CENS Seminar Coordinator Instructions
From CSL Wiki
- For first-time coordinators, this happens:
- Get swipe card access to 4760
- Talk to Terry Valai <terry@cs.ucla.edu> (Ultimately, you will be redirected to Susanna in BH 4403, so it may be better to approach her directly)
- Get an account on the LECS Wiki: http://www.lecs.cs.ucla.edu/wiki
- Email adparker AT gmail DOT com with your desired user-name.
- Become a member of cens@cens.ucla.edu and cens-seminars@cens.ucla.edu for sending out announcements
- If you are affiliated to the EE department, email eehelp@seas.ucla.edu, to tell them that you will be sending out emails for seminar announcements to eegrads@ee.ucla.edu, so that they allow you to send an email directly to the list in future
- Once a quarter this happens:
- Get a username and password from the last coordinator to access the Intranet at the CENS website.
- You need these credentials to create events on the website.
- Room reservation
- Coordinate with Xuan-Mai < xuanmai@cens.ucla.edu> and Terry < terry@cs.ucla.edu > to reserve 4760BH for an entire quarter about a month before that quarter starts, including summer. The booking process for the next quarter starts in the 8th week of the current quarter.
- Go to http://www.cs.ucla.edu/ and then click on calendars, and then Commons-4760 to see potential conflics.
- For dates that have conflicts, try to reserve the Penthouse (Boelter Hall 8500). Check http://www.matserv.ucla.edu/Materiel_Services/Penthouse/penthouse.html to see the booking schedule and contact Xuan-Mai Vo to book.
- In case Penthouse is booked too, try 4275 BH or 67-124 EIV or CENS Main Conference Room (contact Xuan-Mai Vo and Emy Murakawa).
- Room reservation process
- Step 1: Go to website: http://www.cs.ucla.edu/cgi-bin/webevent.cgi?cmd=login&ncmd=startup
- Step 2: Type in Username – “cens” and CENS password (contact Xuan-Mai Vo if you don't know it)
- Step 3: You will then be able to view all calendars available for reservation. Select, "Commons - 4760".
- Step 4: Select “Add Event” (Orange button on Top Right Hand Corner of webpage)
- Step 5: Fill out the required online form
- Step 6: Click on “Submit Event” to have your request reviewed and approved.
- One week before the beginning of the quarter, email EE chair's assistant (eechair AT ea DOT ucla DOT edu) the URL (http://www.cens.ucla.edu/Events/) of the list of the events. Ask the assistant to include the URL in all the weekly newsletter throughout the quarter.
- For every speaker, this happens:
- Pick a date
- Send them to the following URL for them to pick a date:
- Have them tell you what date they want
- Log in to the wiki and update the calendar
- Tell them to email you a title as soon as possible
- Tell them to email you an abstract and bio a week before
- You will have to send them a reminder email
- Tell them to email you the slides at least two hours before the talk (because slides are not very legible over the video link, and hence, its good if the people at USC have a local copy)
- You will have to send them a reminder email
- Update the CENS web site with the speaker information
- Go to http://www.cens.ucla.edu/
- Log in
- Click on "Intranet" at the top
- Click on "Events Repository"
- To Add a new event,
- click on the Add Event link
- Fill out what you can
- Select the CENS technical seminar
- Select the Display details box if you have filled in the abstract and bio
- The week before a scheduled talk
- Send speaker a reminder to the speaker asking for the abstract and bio
- When you get the abstact and bio, update the existing event on the CENS web site
- If the speaker is coming from outside UCLA, ask "Amy Law" <amyslaw@cens.ucla.edu> to arrange appropriate parking permission for the speaker.
- Also put the speaker in touch with Kim Goodine regarding this.
- Every Monday, Unconditionally...
- Email the lunch gang to tell them whether or not there is a talk on the following Friday:
- "Amy Law" <amyslaw@cens.ucla.edu> and "Samantha Tran" <stran@cens.ucla.edu>,
- Every Wednesday (if there is a talk)
- Email dist-grads@cs.ucla.edu, eegrads@ee.ucla.edu (if you are a member), cens@cens.ucla.edu, cens-seminars@cens.ucla.edu
- And CC the LUNCH GANG
- Every Friday (if there is a talk)
- In the morning (the earlier the better) send a reminder email cens@cens.ucla.edu.
- Set up the A/V. Easier to show than to describe. But here are some extra notes:
- The office suites in Boelter Hall are locked between 12:00 PM and 1 PM.
- There are laminated instructions on the portable polycomm that will help with trouble-shooting.
- Bring a back-up laptop.
- Bring a USB memory stick.
- I suggest starting to set up the A/V at around 11:40 AM. If you run into problems, you can catch certain people before they leave for lunch. If you have doubts, consider the following potential problems:
- Can't get into the office suite.
- Can't get into Deborah's office.
- A/V is not in her office.
- Can't get into 4760.
- 4760 has been double booked, or you forget there was a conflict and need to move the talk.
- Problem setting up A/V.
- Projector bulb is burned out.
- 4760 is totally trashed from an earlier meeting.
- Remote control for Polycomm is missing.
- Remote control for TV is missing.
- Batteries in remote control are dead/missing.
- A/V has been completely unplugged or reset, and you have to reconfigure everything.
- Speaker has problems connecting to projector.
- Speaker needs to use your laptop for the talk.
- People teleconferencing in are having problems connecting.
- You're attacked by ninjas.
- Bring 2 copies of this sign-in sheet to the talk.
- If you get into trouble, here's a list of previous coordinators who may be able to help:
- Andrew Parker, adparker AT gmail DOT com
- Roy Shea, roy AT cs DOT ucla DOT edu
- Rahul Balani, rahulb AT ee DOT ucla DOT edu
- Vinayak Naik, naik AT cens DOT ucla DOT edu
- Sasank Reddy, sasank AT ee DOT ucla DOT edu
