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.