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UB Web Management

Transforming UB’s digital communications through process and tools

Calendar Support

UB’s Event Calendar is the place to publish and find UB-affiliated activities.

Hundreds of exciting events are held each year by our schools, departments and divisions. Adding your events to this calendar is the ONLY way to promote them university-wide and beyond to UB’s many interested audiences. Once your event is planned, your next step should always be to add it to the UB Event Calendar.

Whether you’re conducting a lecture, fair, celebration or workshop, add the event once and you can easily share it widely, on social media, your websites, email and more. Calendar listings are automatically enhanced to show up on Google and other search engines.

The system was designed to make event submission easy and flexibility, but also to help end-users find what they need quickly and easily.

The calendar publishes listings for events sponsored by or affiliated with university schools, departments and centers. Anyone with a UBIT name may submit events for consideration. Unaffiliated events will not be published.

On this page:

Sign In as a Contributor

To enter the calendar as an event contributor, go to calendar.buffalo.edu and scroll to the footer. Click 'Sign In' and provide your standard UBITName and password.

Sign In

For Regular Contributors:

Once you sign in you will see an event dashboard, which will allow you to submit events for approval and publishing. Your User Administrator must approve and publish your events. Regular Contributors cannot publish their own events.

For new Advanced Contributors (User Administrators, Power Contributors, Feature Event Editors or Technical Leads):

Sign in once to the calendar using your UBIT credentials. Once you are authenticated, the Calendar Team must assign you the proper permissions. User permissions were assigned by the school and department Calendar Team Leads. (see Roles and Permissions below for more information)

For existing Advanced Contributors (User Administrators, Power Contributors, Feature Event Editors or Technical Leads)

Once you sign in, return to the footer and click the 'Manage' link. All available functions (based on your assigned permissions) will be available. 

Roles & Permissions

The UB Event Calendar supports a variety of roles. While anyone with a UBIT name can submit UB-sponsored or UB-affiliated events to the calendar but publishing those events requires advanced permissions, which are assigned by your unit's Calendar Team Lead. In general, each decanal and administrative area has a Calendar Team Lead. Units without Calendar Team Leads are stewarded by DCT Help Desk. Please work with your Calendar Team Lead or Senior Communicator to ensure consistent and appropriate calendar submissions that support broader unit communication goals. 

Table of Roles and Permissions

Role Permissions

Calendar Team Leads

Each UB division or school will have one Calendar Team Lead (usually your Senior Communicator) who is responsible for the unit's Event Calendar strategy and operation. They are responsible for:

  • Deciding whom, in their unit, is authorized to use the UB Event Calendar and with what permissions.
  • Communicating to their calendar users on calendar-related info.
  • Establishing and educating contributors on your unit’s calendar workflow and standards (e.g. unit keywords, categories, images, UBCMS feeds)
  • Managing and approving your users’ permissions (i.e. submitting a support request to ask for permission changes or adding new users)
  • Vetting all event submissions (i.e. for quality, accuracy)
  • Defining how you want your events promoted and educating Unit Administrators in this protocol (e.g. Featured Events, keywords, descriptions, photos)
  • Submitting or approving any unit requests for new locations, feed keywords or other significant calendar adjustments.
  • Troubleshooting unit contributor issues and escalating them to the Calendar Support team.

Unit Administrators

  • Can create and publish their own events as well as modify, approve and publish any event submitted by other contributors from their unit.
  • MUST approve any event from Regular Contributors in their unit.
  • Can propose new website feeds and locations for consideration.

Power Contributors

  • Only Trusted unit members should be named Power Contributors, as they have permission to create, approve and publish their own events to the calendar.
  • Not authorized to Highlight or Feature Events.
  • Power Contributors should never modify, approve or publish any events but their own.
Featured Event Editors
  • Unit administrator with permission to "highlight/feature events"
  • Because of their high visibility, Feature Events should be crafted to position UB appropriately within our brand guidelines and created with the appropriate images and compelling, persuasive text. Featured Event permissions should only be given to Unit Lead Admins who are equipped to do this.
Technical Lead (optional)
  • Can set up and modify feeds for all the sites in their unit’s portfolio.
  • Each Unit Web Leader (UWL)/Senior Communicator's division/school/unit is limited to 2 technical leads. 
  • Must be advanced technical practitioners with demonstrated high technical proficiencies and who understand and can apply Boolean Logic.
  • DCT Help Desk will provide this service if your unit does not have access to this type of resource

Regular Event Contributors

  • Anyone with an active UBITName can log in and submit events for approval (all UB faculty, staff and students).
  • Events submitted by Regular Contributors will be put into a queue for approval and publishing.

