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

Event State  |  Services & Equipment  |  Publicity  |  External Events

General Information

The Wellesley College Scheduling System is a robust 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://25live.collegenet.com/wellesley/

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 may not be considered for scheduling.  

Wellesley College scheduling cycle

The annual scheduling cycle is established by allocating space in the following priority order:

I.  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

II.  Institution Wide Events:

Events that need spaces across campus during the timeframe that they occur.

Orientation, Family Weekend, Spring Open Campus, Ruhlman, Tanner, Reunion, Commencement, Albright Institute. Most of these event dates can be viewed on the KEY DATES schedule.

III.  Curricular Events that support the work  of students  for the credit bearing class throughout the semester.  

These would include: Music Student Ensemble performances;  CAMS films; Visual Art Exhibits; Theatre student performances.  

IV.  Master Calendar of Events:

List determined by Events Manager in conjunction with Student Involvement Director, to include annual institutional events such as Lecture Series, Varsity Athletic competitions, Cultural Shows.

V.  Departmental Events that have departmental space priority:

Examples: Theatre Programs in the Jones Theatre, or CAMS films in Collins Cinema.

VI.  Faculty, Staff and Student Organization sponsored events:

These programs are taken on a first in, first scheduled cycle.

 

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 direction boxes in each field of the Event Creation Form 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 Requestor.

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.  Requests for space for the next semester or further into the future will take longer to process. The scheduling offices process those requests that are for the current month first, and there is a high volume of those on a daily basis.  Requests for the future must be reviewed carefully using the Scheduling Cycle found in this document.

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 College, please visit  the Office of Religious and Spiritual Life website or the Ceremonies at Wellesley College website, or contact the Chapel Coordinator at 781-283-2615.

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.

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 LTS Speaker Phone Request.  There are also several locations where speakerphones are now a permanent feature of the location.  In 25Live, jump to the locations tab, then click on "More Search Options" by the search field.  Search in the Features drop down menu for : "LTS: Telephone: Conferencing Phone" and run your query to view a list of locations with this feature.

Catering:
web: http://www.wellesley.edu/catering

Tablecloths:
The Events Office does not maintain an inventory of tablecloths. If you would like linens on your "food" tables please request this directly from your Caterer. If you need cloths for registration or panel tables, you will need to supply these. Wellesley Fresh Dining Services may be able to order cloths for your event with enough advance notice.  Contact Cherie Tyger for more information at ctyger@wellesley.edu.   The College Club does rent plain white linens.  Contact Maria Tzigizis for more information at mtzigizis@wellesley.edu.

 

Publicity for my event

25Live scheduled activites are publicized on two available calendaring systems. The 25Live sponsor of an event may select ONE category in 25Live to direct publicity onto a calendar. If no categories have been checked, then the event will not be included on either calendar. The system refreshes after 20 minutes.

Community Calendar  @MyW/Important Links

On campus viewing only (to see all community events plus public events)   
(for all 25Live users who select to publish their event to the community only.)

Public Calendar

Public viewing only (for all 25Live users who select to publish their event to the public)

 

Best Practices to maintain a robust calendaring tool:

Event sponsors can edit their publicity Name, Title, Description, and choice of calendar anytime.

Create a dynamic NAME in 25Live that will stand  out on the calendar listings.  
DO  name your event:   Science Center Summer Program Lecture
DO NOT name your event:  Lecture

Add a dynamic TITLE in 25Live if the name needs further enhancement.  
DO Name:  Theatre Presents "Into The Woods".   Title: Directed by xxxx
DO NOT name your event:  Performance

Create a full PUBLICITY DESCRIPTION (HTML enabled) text in 25Live and link to your website, registration site, and more using the icons and html capabilities of this field.

All 25Live users on campus have full access to edit your publicity fields in 25Live.  

Event sponsors select their one calendar choice in 25Live.  Selecting only one will avoid duplicate entries on the calendaring system.    If no calendar choices are selected, then the event will not publicize on any calendar.

Calendar: Alumnae (Public)

Calendar: Arts and Cultural Events(Public)

Calendar: Athletics (Public)

Calendar: Community ONLY (not public)

Calendar: Lecture, Panel, Symposium (Public)

Calendar: Omit From All Calendars

Calendar: Parents and Families  (Public)

Calendar: Religious/Spiritual  (Public)

Calendar: Student Organizations (Community)

 

Phase I of the calendar roll out (Summer 2018) does not include the ability to  include photos or postering.  Instead, it is  recommended that you use rich text to promote your event with the same content you would typically have on your poster.  If your poster is already on your website, just use the link button to direct guests to your website.   The Publicity information in 25Live is very similar to using Drupal.

 

The new tool is LIVE, providing updates to any events a user has created or edited in 25Live and has checked any ONE box in the calendar options of the event form in 25Live.   This Is  a robust calendaring tool that  you can use to subscribe to events, add  events  to your  personal calendars, and share on social media or via email.

Questions?  Contact eventsoffice@wellesley.edu or your scheduling office.

Additional areas of publicity opportunity

  • Public Event: Communications and Public Affairs may assist you in additional promotional vehicles. As long as your event is scheduled in 25Live, then Public Affairs may assist you with adding any additional promotional materials. This office maintains the events website that promotes events with additional content they produce.
  • 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
    • Social Media
  • Plasma Display Screens around campus: These display screens are administered through Communications & Public Affairs. See the video screen guidelines for details on locations, screen specifications, and instructions for submitting files.

Spam Policy for Students

For additional information about publicizing your event, contact:

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 College, please contact the Coordinator of Houghton Chapel and Multifaith Center, at 781.283.2615.

Information: please visit the Religious and Spiritual life website or the Ceremonies at Wellesley College website.