The University’s Master Calendar system is a very powerful and flexible tool for promoting and communicating about events. However, the effectiveness of the system for this purpose could be jeopardized and it could quickly grow to be unmanageable if some limits are not placed on its use. Consequently, the implementation project team has established some guidelines for deciding how and when to create new calendars.
Advantages of a Separate Calendar
All events that are sponsored by a recognized unit of the University can be published in the system easily when submitted. For this reason it is not necessarily an advantage for a unit to have its own calendar published. However, a unit should be considered for a separate calendar when:
- It has a web page or website with sufficient traffic that a significant number of people will see the calendar.
- It conducts at least one event a week or several events a month so as to present a “busy” calendar.
- It serves an audience or potential audience of significant size and particular interests so that many people are inclined to look for their events among all other events in the University’s calendar.
Units with Large Numbers of Events
Some organization units require special adaptations in the system due to the volume of events that they present. There is no specific threshold for when these adaptations should be implemented but generally units with fewer than 15 events in any given month do not have such volume that a user could not find an event easily within their calendar. Adaptations for units with large volume can be approached in a number of ways so some best-practice strategy should be applied to these decisions.
|When a Unit Has:
||Best Practice Strategy
|A sub-group of events that have a common theme or format such as a lecture series, a conference or a show with multiple performances.
||Create a sub-calendar off the unit’s main calendar and use the “Also Shows On” option to display events in the sub-calendar in addition to the main calendar.
|Distinct sub-groups within its audience that will look for events aimed at them in particular on separate web pages. Each sub-group will conduct a minimum of 12-15 events per month.
||Create a custom template with a filtering field that separates each sub-group.
The Master Calendar system is intended to communicate and promote events. By default, all events that are placed on an individual unit calendar will also appear on the University’s main calendar. Consequently, all events should be of general interest. The system is not designed to be used for internal calendars except in rare cases when a calendar serves multiple audiences across a number of organization units for mission-critical purposes. Individual organization units are advised to seek other resources for their internal calendars.
|When a Calendar is Required for:
|Maintaining a room schedule for a conference room, lab or other single space
||Create a resources in Outlook
|Maintaining room schedules for a building
||Contact the Registrar's Office about setting R25/25Live for facility scheduling
|Coordinate schedules between a group of faculty and/or staff within a department
||Develop a shared calendar setup in Outlook or consider an online calendar system like Google or Yahoo