Administrative Aspects of Talks

Talks in the Department of Computer Science fall into three distinct categories:

	CS Colloquia	Research Seminars	Faculty Search Talks
Schedule:	Regular: Monday 11:45–12:45 Room D106 * TCSDLS: Monday 4:00 Room North 130A	Regular research group meetings or scheduled ad hoc, typically not with department-wide attendance	Various days 11:45–12:45 Room LSRC-D106 Scheduled by the Faculty Search Committee, in coordination with the Faculty Coordinator
Expenses:	Paid for with departmental funds	Paid for with faculty-controlled funds; processed by each faculty member's regular support staff person	Paid for with departmental funds; processed by each faculty member's regular support staff person
Host:	Regular: Faculty member who invited the guest, or assigned by Faculty Coordinator TCSDLS: Assigned by Faculty Coordinator	Faculty member who invited the guest	Designated by the Faculty Search Committee
Lodging:	Millennium Hotel	Your choice	Washington Duke Inn
Faculty Coordinator:	Landon Cox lpcox at cs.duke.edu 919-660-6566	None	Search Committee Chair
Staff Assistant:	Pam Spencer pspencer at cs.duke.edu 919-660-6500	Pam Spencer pspencer at cs.duke.edu 919-660-6500	Sarah Bingham sarah at cs.duke.edu 919-660-6548

* Schedules can be adjusted at the discretion of the Faculty Coordinator.

All Talks

For all talks, the Host is in charge of making sure that all of the logistics are taken care of. The Staff Assistant (specified above) is available to help with the details. The Host should let the Staff Assistant know specifically what help is wanted. In general, please cc all messages about talks to the Staff Assistant, so that the Staff Assistant can make sure that details are being addressed in a timely manner.

CS Colloquia & Research Talks

Scheduling CS Colloquia & Research Talks

Host coordinates with Faculty Coordinator to determine a date
Host provides schedule@cs.duke.edu date, time and room
Staff Assistant posts talk on official Talks schedule, Events page of website and room calendar
Host provides to the Staff Assistant as early as possible but no later than two weeks in advance:

Date,
Speaker’s name,
Speaker’s contact info,
Title, bio and abstract

Host confirms Speaker’s approval to record and post talk in iTunesU

Announcing CS Colloquia & Research Talks

Host provides title, abstract and bio to Staff Assistant
Staff Assistant posts title, abstract and bio on Events page of website and room calendar
Automatic messages go to announce@cs.duke.edu one week and one day in advance
Automatic messages go to department@cs.duke.edu and zephyr 20 minutes in advance

Individual Meetings for CS Colloquia & Research Talks

Host informs Staff Assistant whether or not there will be individual meetings
Host determines who will set up these meetings, host or Staff Assistant
Host or Staff Assistant arranges schedule
Final schedule is provided to admin team by day of talk

Visitor Meals for CS Colloquia & Research Talks

Host informs Staff Assistant of meal plans and needs for reservations
P-Card receipts turned into to regular support staff person

Lodging for CS Colloquia & Research Talks

Host provides Staff Assistant all information needed to arrange lodging
Staff Assistant arranges lodging

Reimbursing Visitors for CS Colloquia & Research Talks

Speaker provides Staff Assistant all receipts, boarding passes, etc

Speaker mails receipts to:
Pam Spencer
Duke Computer Science
Campus Box 90129
Durham, NC 27707

Honoraria for CS Colloquia & Research Talks

Range: $0 - $100
Host negotiates with Chair for higher amount before making offer to Speaker
Host tells foreign national speakers to bring visa documents
Foreign national speakers must see Staff Assistant and complete paper work while on site in order to receive honorarium

Recording Talks in LSRC-D106

Host makes sure mic is available (mic is located in the black media cabinet in D108)
Host helps speaker get mic’d up
Host returns mic to D108 or to any staff person

Triangle Computer Science Distinguished Lecturer Series (TDLS)

Scheduling TDLS

Faculty Coordinator schedules the visit dates for all nine speakers in the summer or at the beginning of fall semester of the series, in coordination with the Hosts and the departments at UNC and NCSU.
Speaker visits the three departments (Duke, UNC, and NCSU) during the course of two days
Speaker spends Monday at the primary host department
Talk at 4:00 (broadcast to the other departments)
Tuesday morning and afternoon at the other two departments, respectively

Hosting TDLS

Every speaker has three hosts, one at each site.

Faculty Coordinator provides host contact info for all Speakers at all three sites to Staff Assistant as soon as they are finalized

Duke hosts for speakers invited by Duke should

Get title, abstract and bio to Staff Assistant no later than five weeks prior to visit
Five weeks prior to visit, remind speaker and help finalize his or her itinerary
Provide arrival and departure info to Staff Assistant
Work with staff assistant to organize Monday visit
Escort speaker to North 130-A and introduce speaker

Duke hosts for speakers invited by UNC should

Get in touch with the host at UNC to find out speaker's itinerary and hotel.
Work with Staff Assistant to fill the meeting schedule for the speaker on Tuesday morning, and relay that information to the UNC host so that the speaker can be given a full itinerary.
On Tuesday morning:

Have breakfast with and pick up the speaker at the hotel. Typically, the hotel will be Carolina Inn, on UNC campus. Please verify the lodging information with the UNC host.
Transport the speaker to NCSU for lunch. Please arrange with the NCSU host in advance about when/where to drop off the speaker. Usually, the drop off location is Irregardless Cafe, and you may join the lunch.

Duke hosts for speakers invited by NCSU should

Get in touch with the host at NCSU to find out speaker's itinerary and hotel.
Work with Staff Assistant to fill the meeting schedule for the speaker on Tuesday morning, and relay that information to the NCSU host so that the speaker can be given a full itinerary.
Arrange with the NCSU host in advance about when/where they will drop off the speaker after breakfast
Tuesday around noon:

Transport the speaker to UNC for lunch. Please arrange with the UNC host in advance about when/where to drop off the speaker. You may join the lunch.

Announcing TDLS

Host of Duke-invited speaker acquires and provides title, abstract and bio to Staff Assistant
Staff Assistant posts title, abstract and bio on Events page of website
Staff Assistant forwards talk details to other sites
Automatic messages go to announce@cs.duke.edu one week and one day in advance
Automatic messages go to department@cs.duke.edu and zephyr 20 minutes in advance

Individual Meetings for TDLS

Host determines who will set up individual meetings, host or Staff Assistant
Host or Staff Assistant arranges schedule, including meals
Final schedule is provided to admin team by day of talk

Visitor Meals for TDLS

Host informs Staff Assistant of meal plans and needs for reservations
P-Card receipts turned into to regular support staff person

Lodging for TDLS

Host provides Staff Assistant all information needed to arrange lodging
Staff Assistant arranges lodging at Washington Duke Inn

Reimbursing Visitors for TDLS

Speaker provides Staff Assistant all receipts, boarding passes, etc

Honoraria for TDLS Visitors

NCSU handles all honoraria regardless of host university