Create a Calendar Event

  • Get Noticed!

    Is your event open to the campus community, only for students, or for anyone in the public? Make sure it gets onto the university calendars (see “Taxonomy” section below).

  • Location of the calendar in the CMSTo make a new event, log in to the CMS, open the workarea, click on the Content tab, and navigate to your main folder (located under “Units” in the left-hand folder list).

    Open the Page Layouts folder, and then open the Events subfolder. Within here is another folder, labeled with your department or office’s name. The folder icon will have a small calendar superimposed on it.

    Click directly on this folder, and the calendar itself will appear in the right-hand window. Events are added to the calendar right here.

    Creating an Event

    Look above the calendar and hover over the New button, then click “Add Calendar Event.”

    Add a calendar eventOr, double-click within the day on the calendar itself. The calendar editing window will now open.

    Important: The calendar editing window is somewhat slow to open and close. Don’t be impatient and start clicking again—just wait for the editing window to appear.

    The Event editing window looks different from the regular web editing window (see image below).

    Editing a calendar event

    You will edit these sections:

    Note: There is no Check In option when editing. The Save button will submit the event for publishing. To preview an event, Save it first, and then go to your Events page in the staging Web browser and enter Content Preview mode.

    Do not choose the Cancel button when editing an existing event! This will leave the event in a checked-out state. Always Save the event, even if you made no changes. 

    Title 

    • If it’s a seminar, speech, or similar event, the first word in your title should be just that, followed by the name of the event: Seminar: Learning How to Use the Central Calendar
    • Try not to be overly wordy. Just say what the event is. You have the description box available to go into detail about your event (and you will).
    • Remember that more than half of the traffic to iup.edu is from mobile devices. So having a really long title will look even longer on a small screen.
    • Don’t put the time of the event, or its location, in the title. There is another place for that information. 
    • If you have an ongoing event, make sure to mark the opening and closing days to say as such:
      • Exhibit Opens: Vermeer’s “The Concert”
      • Exhibit Closes: Vermeer’s “The Concert”
    • For the dates in between the opening and closing of the event, list them as usual:
      • Exhibit: Vermeer’s “The Concert”
    • There’s no need to put IUP in the event title:
      • Correct: Recital: Woodwind Ensemble
      • Incorrect: Recital: IUP Woodwind Ensemble

    Note: Although numbers in parentheses will appear after events with the exact same title, these numbers will not appear on the website and can be ignored. (This only applies to events. For any other folder, no two content items (html, image, etc.) in the same folder can have the exact same name.)

    Location

    • Rule: If it’s an event of some kind, it must be held on campus to be listed on the calendars. We’re going to be pretty strict about this. There are exceptions, of course. If a department is sponsoring an event held in Indiana Borough, but not on the IUP campus, it could be listed. But if someone from your department is presenting a paper at a conference in San Diego, it should not go on the calendars. Also, all events at the Punxsutawney, Northpointe, and Pittsburgh East campuses should be included in the calendars (listed as Punxsutawney Campus, etc.).
    • Be specific with locations. The preferred style is building name, room number (Davis Hall, Room 409). 

    Date and Time

    • Unless it’s an all-day event, uncheck the “All Day” box.
    • You will need to add a start time and end time for the event by clicking the little clocks just to the right of the default times. It’s okay if you don’t have a rigid end time. Just pick a time you think the event could be over.
    • Be sure the start and end date(s) of the event are correct.
      Caution: There is a glitch that will always show today’s date, no matter what date you click on when starting to create the event. You will always need to edit the start and end dates to be accurate.

    Editing the start and end times for an event

    The calendars list items chronologically first, and alphabetically second. Please don’t work around this to get your event moved to the top of the calendar by marking it as “All Day” if it is not, in fact, an all-day event.

    If this is an event that repeats, such as an art show or lecture series, you will need to understand how to use the Recurrence tab.

    Description

    Add a description of the event by placing your cursor into the pale horizontal box located directly under “Description.” The regular formatting toolbar will appear. The event description can be formatted like any regular web page—photos can be added, text can be bulleted or bolded, headings can be used, and quicklinks can be added.

    • The description is important. Please don’t post more than necessary. But do not simply repeat the title. Feel free to copy information from the news post you submitted, if there is one. But include enough information so everyone who looks at this knows the key points about your event without having to search for it. What is the event? What will happen there?
    • Don’t put extra space between paragraphs. Ektron puts a space in anyway, so if you add one, it doubles it and the post looks bad.
    • If you want to link to your department website, be sure to make it a quicklink. But don’t force readers to click in order to read important information about the event. The key is to give the reader as much information as possible with the fewest clicks as possible.
    • Do not include the start or end time or the location. These are entered elsewhere on the event screen, and will be automatically be formatted to stand out.

    For suggestions to keep things in line with our University Style, please review the Calendar Style Guide.

    Tip: If a library window is open, but you cannot figure how to close it—for example, you may have started to create a quicklink, but then changed your mind—the work area window must be made wider. Maximizing the window should allow the right-hand side of the library window to appear, along with the black X in its corner. Click it to close the library window (don't click the red X, which will close the whole desktop and will not save your work!).

    Taxonomy Tab

    Taxonomy list of university calendarsTaxonomy is another word for category. The Taxonomy tab is where you choose one or more calendars (Community, Academic, Central, and more) on which you want the event to appear, in addition to your website’s calendar. It’s a quick, easy, and free way to let students, faculty, staff, and the Indiana community know what is going on in your department or office.

    • Click on the Plus sign next to “University Calendars” to see the list. (The plus sign might not be visible, but click where it should be, and it will open the list.)
    • Check which calendar you want your event to appear. You may pick more than one, but save the Homecoming calendar for actual events on Homecoming Weekend.
    • If an event is for students only, put it on the Student Calendar.
      • If an event is for the community only, put it on the Central Calendar and the Community Calendar.
      • If an event is for the community and the students, put it on all three (Central, Student Life, and Community). 

    Here’s more info about the University Calendars.

    Submit (Save) the Event

    • When finished, click the Save button at the lower right of the window. This will submit the event for approval.
    • Note: Click Save just once. The window may appear to shift, and you may be tempted to click Save again, but just wait a moment—the window will reset to show the calendar.

    The full calendar will now display in the work area with the new event. You can also see the event on the Events page in your staging Web browser.

    Clicking the Cancel button will take you back to the CMS folder view, and your edits will be gone. But only click Cancel if this is a brand-new event (New > Add Calendar Event).

    Do not choose the Cancel button when editing an existing event! This will leave the event in a checked-out state. Always Save the event, even if you made no changes.