Adding an Event to UO Calendar

COE Events entered on the UO Calendar (https://calendar.uoregon.edu) are published on the College of Education website calendar (education.uoregon.edu).

Guidelines for filling out the event submission form are provided below. Please enter the event at least seven business days prior to the event date whenever possible.

If you have any questions about entering events on the UO Calendar, email Lisa Fortin lfortin@uoregon.edu or UO Calendar staff at uoevents@uoregon.edu.


Entering a New Event

To add an event to the UO Events Calendar, go to: https://calendar.uoregon.edu

Click the yellow “Submit an Event” button in the upper right corner.

Click the “Login with Duck ID” button.
Logging in with your Duck ID credentials means using the first part of your UO email address before “@uoregon.edu”, and the password for your uoregon.edu email account.

Complete the event entry form to the best of your ability. Guidelines are provided for each form field below.

Event Name:

The event name should allow people to understand key information about the event and match events to their interests simply by reading the title. Identify events as lecture, colloquium, reception, information session, etc.

Keep the event name fairly short as in the examples below. You can always put some of the information, such as long lecture titles, at the top of the event description instead of in the title.

Please remember to use title case. Do not put event names in all caps.

Description:

Supply as much information as possible about the event. Please use at least 160 characters.

At the top of the description section, add any important details, such as full lecture title if it did not fit into the Event Name field.

Suggested information: bios of speakers; lecture descriptions; information about the lecture series or sponsors; explanations of poster session; descriptions of research; registration deadlines; links to registration pages and websites; etc.

Please include contact information so that attendees can reach out to someone if they need more information.

Please identify sponsoring units and/or related courses when applicable.

In most cases, you should not include the date, time, and location of the event in the description section. The schedule/location information will appear at the top of the listing, just under the title, so adding it here would be redundant. However, you may add this information if you need to share additional details about the schedule or show that the event occurs in both Eugene and Portland.

Start Date:

As you start to type, watch the text in the “Summary” field a bit further down the page. This field shows the date that will display in the calendar.

Start Time:

As you start to type, watch the text in the “Summary” field. This field shows the time that will display in the calendar. Make sure to specify “am” or “pm” as the calendar will default to “am” if neither are selected.

End Time:

Please enter an event time if applicable. If the end time is entered, it will display in the “Summary” field.

Repeating:

If the event occurs across more than one date, click in the “Repeating” field and a drop-down menu will open. Choose the category that fits your event.

Depending on the category you select, other fields will appear, such as “Every,” and “Repeating until.” Read through the options carefully and make the appropriate selections for your event. If none of the selections fits your event schedule, add additional event dates one at a time. (To add another date to the “Confirmed Dates” section, go back up to the Start Date field and put in a new date with start and end times. Click the blue “Include Above in Schedule” button.)

For events that occur across multiple consecutive dates, such as conferences: When you get to the Event Type list further down the page, make sure to select “Recurring” (see more about Event Type below). This helps recurring events display properly in website calendars, preventing them from repeating multiple times in the events feed. For events that repeat every once in a while, do not mark as recurring.

Once the date and time are complete, click the blue “Add Above to Schedule” button.
The date and time selections you have made will appear below the blue button in a section called, “Confirmed Dates.”

Editing Dates/Times:

Click the pencil icon next to any date in the “Confirmed Dates” section to change the start or end time.

Click the trash can icon to delete any date.

To add another date to the “Confirmed Dates” section, go back up to the Start Date field and put in a new date with start and end times. Click the blue “Include Above in Schedule” button.

Event Place:

Campus building names and addresses are programmed into the calendar.

Type several characters of the building name. The building name will appear below the field. Click on the building name to select it. The building address will automatically populate into the address field. This process links the event to the building. People can search for events happening in each building by clicking on “Places to Go” or by typing the building name into the search bar in the upper right corner. It also standardizes the way we list addresses.

If your event venue does not appear in the list, type it into the Event Place field and type the complete address into the Address field.

Room:

When applicable, please type “Room” followed by the room number.

Twitter Hashtag:

If the event has a Twitter hashtag, enter the hashtag without the pound sign (#).