Calendar Team Leads

Calendar Team Leads

Unit Calendar Team Leads are the individuals in each unit who are responsible for that unit's online calendar strategy and operation. (This is an internal role and does reflect a level of calendar permission.) Each UB division or school will have one Calendar Team Lead (usually your Senior Communicator). They are responsible for:

  • Deciding who, in their unit, is authorized to use the UB Event Calendar and with what permissions.
  • Communicating to their calendar users on calendar-related info.
  • Establishing and educating contributors on your unit’s calendar workflow and standards (e.g. unit keywords, categories, images, UBCMS feeds)
  • Managing and approving your users’ permissions (i.e. submitting a support request to ask for permission changes or adding new users)
  • Vetting all event submissions (i.e. for quality, accuracy)
  • Defining how you want your events promoted and educating Unit Administrators in this protocol (e.g. Featured Events, keywords, descriptions, photos)
  • Submitting or approving any unit requests for new locations, feed keywords or other significant calendar adjustments.
  • Troubleshooting unit contributor issues and escalating them to the Calendar Support team.
Unit Team Lead
Architecture and Planning Douglas McCallum
Center for the Arts David Wedekindt
College of Arts and Sciences Catherine Barnum
College of Arts and Sciences Craig Garaas-Johnson
Finance and Administration Mary Kvetkosky
International Education John Wood
Law Kristina Lively
Nursing Sarah Goldthrite
Nursing
Donna Tyrpak
Pharmacy and Pharmaceutical Sciences Kara Sweet
Philanthropy and Alumni Engagement Joseph DiDomizio
Provost Dawn Reed
Public Health and Health Professions Jackie Hausler
Research & Economic Development Suzanne Chamberlain
Social Work Sarah Watson
Student Life Lori Chiarilli
UBIT Blake Cooper
University Communications Tracey Eastman
University Communications Hugh Jarvis
University Communications Rebecca Rudell

Are we missing anyone? Please let us know.

Event Calendar Training

Event Calendar Training Sessions (video)

Published July 13, 2017

These training sessions are for contributors to UB's online Event Calendar (calendar.buffalo.edu). For more information on the UB Event Calendar, please see the Calendar Support page:  https://ubcms.buffalo.edu/calendar

Presenter:  Erica Berman, Active Calendar

Regular Contributor Training

Training for Regular Contributors of calendar content and events. This training focuses on navigating the calendar, both the visible front-end and the administrative back-end, specifically the Events Dashboard. Participants will learn how to create and submit events as well as manage their profile. This training will focus on populating the fields necessary for event creation & feed generation. Regular Contributors will not have publishing permission but your event submissions will go into a queue for review and publishing. 

  • Navigating the Front-End Calendar
  • Logging in
  • My Profile
  • Create an Event
  • Simple Event
  • Series Event
  • Event  Dashboard
  • Edit an event
  • Copy an event

Power Contributor Training

The Power Contributor has all the permissions of the Regular Contributor but with the added benefit to publish their own events. This user can create, edit and publish events but should not edit or publish events submitted by other users.  Power Users should attend the session for Regular Users as a pre-requisite. This training will cover additional Event Options and Management.

Prerequisite: Regular Contributor Training

  • Event Dashboard – Advanced
  • Delete and Restore an event
  • Cancel an event

Unit Administrator Training

Unit Administrators will be responsible for approving events submitted by other users. In this training, Unit Admin’s will learn how to create and publish events as well as navigate the Events Dashboard to locate events by specific keywords or categories. This user will be able create and publish their own events in addition to approving or denying events submitted by regular users or other authors.

Prerequisite: Power Contributor Training

Feature Change: Please note that contrary to direction provided in training, "Schools" is now a Category rather than a Custom Field. 

