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--- information_for_admin [2025/02/17 14:41]
saenz created
+++ information_for_admin [2025/02/17 15:40] (current)
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 =======Information for Admin=======
-The following items are taken care of by Admin:
+**Administrative Responsibilities:**
+  - **Speaker Logistics:**
-  - Contacting Speaker to arrange travel and lodging, based on travel dates determined by the Host and Speaker.
+    - Coordinate travel and lodging arrangements with the speaker based on travel dates determined by the host.
+    - Obtain and disseminate the speaker's title and abstract.
-  - Contacting the Speaker about their title and abstract.
+    - Distribute speaker guidelines found [[https://wikihost.frib.msu.edu/NuclearTheorySeminar/doku.php?id=information_for_speakers|here]].
+  - **Scheduling and Communication:**
-  - Sending the Speaker the Guidelines for Speakers: [[https://wikihost.frib.msu.edu/NuclearTheorySeminar/doku.php?id=information_for_speakers]]
+    - Create and distribute a preliminary speaker schedule to faculty, research associates, and visiting faculty.
+    - Create a visitors schedule and send a request to sign up for meeting slots to all faculty, nuclear theory CAs/Postdocs.
-  - Setting up an empty schedule and sending a request to sign up to all faculty and nuclear theory CAs/postocs the week before the seminar.
+    - Collaborate with the host to adjust the schedule as needed.
+    - Send email announcements to relevant parties (faculty, research associates, visiting facult, etc.) and other units on campus.
-  - Check with NT Chair and the speaker host to see if there are additional people to send the schedule to for sign-ups, or if the schedule varies from the usual structure below:
+  - **Seminar Logistics:**
-    * 09:00 meeting with host
+    - Announce the seminar via flyers, FRIB calendar, user's contact list, seminar website, hallway monitors, etc.
-    * 10:00 Seminar preparation
+    - Provide refreshments at the seminar.
-    * 11:00-12:00 Theory Seminar
+  - **Reimbursements:**
-    * 12:00-1:00 Lunch
+    - Process travel reimbursements for the speaker and the host. The hosts are to submit itemized receipts, credit card receipts, and participant names for reimbursement.
-    * 1:00-1:30 Meeting with graduate students
-    * 18:00-20:00 dinner with host (include host name)
-If the speaker would like a lab tour, check with the host as to what time that will be?  Zach Constan will provide the safety survey upon request, but it is the responsibility of the host to give the tour or find someone who will give the tour.
-**List of those who should receive the schedule:**
-  * //All faculty//, research associates, visiting faculty and the following individuals and their groups:
-  * //Nuclear Theory// :Bogner, Brown, Danielewicz, Giuliani, Godbey, Hebborn, Hergert, Lee, Nazarewicz, Nunes, Pratt, Sorensen, Zelevinsky
-**Email text for the standard NS speaker**...
-(insert speaker’s name), (insert home institution ), will visit the FRIB on (insert date), as the Nuclear Theory Seminar speaker. Their topic:  (insert title)
-Abstract: (insert abstract)
-(insert host name) has requested that you meet with this visitor.  Please sign up for any available time slot at https://arachnid.nscl.msu.edu/webadm/visitorschedule/index.php?id=1477 .
-(insert your name) is organizing this visit for (insert host name)
-**Email text for NT Speakers with a seminar at a time other than the regular Wed. at 16:10 ...**
-(insert speaker’s name), (insert home institution name), will visit the FRIB on (insert date and time) as the Nuclear Theory Seminar speaker.  Refreshments will be served just prior to the talk, just outside of the Auditorium. Their topic: (insert topic/title)
-Along with abstract and rest of email.
-**Email text for Resending the schedule...**
-There are still appointments available with (insert speaker’s name), (insert home institution name), who will visit the FRIB on (insert date), as the Nuclear Seminar speaker. Their topic:  (insert title)
-Along with abstract and rest of email
-Announcement of the seminar with flyers, FRIB calendar, FRIB User's contact list, seminar website, hallway monitors, and through paging system before the seminar.
-Coffee and Cookies at the seminar
-Travel reimbursement for the Speaker.
-Travel reimbursement for the Host. (Please provide, in a timely manner, an itemized receipt, credit card receipt, the host's Z-pid number, and all participant names for the hosted dinner.)

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