Event Website:

If applicable, enter a URL starting “http://” or “https://”

Facebook Event Page:

Add a link only if there is a Facebook page dedicated to the event.

Event Photo:

Every event must have an image. If you do not upload an image, the default image will be displayed (the O).  Examples: portrait photo, lecture poster, photo of art/design work, etc. You can also use the COE’s stacked brand element.

A thumbnail of the image you upload will be generated and will be displayed to the left of the event details. Calendar users can view the full-size image by clicking on the thumbnail, so you can upload a full-size image. The maximum file size is 10MB, but please try to limit the file size to around 500KB to keep page load times to a minimum for people on mobile devices.

Click “upload” to add an image. Browse to the file you want and click “Choose.”

Reposition and zoom into the photo as needed. Please note that this image crop will be reflected on the UO Calendar posting.

Event Type:

Click the arrow to the right of the Event Type field, and select as many event types as are applicable. You must select each event type individually.

Any event types you select will appear below the drop-down menu.

Some commonly selected event types include:

  • Free
  • Free Food
  • Portland
  • Art
  • Exhibit
  • Lecture
  • Symposium
  • Meeting
  • Open House
  • Recurring – This helps the event display appropriately on our web calendar. Select this event type for exhibits and other events that occur across multiple consecutive dates.
  • “Live After Five” – for events occurring between 5 pm and 2 am and open to students

Department:

Please choose “College of Education” from the Departments list when entering a new event.

Click the arrow to the right of the Department field, and select all appropriate College of Education departments/programs. You must select each tag one at a time. When you select a department/program, the calendar system will automatically select each department/program’s parent school. The school will only display after the event has been saved. Any departments/programs you select will appear below the Departments field after they are selected.

Target Audience:

Click the arrow to the right of the Target Audience field to select all applicable audiences. Any audiences you select will appear below the field.

Only include “Families” if the event is appropriate for or includes activities for children.

The typical selections are:

  • All Students
  • New Students
  • Graduate Students
  • Alumni
  • Faculty/Staff
  • General Public
    An event tagged “all students” will not be visible if a calendar user sorts by events for “Graduate Students” or “New Students.” For this reason, “All Students,” “New Students,” and “Graduate Students” should be selected when appropriate.

Group:

Select a group only if the event is directly related to or sponsored by one of the groups listed.

Ticket Cost:

Enter cost if applicable. If free, type “Free.”

Ticket Link:

Enter URL for ticket purchase if applicable.

Publishing Your Event:

Take one last glance through your event entry and then click the blue “Add Event” button at the bottom of the page to publish. The event will go into “pending” status and must be approved by a UO Calendar administrator before it will be visible to the public. Usually events are approved within 1-2 business days.

Events entered by core calendar users with elevated permissions are not subject to the approval process. Those events are visible to the public immediately after submission.


Editing a Published Event

Both standard and core calendar users may only edit events they have created under their login. However, please note that all events are subject to review by UO Calendar staff/administrators and may be edited by UO Calendar staff/administrators as needed.

To edit your event, go to the event URL and click the blue “Edit Event” button on the lower right side of the page. If you do not know the URL, locate your event by typing a keyword into the search bar in the upper right corner of the UO Calendar landing page.

About editing dates and times

When you have finished editing, click the blue “Save Event” button at the bottom of the page.

For standard calendar users, the event will go back into pending status and the changes will be approved by a calendar administrator. During this time, the event will not be visible to the public. Changes are usually approved within 1-2 business days. Edits made to events posted by core users with elevated permissions will take effect immediately and events will remain visible to the public.


Canceling an Event

If an event has been canceled, edit the event to notify attendees of the cancellation instead of deleting it from the calendar. When events disappear from the UO calendar without notice, it often creates confusion for those who were planning to attend.

Add “Canceled:” at the beginning of the event title and mention the cancellation in the text body as well.


Sample event widget

A widget can be generated from the calendar.uoregon.edu site to display COE specific events. If you would like to use this type of widget in a “UO Blogs” site COEIT can assist.

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