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Internet Based Scheduling for EPS Computer Projectors and Notebook Computer

One of an eclectic series of notes on how to do things on the EPS network, by Jim Connolly (connolly@unm.edu)

(Revised April 2, 2008)

We use Yahoo Calendars to schedule time on our Dell Notebook computers and our Mitsubishi and Epson portable computer projectors used for class and research presentations. This document contains detailed step-by-step instructions as to how to use the calendar system to check on availability and to schedule your time.

Several of our classrooms (105, 115 and 340) are equipped with installed digital projectors and computers and the notebooks and projectors discussed here are not needed in these rooms. Two rooms (146 and 117) have digital projectors installed; use of a notebook computer is required in these rooms.

Important Note: At this time, scheduling for the Toshiba Projector and Computer cart system is not online. It is handled by Cindy in the main office.

• Since the calendars may be changed by anyone who has the username and password we ask that users keep the password confidential and be careful and courteous in how they schedule their time.
• Very Important: If you going to use a portable projector and notebook computer, you must schedule each device separately.

Scheduling Time with the Calendars

1. Connect to http://calendar.yahoo.com and login. The following table shows the name of the resource and the corresponding calendar used to schedule it. All Faculty, Staff and Graduate Students can obtain the passwords from Jim Connolly (by email to connolly@unm.edu) or from Cindy Jaramillo in the main office.

We have two other "legacy" notebooks (A Dell C-600 PIII and a Dell CSX PIII, each with 256MB RAM) that may be checked out from the network administrator for short-term travel or field use that are not scheduled by these calendars.

The public "read-only" version of the calendars may be viewed without a password by connecting the following URLs:

• Mitsubishi Projector: http://calendar.yahoo.com/epsproject1
• Epson Projector: http://calendar.yahoo.com/epsproject2
• Dell C-600 Notebook: http://calendar.yahoo.com/epsnote1
• Dell CSX Notebook: http://calendar.yahoo.com/epsnote2
• Dell D-610 Notebook: http://calendar.yahoo.com/epsnote3

2. The calendar will load showing today's times in 1 hour intervals. There will be a small month calendar to the left of today's calendar. Click on the day for which you want to schedule time, and the daily schedule will display for that day.

3. Click on the desired start time for your session (the underlined link on the daily schedule) and the "New Event" window (shown below) will appear:

The "event" is used to block out the time you will have the reserved equipment in your possession. Note that this time is from when you pick up the equipment to when you return it, not the time of your presentation. The following items should be entered:

• Title: This should include your full name, and must be entered.
• Date and Time: By default, the date and time you clicked to add the event will be shown as the start time. It may be changed here if necessary to start at any time or date you choose. It is your responsibility to assure that your schedule does not conflict with anyone elses'. The smallest time block is 15 minutes. After start time is selected, choose the duration of the event. If you will pick up the projector at 10 AM and return it at 1 PM, the duration is 3 hours. If you will pick it up at 4:30 PM and return it a 9AM the next day, the duration is 16 hours, 30 minutes, however the maximum time block that the calendars will accept is 12 hours. The calendars start at 7AM and end at 11PM. You will need to schedule overnite items on successive days separately.
• Notes: It is suggested that you put your Username and/or Email address in this field, to make you easy to contact if there is any problem with scheduling that comes up.
• Phone: If you put a phone number here, it would assist the network administrator in contacting you should that be necessary.
• Type and Sharing should be left as shown above (Appointment and Public).

4. There are three optional items in the event schedule, Repeating, Reminders and Invitations are fairly useless as they can only be used to remind Jim Connolly of your use and he gets enough Email as it is. Repeating is another story.

5. Using "Repeating Events" is the preferred way of scheduling for regularly scheduling use for class periods. Click on "+" in the "Repeating" heading to bring it up. A sample window is shown below:

The default for a new event is to not repeat. Repeating events may be selected by a variety of combinations (i.e., Every Tuesday and Thursday, Every Third Wednesday, Last Wednesday of every other month, etc.) using the frequency choices given. For events that repeat, avoid scheduling them individually. Please note that there are a large number of repeat combinations making individual scheduling unnecessary for these events. For a repeat event (usually classes) you may schedule all of the days the class meets, and then remove those unneeded days individually (i.e., breaks, exam days, etc.); this makes the calendar much easier to manage. For repeat events, always be sure to specify an end date beyond which your event will not repeat.

Important note: After scheduling repeating events, you may remove individual events without disrupting the schedule as a whole. This is particularly useful for classes when equipment will not be needed on certain days (i.e. exams or field days). Please be careful how you use repeating events -- scheduling and not using the equipment is disrespectful of other users and is strongly discouraged.

6. When you are done entering the info for your event, click the "Save" button. Make sure the calendar shows the schedule you want before you quit or schedule anything else.

7. If scheduling two devices simultaneously, you will need to log off your first calendar and log on to your second to schedule the second device. Each device is a separate calendar. You cannot schedule another device until you log off from the first. This also applies if you have a personal Yahoo Email address; you must log off to use the device scheduling calendars. This is a free service. It's not perfect but it works. Don't complain.

Changing or Deleting Scheduled Times

Any entered event may be deleted or modified. Follow steps 1 and 2 above to log in, then:

1. Click on the day for which you have scheduled time, and find your scheduled entry.

2. Click on the "Event Name" (i.e., Your Name) which is underlined as a link. This will bring up the Edit event window, something like the one below:

3. To delete the scheduled event, click on the "Delete" button, and confirm that you want to delete the event. If it is a "repeat" event, it will ask if you want to delete only this occurrence or all scheduled occurrences. You may also convert a single event into a "repeat" event by clicking on repeating and modifying the repeat parameters.

4. To modify the scheduled time or duration, change the Date and Time entries as appropriate, and when you are done click on the "Update" button to modify the event.

Scheduling Policy

Keep the following scheduling guidelines in mind when reserving your time.

1. Only Schedule times you will actually use. If you have a class every Thursday at 10 AM and you plan to use a device for most classes, it is acceptable to schedule that time slot for the whole semester, but you should remove the times that you won't use it (i.e., exams, holidays, etc.).

2. Schedule use from pickup time to return time, and return devices on time. Failure to do this can result in devices not be available when scheduled. Contact Jim Connolly if you have problems with this. If necessary, you may borrow keys to my office from Cindy to return items if I am not available.

3. Any scheduling system requires mutual respect among users. Only reserve time on equipment and time you will use, and be respectful of the needs of other users. If scheduling conflicts arise, individuals with conflicting schedules should meet and work out the schedule. We now have two portable projectors, two notebooks and a cart-mounted computer and projector, and should be able to work out acceptable schedules for use in most situations.

Final Words

To use the equipment, you will need to use the calendar to schedule it. It is each user's (and not the Network Administrator's) job to schedule their own time for these systems.

Please direct comments, feedback and suggestions to Jim Connolly by phone (277-9447) or Email (connolly@unm.edu).

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