of the seminar room.
-* Maintain [http://iridia.ulb.ac.be/Calendar/ IRIDIA's Calendars] up to date.
+* Maintain [http://iridia.ulb.ac.be/Calendars/ IRIDIA's Calendars] up to date.
 * Add seminars to [http://iridia.ulb.ac.be/seminars/ IRIDIA Seminars List] and announce them to the mailing list.

@@ Line 2: / Line 2: @@
 This responsibility comprises the management of the Seminar Room schedule and the announcement of official Iridia Seminars. You must:
 * Manage the booking of the seminar room.
-* Maintain [http://iridia.ulb.ac.be/Calendars/month.php IRIDIA's Calendars] up to date.
+* Maintain [http://iridia.ulb.ac.be/Calendar/ IRIDIA's Calendars] up to date.
 * Add seminars to [http://iridia.ulb.ac.be/seminars/ IRIDIA Seminars List] and announce them to the mailing list.

@@ Line 32: / Line 32: @@
 ### Courses: [COURSE@IRIDIA] Course name
 ### Other events:  [BOOKED] Event name / Responsible Name
-## Select the calendars that are concerned in the participants tab. '''ATENTION''': for all events select the "''empty participant''", this is the public calendar that is displayed as All events on the calendar header.
+## Select the calendars that are concerned in the participants tab. '''ATENTION''': for all events select the "''empty participant''", this is the public calendar that is displayed as All events on the calendar header. If the event is in the seminar room add the "Seminar Room" participant.
 ### Iridia seminar: "IRIDIA Seminars", "Robotics calendar", "Optimization calendar", "semAdmin"
 ### Optimization seminar  : "Optimization calendar", "semAdmin"
@@ Line 41: / Line 41: @@
 ==How to Manage Iridia Seminars==
-When scheduling an Iridia seminar you can ask the speaker or the responsible of the seminar to complete the [http://iridia.ulb.ac.be/seminars/new-seminar.phtml New Seminar Form], an xml file will arrive to you mail with the information of the seminar. The IRIDIA seminars can be divided into two main types: internal seminars (IS) and external seminars (ES). Note that each class of seminars need a slightly different management procedure.
+When scheduling an Iridia seminar you can ask the speaker or the responsible of the seminar to complete the [http://iridia.ulb.ac.be/seminars/new-seminar.phtml New Seminar Form], an xml description will arrive to you mail with the information of the seminar. The IRIDIA seminars can be divided into two main types: internal seminars (IS) and external seminars (ES). Note that each class of seminars need a slightly different management procedure.
 # Ask for '''confirmation''' of the seminar date and time to at least one person from MD, MB, or TS.
@@ Line 64: / Line 64: @@
 * To be able to send emails to the Seminars mailing list you need to have the flag "mod" not checked in the Membership Management section of the Seminars mailing list.
 * Your email address needs to be subscribed to the list of forwarded addresses of "semAdmin@iridia.ulb.ac.be". Ask the administrator of iridia.ulb.ac.be if you need to be added.
 == Some notes about the Calendar software ==

@@ Line 1: / Line 1: @@
-== Responsible Must Be==
+== Description  ==
 # Add an entry to the IRIDIA Seminar Database (only for ES):
 ## Create a folder on your PC called "seminars/"
@@ Line 17: / Line 52: @@
 # Update the [http://iridia.ulb.ac.be/Calendars/month.php IRIDIA's Calendars] and book the seminar room:
 ## Login into the system
-## Add an entry into the seminar for the requested date using the format "[SEMINAR@IRIDIA] FirstName LastName: Title of Seminar"
+## Add an entry into the seminar for the requested date using the format explained previously.
 ## If the location is the IRIDIA Seminar room then fill the 'Location' field of the calendar with 'SEMINAR ROOM, IRIDIA'.
 ## Always use timed events and remember to add the duration of the event
 # Send reminders for the seminars (only in case of ES)
 ## Login into the [http://iridia.ulb.ac.be IRIDIA server]
@@ Line 31: / Line 60: @@
 ## Send reminder: "./semMail -s -r <key>"
 ## Ensure that the semMail script has a seminar admin email address as sender!
 == Some notes about the Calendar software ==

@@ Line 24: / Line 24: @@
 ### If the seminar is an IS add the entry to ("IRIDIA Seminars", " Robotics calendar", "Optimization calendar") depending on the particular case
 ### If there is the need to book the Seminar room add "Seminar room" in the participants (always for ES)
-### Always add an entry to "Common calendar" (semAdmin participant)
+### Always add an entry to "Admin calendar" (semAdmin participant)
 # Send reminders for the seminars (only in case of ES)
 ## Login into the [http://iridia.ulb.ac.be IRIDIA server]
@@ Line 30: / Line 31: @@
 ## Send reminder: "./semMail -s -r <key>"
 ## Ensure that the semMail script has a seminar admin email address as sender!
 == Some notes about the Calendar software ==

@@ Line 31: / Line 31: @@
 ## Ensure that the semMail script has a seminar admin email address as sender!
-=== Some notes about the Calendar software ===
+== Some notes about the Calendar software ==
 * We are using [http://www.k5n.us/webcalendar.php WebCalendar]. The current version is probably very outdated and may be a security risk. It should be (carefully) updated to use the version current in Debian, so it receives automatic security updates.

@@ Line 35: / Line 35: @@
 * We are using [http://www.k5n.us/webcalendar.php WebCalendar]. The current version is probably very outdated and may be a security risk. It should be (carefully) updated to use the version current in Debian, so it receives automatic security updates.
-* It would be ideal to find a way to add events directly from a script, so many steps above could be automated. Someone will have to read the WebCalendar documentation to find out if this is possible.
+* It would be ideal to find a way to add events directly from a script, so many steps above could be automated. It should be possible, since it is possible to [http://www.k5n.us/wiki/index.php?title=Main_Page#WebCalendar_Mini-Guides add events from external applications]. However, how to do it from a script is not clear. Someone will have to read the WebCalendar documentation to find out how to do it.
 == Useful Links ==