What are the benefits of entering events and using the Administrator Travel calendar?

• Share the information:  Coordinate and inform the campus
• Coordinate & plan travel with others going to same area
• Making  personal contact with prospective students, alums, and other constituents on behalf of departments other than your own.
  
• Access the calendar while on the road to see others traveling in the same area  
• Show GC constituents coordination of travel between different offices on campus
  

What events should be entered on the Administrator Travel calendar?

This is not an exhaustive list, but certainly these kind of things should be entered:

• President's travel, Presidential Cabinet travel
• Academic departments: Faculty speaking engagements, conferences attending
• Admission travel: Counselor travel, HS visits, college fairs

Who will enter travel information?

Generally, it will be an administrative assistant from the department of the administrator/faculty/staff who is travelling.  But it's just fine for the traveller him/herself to enter trips too.

Who can see this information?

Publicly-viewable events can be seen by anyone. 
Events with a 'gray background'  can only be seen on-campus, or by logging in to the GC Events Calendar with a gc username/password.

Should all these AdminTravel events be viewable only on-campus?  How does that work?

Calendar administrators decide whether an event is viewable by the public or only on-campus. 

If an event is open to the public and would be of interest to GC constituents it should certainly be made public:  examples include presentations by the travelling worship teams, and sermons or public addresses that faculty would give at a church or other publicly accessible location.

Recruiting or other events where the folks to be visited have been contacted by other means should not be publicly viewable.

Who should I contact with other questions?

Mary Ann Bean (maryannb or -7564) or Paul Meyer Reimer (paulmr or -7318).

How do I get at the Administrator Travel calendar?

There are two ways.

• On the oncampus page, look at the bottom of the Calendar box for the  "Administrator Travel schedule" link.
•  Login to GCOnline and you'll find a link under  Employee Services.  This is the only way to get at the schedule if you're off-campus.
  

How do I add travel items?

If starting via the Administrator Travel link:

1. Click ` login ' - top right
2. Sign in with username/password
3. Click ` continue' 
4. Entries already listed may be edited, deleted or copied from this page
5. Select ` Add' 
6. Event Title: Enter 2 letter code (click link Travel code for list) , Enter name of person traveling , name of event/meeting 
7. Enter Location 
8. When: Enter dates of travel and if Multi-day event: Y/N  
9. Under primary category, select ` gen_schedule:travel-sch edule ' 
10. Click submit the event
    

OR

If starting via GCOnline

1. Sign in with username/password from GC home page
2. Under Employee Services click ` Administrator Travel' 
3. Click ` Full Schedule' at the top of screen
4. Click ` Add' in top right corner
5. Entries already listed may be edited, deleted or copied from this page
6. Event Title: Enter 2 letter code (click link Travel code for list), Enter name of person traveling, name of event/meeting
7. Enter Location
8.  When: Enter dates of travel and if Multi-day event: Y/N 
9. Under primary category, select ` gen_schedule:travel-schedule ' 
10. Click submit the event
    

Viewing Entries

• Travel entries are displayed beginning with current month
• Choose ALL Categories on Rt. Sidebar and all travel entries and Events calendar entries will appear