SAFE Labs

OttLab_2025: We use Google calendars to organize scheduling of lab meetings, events, animal care, equipment use, vacation days, home office, and other. Mandatory entries include:

• Shared equipment use (see specific calendars)
• Any (full) day not on-site due to work travel, home office, sick leave, or other (please specify)
• Stay up-to-date regarding lab meetings and talks
• Stay up-to-date regarding animal care

ReinhardLab_2025: Science is collaborative and it’s important to know when people are present. Every lab member is hence requested to add to the Lab Calendar when they’re on vacation or at a conference. Short absences, e.g. to go to the bank, do not need to be communicated unless they happen during scheduled meetings such as the weekly lab meeting. Absences of full days and more need to be added. The main purpose of this is to organize the work with your colleagues and so we don’t panic when we don’t see our colleagues for a few days. The lab calendar also contains information about deadlines for conference applications, lab meetings and institutional seminars. Further calendars to book setups, for lecture schedules and to see when Katja is available are shared in more detail in the lab internal Handbook.

RossiLab_2025: IIT workflows are based on Microsoft Office 365. Thus, we use the Outlook Calendar to coordinate activities in the lab. To facilitate readability, please be succint when creating new entries. Here are some ground rules on how to use the shared lab calendar:

ABSENCES:Every lab member (PI, post-doc, PhD student, trainee) must write their absences in the lab calendar. There are 4 kinds of absences:

• XX away (if on holiday)
• XX on Mars (if on Mars for work)
• XX remote (if working remotely, I don’t need to know where from)
• XX sick (if on sick leave) All of these are for full-day absences. For less than a full day, please don’t tell Federico where you are, just go. However, if you are off for a substantial part of the core hours, please send Federico an email – don’t worry about clogging his inbox. If you have suggestions on how to improve these rules, let me know and I would be happy to discuss.

MEETINGS: The following entries should be included in the lab Calendar:

• Attend in Person (AIP) Events: Lab meetings, Journal Clubs etc.
• For your information (FYI) Events: Talks, deadlines, meetings etc.

SHARED FACILITIES/RIGS: We manage usage/booking of lab rigs and facility by maintaining dedicated calendars. As the lab grows, to facilitate experiment planning across users, please plan your experiments and book them in advance.

Mariotti Lab: CNR workflows are based on Microsoft Office 365. However not all the lab members have access to this tool. Therefore, we use the Google Calendar to coordinate activities in the lab as follow: ABSENCES: Every lab member (PI, post-doc, PhD student, trainee) must write their absences in the lab calendar. There are 3 kinds of absences: • On annual leave • Smart working (working remotely) • Sick absence/medical visit MEETINGS: The following entries should be included in the lab Calendar: • Conference attendance (name of the conference) • Common Events: Lab meetings, Journal Clubs etc. • Other Events: Talks, deadlines, meetings etc. SHARED FACILITIES/RIGS: We manage usage/booking of lab rigs and facility by maintaining dedicated calendars.

CoenLab_2025: UCL is Microsoft-based. Unfortunately, we are tied into this system. Therefore, the lab calendar is “outlook” and please only access/change it via outlook. Using Google or other third-party software can cause issues (e.g. you think you edited an event, but you didn’t). The following entries should be included in the lab Calendar:

• Attend in Person (AIP) Events: Lab meetings, Journal Clubs etc.
• For your information (FYI) Events: Talks, deadlines, meetings etc.

Please indicate when you are away from lab according to the following entries…

AeryJonesLab_2026: Sign up for lab meetings and look out for birthdays and lab events on the labwide calendar. Sign up for 1-on-1s on the Emily calendar. Add seminars, symposia, and conferences that others in lab might want to attend on the talks calendar. Sign up to use shared equipment or rooms on the rooms and equipment calendar. Add any weekday you are out of lab for the full day to the out of office calendar.