R25 Data Entry Standards

The UC Calendar of Events is the official University Calendar. It is intended to provide complete information about UC events to the campus community and the general public. It will serve as the single source for all university Web calendars. Information from the Calendar of Events will be used for all department, college and unit online calendars.

The UC Calendar of Events is generated by software called Resource 25 (R25), which is used for scheduling facilities as well as for publicizing event information to the general public.

Benefits

By centralizing the calendaring/scheduling process, all university units will have access to identical information, streamlining information flow and ensuring consistent content.

Web visitors will have one easy access point to information about all UC events. Visitors may search for event information or browse events using a variety of views and calendars.

Standards for Entering Calendar Data for Non Academic Events

To ensure ease-of-use and consistency among calendar entries, calendar administrators must use the following calendar standards for data entry.

Description: Use the Description area for additional information and details about the event. (To find the Description field in R25, click on the “Properties” icon, which is in the far right-hand set of icons. It’s the one with a hand holding a piece of paper. The Properties window will open to the Description tab.).

Whenever possible, include a Web address for further information. Within the Properties window, choose the Custom Attributes tab. Select Web Site from Attribute Label drop down menu. Cut and paste your website into the File Name field and click Add. To ensure new address works, double click on Website within the Attributes field.

Use the following conventions for phone numbers, dates, times and common words:

513-556-1000 (use hyphens, not periods or parentheses)

Web (always capitalized)

Web site (two words)

University of Cincinnati

UC

Event Name: This is the name that will appear on the Web Calendar, so it must be descriptive, yet no more than 40 characters. Remember, the calendar will be used by people outside of the University of Cincinnati – the general public. These Web visitors aren’t familiar with our unique acronyms and naming conventions. Be user-friendly!

The Event Name field is the only field used in the Search function, so it’s critical that you use words which people will likely include in their keyword search. For instance, if the event includes a well-known speaker, be sure speaker’s name is within Event Name description (minimally, the last name).

If you need to add additional Event Name information, put it in the "Title" field. Title information will show up on the detail screen when a visitor clicks on the Event Name link on the calendar. If no additional event name information is needed, leave the "Event Title" field blank.

Primary Organization: Choose the Primary Organization from the Organizations list (click on icon with picture of three bubbles). If the organization is not listed, contact Campus Scheduling for West Campus organizations and AIT&L for East Campus organizations.

Requestor: If contact name is not included in the contacts listing (click on icon with picture of pink bubble), contact Campus Scheduling for West Campus requestors and AIT&L for East Campus requestors. Send the following information: Name, Title, Phone number with area code and E-mail address.

Reservation Name: Shows by default (in “Day” view) as (Rsrv_xxxx). Enter the Event Type into this field, unless the event is an off-campus event. In that case, note the off-campus location.

Spaces: If space isn’t listed within R25 AND it is expected to be used again, request that it be added to the Space Management System (and subsequently added to R25). Send your request by e-mail to Shawn McCullom, UCit, and Andrew Williams, Space Management.

If the space is a one-time use, indicate the location of the event in the Description area.

If the approver of a space notices incorrect information regarding the capacity of a space or the room type, notify Shawn McCullom, UCit, and Andrew Williams, Space Management.

Standards for Entering Room Information to Spaces within R25

Photos: When adding photos, the largest dimension of the photo should be no larger than 250 pixels. Photos should be saved as jpg format at 72 dpi.

Approval Processes

University Calendar: If your event meets the criteria for inclusion in the Calendar of Events (see “Guidelines”), you may request that it be added to the University Calendar. Use these steps:

Add the resource “Request, Publish to University Calendar.” This resource is visible to all users, so you can request to have an event added to the University Calendar (if it meets the guidelines).

Once this resource is added, a University Communications staff member will review and approve or deny the request.

If approved, the event will be added to the University Calendar. You will receive e-mail notification from a University Communications staff member that it has been added.

Organization of Information: Because the calendar of events is being used as a tool for the general public, we’ve organized system folders not only by units, but also by the audience for which the event will be of interest. Many events attract various different audiences. In these instances, choose the folder that represents the widest audience for your event listing. For instance, an event that is open to faculty, staff and students, should be included in the “Community – University” folder.

Other Calendar Information

Cancelled events: Cancelled items will show on the calendar in red text as follows:

• Day View: ** CANCELLED **
• Week View: CANCELLED

Internal Calendar: An “Internal Calendar,” accessible only through the UC campus network, will provide a true master calendar that shows all events within the calendar system. This calendar may be used by Public Safety and Campus Operators, among others. We anticipate the Internal Calendar to be usable by end of the 2005-06 academic year.