Scheduling FAQ
General Information
The Wellesley College Scheduling System has been upgraded to a web based system - 25Live. The link for the site is available for all of your scheduling needs. All Faculty, Staff, and Students are encouraged to submit all requests via the Event Creation tab of 25live. You may access this site from both on campus and off campus:
Site Name: Wellesley College Scheduling
Site URL: https://calendar.wellesley.edu/25live
The Event Creation and Edit Wizard is how to request space, equipment, and services in 25Live. Please make sure to Sign In to 25Live using your domain credentials to view any user preferences you set, and to request your events.
What is 25Live?
25Live is a web-based scheduling and event publishing product developed by CollegeNET. The software package provides one centralized calendar, scheduling system, and data repository for events held at Wellesley College, yet allows individual users to maintain some of their personal scheduling preferences. 25Live enables users to view event information and request the use of space 24 hours a day, seven days a week from any computer with internet capability.
Who can use 25Live?
25Live can be viewed by anyone who visits the website. The default view allows visitors to view basic event information. Access to request the use of space and resources and view user preferences is only available after logging into the system with a valid Wellesley College user name and password.
Do I have to use 25Live to schedule events and request the use of spaces or resources?
Yes. 25Live is the only acceptable and recognized method for scheduling events on campus. 25Live is the system of record on campus and is used by all requesters, schedulers, service providers, help desk personnel, and dispatchers. It is the only recognized tool for obtaining services, reserving space, publicizing events, obtain space utilization data, and for safety and security purposes.
How does 25Live work?
25Live is a web-based product providing a better experience for all requesters, space approvers, schedulers, and service providers. Our database remains the same, and you have access to your past event information, as well. One of the campus schedulers will review your requests, and send you a confirmation when all of your arrangements have been secured. The new functionality will streamline all of your scheduling tasks into one program where you may check availability, view activities on campus, view and print your own confirmations, make requests for space and services, and find the important information you need for scheduling.
How does 25Live work?
25Live is a web-based product providing a better experience for all requesters, space approvers, schedulers, and service providers. Our database remains the same, and you have access to your past event information, as well. One of the campus schedulers will review your requests, and send you a confirmation when all of your arrangements have been secured. The new functionality will streamline all of your scheduling tasks into one program where you may check availability, view activities on campus, view and print your own confirmations, make requests for space and services, and find the important information you need for scheduling.
When should I receive a confirmation for my request?
Each scheduling office has its own policies for when you will receive your confirmation. We strive to reply to your request in a timely manner. Our goal is to turn around requests within 3-5 business days. The response may take longer if your scheduling office has received a large number of requests in a short period of time or if your request is for space or services requiring additional approvals.
How do I start my 25Live event request?
Jump to the Event Creation Tab to begin your request.Required fields are marked with a red asterisk *.Use the left panel to navigate to the various fields of information, or click the NEXT key. There are comment boxes at the top of each window which provided additional instructions. Favorite your organization, spaces, resources, and EVENTS to save your personal preferences for next time.
How do I submit a multi-date event request?
In the dates/time field of the Event Creation form, check the "Event Repeats" button and select a repeat pattern. A calendar will open for you to select all your dates. As long as the meeting series is for the same TIME of day, you may use this feature. If your times are different, a separate request should be completed.
**Please only submit a repeat meeting request for ONE semester at a time.
If the SPACE shows a caution symbol to alert you of conflicts, hover over the caution symbol for more information. This will tell you which dates in your series have a conflict. Typically, it is not all of your dates requested. Go to "Customize location assignment" on your location field to view all your dates. Uncheck the dates in red (conflicting), and chose another location for those dates. You may also remove the conflicting dates, if you decide not to meet on those.
How do I save my event?
Your event will be saved as a DRAFT.
STAR the event once saved
"X" out of event once saved
DRAFT events are then routed to a scheduling office for processing
Keep track of your drafts from the homepage
Your scheduler will email a confirmation once processed.
You may print a confirmation for your records. Go to the ACTIONS drop down menu from the event detail view. Please make sure your event is in confirmed state before printing this report.
Cancellations and changes require a minimum of 3 business days to process if no services are requested. Requests for all major changes (change in set-up, media or sound support services) must be received at least 10 business days before the event. Change requests received on shorter notice may not be guaranteed. If your request can be accommodated, you will receive a new and updated confirmation.
How do I make a change or cancellation to my event?
To modify your program, please follow these steps:
DRAFT requests
Simply modify request and re-submit (save)
Your scheduling office will simply take action on the revised draft
Your scheduling office will send a confirmation when complete
TENTATIVE or CONFIRMED event:
Go to Event Tab => Search for the event to modify => Open Detail view tab =>
Send email from "actions" menu to: eventsoffice@wellesley.edu
Write in the changes in the body of the text
Your scheduler will make the change and send a confirmation when complete
Can you do this for me? I can't use 25Live.
The Scheduling Offices do not make proxy requests for 25Live users. However, we do offer support and periodic training workshops for requesters, schedulers, and approvers. Please contact your scheduling office for questions on scheduling policies, or to request training.
Scheduling Offices:
Registrar's Office - http://www.wellesley.edu/registrar
Schedules curricular reservations for faculty and staff in classroom spaces based on information received from faculty and academic departments. A curricular event is one that is associated with a specific course, including regularly scheduled class meetings as well as one-time events such as a review session or film screening. A curricular space is one that is classified as a classroom.
Special Events - http://www.wellesley.edu/events/eventplanning
Schedules events sponsored by academic and administrative departments.
Student Involvement - http://www.wellesley.edu/studentlife/campus
Schedules events sponsored by a recognized student organization.
