Scheduling FAQ

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Scheduling Guidelines

Please view current guidelines for reserving space on campus.

25Live is the system of record on campus for registering events 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.

Each scheduling office will only process reservations for on campus locations that are meeting the core mission and servicing essential business at this time. We will process all virtual activities that you are drawing an audience from the community or public. 

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Centralized Scheduling System, 25Live

The Wellesley College 25Live Scheduling System is a robust space management system and inventory control system for spaces and services.  The link for the site is available for all of your scheduling needs. All Faculty, Staff, and Students are encouraged to register all use of space including outdoor space, virtual programs, and indoor locations. You may access this site from both on campus and off campus. 

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.  25Live is the communication tool to service departments for event set up, audio visual needs, equipment orders, and more.  CollegeNET is a preferred partner of Workday for Student Information Systems.  25Live integrates with TMA,  publicity calendars, with Presence, Active Directory, Google Calendars, and more.

The Event Form 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. 

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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.  Your system rights may differ depending on your role on campus as a requester of space and services, approver of space and/or services, or a super user to update system data.

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Express Scheduling

Express Scheduling is a new tool as of summer 2020 to allow some spaces to be available for self scheduling.  The intended use is for a one time use, not recurring, that does not need any services.  Spaces that have been programmed in the Express Scheduling window on the dashboard of 25Live may be scheduled and canceled without routing to a scheduling office.  If your department is interested in opening any space for use this way, please be in touch with Sarah Willis, System Administrator, to discuss this opportunity.  

Site Name: Wellesley College Scheduling
Site main URL: https://25live.collegenet.com/wellesley/

Visit here for directions for using Express Scheduling.

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Departmental Space and obtaining permission for use

All space on campus may be requested for use, as all space is institutionally owned.  Many of the locations on campus are managed departmentally, however, and will require approval.  Requests for departmental space will be auto routed to the authorized space approver within 25Live.  View a location detail tab to see if a location is departmental.  Please allow for more time when requesting a departmentally approved location.  A minimum of 5 days advanced notice is preferred.

If you are a departmental space approver, view the training documents or email the Events Office with questions.

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When to reserve space and/or resources?

Requests may be submitted anytime.  The more advanced notice you can provide, the better opportunity for a successful event.  There are times of year that we may keep the request in our queue and process at a later date. This is especially true if classes have not been finalized.  See the scheduling heirarchy title on this page for more information.  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 during high volume times.  If business demands a quick turnover of your request, please do not select a location needing additional approvals.  It is best to select a space that has everything you need, is open during the time you need it, and is staffed.  The Lulu Wang Campus Center is the best option for quick reservations. 

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Scheduling Cycle or Heirarchy

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:   Scheduled by end of June for Fall Semester;  Scheduled in late November for Spring Semester; Scheduled in April for Summer.

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 Office team 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. For example: Theatre Programs in the Jones Theatre, or CAMS films in Collins Cinema, or Humanities events in Newhouse.

VI.  Faculty, Staff and Student Organization sponsored events:
These programs are taken on a first in, first scheduled cycle.

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How to request space and/or services?

FIVE simple steps to submit a space request

  1. Simply Log in to 25Live with your DOMAIN credentials.
  2. Jump to the event form button
  3. Complete the fields in the form, and click Finish.
  4. Your event will be submitted to a scheduling office to process, unless you have special permissions or have used the Express Scheduling Window for a location that offers this.
  5. You will receive a confirmation when scheduled

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. 25Live 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.   

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Can I request multiple dates with varying times?

In the dates/time field of the Event Form, you'll find an additional time field.  After you select your first date and time, you can then click on the calendar to add individual dates or select the Repeating Pattern button to select this. You want to select all your dates before adjusting any times.

Important when scheduling multiple dates:

View All Occurrences  to verify that your list of dates has been selected correctly.  Here is where you also have the opportunity to ajust the time for each occurence.  Just modify the time(s) and save.   If you need to meet more than one time period on one date, open the date occurrence and select "add" at the bottom to have a second time frame scheduled on the same date.

**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.

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What to do when there is a location conflict?

Viewing availability for most acurate information

The ONLY view in 25Live that shows you all activities occurring in a location and the times available to reserve is the availability view.   

TIP:  Use the quick search menu or the more menu to find the search for locations.  Populate the search field with a building name to see ALL activities occurring on the availability view.  Scroll through the calendar to view more dates.

EX:  You can populate either "Pendleton East" or "PNE" then view results using availability view, not calendar view

If the location 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.

 

25LIve Blackout Dates

The following is a list of key dates that are programmed as "Blackout" in 25Live.  This term is used to gray out a date or dates to alert users that there may be a conflict. A Blackout is only a warning. You may still proceed with your request but please view what the blackout flag is alerting you.  Requesters may still submit their event request, and scheduler's have override permissions to schedule activities during "Blackout" dates.  This tool is just a helpful way to alert all users that these activities are occurring.  