Marketing your Event with the UB Calendar: DCT Solutions Group

Presenters:  Nick Peterson, Kevin Eye & Tracey Eastman

  • Overview of the new UB calendar
  • How the new calendar will integrate with the UBCMS 
  • Walk-through how to create an event

Best Practices & Guidelines

We encourage all our contributors to familiarize themselves with the calendar standards. Using standard styles and syntax will make it easier for calendar users to find your events.

Categories and Keywords

Keywords - Ad hoc words or phrases can be added to your events to make them easier to find in a search. These also become part of the navigation -- people can click on the phrase to bring up any other entries that use the same keyword.

Keywords are NOT used in our website feeds (cf. Feed Keyword).

Categories - Categories are provided as filters in the calendar search.

Event contributors can choose more than one category, or may combine category, event format, and audiences to refine their event purpose and content, and to make it easier for people to find your events, it is recommended that you assign at least one category. Best practice is to add at least one category for your school, and one for the event topic or theme. The following are categories available to you and their definitions. They represent the most commonly used event topic/themes.

Category Subcategory Definition Examples
Academic  

Events focused on instruction and scholarship.

  • Physics Seminar
  • Genetics Symposium
  • Education Safety Conference
Arts & Culture  

Events featuring creative or imaginative, or cultural expression in visual arts, dance, drama, and performances or exhibitions thereof.

  • Concert
  • Dance Performance
  • Poetry Readings
  • Movies
Entertainment & Recreation  

Activities or events that provide amusement, fun, or pleasure.

  • Oozefest
  • Late Night UB
  • Yoga
  • Chess Club
Health & Wellness  

Events and activities focused on personal, mental or physical well-being.

  • Flu Shot Clinic
  • Stress Management Workshop
Other  

Events that don't fit into any other listed category.

 
Personal & Professional Development  

Event focused on training and skill-building to improve work life or personal life.

  • Time Management Workshop
  • Resume Workshop
Schools   UB's 12 academic schools.
  • Architecture & Planning
  • Arts & Sciences
  • Dental Medicine
  • Graduate School of Education
  • Engineering & Applied Sciences
  • Law
  • Management
  • Jacobs School of Medicine & Biomedical Sciences
  • Nursing
  • Pharmacy & Pharmaceutical Sciences
  • Public Health & Health Professions
  • Social Work

UB Athletic Events

(this category may be used only by UB Athletics)

 

UB Athletics - Home

UB Bulls intercollegiate athletic team games, matches, meets or tournaments, held at UB or in Western New York.

  • Bulls Football at UB
  • Women's Soccer at UB
  UB Athletics - Away

UB Bulls intercollegiate athletic team games, matches, meets or tournaments, held at competitors' home turf.

  • Men's Basketball in Akron
  • Women's Tennis in Miami/Ohio
UB in the Community  

Events and programs designed to facilitate interactions between UB and the broader WNY community.

  • Free Tax Preparation
  • UB on the Green
  • Community Day

Locations

Adding a location to your event is essential. The UB Event Calendar's default list of locations includes the most commonly used rooms and venues at UB. Locations are searchable.

  • All locations include either latitude and longitude coordinates or street address, city and state for the benefit of visitors using GPS-enabled wayfinding (e.g. Google maps).
  • If you are publishing an event to the master UB Event Calendar, and a desired location is not listed, contributors may add an ad-hoc location manually
    • Use the ADD button to the right of the Location field. Your Location should use the style and syntax in the table below
  • When you add a new ad-hoc location:
    • it will not appear in the location drop-down for future use. Nor will it be searchable. But you can copy and alter previously submitted events.
    • it will not be Google map-enabled. Please include complete street address, city and state to make wayfinding easier for event attendees.
  • Requests to add locations to the global drop-down menu can be submitted on the Calendar Service Request form

When adding new AD-HOC locations, structure your entries as follows:

On-Campus Examples
BuildingName - Room Number or Venue/Suite name

Clemens Hall - Room 120

Davis Hall - Agrusa Aud, Room 101

Student Union (SU) - Landmark Room, Room 210

Off Campus Examples
BuildingName - Street Address, City, State

Albright Knox Art Gallery - 1285 Elmwood Ave, Buffalo, NY

Buffalo General Medical Center - Ortho Conf. Room, 2nd floor, 100 High St, Buffalo, NY

