SAFE Labs

IRIBHMComputationalLabs_2026:

We share dates for e.g. lab meetings, conferences, and personal vacations in the calendar “GRP_IRIBHM Computational”. We expect some notice for announcing personal vacations. A rough guideline is one week notice at least, and a longer notice period if you will be away for a long time. You should plan out your vacation days to not interfere with your and other’s work, for example, not at the same time as an important conference or an important deadline. Or if you have running wet lab experiments, they should not be affected. Extended working from home periods should also be marked on the calendar. If you are unavailable due to a medical issue, you should (if you are able) mark yourself as “absent” on the calendar, a justification to the whole team is not needed.

BHKLab_2026:

Mark any BHKLab events that BHK is not attending as “Free” rather than “Busy”. Mark away-time events (e.g., vacation, conference travel, or other absences) as “Free”. These settings keep everyone’s availability accurate and avoid scheduling conflicts.

BoumendilLab_2026:

These one-on-one meetings are organized in a proactive way : you will find open slots for one-on-one meetings every week on the lab common calendar that you can book. This allows for flexibility both in the frequency of meetings and time of the meeting in the week.

I also encourage you to indicate your annual leave in the share calendar so that other lab members know about your holidays.

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

PHASELab_2026:

We have a group mailing list, a Slack workspace (phase-lab.slack.com), a group TimeTree calendar, and a shared server.

• Emails will be sent about important updates or information (in German and English), please also use email as a default to send me documents or requests that require more than a quick response
• Slack is for contacting other people in the lab with short questions etc. (to replace needing to use Whatsapp or texting)
• The server is for accessing and storing documents, data and information for our research projects
• TimeTree is for putting in when you have holidays, sickleave etc. to let other people in the lab know and for planning purposes
• Dominik Fischbach is in charge of IT/computer support and will give access to the server and mailing list, I will send a Slack and TimeTree invitation.

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…

OPTIMlab_2026:

Please arrange annual leave or holiday in accordance with University and Departmental requirements, and with regard to key deadlines and group commitments. Postgraduate research students should agree holiday dates with their supervisor. As a courtesy, please note any holidays in the ‘Where are we’ shared calendar so others know when you will be away.

SuperLab_2026:

If I am your primary supervisor, you must put your scheduled leave into the Superlab Leave & Holiday Calendar on Teams, and alert me by either Teams chat or email of the dates. Please also ensure that you create an Out of Office automatic message in Outlook so members of the university can see when you are away.

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.

AlyLab_2026:

The lab has many Google calendars.

• Aly Lab calendar: used to keep track of lab events, including birthdays!

• Alyssano Lab Meeting calendar: used to keep track of lab meetings with the Baldassano lab.

• Aly Lab – Travel Schedules calendar: used to indicate travel dates (e.g., “Mariam away” for August 1-7), so that other people know when you aren’t available. You are not obligated to put down your travel dates, but they are useful for planning purposes (e.g., Mariam will know not to bother with lab meeting if no one is around; or if she is writing a grant, it helps to know if you won’t be available to provide data). Putting your travel dates down also ensures that Mariam won’t bother you with emails or Slack messages during your time away!

• Aly Lab Running Rooms calendar: used to reserve time in the experiment running rooms

ARFC_2026:

ARFC has a google calendar. It has various scholarship, fellowship, and grant deadlines that group members might want to be aware of. It also is a great place for group meetings, outings, deadlines, etc.

CarpenterSinghLab_2026:

Take your allotted vacation time to recharge and use the Institute calendar for scheduled meetings and reporting vacation/sick time so others can easily schedule meetings.

ContextualDynamicsLab_2026:

Google Calendar:

• We use the https://calendar.google.com/calendar/embed?src=5ta50cfv4uih0a0k8m2di9dhjo lab calendar (“Contextual Dynamics Lab”) to keep track of lab-wide events including lab meetings, conferences, and activities. Note: write access is granted only to senior lab members– i.e., lab staff and graduate students.

• We use the https://calendar.google.com/calendar/embed?src=dgcv8l8a8s10hfg2s5h0qec0q0 resources calendar to coordinate the use of shared rooms and equipment, such as testing rooms, our EEG systems, eye-tracker, hospital equipment, software licenses, etc. Request write access if you may require use of lab equipment.

• We use the https://calendar.google.com/calendar/embed?src=h1j06dohcg7v1g2o5tkb7ijhvs calendar to keep track of known absences (e.g. illness, travel, holidays, etc.). All full-time lab members should request write access.

McNeilGroup_2026:

To keep track of everyone’s dates, there is a shared Google calendar. You should write your initials on the date(s) you will be taking off AND what vacation day that is for you (e.g., 10/20 2027).

SwansonGroup_2026:

You must enter days you are planning to be absent in the calendar for the lab/group that you belong to (e.g., the NVSL or the GreenDroid group).