SUNY Cortland Online Calendar Policy
01. POLICY STATEMENTS
01.01 This policy governs the creation and administration of SUNY Cortland’s online calendar, which is integrated with the College’s home page and the Web content management system. The online calendar provides a platform for the publication of events intended for the campus community. This policy establishes a framework and a process for publishing consistent, accurate and timely information about the campus.
01.02 This document guides online calendar operations and is intended to:
- promote ease of use in locating events of interest;
- maintain clarity and reduce ambiguity;
- facilitate a positive user experience;
- assure consistency with the College’s marketing plan; and
- portray a consistently positive College image.
02. DEFINITIONS
Content Management System (CMS): A Web application for creating and managing HTML and other Web files. The CMS is managed by the Publications and Electronic Media Office.
Event Management System (EMS): A software program designed for scheduling events and making room reservations. EMS is managed by Campus Activities and Corey Union.
Online Calendar: A component of the CMS used to promote campus events. It is managed by the Public Relations Office.
03. ONLINE CALENDAR/EVENT MANAGEMENT SYSTEM PURPOSES
03.01 The event management system is intended for scheduling space and rooms on campus and is managed by Campus Activities and Corey Union.
03.02 The online calendar is intended to publicize campus programs and events and is managed by the Public Relations Office.
04. ONLINE CALENDAR AUDIENCE
04.01 The online calendar is designed for the campus community. The goal is to share information about and promote College-wide events and activities, as well as significant dates, with the intent of increasing participation in the life of SUNY Cortland.
05. EVENT CREATION AND MANAGEMENT FOR ONLINE CALENDAR
05.01 Activities added to EMS will be reviewed and considered for inclusion in the online campus calendar.
05.02 In the event of a campus-wide event that does not require a room reservation, such as community clean-ups and bus trips, or to add more specific detail to an event already posted on the CMS, please complete the “Publicize an Event” form found at www2.cortland.edu/bulletin/submissions/event.dot.
05.03 Events are considered acceptable for inclusion in the calendar if they support or benefit the College, are open to the campus community, are consistent with the College mission and the role of the sponsoring organization, and fulfill the purpose for which the calendar was established.
05.04 The director of public relations, the director of publications and electronic media and the Web communications manager will determine which events may be featured on the College’s home page.
05.05 Event postings must comply with SUNY Cortland guidelines provided in student, faculty and staff handbooks, the Communications Guide, relevant College policies, and state and federal laws and regulations.
05.06 The director of public relations, the director of publications and electronic media and the Web communications manager reserve the right to remove or edit event listings that do not meet the above criteria.
06. EVENTS INCLUDED IN ONLINE CALENDAR
06.01 Types of events to be included on the online calendar
Highlighted items will be augmented whenever possible with further information by the Public Relations Office.
Academic events and academic calendar items such as start of semester, holidays, start of final exams, Academic Convocation, Honors Convocation, Graduate School Day, Undergraduate Commencement, Graduate Commencement, spring and fall break
Admissions events such as Fall Open House, Spring Open House
Alumni events such as Reunion Weekend, Senior Send-off, Alumni Lectures, Executives-in-Residence
ASC events such as Grad Finale
Brown Bag Lunches
Bus trips
Career Services events such as Goofs and Goblets, Teacher Recruitment Days
Children’s Museum activities
College-wide meetings such as Faculty Senate, College Council, President’s Opening Meeting,
Community Roundtables
Conferences
Departmental open houses
Emergency system testing dates
Faculty Senate meetings
Film series
Fitness and Wellness classes such as yoga and Thai Chi
Gallery events such as exhibitions, openings and artist talks
Holidays in which campus offices are closed or classes are not in session
Induction ceremonies such as those for honor societies
International education events such as Study Abroad Fair, International Education Month
Lectures/panel discussions such as the Brooks Lecture Series, Intellectual Climate Lecture Series, Metcalf Lecture, Poskanzer Lecture
Main Street SUNY Cortland events
Move-in/Move-out dates
Orientation dates
Performances such as those sponsored or produced by CALS, the Performing Arts Department, College-Community Orchestra, Choral Group, Gospel Choir, concerts
Recreational sports events such as sport clubs activities, intramurals, fitness facility events
Sandwich Seminars
Special awards ceremonies such as the College-Community Appreciation Award, C-Club Hall of Fame Banquet, Provost’s Awards for Excellence
Special events such as groundbreakings, building re-openings, dedications, Family Weekend, Senior Games, NY Jets Summer Training Camp
Spring/Fall Break bus departure days
Student club meetings
Student club events such as 64 Roses, La Familia Latina Charity Ball Fashion Show, Spring Flin
Health Promotion/Student Health Service events such as Wellness Wednesdays, Coffeehouses, AIDS quilt, depression screenings, Walk the Walk of Student Affairs, flu clinics, Relay for Life
Student Government Activities such as elections, defensive driving class
Summer Sports School dates
Symposiums
Volunteering opportunities such as Habitat for Humanity, community garden, service-learning
Union activities
Women’s Initiatives events
Workshops
07. EVENTS NOT INCLUDED IN ONLINE CALENDAR
07.01 Types of events that will not appear in the online calendar include, but are not limited to:
ASC sale notices and vendor announcements
Athletics events. A link to athletics will be situated on the calendar page
Construction on campus/facilities information
Deadlines such as those for the Purchasing Office, Registrar’s Office, grant applications, DSI, FAFSA filing, fund raisers, ticket sales, campus-wide surveys
Department and office meetings
Employee training seminars
Fire inspection dates
Fund raising campaign start dates such as SEFA,
High school events such as proms, sporting events, leadership days
Off-campus activities at locations unaffiliated with the College
Open meetings with job candidates
Notifications about specialty months and days such as Domestic Violence Awareness Month, International Education Month, Take Back Your Time Day, Take Your Daughter to Work Day, Non-Traditional Students Week
Notifications such as parking permits available, mail delivery schedule
Play rehearsals
Receptions/going away and retirement parties
Retirement seminars and representatives visits
Staff development activities
Student organization recruitments