[On_site_list] JLab Adopts Event Policy to Avoid Scheduling Conflicts

[deborah magaldi]

To:        All JLab Staff

From:   Marty Hightower, Staff Services Manager

Date:    September 15, 2011

Subject: Jefferson Lab Events Policy: At-A-Glance Events Calendar

Recently, some scheduling conflicts have occurred with events held at 
the lab. In taking a closer look at the issue, we discovered some flaws 
in how and when events are posted to the Jefferson Lab At-A-Glance 
Events Calendar.

To avoid future conflicts, the lab is adopting a new procedure.

Any lab employee or user (or their designated support staff) planning to 
host or organize an event at the lab must submit the event to Staff 
Services. Staff Services will review all proposed events to ensure that 
the event is appropriate to be included on the Jefferson Lab Events 
Calendar.

To submit an event, click on the Lab Events/Calendar link on the 
Jefferson Lab home page. Then click on the link "Submit New Event" at 
the bottom of the calendar. Provide all available information, and then 
click on the "Submit Event Info" button at the bottom of the page. This 
will electronically transmit the proposed event to Staff Services.

If you have any questions or concerns about scheduling conflicts, 
contact Staff Services directly.

In order to reserve or allocate the appropriate facilities and resources 
for an event, Staff Services recommends that large events, major 
meetings and reviews, and events that include users or external guests 
be submitted to the calendar at least six months to a year in advance of 
the event date. For last minute or unexpected events, contact Staff 
Services immediately.

Questions should be directed to Cynthia Lockwood, x7389, or Stephanie 
Vermeire, x6930, Staff Services.

You may access the At-A-Glance Calendar directly with this link:
https://misportal.jlab.org/ul/calendar/calendar_main.cfm

-------------
Regards,
Deb Magaldi
Jefferson Lab
Public Affairs
12000 Jefferson Ave., Suite 15
Newport News, VA 23606
ph. 757-269-5102

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