And use the following usage styles:

Location Usage/Style Examples

Building Name 

Do not use "UB" or "University at Buffalo" in any location name. (EXCEPTION: UB Stadium)

YES: Center for the Arts (CFA)
NO: UB Center for the Arts (CFA)
  Include acronyms in parentheses () at the end of Building Name only if the acronym is commonly used/understood.  Clinical & Translational Research Center (CTRC)
 

Always use "Hall"  (when appropriate)

YES: Capen Hall
NO:  Capen
  Use common abbreviations (without periods) for brevity:  Building = Bldg   Center = Ctr  Quadrangle = Quad Community Bldg
Fitness Ctr
Richmond Quad
Room Number or Venue/Suite Name

Use the word "Room" (when appropriate)

Room 223    

Flickinger Suite

Street Address 

Use Street Addresses for off-campus locations only. Off-campus locations must include either:
  • a specific location (street, city, state), or
  • latitude & longitude

321 Bailey Ave

Buffalo, NY

 

 
  • Use common abbreviations for brevity.
  • Do not include periods after St, Rd, etc. to be consistent with postal abbreviations

Street = St

Road = Rd

Avenue = Ave

City, State

Include City and State for off-campus locations only.

Buffalo, NY

Images

Images are encouraged, and are required for Highlights. Each image must be under 3MB in size, and the totale size of all images must be under 10MB.

Additional Event Information including Feed Keywords

Feed Keywords

These are established by Calendar Team Leads and can only be modified by administrators. These special 'tags' are used to build custom feeds that display collections of events on unit websites. Only select Feed Keywords that are approved by your Senior Communicator or your Unit Web Leader; e.g. seas-event.

To select multiple Feed Keywords, hold down the Control button as you click. Be careful not to deselect existing selections!

Speaker Name & Affiliation

Use this field for:

  • Name and company, organization or school affiliation of the person who will be presenting, lecturing or speaking at the event
  • Example:  Dr. Eric Von Federstein, NIH

Cost

In this field:

  • Include the primary cost (including $), per person, to attend your event. Use “Free” if appropriate.
  • If there is more than one cost (e.g. $20 general public, $10 UB students), include the UB-specific cost here (e.g. student cost) and the additional information in your event description.
  • Example: Free - Registration is open to current faculty and staff only. Registration is REQUIRED.

Feeds to UB Websites

As part of migration from the old calendar to the new, event feeds on all UBCMS websites were updated to drive unit- or topic-specific events to individual UB websites. These event feeds rely on the inclusion of specific combinations of keywords and other settings. For information on your unit's keywords, please contact your Technical Lead, or submit a service request.

Frequently Asked Questions

About UB Event Calendar

Q. What happened to the old Event Calendar?

In the summer of 2017, UB’s Event Calendar was migrated to a new tool (Active Calendar), designed to give calendar contributors more control and more flexibility. As of August 9, 2017, the old event calendar was decommissioned. The current Event Calendar product functions as a true partnership between University Communications and UB’s academic and administrative units. UB’s units are now empowered to manage their users and events directly and require little to no support from University Communications or UBIT.

Q. What tool is UB now using for its Event Calendar?

UB’s Event Calendar tool is Active Calendar

Q. What do I do if my website is not in the CMS?

UB’s calendar support team will consult with owners of non-CMS websites to help them build RSS feeds to their calendars as time allows, once all UBCMS sites are up and running with the new calendar. For assistance, please complete the support form.

Q. Will events stay in the calendar for future use?

Events remain unless they are deleted; even deleted events can be restored unless they are purged. To reuse an old event, just search for it in the Events Dashboard, then select Copy. Purged events are not recoverable.

Approvals & Publishing

NOTE: University Communications (UC) will approve and publish any event submitted by any user after 5 days, but we strongly encourage all contributors to work with Calendar Team Leads to ensure events include all required settings and keywords, events are coded to appear on the appropriate websites, and that events are easy for your users to find.

