Entry info for coordinators

Entry form

Use the entry form (http://event.iastate.edu/cgi-bin/cal/enterit) to enter items on the online calendar. Sign on to entry form with your Iowa State net I.D. and the calendar coordinator password.

Style, punctuation

See the style and punctuation section for additional tips on submitting calendar entries.

Pick a category

Select the appropriate category for your event. Here's a brief description of the categories.

• Popular events:

  Speeches, seminars (except academic symposia and seminars), forums, open houses, receptions.

• Academic lectures:

  Academic lectures and symposia that are of interest to those in specific departments and disciplines.

• Arts and performances:

  Concerts, recitals, plays, movies, art exhibits.

• Athletics:

  Intercollegiate games and meets.

• Conferences and camps:

  Conferences and camps at Iowa State, including such events as Special Olympics, Odyssey of the Mind, and youth sports camps.

• Faculty development:

  Professional development activities for faculty.

• Professional development:

  Professional and personal development activities for staff. Includes training and development, computer classes, and safety workshops.

• Diversity, multicultural events:

  Events with a multicultural component.

• Student activities:

  Public events sponsored by student groups.Special events in the residence halls.

Duplicate entries

Generally, calendar entries should only be made in one category. For example, if you enter an item in "arts and performances," don't put it in "popular events." Events put on four of the specialty calendars ("popular events," "arts and performances," "athletics" and "multicultural") automatically appear on the "popular events" calendar.

You may wish to enter the same event on two specialty calendars. For example, an event may be appropriate for both the "arts and performances" and "multicultural" calendars. If you enter an event in a second category, click "yes" on the "duplicate" section at the bottom of the entry form. That prevents your entry from appearing twice on calendars. Don't click "yes" for both entries, or neither item will appear on the calendars.

Time

Be sure that you enter both the hour and minutes after the hour. If your event has no beginning time, enter "00" for both the hour and minutes.

Kind of event

Use a one- or two-word general description, such as "Lecture," "Concert," Workshop," "Reception."

Location

The format is 210 Durham or Pioneer Room, Memorial Union. Here is the correct format for some other often-used locations: Tye Hall, Music; Beyer pool; Molecular Biology atrium; MacKay auditorium; Leid Center; Stephens; Benton Auditorium, Scheman; 164 Lagomarcino; Hilton; and Stephens.

Phone

Please include the area code, for off-campus viewers. The format is 515-294-7958.

Description

Start this section with a lowercase letter unless the first word is a proper noun. Here's a sample description: "How to Create an Online Calendar," Pat Smith, ISU, and Tracy Jones, Drake University, Des Moines.

Check your entry

After submitting your entry, look at how it displays on the calendar. Ensure that dates, times and places are accurate. To view your entry instantly, call up any calendar except "popular events" or "all events." (The "popular events" and "all events" calendars do not update instantly. They are updated at 1 a.m., 10 a.m., noon, 2 p.m., 4 p.m. and 6 p.m.

Modify an entry

If you need to make corrections or changes in a calendar entry, use the modify form (http://event.iastate.edu/cgi-bin/cal/modifyit).

You'll be prompted to duplicate the "category," "date," and "time" of the entry that you are modifying and hit "submit." Your original calendar entry will appear. Make the changes desired and submit again.

If a public event has been cancelled, postponed or moved, alert University Relations staff (294-7958), who will determine if media need to be notified.

Delete an entry

Use the delete form at http://event.iastate.edu/cgi-bin/cal/deleteit only on the rare occasions when you need to remove something from the calendar entirely. Generally, you'll want to use the modify form, even when an event is cancelled, to insert a "cancelled" or "postponed" in the "kind of event" section.