View the campus  KEY DATES  to see a current list of blackout dates.

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How may I view all my events?

Your event requests will be saved as a DRAFT until a scheduler has processed your request (unless your permissions allow you to schedule). 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.

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.  

OR

Quick Search Menu

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

OR

by Location Name.  Ex. Collins Cinema.  If you know the building, but not which space, type the building.  Ex. Pendleton

 

TIP:  If you need to track all reservations made by your department or organization, use the Quick Search for Events and leave the field empty.  Below the open field, click on the organization parameter and find yours.  Search all events sponsored by your organization.  When the search results populate, you have the opportunity to SAVE the search for future use. 

  • Cabinets
  • Organizations
  • Types
  • Categories
  • Roles
  • States

 

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When will I receive a confirmation?

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 2-5 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.

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How do I read my event information?

Details

After clicking on a linked event name, the main details view is displayed. An event summary with the event name, event state, event reference, dates (including repeat occurrences), and location(s) and resource(s) for the event. You can refresh the summary using the refresh icon 

refresh icon

 in the upper-right of the summary area.

Inline Editing of Event Details

Many event details can be quickly edited inline from the details view, including Event Name, Event Title, Event Type and more.

Occurrences

To View and Edit Individual Occurrence Details

 
Image: Arrows in the Event Occurrences section expand/collapse details.

The Event Occurrences section provides arrows to expand/collapse occurrence details. As illustrated above, use the arrows on the title line of the event occurrences list to expand/collapse all occurrences, and use the arrows on each line to expand/collapse individual occurrences.

Animation of expanding event occurrence
Image: The expanded details for an event occurrence also include a display start and end time.

When expanded, each occurrence displays extra details including start and end times, locations and layouts, resources and quantities, and special instructions. Location and Resource icons in black and white are saved as preferences.

 

 

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How to edit or cancel an event?

Cancelations 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. Most users may use the inline editing option on the event details view.  Update the event name, event title, expected attendance, contact name, sponsoring organization, event description.  Add an event category or update an existing one to have your event publicized. 

Most users do NOT have rights to edit date, time, location or services as these can edits can impact interfaces systems.  Email your scheduler to request these changes.  From the MORE menu when viewing your event information, select email and send to the scheduler with text of what you'd like to edit.

Your scheduler will make the requested change(s), notify any other offices effected, and send a confirmation when complete.

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Serving food and beverage and other event services requiring special permissions?

Hiring a caterer and serving food
Wellesley College Dining Services is not contracted to do catering or bar service. Event sponsers are responsible for orgainizing catering and beverages.  Caterers must have a Certificate of Insurance on file with the Purchasing Department in order to serve food on campus.  Our buildings and grounds are not all set up to support a catered event so please review logistics with your scheduler before hiring catering or food deliveries.  Please view the catering website for more details.

Food Truck Policy
We adhere to the Town of Wellesley policies. Please view the information outlined on this website for more information.  Food Trucks are not allowed in all areas of campus so please check with your scheduler.

Serving Alcohol
In order to serve alcohol, we follow the Town of Wellesley guidelines. If your event is welcoming students, please consider alternative beverages to alcohol.  You must hire TIPS servers to serve alcoholic beverages.  Please check with your scheduler.  For Student Organizations, the policy may be found here.

Film Rights
View current film right protocols here.

Speaker or Performer contracts or riders
Please do not sign a contract without reviewing the details with your scheduler first.  There may be items that the college can not provide or agree to.  

Tablecloths
The college 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.

 

 

 

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25Live Training Opportunities?

We do offer support and periodic training workshops for requesters, schedulers, and approvers.  Please contact the Events Office 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.

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What do the different Event States 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.  

CANCELED
An event that will no longer be taking place.

DENIED
Your request could not be processed. 

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How do I order equipment and services to support 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 space and resources. 

The following departments receive your requests through 25Live:

Facilities, Campus Police, Media Services

 

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How to publicize 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

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.

 

Subscribe to events and add to Google Calendar:

SIMPLE DIRECTIONS:

  1. Visit the Community Calendar
  2. Select Calendar(s) you are interested in subscribing to OR select the one event you are interested in subscribing to and click “subscribe”
  3. Select iCalendar subscribe and copy the provided link
  4. Visit your Google Calendar and above My Calendars on left, add by URL and paste the link
  5. Be patient!  The feed can take up to 12 hours to show on your calendar.

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

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25Live Technical Issues?

Best performance of your browser:  Please keep your browser updated to the latest version.  It is also a best practice to clear cache from time to time to keep all web based systems operating at optimal levels.

Logging in:  Use your domain credentials to log into 25Live.  If you have any issues logging in, please report to the help desk.

25Live performance is not optimal:  The system is not displaying results you are accustomed to viewing or something is not running as smoothly as you are used to experiencing: Please touch base with the Functional Administrator to report an issue.  Often this is due to a browser issue, but the administrator can run a few checks.

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.