Q. I submitted an event but it’s not appearing in the calendar.

Be sure you have permission to publish events. Only Power Contributors and Unit Administrators have the ability to publish events. Regular Contributors may submit events, but your events must be reviewed and approved by your Unit Administrator. Contact your Calendar Team Lead for information on your permissions. You can find a list of UB’s Calendar Team Leads here. 

If you have the proper permissions and your event is still not publishing, check your My Profile>Pending Events to check for events you may have saved but not yet published.

Q. How do I specify a Publish/Unpublish Time?

http://help.activecalendar.com/Application_Help.Page-Create-or-Modify-an-event.ashx#Specify_PublishUnpublish_Times_27

Q. How do I see who last took action on my event?

The Version Control and Change Log is where authors and administrators can leave comments for an event, as well as view the history of changes made to the event.

http://help.activecalendar.com/Application_Help.Page-Create-or-Modify-an-event.ashx#Version_Control_and_Change_Log_55

Q. How do I leave comments for one of my contributors?

The Version Control and Change Log is where authors and administrators can leave comments for an event, as well as view the history of changes made to the event.

http://help.activecalendar.com/Application_Help.Page-Create-or-Modify-an-event.ashx#Version_Control_and_Change_Log_55

Creating & Modifying Events

For full instructions on creating and modifying events in the Active Calendar tool, go to:

http://help.activecalendar.com/Application_Help.Page-Create-or-Modify-an-event.ashx

Q. How do I create an event?

https://activecalendar.com/blog/create-an-event/

Q. How do I add Event Details? (e.g. Name of Event, Summary, Description, Event Time)

http://help.activecalendar.com/Application_Help.Page-Create-or-Modify-an-event.ashx#Event_Details_47

Q. How do I modify events?

http://help.activecalendar.com/Application_Help.Page-Events-Dashboard.ashx#Modify_event_12

Q. How do I create or modify a Series?

https://activecalendar.com/blog/create-a-series-event/

Create:  http://help.activecalendar.com/Application_Help.Page-Create-or-Modify-an-event.ashx#When_is_the_event_22

Modify:   http://help.activecalendar.com/Application_Help.Page-Events-Dashboard.ashx#Modify_a_Series_Event_13

Q. How do I copy an event?

http://help.activecalendar.com/Application_Help.Page-Events-Dashboard.ashx#Copy_event_14

Q. How do I cancel or delete an event?

Cancel:  https://activecalendar.com/blog/cancel-an-event

              http://help.activecalendar.com/Application_Help.Page-Events-Dashboard.ashx#Cancel_event_11

Delete:  http://help.activecalendar.com/Application_Help.Page-Events-Dashboard.ashx#Delete_event_15

NOTE: Purged events are not recoverable.

Q. How do I change my event URL?

Each event has its own unique URL. You may wish to change it to a branded name or to shorten it. Here’s how:  

http://help.activecalendar.com/Application_Help.Page-Create-or-Modify-an-event.ashx#URL_24

Q. How do I make my event Private?

The Private Event feature is not currently enabled. It is scheduled for implementation in late 2017 or early 2018.

Q. Where can we add live URL links  in each event? How do I link out to another website?

You can add links to external websites (e.g. an event registration site) in the description of each event. To add a link, click the world icon in the bar above description box. Add the full URL including https://.

Q. How do I enter my event’s Cost?

http://ubcms.buffalo.edu/calendar.html#cost

Q. How do I enter my event’s Speaker?

http://ubcms.buffalo.edu/calendar.html#speaker

Categories & Keywords

Event Contact

Feeds

Q. There is no feed keyword listed for my unit? How do I get one?

Feed Keywords were submitted and approved by each unit’s Calendar Team Lead or Technical Lead. Please work directly with them to determine which Feed Keywords to use for your websites. To submit a request for a new website feed, please submit a service request.

