Attachment II
University
Events Calendar System
01.01 This document directs
the administration and usage of Texas State’s Events Calendar System and its
component calendars; it establishes a framework and related processes for
publishing consistent, accurate, and timely information about events and
activities of interest to university constituents and the broader community. The
University Events Calendar System (UECS) provides a platform for the
publication of events with an intended audience that extends beyond the
calendar owner’s own organizational unit, up to and including members of the
general public. The UECS and its component calendars are tightly integrated
with the official university home page and the university’s GATO content
management system.
01.02 Compliance with the policies
and procedure herein will:
a.
enhance ease of use in locating events of interest;
b.
promote consistency in calendar naming and functionality;
c.
maintain clarity and reduce ambiguity;
d.
facilitate a positive user experience;
e.
assure consistency with the university’s marketing plan; and, in
general,
f.
portray a consistently positive university image.
01.03 The UECS naming
convention is designed to optimize usability by both internal and external
constituents. To eliminate duplication, avoid conflicts, and minimize
ambiguity, a calendar name should reflect the name of the responsible
university organizational unit (e.g., College of Fine Arts Calendar, LBJ
Student Center Calendar). Calendars that cannot be clearly associated with a
single department or organizational unit may use a well-established, generally
accepted, or traditional name (e.g., Academic Calendar, LBJ Lecture Series
Calendar). The university Webmaster will follow this convention when working
with organizational units to determine their calendar names.
01.04 The university
Webmaster is responsible for assigning calendar names and establishing
procedures to facilitate compliance with this policy. Requests for specific
names or calendar system features that are denied by the university Webmaster
may be appealed to the director of the Educational Technology Center, whose
decision is final.
02.01 Administrative Head:
An individual responsible for one or more of the components that comprise the university’s
recognized organizational structure. Examples include vice presidents, deans,
directors, chairs, and managers.
02.02 Calendar Editor:
An individual identified and authorized by the calendar owner or calendar manager
to create and modify events for the organization’s calendar.
02.03 Calendar Manager:
The individual designated as responsible for an organization calendar by the
calendar’s owner.
02.04 Calendar Owner:
The administrative head of the organizational unit for which a calendar has
been established in the UECS.
02.05 University Events
Calendar System (UECS): The set of calendars created and maintained in
conjunction with the official university home page and the GATO content
management system.
02.06 University
Webmaster: The individual designated by the director of the Educational
Technology Center to administer and oversee the technical design, development, maintenance, and
operation of the official university Web site, the university’s Web content
management system known as GATO and the UECS.
03.01 Individual calendars
must be sponsored by, and may only be established by, officially-recognized
organizational units of the university and chartered student organizations.
03.02 A request for an organizational unit calendar must
be sponsored by or come from the administrative head responsible for that
department or unit.
03.03 A request for a
chartered student organization calendar must be sponsored by and come from the
organization’s official university sponsor, and the organization’s university
status must be validated by the Office of Campus Activities and Student
Organizations (CASO).
03.04
The UECS is not intended and shall not be used as:
a.
a resource reservation or facility scheduling tool (i.e., to
reserve a room); or
b.
a vehicle for communicating the time, place, or agendas of routine
departmental meetings.
03.05 The organization
requesting the calendar must designate an individual as its calendar manager.
03.06 The calendar owner or manager
shall designate themselves or other individuals as calendar editors with the
authority to create and modify events in the organization’s calendar.
03.07 The university
Webmaster may deactivate any calendar that has not had an event posted to it
for more than six consecutive months.
04.01 The entry for each
published event must include the event’s title, description, campus sponsors,
date, time, participation fee (if any), categories, intended audience, and
location, as well as a contact name and phone number or e-mail address.
04.02
Events are considered acceptable for inclusion in the calendar if
they are directly related to or would benefit the university and if they are
consistent with the mission of the university, the role of the sponsoring
organization, and the purpose for which the calendar was established.
04.03 The Office of
University Marketing will determine which events may be featured in a sidebar
on the official university home page. Calendar managers may request “featured
event” treatment for events that have significant public interest.
04.04 Event postings must
comply with Texas State’s policy on the appropriate use of information resources
(UPPS No. 04.01.07),
guidelines provided in student, faculty, and staff handbooks, other relevant university
policies, and state and federal laws and regulations.
04.05 Calendar managers and
owners are responsible for the relevance, timeliness, accuracy, and
appropriateness of all entries in their calendars. The university Webmaster may
remove an event one semester after the event’s end date.
04.06 The university
Webmaster reserves the right to immediately delete or edit any event listing
that, in the Webmaster’s judgment, does not meet the above criteria.