Event Calendar FAQ

• What are public and private categories?
• How can I submit an event?
• Are there guidelines for event submission?
• What happens after an event is submitted?
• How can I make changes to an approved event?
• Can I request an new category?
• How do I request account access or sub-category changes to a category?
• Who are the event approvers?
• How can I include events on my web page?
• How can I add a location?
• How can I get training?
• How do I use the event registration form?
• How do I request a custom registration form?
• How do email reminders work?

Q: What are public and private categories?
A:  SJSU Events Calendar supports public and private categories. Currently public categories are limited to categories that are of broader interest to the SJSU community and private categories are specific to colleges, departments or units. Events associated with public categories are listed at SJSU Events (events.sjsu.edu) and events associated with private category are syndicated on websites (example: sjsu.edu/cob/calendar). Events can be submitted to both private and and public categories. All submitted events are subject to review and approval before posting.

Q: How can I submit an event?
A:

• Event submission form (for public categories)
• Event submission form (for private categories)

Q: Are there guidelines for event submission?
A: Yes, the Events Calendar only includes events sponsored by campus departments and organizations, and events held on campus. All submissions are subject to review and approval before posting. Submit your event at least one week prior to its start. Late submissions may not be posted. You may be contacted if further information is needed. Not all events will be added to the SJSU Online Calendar of Events.

Q: What happens after I have submitted an event?
A: All submitted events are subject to review and approval before posting. Submit your event at least one week prior to its start. Late submissions may not be posted. You may be contacted if further information is needed. You will receive notification via email when your event is processed. If you haven't received any response for 48 hours (two business days) then contact an approver that your event is associated with (even if your event is associated with multiple categories).

Q: How can I make changes to an approved event?
A: Contact an approver for the category that your event is associated with (even if your event is associated with multiple categories) and inform them of the change.

Q: How can I request a new private categories?
A: Complete  the Calendar Application form

Q: How can I request access changes or sub-category changes to an existing category?
A: Complete the Calendar Application form

Q: Who are the approvers? 
A:

Category	Approvers
Academic Calendar	Jessica Larsen
Alumni	Brian Bates
Arts/Culture	Chris Hicks-Riley, Jennifer Sheehan
Athletics	Chris Hicks-Riley, Daniel Hackett
Campus Events	Chris Hicks-Riley, Jennifer Sheehan, Valerie Gonzales
Community Engagement	Michael Fallon, Dayana Salazar, Maribel Martinez
Continuing Studies	Dondi Bogusky, Jessica Gonzalez, Ruth Huard
Faculty/Staff	Valerie Gonzales, Chris Hicks-Riley, Joe Pinheiro, Jessica Gonzalez, Julie Inouye Wong, Amy Strage, Elizabeth Tu, Mei Fang, Jean Shiota, Gina Marin
Future Students	Emily J Bauer, Joe Pinheiro
Lectures/Seminars	Chris Hicks-Riley
Sports, Recreation & Fitness	Caryn Murray, Jennifer Sheehan, Kristine Kirkendall
Students	Joe Pinheiro, Samantha Edelman

Q: How can I include events on my Web page?
A:
WebCMS 7

1. Generate the code for your events
2. Insert the code into your Web page

Q: How can add a location?
A: Use the support form to provide us the location details. Please indicate the general location (i.e. Main Campus, etc.), the Building, and Room number (optional).

Q: How can I get training?
A: Use the support form to request a DVD of the training presentation.

Q: How do I use the default event registration form?
A: The default event registration form can be associated with any event and is available to all category approvers. The default event registration form collects name and email address of registrants and automatically approves them. Registrants are sent an email reminder two hours before the start of the event. Registration information is visible to all category approvers. Note: Location information is not included in the registration confirmation email.

Q: How do I request a custom registration form?
A: If the default event registration form does not meet your needs, the Web Services Unit will work with you to develop a custom event registration form. Access to custom registration forms is limited to Faculty and Staff. Please coordinate with existing category approvers to minimize the need to create new accounts. To request a custom event registration form, please complete the support form to provide all information listed below. Missing information will delay the creation of your custom event registration form.

Required information: Custom Event Registration Form

• Name and SJSU ID of all users to be given permission to associate the form with an event.
• Name and SJSU ID of all users to receive registration emails.
• Name and SJSU ID of all users to process  registration information.
  
• Should new Registrants be automatically approved? (Yes or No)
• What return email address should be used when contacting registrants?
• What additional fields (other than first name, last name, and email address) do you need?
• Available field types:
  • Checkbox (Provide label)
  • Comma-separated text field (Provide label)
  • Drop-down (Provide label for the drop-down and all values to be included in the drop-down)
  • Radio button (Provide label for the button group and a value for each individual button)
  • Text area (Provide label)
  • Text field (Provide label)
  • Date selector (Provide label)

Q: How do email reminders work?
A: Anyone can request a reminder by clicking on the "Remind Me" icon to be sent an email from five minutes to two hours before the start of the event.