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Beginning in 2012 the printed version of the Peabody Ensembles Calendar was discontinued, making way for its exciting, new replacement – the Peabody Ensembles Calendar in a cloud. Using Google Calendar, which many people are likely familiar with and perhaps already using, we can now deploy the Peabody Ensembles Calendar to a much wider audience than its printed predecessor. Instead of limiting its distribution to those lucky enough to receive a printed copy, we have expanded its distribution to anyone and everyone, including that most important constituency – our students.

How do I get it?

The new calendar is available now by clicking on the small calendar on the right-hand side of this web page, which will open it in a pop-up window without menu or address bars. If you would like to bookmark it, or to open the calendar in a new window or tab, use the following URL:

www.peabody.jhu.edu/pec

You do not have to be logged into your Peabody or JHU account to access it. There are three main views available – week view, month view, and agenda view – which are explained in further detail below. When you first access the calendar the week view appears first, and the date is today’s date. You switch between views by clicking on the appropriate tab in the upper right of the screen. To the right of the view-select tabs is a drop-down menu which, when you click on it, shows you the various sub-calendars and their color codes. By default all the sub-calendars will be displayed, but you can turn any of them on or off by clicking on the appropriate check box next to their names in the drop-down menu.

Academic Calendar (gold): Important dates from the Registrar’s Office.
Concerts (olive): Major public performances for both the Conservatory and Preparatory. It does not include individual recitals, which are not listed on this calendar.
Ensemble Rehearsals (purple): Scheduled rehearsals for most of the large ensembles within the Conservatory.
Miscellaneous Events (grey): Friday Noon’s, departmental recitals, and other events.
Preparatory Events (pink): Selected events which might impact Conservatory hall usage or production staff needs.
Auditions (blue): Fall ensemble placement auditions, and various other auditions scheduled throughout the year.
Special Events (orange): Competitions and certain high-profile master classes.
U.S. Holidays (green)

Calendar Navigation

In the upper left of the screen is a button labeled “Today”. No matter what date you’re looking at, you can always use this button to return to the current day’s schedule of events. To the right of the “Today” button are two arrow buttons, one pointing left and one pointing right. Click the left arrow to browse back in time from your current view, or click the right arrow to browse forward in time. In the month view these arrows will shift your view forward or back one month at a time. In the week and agenda view they will shift by one week at a time. To the right of the arrow buttons is displayed the current view’s date range. Clicking on the small triangle to the right of the date range will display a drop-down mini-calendar which allows you to navigate to a specific month or date.

The Week View

The week view provides the most detailed information available at a glance. It contains seven vertical columns, one for each day of the week, from Sunday to Saturday. The time scale is displayed along the left side of the screen where a small red triangle indicates the current time to the last half-hour. In the week view you can see both the starting time and ending time for timed events. Day-long events, or events with no starting or ending time, are listed in a ribbon at the top of the screen above the time scale. Most entries in the academic calendar are found here, as well as holidays, and no-service days for ensembles. When the ribbon becomes crowded with a lot of data it can be minimized by clicking the minus sign next to it. The week view features a vertical scroll bar which allows you to scan the entire day.

Clicking on any event title within the week view will cause a bubble to appear which provides additional detail about a particular event. For example, clicking on a concert event will display program details such as who is conducting and what is being performed, provided we have that information. We plan to make use of this increased capability to display detailed information in particular for ensemble rehearsal schedules, so that students will be able to see what is being rehearsed at what time on a specific day for their ensemble, without having to look at a paper sign posted on the bulletin board.

The Month View

The month view displays an entire month of data at a time, but due to the large number of events listed it can become very cluttered with information, and hard to read. Only the starting times of events are listed in each day’s box, and the event titles do not wrap, so only the first few words are displayed. Day-long events appear at the top of each day’s box as a solid colored banner. Clicking on any event title will still cause a bubble to be displayed with all the same information as is available in the week view. On very crowded days there may not be room for all events to be displayed, and an overflow indicator will be displayed at the bottom of that day’s box. For example, “+2 more” indicates that there are two more events on that day which space prevents from being displayed. Clicking on the overflow indicator will expand the box for that day so that all events are displayed.

The Agenda View

The agenda view displays a continuous chronological listing of events, separated by day and date, showing the starting times of each event and the event’s description. When an individual event title is clicked in this view, instead of displaying a bubble witih more information, the event expands vertically to show details. Clicking on the event title again collapses the view. The agenda view might be the best choice if you are using a smartphone to view the calendar, as it can display a lot of data in a narrow space, and vertical scrolling allows for easy navigation.

