UDM Calendar Authoring Instructions Version 1.1. UDM Calendar

Transcription

1 UDM Calendar The University uses a web-based multi-user calendar to collect event information for distribution in multiple formats to different audiences. Each business unit managing an internal calendar enters events on their calendar. A consolidated view of all events from all calendars will be displayed to the users when logging into the TitanConnect portal and when accessing the site. Data Entry Standards for Calendar Events Since all events will be displayed to a very large audience, consistency in entry is essential for a professional appearance. All events entered into the calendar must comply with standards defined as defined by the Department of Marketing and Public Affairs and listed below. EVENT TITLES Event titles should be in sentence case (i.e. first word and proper nouns capitalized, other words lower-case). Event titles should not include dates, times, locations, or any "decorations" like asterisks, exclamation points or all-capitals. Event titles should be as short as possible while still fully informative. They shouldn't be full sentences, and should omit unnecessary articles (e.g. "the"). Critiques of recent examples: Dave DeBusschere Scholarship Dinner -- ok, assuming Scholarship Dinner is part of the formal event name Lisa Sullivan, "Crisis of Democracy in Honduras: The Role of SOA Graduates in Latin America" -- title of talk is questionably long. Titan 10 Pub Night -- good PA Graduate Program Information Meeting -- good, but should be in sentence case, not title case Dedication & blessing of the Titan Auxiliary Field in the James K. Campbell Complex -- should leave out "in the James K. Campbell Complex," which should be in the event description. "& blessing" may be redundant and unnecessary. "Dedication of Titan Auxiliary Field" would probably be just as good. Ignatian Circle Dinner -- good; this is the formal event name Dedication of the Peter Peirce Interactive Learning Center -- okay, but should consider shortening name of center to "Peter Peirce Center," depending on the need to use the full name. The UDM Theatre Company presents The Winning Streak -- would be just as good if it were shorter, e.g. "Theatre Company: The Winning Streak" EVENT DESCRIPTIONS If your event includes "TBD" (to be determined), it's probably not ready for the calendar. Always include specific time(s) and location(s). If you mention a person (e.g. a speaker), please give that person's title. If you need more than three paragraphs to describe your event, you should probably create a full Web page on your site, and link to it from your shorter event calendar description. Write your event descriptions as you would a professional, business communication: use proper capitalization, paragraphs, punctuation, etc. Do not use creative spacing, bold text, ALL CAPS or *~*~*~Text Decorations!!!~*~*~*.

2 They only make you look desperate. Keep in mind that special formatting, e.g. bullet point lists, bold text, spacing, etc. often do not carry over to the various output formats where your event will be seen. Use regular text for best results. Do not paste from Microsoft Office products such as Word, Excel, and PowerPoint to avoid special characters not recognized by most web browsers. USE CORRECT NAMES AND STYLE If you don't know UDM's proper writing style -- like how to phrase dates and times, the proper names of a campus building, how to handle phone numbers or academic titles, etc., please refer to the UDM Style Guide online at In particular: Use the defined UDM style for dates and times, e.g. "Monday, Sept. 21 at 1 p.m." The year can usually be safely omitted. Use the full, official names of UDM buildings and locations. For example, we have a Student Center (don't use Student "Union"). Authoring Events in the UDM Calendar 1. Log in to the TitanConnect portal system and click on the calendar icon to the left of the dropdown box to go to the monthly calendar page. 2. The calendar system will display the current month calendar. Click on the Login link at the top right and enter your Calendar Authoring user code and password. The user name is the name of the calendar you are managing and the password will be issued to the primary person responsible for the calendar. The distribution of this password to other members who will manage the calendar is solely at the discretion of the primary person responsible for the calendar. For security reasons, please leave the Save login unchecked.

3 Once logged in, the current month for your calendar along with all other events from all other departmental unit calendars will be displayed. Located at the top left is a menu that you may use to navigate the solution. To enter a new event you may click on the + sign on the day within the month calendar or select Add New Event from the Events menu.

4 3. The event entry screen will display as shown below. Enter information according to the standard in the fields. The URL, Access, Priority and Category fields will have no effect upon your entry and need not be entered. If you would like to include a URL, please include it with the Full Description. Do not paste from Microsoft Office products such as Word, Excel, and PowerPoint to avoid special characters not recognized by most web browsers. 4. Once complete, click the Save button to save your entry into the calendar. 5. If the event is one that will repeat, you can set up a schedule for using the Repeat menu option. Click on the Repeat Tab.

5 6. Chose the frequency from the drop down box. and complete the form with the details. Once done, click Save. Editing a Calendar Event 1. Click on the event and the detailed view of the calendar will be displayed as shown below. If you click on an event that is not owned by your account you will not be able to edit that entry. If you click on a repeating event, the clickable options at the bottom may be different than those shown in this example. 2. To edit the entry, click on Edit Entry. 3. Make your adjustments and click Save.

6 Deleting a Calendar Event 1. Click on the event and the detailed view of the calendar will be displayed as shown below. If you click on an event that is not owned by your account you will not be able to remove that entry. If you click on a repeating event, the clickable options at the bottom may be different than those shown in this example. 2. To delete the entry, click on Delete Entry.