Embedded Files
For Coordinators
For Coordinators
Coordinator Responsibilities
Coordinator Responsibilities
The coordinator handles a variety of tasks required to make the reading group run smoothly, which broadly include:
Finding presentation volunteers for each week
Keeping the presentation schedule and calendar complete and up to date
Ordering and picking up food
Reserving the room
Who's Coordinating?
Who's Coordinating?
We typically choose a coordinator from each vision lab in a rotating fashion (e.g. someone from Jason Corso's lab one semester, someone from David Fouhey's lab next semester, etc.). Coordinating is a volunteer position, so please let the current coordinator know if you'd like to volunteer next semester!
In addition, please let the technical administrator know so that they can update the spreadsheet accordingly.
Technical administrator: Ryan Szeto (szetor@umich.edu)
Filling Out the Presentation Schedule
Filling Out the Presentation Schedule
The coordinator is responsible for keeping the presentation schedule up-to-date. To fill out the form, simply follow the examples of past weeks.
Some other details to remember:
The presenter name and uniqname for a given week should be filled out several days before the meeting. The other columns should be left empty until the presenter decides on a paper.
For a week in which there is no meeting, set both the presenter name and the uniqname to "NO MEETING". In the paper title column, enter the reason for the cancellation.
Who's Paying For Food?
Who's Paying For Food?
The coordinator's advisor is typically the one paying for the food. Before volunteering to be the coordinator, please check with your advisor to make sure he/she is willing to fund the reading group.
Checking the RSVP List
Checking the RSVP List
When the notification email is sent out, a new Google Form is automatically generated. You can access RSVP responses by opening the RSVP form (via either the RSVP button in the email or the form URL in the presentation schedule), and then selecting the pencil icon in the upper-right corner. If you are having trouble accessing the responses, please let the technical administrator know.
Depending on departmental policies, departmental admins may require an RSVP list. If so, please let the technical administrator know so that they can share the RSVP lists with the departmental admin.
Ordering Food: Basics
Ordering Food: Basics
Pizza and short codes. Please restrict yourself to ordering pizza to keep costs low. You should also restrict to ordering from places that accept U-M short codes so that tax is waived. Ask your advisor for the short code that should be used to order food.
The following locations offer pizza and accept short codes:
When to place orders. Please place your order at least 12 hours in advance so that the restaurant can plan for a timely delivery. Also try to schedule the delivery before the meeting rather than the meeting start time.
How much food should I order? You should order approximately one 14" pizza per 4 guests. From our experience, this is a good number that accounts for people who don't show up or forget to RSVP. Please order at least one vegetarian pizza if someone RSVPs with that option.
Ordering Food: Submitting Receipts and Attendee Lists
Ordering Food: Submitting Receipts and Attendee Lists
It is important to submit the receipt and the list of attendees (or RSVP list) to a department admin after each meeting. The protocol to follow depends on which professor is funding the meetings:
Jason Corso: Send the receipt and the list of attendees (or RSVP list) to Judi Jones (4230 EECS, asap@umich.edu).
David Fouhey/Justin Johnson/Andrew Owens: TBD
Reserving the Room
Reserving the Room
It can be hard to reserve a room at a convenient time and place, so please do so as soon as the meeting time for your semester is finalized. In fact, you should consider reserving a room for next semester, even if you will not be the coordinator during that period. Please aim for a conveniently-located room (e.g. in BBB, EECS, or DOW).
Please follow your department's protocol for booking conference rooms:
Jason Corso: Ask Judi Jones (4230 EECS, asap@umich.edu) to book a room for you. Please specify that you are looking for a conference room and NOT a classroom.
David Fouhey/Justin Johnson/Andrew Owens: TBD
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