"How To" Guide

Top Four Questions

* 1. MILITARY TIME
Q. How do I fix the time? It says 6 am. My event is at 6 pm.
A. The time is listed as MILITARY TIME

* 2. ADD WITH PURPLE ICON
Q. How do I add the event?
A. Click on "Next Step" at the bottom of the 1st page. On the 2nd page, the pop-up page, enter text about the event description and any thing else on that page, then click on the SAVE AND CLOSE button on the upper right.

* 3. ENABLE POP-UPS
Q. After clicking on "Next Step" the page blinks?
A. You must ENABLE pop-ups to see the second page, called "elements."

* 4. SIGN IN AGAIN TO EDIT
Q. I've made an error and I can't edit the event.
A. Log in under "Contributor sign in" AND under "Submit an Event". Once you've made the change, it won't appear until you refresh your page

1) Go to UMD Homepage on your browser

* Be sure to ENABLE pop-up blockers before checking in a new event. Pop-up blockers are needed for the system to work.
* Click on "Calendars" and then "UMD Events Calendar"
* Or type in https://events.d.umn.edu/
* Before you enter events, look at all options to become familiar with the program.

2) Click on "Submit an Event" in the lower right.
* Login using your internet ID
To be added as a contributor and to receive a password, contact: Cheryl Reitan, email creitan@d.umn.edu, 726-8996,
Andrew Manteuffel, email amanteuf@d.umn.edu, 726-6927.

Note. If another user wants to post an event on the same computer already used to post events, the browser must be closed before the new user can sign in with a different log-in and password.

3) The submission form will be displayed. It is the same form for all campuses, so don't worry if you don't see Duluth on the header. Complete all required and desired fields:
• Event Title – This field is required. (This will appear in RSS seeds) Do Not use Percent Signs or unusual symbols in the Event Title. None of the details will come up.
• Teaser Text– This field is required. It is one line of info that describes the event (This will appear in RSS seeds)
• Start Date – This field is required. Click on calendar icon to view additional months. Date format is mm/dd/yyyy.
• End Date –This field is optional. Enter end date if event is more than one day.
• All Day –This field is optional. Check box if event is held all day.
• Start Hour – This field is optional. Time increments are noted in military time. Time displayed to Web site visitors will be central daylight/standard time.
• Start Minute – This field is optional. Time increments are noted in five-minute intervals.
• End Hour – This field is optional. Time increments are noted in military time. Time displayed to Web site visitors will be central daylight/standard time.
• End Minute – This field is optional. Time increments are noted in five-minute intervals.
• Cost – This field is required.
• Contact Name – This field is required.
• Contact E-mail – Enter a valid University of Minnesota e-mail address.

• Contact Phone – This field is optional.

• Sponsors – This field is optional but this is the area that the RSS field pulls from. Select a sponsor or sponsors from the drop-down list or enter in a new sponsor in the empty field. If you have multiple sponsors, simply keep adding them from the drop down list. They will appear in the box above. USE THE PULL_DOWN LIST, DON'T TYPE, otherwise it won't work with the RSS FEED.

• Campus – This field is required. DULUTH should be the default option. Otherwise, choose DULUTH from the drop-down box.

Press Select to display choices. Click on plus sign to expand categories. Select desired category or sub-category and ensure value displays at bottom of screen. Select additional categories if needed. Select OK when complete.

• Location – Press Select to choose a pre-designated location. DULUTH will appear. Click on the (+) box and Duluth and the (+) box again and choose a building.

If you have a location not listed, simply add the new location name in the field.

• Room – This field is optional. Enter a room number or location if desired.

• Audience – This is a required field. Press Select to display available choices. Click on the desired audience name and ensure audience value displays at the bottom of screen. Select additional audiences if needed. Select OK when complete.

• U-wide category – This is a required field. Press Select to display available choices. Click on plus sign to expand categories. Select desired category or sub-category and ensure value displays at bottom of screen. Select additional categories if needed. Select OK when complete. The categories are: Arts & Culture Conferences, Workshops, & Seminars Special Events Sports & Recreation Summer Youth Programs Talks & Lectures.

• Unit-based category – This is an optional field and will be populated with values by unit administrator. This is the area for units to use to capture their RSS feeds. UMD is working with the Twin Cities to set these up. As of 12/08/09 they have not provided info.

Press Select to display choices. Click on plus sign to expand categories. Select desired category or sub-category and ensure value displays at bottom of screen. Select additional categories if needed. Select OK when complete.

4)

• Spotlight event is not used at this time.
• Display on events calendar.THIS MUST BE MARKED AS YES or it will not appear. Only people who want private events to show up on another page via and RSS feed will select "no,"
• Make sure the information is correct and free of spelling mistakes.
• Once all the information has been added, click on the Next Step button at the bottom of the screen.

The Events Calendar will then checkin the information you have provided so far and will then pop-up a new window where you can enter in some additional information. If you have pop-ups blocked for events.umn.edu you will not get the screen asking for additional information. TWO SCREENS WILL POP UP AT THE SAME TIME.

SECOND PAGE/ ELEMENTS: DESCRIPTION

5) Description: Additional Information
• Click in empty field under Description to add in additional information. THIS SECTION IS REQUIRED

ADD YOUR EVENT
At this point, or at any point afterward you may add the event by clicking on the file icon called UPDATE.

