Washington and Lee University

Washington and Lee University
SUBMITTING A CALENDAR EVENT

Q: Who can submit events to the online calendar?

  • A: Anyone with a network username and password can enter events on the online calendar. If you are the editor of a specific department's website calendar, you will also be able to associate events with that calendar.

Q: How can I get edit rights to a specific calendar?

  • A: Contact Jessica Willett in the Web Communications office.

Q: What is the purpose of the Primary Event Calendar?

  • A: The primary event calendar determines who can edit an event after it's submitted, as well as which calendar feed it is added to. If you are a member of a department or office on campus and want others in your department to be able to edit your event after it's posted, be sure to choose your department calendar as the primary event calendar. You may also choose to associate the event with other public or managed calendars in the "Also Include" box below the primary calendar drop-down.

Q: What is the purpose of the Primary Event Type?

  • A: The primary event you choose for your event will appear in parentheses after your event title in the daily or weekly calendar view. For instance, if you have a speaker coming to campus and choose Speaker as your primary event type, your event will appear as "Name: Title of Talk" (Speaker) and your event will turn up in a search for speakers on the online calendar.

Q: Can I add html or other formatting to my event title or description?

  • A: No. The description field will accept line breaks but no special formatting, including bold or italic text. This ensures proper display of your event description across all platforms and browsers. If you have a link to associate with your event, you can add it in the Event URL field at the bottom of the submission form.

Q: Are Start and End Times required?

  • A: No. Neither is required, but events without a start time will be listed as all day events on the calendar.

Q: What are audiences?

  • A: The audience association determines which audience dashboard (see below) your event will be listed on.

Q: What is an audience dashboard?

  • A: Audience dashboards are web pages with links, announcements, news and events geared specifically toward certain audiences within the University community. You can find links to them at the top right corner of every page on the W&L website.They are currently available for Current Students and Faculty/Staff but will eventually be available for prospective students, alumni, parents and visitors as well.

Q: What if my event venue doesn't appear in the drop-down list?

  • A: Simply choose "Other Venue" at the top of the list and add your venue information in the field provided.

Q: Can I create an event for someone else and list them as the contact?

  • A: Yes. The system will default your information into the contact field, but you can override this by selecting an employee or student from the appropriate drop-down list or adding another contact name in the field provided.

Q: What is "Nominate as Featured?"

  • A: When you check the box to nominate your event as featured, it is forwarded to the news office for special placement on the appropriate audience dashboard as well as the W&L homepage. We don't guarantee placement on these pages, and give preference to those events with the broadest appeal (generally multiple audiences.)

Q: What is the difference between Save to Calendar Only and Save to Calendar and Create Campus Notice?

  • A: When you create an event in the new CCH, you have the option to create two corresponding campus notices at the same time. If you don't wish to do so, click "save to calendar only." If you do wish to create a notice, keep in mind that your event will automatically appear in the This Week and Today sections (right sidebar) of Campus Notices beginning a week prior to the event date.

Q: How do I create more than two campus notices for an event?

  • A: When you create an event in the new CCH, you have the option to create two corresponding campus notices at the same time. If you wish your notice to appear more than twice in Campus Notices, you must create additional notices separately. Do so using the Notices category instead of the Events category in order to avoid creating duplicate events on the calendar.


EDITING A CALENDAR EVENT

Q: How do I edit a calendar event once it's posted?

  • A: Log into the CCH and find the event on the calendar. If you have rights to edit the event, you will see a pencil icon next to the event title. Click on the icon, make your changes and click "Update Event."

Q: How do I delete an event from the calendar?

  • A: Log into the CCH and find the event on the calendar. If you have rights to delete the event, you will see a trash can icon next to the event title. Click on the icon and click OK to confirm that you want to delete the event.

Q: How do I add an event on the calendar to my department web calendar?

  • A: Log into the CCH and find the event on the calendar. Click on the grid icon next to the event title and choose the calendar to which you wish to add the event. Then click "Update Event Calendars." The event will be added to the appropriate calendar feed and appear on your website shortly thereafter.