Highlighted (Featured) Events

Q. How do I highlight (feature) my event?

Only Unit Administrators with specific permissions are able to highlight or feature an event. To understand or upgrade your permissions, please contact your Calendar Team Lead. If you do have Feature Event Editor permissions, you can adjust event settings so they appear at the top of the UB Event Calendar page. Here is how to highlight an event:

http://help.activecalendar.com/Application_Help.Page-Create-or-Modify-an-event.ashx#Highlight_this_event_26

Images & Attachments

Q. What size image should I use?

You can upload a maximum of 5 images, that are up to 3mb each, per event. Please note that some of the sharing functionality of Event Publisher requires that your image be at least 300 x 300 pixels large. It is recommended that you upload the highest quality images available so image quality is maintained for visitors of your calendar site.

http://help.activecalendar.com/Application_Help.Page-Create-or-Modify-an-event.ashx#Images_51

Q. What is the size limit for attachments?

http://help.activecalendar.com/Application_Help.Page-Create-or-Modify-an-event.ashx#Attachments_52

Q. What types of attachments can I use?

http://help.activecalendar.com/Application_Help.Page-Create-or-Modify-an-event.ashx#Attachments_52

Importing Events

Q. How do I import events?

We are working on creating a custom template to accommodate UB Event Calendar custom fields.  

http://help.activecalendar.com/Application_Help.Page-Set-Up-Event-Imports.ashx

Location

Q. How do I add my event location?

http://help.activecalendar.com/Application_Help.Page-Create-or-Modify-an-event.ashx#Locations_49

Q. What Locations are available?

http://ubcms.buffalo.edu/calendar.html#locations

Q. How do I add new locations?

Any user may add an ad hoc location in an event by entering location details in the Location field then clicking “Add”.
Locations included in the global drop-down list are the most commonly used event venues. Requests to add new locations to the drop-down list will be considered based on degree of need and expected frequency of use. To submit a new location request, please complete the service form.

http://ubcms.buffalo.edu/calendar.html#locations

Notifications

Q. How do I disable email notifications telling me there is an event waiting to be approved?

Any Unit Administrator or Power Contributor will receive a notification whenever ANY Regular Contributor (whether they’re in your unit or not) submits an event for approval. Unfortunately, the only way to avoid this is to turn off your notifications entirely. This means that you will not receive notifications from your team members when events are awaiting your approval. The vendor is aware of this problem and is working on a solution.

Meanwhile, if you choose to turn off notifications entirely, here's how:

Go to calendar.buffalo.edu. In the footer, click Sign In. Once you’ve signed in, click My Profile (in footer or top right). Then in My Subscriptions>Manage Event Subscriptions> select either Off or No. 

Q. How do I navigate the front end (understand what your viewers will see)?

https://activecalendar.com/blog/how-to-navigate-the-front-end-of-active-calendar/

Q. How do I find or sort events?

http://help.activecalendar.com/Application_Help.Page-Events-Dashboard.ashx#Events_20

Permissions

How do I know what permissions I have?

If you have advanced permissions (i.e. Unit Administrator, Power Contributor, Featured Event Editor or Technical Lead), you should be made aware by your Calendar Team Lead. You can tell by looking for “Manage” at the bottom right of your Event Calendar screen. If “Manage” does not appear, you are a Regular Contributor.

Anyone with a UBIT name can register to use the calendar; you need only sign in once with your UBIT credentials. Regular Contributors can submit events, but those events will not be published until a Unit Administrator approves and publishes them.

NOTE: University Communications (UC) will approve and publish any event submitted by any user after 5 days, but we strongly encourage all contributors to work with Calendar Team Leads to ensure events include all required settings and keywords, events are coded to appear on the appropriate websites, and that events are easy for your users to find.

I want to upgrade my permissions. What do I do?

Contact your Calendar Team Lead. All requests for permission upgrades must come from them. They should submit the request using the calendar service request form.

Training

Q. Where can we find training for the Event Calendar?

http://ubcms.buffalo.edu/calendar.html#training

Other

Q. How does Registration module work? Can they pay? RSVP?

The Registration feature is not currently enabled on UB’s calendar system. This feature is scheduled to be activated in late 2017 or early 2018.

Q. How do I stay updated on Event Calendar news?

To keep up with new features and other developments, please subscribe to our Event Calendar contributor listserv

Questions or Service Requests?

Stay Informed!

To keep up with new features and other developments, please subscribe to our calendar contributors listserv. > UBevents-IP-List

Calendar Contributors and team members

  • Use this form to submit questions or service requests about the UB Events Calendar.
  • We will respond within two business days.

Please send questions about calendar events themselves to the contacts listed in that event.