SECOND PAGE continued: DISABILITY, PARKING and RESERVATIONS

6) Disability Accommodations
• Scroll down and click in Disability Accommodations

The Vice Chancellor's Office for Academic Support and Student Life recommends the follwoing wording for disability accommodations:

To request disability accommodations, please contact <insert a name in the sponsoring department and contact information, including email and phone> two weeks in advance of the event. Interpreters can be requested at: http://www.d.umn.edu/access/Interpreter_Request.htm

• Scroll down and click in Parking, and Reservation Information fields to enter specific details related to each category.

SECOND PAGE continued: IMAGES, VIDEO, AND MISC

7) Add Images
• To add an image, click on Image icon. Enter title of image in Title field. Click the Browse button next to the Primary File field. Select desired image and press Open. Images must be in gif, jpg, or png format and the width may not exceed 200 pixels.
• Select Check In.
• Enter title of image in Title field. This entry will also be used for the Alt. Text on the image.
• Click the Browse button next to the Primary File field.
• Select desired image and press Open. Images must be in jpg, gif, or png format.
• Select Check In. Reset means start over.

8) Add Video
• To embed a video associated with the event, enter the derivative ID of the video in the Media Mill Derivative ID field. Note: Only Media Mill generated videos are supported. Access to Media Mill is required in order to use this functionality.

9) Add Misc. Info
• Scroll down and click in More Information Link, Link to Event Recording, and Buy Tickets Link fields to enter specific details related to each category.
• Select Save and Close button.

After all information has been added:

Click on the the far right button that says SAVE AND CLOSE.

Modifying an Existing Event

Duluth People!
Through trial and error, a number of us have the secret. REFRESH YOUR PAGE. When you log in to submit an event and as a contributor, make sure you refresh so you can see the edit and delete event buttons!

1. Open the Events Calendar home page at https://events.d.umn.edu/

2. Sign into the Events Calendar with the “Contributor sign in” link at the bottom right of the page. Even if you have signed in under "Submit an Event" you have to sign in as a contributor to edit or delete events. If you are already signed in, the link will show you logged in as a user. Refresh the page.

3. To be added as a contributor and to receive a password, contact: Cheryl Reitan, email creitan@d.umn.edu, 726-8996,
Andrew Manteuffel, email amanteuf@d.umn.edu, 726-6927.

4. Browse to the event that you want to modify. When viewing the event, there will be two options above the event title that do not appear unless you are logged in as a contributor and after you have refreshed the page. The links are “Delete Event” and “Edit”. Click on the “Edit” link. The contributor window will appear.

5. In the contributor window, you can edit all the fields that are on the “Submit an Event” page by clicking on the “Metadata” tab.

6. The elements tab is similar to the “Next Step” pop-­-up that contributors see when submitting a new event.

7. Start/End Dates: The start date and end dates should always have their time set to 12:00 AM, it is the start hour/minute and end hour/minute fields that control the time display.

8. After you have finished entering in all the relevant information, click on the “Save and Close” button to save the event.

Deleting an Event

1. Open the Events Calendar home page at https://events.d.umn.edu/

2. Sign into the Events Calendar with the “Contributor sign in” link at the bottom right of the page. Even if you have signed in under "Submit an Event" you have to sign in as a contributor to edit or delete events. If you are already signed in, the link will show you logged in as a user.

3. To be added as a contributor and to receive a password, contact: Cheryl Reitan, email creitan@d.umn.edu, 726-8996,
Andrew Manteuffel, email amanteuf@d.umn.edu, 726-6927.

4. Browse to the event that you want to modify. When viewing the event, there will be two options above the event title that do not appear unless you are logged in as a contributor. The links are “Delete Event” and “Edit”. Click on the “Delete Event” link.

5. A window will appear asking if you would like to delete the event. Click “OK” to delete the event. After clicking “OK”, the window will disappear. Refresh the page to verify that the event has been deleted.

USE FOR WINTER BREAK, SPRING BREAK and any other office or area closing

1. Open the Events Calendar home page at https://events.d.umn.edu/

2. Sign into the Events Calendar with the “Submit an Event” link at the bottom left of the page.

To be added as a contributor and to receive a password, contact: Cheryl Reitan, email creitan@d.umn.edu, 726-8996,
Andrew Manteuffel, email amanteuf@d.umn.edu, 726-6927.

3. Fill in the form using ONLY the following fields ---
Event Title: Closing: "Department Name"
Teaser Text: describe the closing --- spring brek, closed for repairs, etc.
Start date: the last day open
Start Hour: the time your office/area closes
End Hour: the time your office/area opens

Contact Name: your name
Contact E-mail: your email

Finish filling out the form

Campus: Duluth
Location: your department location
Room: your room
U-wide category: Special Events
Display on events: No
(the closing notice won't appear on the events page. It will only appear on the CLOSINGS page)

4. Click on Next Step

5. On the Pop Up page list the title of the event, "Closing: Your department"

Your closing notice will appear on this web page:

http://www.d.umn.edu/snow/dept_closings.php

You get to it off the homepage by clicking on "Emergency Closings"