External Events - http://www.wellesley.edu/events/eventplanning
Schedules non-college sponsored events. Requests for external events must be submitted here:
Wedding/Commitment Ceremony Inquiry: For inquiries about holding your wedding, commitment, memorial or baptism ceremony at Wellesley, please first read this guide. Once you have read the guide, you can complete the form, and submit it by fax at 781-283-3676, mail (to ORSL, Wellesley College, Billings 204, 106 Central Street, Wellesley, MA 02481), or email to the Office of Religious & Spiritual Life.
25Live technical issues?
The browser used to access 25Live can also affect performance. Please use Mozilla Firefox, Google Chrome, of Safari for the best results. Internet Explorer is not recommended. If the site does not seem to load properly for you, try refreshing your browser or the screen you are in. It is also recommended to clear your browser's cache. For assistance, please call the Help Desk.
Although many people think of it as "just another website", 25Live is a complex, full-featured application that has the potential to be accessed by thousands of people at one time. Speeds can vary based on the speed of your network connection, available bandwidth, the number of users on the system and a number of other factors.
Additionally, the data in 25Live changes almost constantly. Using the system involves searching thousands of location, resource, organization, contact and event records to deliver the most accurate information in real time. That being said, performance enhancements and adjustments are being made with every new release.
Is there a way to see all my reservations?
When you are signed into 25Live, go to the Events Tab, Custom Groups, and view "Events You Have Requested" and view either a LIST of future events or CALENDAR that you may navigate through.
All requests are processed on a first come basis. When you submit a request, we recommend making this event a "favorite" by starring the event after it is saved. You may view your requests at any time on the homepage of 25Live. Your DRAFTS are your requests.
When may I submit my request for space or services?
Requests may be submitted anytime. We may keep the request in our queue and process at a later date. Requests must be submitted with a minimum or 3 days notice. Requests for activities occurring the same day as the request date will not be considered for scheduling.
Here is the scheduling cycle:
The annual scheduling cycle is established by allocating space in the following priority order:
Curricular Classes are scheduled into 25Live during the following estimated times:
Entered by end of June for Fall Semester
Entered in November for Spring Semester
Master Calendar of Events: List determined by Events Manager in conjunction with Student Involvement Director, to include annual institutional events such as Alumnae Achievement Awards, Orientation, Albright Institute, Spring Open Campus, Tanner, Ruhlman, Varsity Athletic competitions, Cultural Shows, Wilson Lecture, Convocation, and Commencement.
Departmental Events that have departmental space priority such as Theatre Programs in the Jones Theatre.
Faculty, Staff and Student Organization sponsored events and programs
What does Tentative State, Draft State, Confirmed State mean?
DRAFT
This is how most event requests are saved. Drafts are requests that will be reviewed and processed by a scheduling office. No space or services are held until an event has been changed to Tentative or Confirmed.
TENTATIVE
The scheduling offices will keep an event in tentative status until all details have been confirmed. Your confirmation holds the space for you, and your scheduler will change your event to confirmed once all of your details have been submitted. Once an event state is changed to confirmed, the service departments are notified of all the event details.
CONFIRMED
Your scheduler will modify the state to confirmed when all of the arrangements have been secured. At this point, the event detail is available to the service departments.
CANCELLED
An event that will no longer be taking place.
What should I do if I would like to have my external or private event at Wellesley College?
For inquiries about holding your wedding at Wellesley, please contact Amy O’Toole, Coordinator of Houghton Chapel and Multifaith Center, at 781.283.2615.
For inquiries about holding your wedding, commitment, memorial or baptism ceremony at Wellesley, please first read this guide. Once you have read the guide, you can complete the form, and submit it by fax 781.283.3676, mail (ORSL, Wellesley College, Billings 204, 106 Central Street, Wellesley, MA 02481) or email to the Office of Religious & Spiritual Life.
For more information please visit the Religious & Spiritual life website. Please contact Amy O’Toole, Coordinator of Houghton Chapel and Multifaith Center, at 781.283.2615, or by email with any questions.
Wellesley College facilities are not typically reserved for private parties. Members of the College community interested in hosting a private function on campus are encouraged to consider the College Club, which can be contacted at 781.283.2701.
We always recommend selecting a location that has the equipment you need already installed in the space. To see a list of "features" of a location, click the detail view of a space name. If you need additional services or equipment, search for these in the Resource area. You may also describe what you are looking for in the additional comments area of the request form, and your scheduler will assign the appropriate resources.
How do I request services and equipment ("Resources" in 25Live) for my event?
The following departments receive your requests through 25Live: Facilities, Campus Police, Media Services
The following requests need additional steps:
Conference Phone/Teleconferencing:
The Telecommunications Department loans speakerphones for group participation in conference calls. To request a speakerphone, complete the Speaker Phone Request form and send via e-mail to Teddie Borey
Catering:
web: http://www.wellesley.edu/catering/
Tablecloths:
Wellesley college has a limited inventory of tablecloths for your "non-food" tables (example: panel tables or registration tables) for events. If you would like linens on your "food" tables please request this directly from your Caterer.
How is the 25Live "Home Navigation" organized?
You may prefer a "Dashboard" view or "Calendar" view, on the homepage. You can switch your views at any time to see the information you need.
Hover over one of the tabs at the top to see what the area can do.
On the homepage, Dashboard view, your requests are saved as DRAFTS until they are processed by a scheduling office.
To view or edit your event DRAFTS (requests):
Just click on the drafts you have as a requester, on your homepage. You may edit your drafts as often as you need to, until they are scheduled.