Using the Calendar Data in Other Applications

Google Calendar stores its data in the standard iCalendar format, which allows users the option of importing the calendar data into other compatible applications, such as Microsoft Outlook. For example, in Microsoft Outlook 2010, each sub-calendar that makes up the Peabody Ensembles Calendar can be imported as an internet calendar, which can then be displayed along with a user’s own personal calendar. The calendar data might not be automatically updated in this manner, so users should remember to configure their send/receive options to ensure that any changes to the calendar data are properly reflected within Outlook.

iCal Internet Addresses for the Peabody Ensembles Calendar

Auditions:

https://www.google.com/calendar/ical/richlauver%40gmail.com/public/basic.ics

Academic Calendar:

https://www.google.com/calendar/ical
/mbj680rr5a5mmfuh84ug24v9v4%40group.calendar.google.com/public/basic.ics

Concerts:

https://www.google.com/calendar/ical
/mik3bk9t8fou89v6qpi769o374%40group.calendar.google.com/public/basic.ics

Ensemble Rehearsals:

https://www.google.com/calendar/ical
/h1ab1ofrp9p4kftdt204ml3of8%40group.calendar.google.com/public/basic.ics

Miscellaneous Events:

https://www.google.com/calendar/ical
/leplrabd0e11dclkkkrlenaef8%40group.calendar.google.com/public/basic.ics

Preparatory Events:

https://www.google.com/calendar/ical
/j5ctkvto7urkb6k6pu9qalaepg%40group.calendar.google.com/public/basic.ics

Special Events:

https://www.google.com/calendar/ical
/qm6av2l6qg3aaclcec505u5950%40group.calendar.google.com/public/basic.ics

Printing Your Own Ensembles Calendar

Google Calendar does allow you to print directly from the application from either the month, week, or agenda views. The print icon is located in the upper right corner of the screen to the left of the view selection tabs. Clicking on this icon will display a print preview window based on the currently selected view, and allows you to customize various printing options.

If you are intent upon printing a calendar, be sure to experiment with these various options before you send it to your printer, and remember that a printed calendar is only as up to date as the moment it was printed.

If you have imported the calendar data into another application, such as Microsoft Outlook, you may have additional printing capabilities which might be better suited to your individual needs, so be sure and explore all your options before wasting a lot of paper on something you might not be happy with.

Setting Up Automatic Notifications

One very powerful feature of Google calendars is the ability for users to subscribe to a calendar, and then set up to receive automatic notifications in the event that something is added or changed. To do this, you first must have a Google account, which is free, and a simple process that takes only a few moments.

Once you have established a Google account and are signed into it, select the “Calendar” menu item at the top of the screen. If you already use a Google calendar of your own, just go to your Google calendar. Then, determine which of the seven sub-calendars listed above under “iCal Internet Addresses” you would like to set up notifications for. For example, ensemble members should select the “Ensemble Rehearsals” calendar if they would like to receive automatic notifications about rehearsal schedules; selecting the “Concerts” calendar would be a good way to be reminded about concerts that are about to happen.

In your own Google calendar, click on the drop-down menu next to “Other Calendars” and then select “Add by URL” from the list of options. Copy and paste the iCal Internet Address for the selected calendar from the list above into the URL field and click “Add Calendar”. Now you are subscribed to that calendar in your own Google calendar. Then, click the drop-down menu next to the calendar you have subscribed to, and select “Notifications” from the list of options. Check the “Email” boxes for “New” and “Changed” and then click the “Save” button. Your email notifications will then be sent to whatever email account you have registered with Google.

A Cautionary Tale

Now that the many events populating the Peabody Ensembles Calendar are visible to everyone in graphic detail, no doubt there will be some users who are more interested in the spaces in which nothing seems to be happening. Do not make the assumption that blank spaces in this calendar indicate that nothing is going on, or that a performance space is available. This calendar is not intended to be exhaustive in its coverage of classes, events, or facility usage. It does not list all academic classes, repertoire classes, master classes, special events, recital rehearsals, or recitals. That is not its purpose.

Peabody’s physical spaces are very heavily utilized, and anyone wishing to utilize those spaces is required to go through the established channels and procedures. Classroom space is scheduled by the Conservatory Registrar’s Office, while performance halls are scheduled by the Concert Office.