Instructions for Adding a Seminar

I.  If you have a flyer to post, first convert it to a PDF file and then upload it to the web server. If there is no flyer, just add the seminar to the Events database.

Convert Word Attachment to a PDF

1. Open attachment
2. Select File - Print
3. For printer destination select Acrobat PDFWriter
4. Type in a file name with no spaces (example: hess_oct_16_2001.pdf)
5. Save to C:Physics_flyers

FTP file to www.physics.ucsb.edu

1. Open WinSCP
2. Click on www.physics.ucsb.edu and click connect.
3. In the Remote Site box in upper-right type: /home/flyer/public_html <enter>
4. In the Local System box in the upper left type: C:\Physics_Flyers <enter>
5. Highlight the files to transfer and click the --> arrow.
6. Close

Verify the file has been loaded

1. Go to: http://www.physics.ucsb.edu/~flyer/ and check if the PDF file you uploaded is there.
2. If the file is there, login to the administration page and add the seminar to the Events database: http://www.physics.ucsb.edu/Administration/
3. If the file isn't there, repeat the upload process.
   

II.  Add the Seminar to the Events database

• Login to the administration page: http://www.physics.ucsb.edu/Administration/
• Click “Add New Event”

Start Date: mm-dd-yyyy (Example: 10-25-2001) NOTE: the format will change after you click submit
Start Time: hh:mm (am/pm) (Example: 11:01 am)
End Date: mm-dd-yyyy (Example: 10-25-2001)
End Time: hh:mm (am/pm) (Example: 1:01 pm)
Bldg: Select from the list or select "Other" and then type in building name in the next field
Room: Type in room number
Event Type: Select type of seminar or "Other" and then type in the seminar type in the next field
Special note: Type in additional instructions (Example: Refreshments will be served)
Title: Type in the title of seminar – do not use quotes
Speaker: Type in the speaker’s prefix, First & Last name (Example. Dr. David Awschalom)
Speaker Affiliation: Type in university speaker is from
More Info: Type in the full PDF file name (Example: hess_oct_16_2001.pdf)

III. Verify the information is correct

IV. Sending the Announcement

• Do not send any attachments to your Colloquia list!!
• In the text of your announcement, send the link to the PDF file that you uploaded.
• Example: http://www.physics.ucsb.edu/~flyer/hess_oct_16_2001.pdf
• A link to the PDF file also shows up when you visit the calendar pages: http://www.physics.ucsb.edu/Events/calendar.php3