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Calendar and Bridge FAQ

Calendar and Bridge FAQ

Dec 21, 2023

ONAP Meetings and Zoom Bridge Policies

General Information

The calendar function in https://lists.onap.org/g/onap-meetings has a number of benefits due to its integration with the mailing lists making it a more easily scalable solution by distributing the workload across the community.  The TSC, Subcommittees and any projects that have their own dedicated mailing list will utilize the calendar function within that associated list. For meetings that fall into the onap-discuss list, the calendar function within the onap-discuss list will be used.

All subcommittee Chairs, Vice-Chairs, and PTLs Community Coordinators have been granted moderator access to their respective lists and are responsible for any zoom changes that may be required for their meetings.

 

Groups.io Training Video 

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Roles and Responsibilities

  • Participant: Any member of the community that wants to attend a meeting

  • Meeting Owner: The person that actually owns and runs the meeting

  • Staff:  LF staff member

Task

List Members

Meeting Owner

Staff

Task

List Members

Meeting Owner

Staff

Creating/updating/deleting calendar entries for a specific distribution list

 

 

 

Sending the initial notification of the the meeting's creation to the distribution list

 

 

 

Sending any subsequent change notifications or reminders

 

 

 

Validating that the meeting information is correct

 

 

 

Adding users as new ONAP Bridge Managers

 

 

 

Ending shared ONAP Bridge meetings as per the calendar

 

 

 

Keeping personal calendar synced with the distribution list calendar

 

 

 

Creating/updating/deleting a zoom meeting bridge

 

 

DTF entries & 
special events only

How Do I Subscribe to the ONAP Calendar 

You can directly subscribe to the https://lists.onap.org/g/onap-meetings Calendar to stay in sync with meetings and events.

Just say NO to .ics

The only sure way to ensure that your calendar stays in sync w/ the ONAP community calendar is to subscribe.

•DO NOT RELY ON A .ics FILE in any groups.io meeting invite

-An ics file often creates a static snapshot of the meeting at that point in time
-Updates and cancelations do not get propagated via this method
-You are guaranteed to have issues with seasonal time changes

  • Login to groups.io and join the https://lists.onap.org/g/onap-meetings list

  • Read the sticky-post on that list 

  • Click the "Calendar" icon on the left 

  • Scroll to the bottom of the page

  • Click the "Subscribe to Calendar" button

  • copy the url that is generated

  • Paste the url using whatever method your calendar reader uses for internet calendar subscriptions

How do I convert my time zone to UTC

Setting your timezone correctly on your computer, in groups.io and on the wiki, should be correctly display meeting times for your local time zone.
If you need just a general conversion chart, try world clock meeting planner

Zoom Usage Overview

The LF provides several Zoom host accounts for the ONAP community to use.  The Zoom accounts are administered by the LF, but managed by community Zoom Managers   Here are some important things you need to know:

NEVER change the time or day of ANY meeting in groups.io without first confirming the currently assigned Zoom account is available for the newly proposed day/time!!!  

  • IF YOU ARE A HOST PLEASE LOG OFF OF THAT ZOOM HOST ACCOUNT WHEN YOUR MEETING IS OVER.  

  • Meeting IDs are good for a specific day and time-slot only

  • DO NOT use an assigned meeting bridge to start a meeting at a different date or time

  • DO NOT log into a different meeting using the same Host account  

  • A meeting owner has the right to terminate a meeting that is preventing a meeting currently scheduled in that Zoom account from starting

How do I get Host/Recording/Zoom Account Privileges

Recordings cannot occur unless someone logged in as the Zoom Host account is physically connected to the meeting (default behavior), or someone on the bridge has manually claimed the host role. To do either of these for ONAP you need to be given the appropriate Zoom Manager privileges by the LF.

  • As a general rule-of-thumb, Zoom Manager privileges are granted to TSC Members, Sub-Committee officers, PTLs, or Community Coordinators, but any member of the community may request access 

Do meetings using my personal or company Zoom accounts need to be added to the ONAP calendar

If the meeting is a community meeting,  yes absolutely.  The meeting should be added to the appropriate calendar for the list used by the project. Private meetings of course are your own business

Who can set up a meeting on the https://lists.onap.org/g/onap-meetings calendar