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University Calendar

The University's calendar is a resource for campus units to promote their events to the wider University community. The calendar is public, and events can be cross-listed on any number of sites that are related to that event. University Communications maintains a list of tags for campus units, as well as categories of tags — such as "Student Life" or "Academics" — that users can use to filter.

University Communications manages the selection of featured events at the top of the calendar to give users a glimpse of campus events. Contact University Communications to request for an event to be featured on the calendar. Images are required for events that will be featured, but are not required otherwise. If you already have access to add images in Cascade, these images should follow the same wayfinding image strategy we use elsewhere. If you do not currently have access to the _KP4content folder, please work with your communications liaison or contact University Communications.

Please keep in mind this is the University's calendar for promoting events — not for scheduling or booking rooms. You must reserve space before promoting an event.

Instructions and Best Practices

General Guidelines

Removing an Event

If you need to remove an event from the calendar, simply mark it as “Inactive” and then re-publish the inactive event. Please DO NOT unpublish/delete the event from Cascade. This will not remove it from the website; this will only remove it from Cascade. If you need to move an event to a new folder after you've published it, or change the system name of an event (the file name), mark the event as "Inactive," publish it, and create a new event. Moving a published event or editing the system name will create a duplicate event.

Promoting with Other Departments

If you are creating an event that is sponsored by more than one department, please coordinate with each department so that the event is not listed multiple times. Events should only be listed once and tagged for each appropriate department. Similarly, if you are trying to promote your event within non-participating departments, please coordinate with those offices before posting your event to their sites.

Avoiding Duplication of Content

If you are creating calendar events to supplement a page on your website (such as a lecture series or events that are part of a larger program), do not duplicate the event information in two places; instead you can request an event feed to appear on a secondary page. See the CCE's Brown Bag Series as an example.

When creating calendar events associated with a larger program, such as the Writers Series, please use the same imagery on the calendar as the program page, and include a link back to your department's program page within the body of the event.

Naming an Event

When giving your event a title, keep in mind that it becomes part of the general University calendar feed, so please specify the campus unit if the title is generic. (Example: "School of Law Oral Arguments" rather than "Oral Arguments")

Private/Invitation-Only Events

Any events posted to your calendar become part of the general University feed and are visible to the public, so please specify if your event is private or by invitation only.

Creating an Event in Cascade

Select “_events” from the top-left menu to open the MAE calendar system.

create new event

Open the folder where you will save your event. Events should be in the folder for the appropriate department and saved in folders for year and month for organizational purposes. Once an event is published, you must contact Web Services if you wish to move an event to a different folder.

event placement

Click “New” to create an event. Select MAE then Create-Event-Page:

event selection

Event Creation Fields

System Name
This is the file name that will appear in Cascade. Events should follow the convention MM-DD-YYYY-event-name. Standard naming conventions call for lower-case letters and no spaces between words. You cannot change this after an event has been published.

Parent Folder
This is where the event will be saved in Cascade.

Page Status
An active event will appear on any assigned sites. An inactive event will not. To take an event down from your site, simply mark it as “Inactive” and then re-publish the inactive event. DO NOT delete the event in Cascade.

Event Main Information
Enter the Event Name, Category (site tag), and Event Description (body content).

Lead Media
Here you can load in image assets from the _KP4content folder, as well as YouTube videos or Flickr/Picasa slideshows that will appear at the top of the event page (above the body content). If you don't have access to the _KP4content folder, please work with University Communications to add images to your event.

Videos
Link to a YouTube video that will appear below the event body content.

Slideshows
Link to a Flickr or Picasa slideshow that will appear below the event body content.  

File Attachments
Link to a PDF or document in your site folder.

Schedule
Choose event dates, times, and locations.

More Information
List contact information for the appropriate contact person.

When you are ready to publish an event, be sure the page status is set to active, and publish. You cannot rename an event after it has been published, but you can copy an event if you want to create a new one without starting from scratch.

Removing an Event

If you need to remove an event from the calendar, simply mark it as “Inactive” and then re-publish the inactive event. Please DO NOT unpublish/delete the event from Cascade. This will not remove it from the website; this will only remove it from Cascade.