The Howard University Calendar (https://calendar.howard.edu) is a Drupal-powered site that promotes

university events. The main site lets the Office of

University Communications (OUC):

• create events;

• accept event submissions through a form;

• tag each event with custom categories.

Publish Once. Display It Everywhere.

It’s possible to create custom calendars across

Howard University’s web presence. Categories

drive each calendar.

Let’s say you want to promote a Homecoming weekend. The football game, class reunions and a fashion

show all appear on the main calendar. But each event could also go to custom calendars for Athletics, Alumni

and Student Activities.

Content Types

• Event: A listing of an activity on campus. It can be a one-time or repeating event.

• Site: A custom calendar where you display a subset of all events.

• Basic Page: A static page, such as Help section for your users.

Roles

• Anonymous: Someone who is not logged in to Drupal.

This person can submit events for review via the public Submit Event form.

• Site Moderator: A Drupal-authenticated user who creates, edits and publishes Events.

• Administrator: A Drupal-authenticated user who creates and publishes Events, Sites and Basic Pages:

Featured Events

Up to three featured events appear in the slideshow at the top of the page.

Howard University events Calendar: oUC-admin GUide

Event Details

Each event includes a Title, Time, Date, Location, a Description and Category tags. Visitors can boost an

event’s profile via Facebook and Twitter;

and save the event to personal calendars.

Optional Elements

The right sidebar includes:

• a Google Map for pinpoint location

information;

• RSVP Information, including links

to third-party sites, such as Evite,

Meetup, or Facebook Events.

• Contact Information for the event

organizer.

Search and Filter Options

Search: Enter a name or keyword to find an event.

Filter: Use the filters in the right column to narrow down the list of visible events.

• Click an underlined date in the calendar to view events occurring on that day.

• Use Date to limit results by day, week or month. Or define a custom date range.

• Use School / College to select view events associated with

Business School, College of Arts & Sciences, etc.

• Use Audience to select groups such as Alumni and Friends,

Faculty, or Graduate Students.

• Use Category to select themes such as Arts & Culture,

Education, or Employment.

The count above the first event updates based on the Filter. E.g.,

Showing 8 of 31 events.

Remove Filter(s)

• Click the next to the filer label to remove it.

• Click Remove All Filters to reset the calendar.

Anonymous Event Submission

Anyone can submit an event at: https://calendar.howard.edu/#/submit-event

Enter the following required fields:

• Event Title and Details;

• Start Date and Time;

• End Date and Time;

• Venue Name;

• Organizer Name, Phone Number and Email Address;

• Category, tags that determine how events are organized; and

• Your Name, Email Address and Phone Number.

Optional form elements also include:

• the ability to upload an image (up to 500kb);

• an indication that this event occurs multiple times (i.e., a recurring event);

• venue information, including an address for Google Maps;

• organizer social media links;

• event-specific websites and social media links;

• cost, including a field to add a description or pricing (e.g., “$12 Students; $16 Faculty; $20 G/A”)

• RSVP information; and

• additional categories.

OUC maintains a set of Event Submission Policies and Best Practices here:

https://calendar.howard.edu/content/calendar-guidelines

A moderator must review events submitted through the form before they appear on the calendar.

Create Events via the Back-End Form (Site Moderators)• Go to https://calendar.howard.edu/user• Enter your Username and Password.• Go to Content / Add Content / Event: https://calendar.howard.edu/node/add/event

The Moderator Form contains all fields available to a public user, and the following custom options. Date / Time • All Day Event; Start and End Date and Time; • Repeat, if this is a Recurring Event;

Set Recurring Events to: Daily, Weekly, Monthly or Yearly. Indicate the frequency of repeating events (e.g., “Every 2 weeks” or “Repeat on Wednesday.”) and when the event should Stop repeating. Note: Only the first entry of a recurring event appears on the calendar. That entry lists all subsequent events. When that date expires, the next event appears.

• Timezone, if the event occurs outside of the calendar’s standard time zone. (E.g., a West Coast event.)

Venue Information, including Name and URL

Location, enter an Address, City, State and Zip to feature it on a Google Maps plugin

Cost, including a field to add a description or pricing (e.g., “$12 Students; $16 Faculty; $20 G/A”)

RSVP, Ticket URL and a field to add instructions.

Event / Submitter Contact Information and Social Media Feeds

Taxonomies, i.e., the tags that allow visitors to browse events by School / College, Audience and Category.Note: Your view of Taxonomies will match the items available in My Workbench / My Sections.

After updating the fields as needed, scroll to the bottom of the page.• Change the Moderation State from Draft (Current) to Published.

• Click Save.

Admin Settings

The Admin Settings tab lets you modify how an event appears on the calendar.

Feature throughout site adds the event to the

home page slideshow. (There are only three

events featured at one time, so it may appear

after other events expire.)

Promote in feed adds the event to external

feeds, such as the listings on the Howard

University home page (howard.edu).

Repeating date description appears if someone

submitted the event via the anonymous public form. (Only Site Moderators can create repeating events.)

Exclude from main calendar removes the event from http://calendar.howard.edu, but the event will appear

on custom calendars that share the event’s categories.

Email Notifications

When someone submits a new event via the

Submit Event form, an email goes to:

• the person who submitted the event;

• the moderator(s) associated with the event.

Editorial groups dictate which events you can moderate, such as tags for School / College; Audience; and Category.

There may be multiple moderators for an event, but each event only needs to be published once.

Moderate an Event: Anonymous Submission• Go to http://calendar.howard.edu/user• Enter your Username and Password.• Hover over My Workbench and click My Sections.

You’ll see a list editorial groups (categories) associated with your account.

To view the events awaiting approval . . .• Click Ready for Review. (https://calendar.howard.edu/admin/workbench/needs-review) An event has one of three active states.• Draft: In progress.• Needs Review: Ready for a moderator to review, edit and publish. • Published: Available on the calendar.If you can publish an event, you will see a Change to Published link in the Set Moderation State column.• Click the Event Title to view the draft. Then:• Click Edit Draft to modify it; or

• Click Moderate to publish it.

View Draft: Browse details on this “read-only” page. Edit Draft: Modify any event information using the same fields you see when you create a new event.

Moderate: View the full history of the event, including when the event was submitted for review (attributed to Anonymous). Then follow recent revisions by moderators.

If necessary, click Revert to set a prior version of the event as the published version.

Sites / Custom Calendars

Administrators can create custom calendars for different Howard University websites by selecting specific tags for Audience; Category and School / College.

E.g., the Office of the President calendar consists of three categories:

Office of the President,

Office of the Student Ombudsman,

President’s Speaking Engagements.

(An event associated with any of these

categories will appear on the custom

calendar.)

One Custom Calendar. Two Locations.

Each custom calendar has a permanent home on the Events Calendar website. E.g.,

https://calendar.howard.edu/calendars/office-president/

However, administrators can also embed the calendar within a Howard website, regardless of whether the sites use the Drupal content management system that powers the calendar.

Note: If visitors can submit new events on these calendars, the categories will be “locked” on the form. E.g., events submitted to a School of Social Work calendar will have a “School of Social Work” tag.

Site Specific SettingsEach custom calendar can have a unique default event image and custom help information.Please check with an Administrator for more information.