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FULL GUIDELINES FOR USING "SOUTHEAST TRIAL HOST PLANS" GOOGLE CALENDAR

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The "Southeast Trial Host Plans" Google Calendar is a SHARED calendar among approximately 50 of us. 

 

The calendar was created so that all NACSW trial and ORT hosts in the Southeast can see what dates and levels all other hosts are considering (entered in Red), have submitted for approval from NACSW (entered in Yellow), and changed to Green when approved. 

 

The calendar is only useful to all of us if EVERYONE uses it. Please consider putting your trial and ORT plans on the calendar with the above color coding of your event. 

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INSTRUCTIONS TO ACCESS THE CALENDAR: 

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  • Here you will see ALL of the calendars you create personally or share with others. They are all listed about halfway down in the left column under "My Calendars" on everyone's Google Account Calendar screen once you are on the page https://calendar.google.com. 

 

  • Once you have been added to the "Southeast Trial Host Plans" calendar (check your email for an invite from me), THE NAME OF THE CALENDAR as typed above in quotes will show up there in that left column under "My Calendars". If you do not see it there, then you should refresh the page or sign out of your Google Account and then sign back in. If you still do not see it, go to your email address that you gave me and check your email for the invitation from me. Check your Spam folder if you do not see it in regular mail. 

 

  • Be sure that it is the only calendar checked when you are making any entries to it. Uncheck all of your other personal calendars if you have any. LIKEWISE, be sure to UNCHECK the Southeast Trial Host Plans Calendar when making changes to your personal calendars, otherwise, we all may see new entries on your personal calendar. Or you may accidentally delete something on our Shared Calendar. Please read the Guidelines below carefully. 

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GUIDELINES FOR USE OF SHARED CALENDAR: 

 

VERY IMPORTANT: When you are using this calendar, please make sure of the following: 

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  • Before creating an entry on the Shared Calendar: First, make sure that in the bottom left corner of your computer screen, under My Calendars that "Southeast Trial Host Plans" is the only calendar box that is checked when creating your event (see attached image titled "IMPORTANT Before making an entry"). 

  • To create an event: To create an event, click "Create" next to the plus sign near the top left of the calendar and choose "Event". Please see attached image "Southeast Trial Host Plans Calendar Example Entry" for instructions on the correct format for your entries.

  • Please do NOT:  Delete, rename, or otherwise change any events that you did not yourself create. This is a SHARED Calendar, so whenever you make a change or edit, or delete, you do so for everyone, not just your own view of the calendar. 

  • Before editing any of your Personal Google Calendars:, please UNCHECK the Southeast Trial Host Plans Calendar near the bottom left of screen. This will make sure that you don't make personal entries on our shared calendar.

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FORMAT FOR ENTRIES: Thanks for entering all your events in the following format 

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  • To start: On top left of page, click "Create", then "Event" and a window will appear

  • Enter Event Title: Level first, City, State (example:  NW3/ELT Birmingham, AL)

  • Enter date range and click "All day" 

  • Enter Location - this is your trial site name and address

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Then COLOR CODE your Event: 
 

  • RED: "Desired:" (planning in the works, not yet submitted to NACSW)

  • YELLOW: "Submitted:" (have submitted to NACSW for approval)

  • GREEN: "Approved:" (officially approved by NACSW)

  • PURPLE: "Other" (Public entry events like ORTs, Seminars, Fun Days, etc.)

  • Please extend the courtesy of adding your events (even when they are in the embryonic thought stage) so that other Hosts in the region can see what dates, locations, and trial levels or ORTs you are thinking of hosting and/or planning/submitting for approval. If you do not use it, events could overlap and impact each other's entry numbers and trial level choices, even the site they want to use (if not appropriate for a particular level they may need to consider because they didn't know someone else was planning the same level they wanted to Host around the same time).

  • Events that would NOT be appropriate for this calendar are Coaching Days or other training type events.  I just want the calendar entries to stay clean and clear for Hosts logging on to look for what is happening trial-wise with NACSW in the area. 

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THANK YOU TO ALL WHO PARTICIPATE - I HOPE IT'S HELPFUL FOR ALL OF YOU! 

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