Policies and Procedures

The All-Campus Master Calendar provides a centralized collection of campus events and deadlines. The calendar is as complete and accurate as possible, but we can't guarantee that all items are included, nor that there haven't been changes to some events that might not be reflected in the on-line version. Most events on the calendar will provide a contact person for additional followup, questions or verification of details.

General Guidelines:

• University Only Events - Only University sponsored events and activities will be included on the calendar. University sponsorship must be by a department, oganization or club.

• Only Official Announcements - Submission of events should only be made after the event is approved by the sponsoring organization and the primary details are finalized. Please don't post "tentative" items. Submission of events should only be made by an official representative of the sponsoring organization.

• Submit Well in Advance - Once an item is submitted it will be reviewed and approved prior to being listed on the calendar. It is recommended that you submit your items well in advance of the event to allow sufficient time for the item to be reviewed and approved.

• Not All Events Will Be Listed - In order to maintain a manageable number of items on the master calendar, judgment will be used to decide whether an event will be listed or not. Some events that have a narrow audience or interest WILL NOT be included.

• Items May Be Modified - The calendar maintainers may modify the descriptions or other other information that is submitted to improve consistency, clarity and format.

• Review Your Postings - Most events submitted for inclusion on the calendar will be reviewed and approved (or rejected) within a few days. Please review your events after they are listed on the calendar to verify that all information is accurate. Changes to your events after they have been listed should be sent to the Campus Master Calendar Maintainers.

Procedures to ADD Calendar Items:

• Step 1: You must be a current SPU faculty, staff or student, with a valid Banner ID number and PIN, to submit items for inclusion on the Master Calendar.

• Step 2: All events submitted for approval should have already been reviewed and approved by the sponsoring department, organization or club. Don't submit "tentative" items to be posted to the Master Calendar.

• Step 3: All events that require facilities to be requested and assigned should have already completed that process BEFORE the event is submitted for inclusion on the calendar.

• Step 4: Once all approvals and facilities have been confirmed, follow the link to the Banner Information System, follow the steps to the Campus Master Calendar Tools page, then to the online form to enter your event.

• Step 4: Follow the instructions on the online form to enter your event or deadline.

• Step 5: The original submitter of an event is able to modify that event (with the MODIFY feature on the Campus Master Calendar Tools page) up until the time that the event has been approved to be listed on the calendar.

Procedures to MODIFY Calendar Items:

• Step 1: The original submitter of an event is able to modify that event (with the MODIFY feature on the Campus Master Calendar Tools page) up until the time that the event has been approved to be listed on the calendar.

• Step 2: Changes to your events after they have been listed should be sent to the Campus Master Calendar Maintainers.

Procedures to DELETE Calendar Items:

• Step 1: The original submitter of an event is able to delete that event (with the DELETE feature on the Campus Master Calendar Tools page) up until the time that the event has been approved to be listed on the calendar.

• Step 2: Deletion of your events (like for a cancellation well before an event takes place) after they have been listed should be sent to the Campus Master Calendar Maintainers. A cancellation closer to the actual event should be indicated in the event itself (by adding "Canceled" in the event description), rather than deleting the event.

• Step 3: We will generally keep 3 or 4 "prior months" of events online. There is no need to delete events that have already taken place.