Scheduling FAQ

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General Info  |  About 25Live  |  Using 25Live  |  Scheduling Options

Departmental Approval  |  Timing  |  Scheduling Cycle  |  Make a Request  

Multi-date Request  |  Conflicts  |  Searching  |  Confirmations

Change/Cancel Event  |  Training  |  Technical Issues  |  Request Timing

Event State  |  Services & Equipment  |  Publicity  |  External Events

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 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 and location 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.

25Live is the only recognized tool to schedule events and request the use of space, services, and equipment.

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.

What if I want to use a space on campus that needs departmental approval?

All space on campus may be requested for use, as all space is institutionally owned.  Many of the locations on campus are managed departmentally.  Requests for departmental space will be routed to the authorized space approver within 25Live.  View a location detail tab to see if a location is departmental. 

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.

Wellesley College 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, or CAMS films in Collins Cinema.

Faculty, Staff and Student Organization sponsored events and programs

How do I make a request for space on campus?

1.      Simply Log in to 25Live with your DOMAIN credentials.

2.      Jump to the Create an Event  button

3.      Complete the fields in the form, and click Finish.

4.      Favorite your request to save on your Home tab

TIPS:

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.

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 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.

**Please omit dates that the Registrar’s Calendar shows as a holiday, or special event date in which no other activities may meet on campus.  If you are meeting on that date, please add a comment so the scheduling office does not cancel the date.

Location Conflicts and Availability

If the SPACE shows a caution symbol to alert you of conflicts when completing the request form, hover over the caution symbol for more information.  This will tell you which dates in your series have a conflict.  For multi date events,  the conflict is not typically effecting 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.

You may jump to the location by clicking on the bold location name, and then viewing the availability for the DATE you are requesting.  This grid will provide a clear picture of available times in WHITE and conflicts in GREEN.

Finding my events in 25Live

Your event requests will be saved as a DRAFT until a scheduler has processed your request. Keep track of your drafts from the homepage dashboard.

 

Your scheduler will email a confirmation once processed.  To quickly view a listing of all events that have been processed by a scheduling office, click on the # of events as Reqester.

Alternate method: 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. 

Still can’t find your event?

Simplest method to locate an activity:

Quick Search Menu on Home Tab

Search by populating one distinguishing word in your event name.  Ex. Budget

- OR - 

Search by the location you have been confirmed in.  Ex. Collins Cinema.  If you know the building, but not which space, type the building.  Ex. Pendleton

Viewing Event Details

**EVENT PREFERENCES ARE ONLY WHAT YOU REQUESTED, THEY MAY NOT BE WHAT IS SCHEDULED!

**ALWAYS click on the "+" sign to the right of Assignments to view the details that have been scheduled. Here is an image of the expanded window to see what is scheduled. 

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. 

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 make a change or cancellation to my event?

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.

To modify/edit your program, please follow these steps:

**Not all users have EDIT rights to their event.**

If you have EDIT rights, you may only have access to modify select fields of information. Go to Event Tab => Search for the event to modify => Open Detail view tab =>

1.       Select the EDIT button to modify your event.

2.      If you do not have EDIT rights, or cannot modify the field of information you require to change, then follow these steps:
Send email from "actions" menu to your scheduler by checking the box next to their name.
Write in the changes in the body of the text
Your scheduler will make the change and send a confirmation when complete

Are there training opportunities for 25Live?

We do offer support and periodic training workshops for requesters, schedulers, and approvers.  Please contact swillis@wellesley.edu 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. 

To report a technical issue you are experiencing, please email or contact the Help Desk.

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.

DENIED

Your request could not be processed. 

How do I request services and equipment ("Resources" in 25Live) for my event?

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. 

 

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.

 

Publicity for my event

25Live is also a publishing tool, but Wellesley College is currently using another method for displaying your scheduled events on the Wellesley College homepage and Campus Calendars.  Currently, there are several methods in 25Live to ensure your activity receives the publicity you prefer:

Areas of publicity opportunity:

*  Public Event:  Communications and Public Affairs may assist you in promoting your event on the Wellesley Homepage, as well as some Wellesley bulletins that are distributed via email.  As long as your event is scheduled, and you have checked the publicity box(es) marked “public” in 25LIve, then Public Affiairs may assist you with adding any additional promotional materials.

http://www.wellesley.edu/events

*  Campus community publicity:  

Campus Calendar.  You don’t need to mark any publicity area in 25Live for your event to make it onto the Calendar.  There are several categories of events, or an “all events” category to search for your activity.  

https://events.wellesley.edu/eventscal.php?filter=allevents

Postering:  In the hopes of a more sustainable community, it is recommended that posters are shared electronically, versus a paper copy.  Here are some areas to share your publicity electronically:

Google Groups:  Fac/Staff and/or Community Announcements

or use Social Media

Plasma dislplay Screens around campus:  These display screens are currently programmed individually by the building manager, or activity coordinator.  You may send these contacts your information for postering, and ask for permission to display:

Alumnae Hall Scott Gordon

Campus Center Entrances Lynne Payson

Campus Center Dining Areas CC Cook

Clapp Library Veronica Brandstrader

Davis Museum Sarina Y. Khan-Reddy

Dining Halls Eric Gudmundson

Founders/Green Halls*

Jewett*

Koehane Sports Ctr Martha Dietrick

Pendleton*

Schneider/Billings Coming in 2014/15

Science Center JoNan Bilodeau

*Currently no plasma display, or not capable of displaying publicity materials

How to Control the Publicity  Data in 25Live in 3 steps:

1.  Create a catchy event NAME (limit 40 characters) and TITLE
2.  Visit the Event Details field to communicate AUDIENCE  (Ex: “Invitation Only”, or “Open to Wellesley, Olin, and Babson Students”) and add a WEBSITE url
3.  Visit the Publicity field to add your event description and select the calendar options

Publicity Description (HTML-Enabled)

This is a text area for publicity purposes. This detail will be shown on the campus calendar detail view, as well as other publicity areas of the college website. HTML language acceptable.

**CAUTION:  If you need to EDIT your Publicity Description, please send the update to Public Affairs.  Once the description is posted on the website(s), it can ONLY be edited by Public Affairs.  

Select Publicity Calendars that you want your event displayed on:

Any PUBLIC category will display on the Wellesley Homepage, as well as the Campus Calendars, both on campus view, and public view.

**CAUTION** Please be aware that by selecting Public, you are aware that any website, or media source may also post your activity.

If you do not select any category, your event will simply display on the Campus Calendar, on campus view only

If you select Omit from ALL calendars, your event will not be publicized, and can only be seen in 25Live for scheduling purposes, service providers and campus safety.

For Additional Information about publicizing your event

 

Communications & Public Affairs
Wellesley College
106 Central Street
Wellesley, MA 02481

 publicaffairs@wellesley.edu
Tel: 781.283.2373

 

What should I do if I would like to have my external or private event at Wellesley College?

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.

For inquiries about holding your wedding at Wellesley, please contact Amy O’Toole, Coordinator of Houghton Chapel and Multifaith Center, at 781.283.2615.

Ceremony inquiries: 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.

Information: please visit the Religious & Spiritual life website

Questions?  Amy O’Toole, 781.283.2615, or by email

 

Related

Contact Us

Office of Events
 


Physical Plant, Suite 100
Wellesley College
106 Central Street
Wellesley, MA 02481

E-mail: eventsoffice@wellesley.edu
Tel: 781.283.2375
Fax: 781.283.3684