Oregon State University

Calendar

Contents

Calendar Basics

Logging In

Guest users have the ability to view, search, and export public calendars and events. On some calendars, guest users can suggest new events.

Logged in users have the following extra resources at their disposal:

How to Log In

The calendar uses ONID accounts for all logins. To sign up for ONID or change a forgotten password, please see the ONID home page at:

Additionally, the OSU calendar supports OSU's Single-Sign-On (SSO) for websites. Once a person logs in to an SSO-enabled site (such as the calendar), they can use other SSO applications without logging in again. The number of websites using SSO is small, but growing. For more information about Single-Sign-On, see:

Each calendar page has a Login link, usually on the right side of the page. The exceptions are in the Advanced view under month and week, where the Login link is at the bottom of the page.

Screenshot: Basic interface login
Basic interface login
Screenshot: Advanced interface login
Advanced interface login
Screenshot: Advanced interface month and week login link
Advanced interface month and week login link

Note:

After a few hours of inactivity (not opening any new pages), SSO sessions are automatically logged out. The exact amount of time can vary; but the important thing to keep in mind is: If a person fills out a new Event and doesn't submit it within a few hours, they could lose their work.

Preferences

There are several personal preferences that a logged-in user can set which affect the navigation and layout of the calendar.

To set preferences, click the Preferences link listed under your name, or go to the URL:

The personal preferences are:

Default Calendar Interface: Basic or Advanced
Basic is a simplified, very clean interface for viewing calendar events.
Advanced features additional views (see Navigation) and options for quickly jumping between calendars, in addition to the Featured list.
Screenshot: Basic interface
Basic interface
Screenshot: Basic interface
Basic interface
Screenshot: Advanced interface
Advanced interface
Screenshot: Advanced interface
Advanced interface
Default View: Day, Week, Month, or List
Day View icon
Day view is a block layout showing the duration of each event, much like the Outlook calendar. It is most useful for personal calendars, or calendars with a small number of events per day.
Week View icon
Week view is a grid similar to Day view, except that 7 days can be viewed side by side. The duration of events is not shown, only starting times.
Month View icon
Month view is a broader overview, laid out like a wall calendar.
List View icon
List view shows all events for a given date range sequentially.

Note:

This preference sets the default view that a user sees; all other views are still available. When this preference is combined with the Basic interface, all views are List, and the Day, Week, and Month options determine the date range to include in the list.
Screenshot: Day view - basic interface
Day view - basic interface
Screenshot: Day view - advanced interface
Day view - advanced interface
Screenshot: Week view - basic interface
Week view - basic interface
Screenshot: Week view - advanced interface
Week view - advanced interface
Screenshot: Month view - basic interface
Month view - basic interface
Screenshot: Month view - advanced interface
Month view - advanced interface
Screenshot: List view - advanced interface
List view - advanced interface
Email Address: your email address
Email Frequency: Hourly, Weekly, or Monthly
These preferences affect whether or not you receive notifications about unapproved events submitted to any of your calendars. If both of these preferences are set, a user will receive periodic notices when new events are waiting to be approved on calendars they have Admin access to (see Approval Queue).
The emails are only sent during "work hours", which are currently defined as Monday - Friday, 8:00am - 5:00pm. So if the Daily option is set, a person would receive a single email per day at 8:00am, if there were unapproved events on their calendar(s).
Hide Empty Layers: checkbox
Turn this option on to hide the names of Layered Calendars without events. As soon as the calendar has events, it will be shown automatically.
Day Begin and Day End: Time
In Day and Week view, a default time range of "Working Hours" is displayed. The range will be always be expanded to display events that happen outside, but this option enables users to set a different minimum set of working hours to display.

There are several tools available for calendar navigation, depending on whether a person is using the Advanced or Basic interface.

Mini-month

Mini-month navigation
Mini-month navigation

The mini-month tool is present on most calendar pages. The top bar displays the current month and year; clicking this link shows the entire month. On either side of the date are links to the previous and next month.

Each day is a clickable link to view only that day's events. There is a small link at the beginning of each week to view that week's events.

Days with events are underlined. "Today" is drawn with a border around it.

The current view range (a single day, a week, all month, or an arbitrary range) is shaded with a gray background color.

When using the Basic interface, there are additional links below the mini-month:

The keyword "today" there, in place of a date, means that those links will always show the current info - today, this week, this month.

The search box is viewable on most pages. On the Basic interface it is in the left sidebar; on the Advanced interface, it is in the upper right-hand corner of the page. Search can be accessed directly at:

See Searching below.

Layered Calendars

Below the search box is a list of layered calendars, or layers. See Layers for more information about what these are; essentially they are additional sources of events for the current view. To remove a layer or several layers from the current view, uncheck the box next to the layers to be removed, and click "Show Selected." If your browser is Javascript-enabled, there are handy links for "Select All" and "Unselect All."

Additional Calendars

This link opens up the list of all publicly viewable calendars, and for logged-in users, non-public calendars they have access to as well.

Advanced Interface Navigation

Calendar Select

This select box is a quick navigation tool that includes the complete list of Featured Calendars as well as any calendars the currently logged-in user has access to. This box will automatically load a calendar if a new one is selected, or if Javascript is not available, a user can click the Go button.

Calendar Management Links

Screenshot: Calendar management links
Calendar management links

Calendar Display

Two settings affect the way calendar pages are displayed; interface dictates the types of navigation available to the user, and view controls how events are displayed.

Interfaces: Basic or Advanced

The Basic interface is a clean, simplified interface for viewing calendar events in a sequential list.

The Advanced interface features additional options for quickly jumping between calendars and date ranges, and the view types described below.

The type of interface viewed by default can be chosen by the calendar administrator, or overridden by the user (see Preferences). The default interfaces for new calendars is Basic.

Screenshot: Basic interface
Basic interface
Screenshot: Basic interface
Basic interface
Screenshot: Advanced interface
Advanced interface
Screenshot: Advanced interface
Advanced interface

Views: Day, Week, Month, or List

Day view is a block layout showing the duration of each event, much like the Outlook calendar. It is most useful for personal calendars, or calendars with a small number of simultaneous events per day.

Week view is a grid similar to Day view, except that 7 days can be viewed side by side. The duration of events is not shown, only starting times.

Month view is a broader overview, laid out like a wall calendar.

List view shows all events for a given date range sequentially.

Screenshot: Day view - advanced interface
Day view
Screenshot: Week view - advanced interface
Week view
Screenshot: Month view - advanced interface
Month view
Screenshot: List view - advanced interface
List view - advanced interface

Searching

By default, search includes events starting on today's date and later, appearing on any calendar.

Any words entered in the search box are required. To match a phrase as part of a search, enclose it in quotes:

training "Central Web Services"

Note that the search engine ignores words less than 3 letters long, unless they are part of a quoted phrase.

To narrow the scope of a search, or change the date range to include past events, use advanced search. The basic search page links to the advanced search, or the direct URL is:

Advanced search allows a user to restrict search terms to certain fields, a fixed date range, and/or certain calendars.

Screenshot: Advanced search
Advanced search
Screenshot: Advanced search
Advanced search

Like other calendar views, searches are viewable as both iCal and RSS. But there are some considerations for both.

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RSS

RSS Feeds are used all over the Internet to share information between websites. Your OSU Calendar already includes an RSS feed. You don't need to do anything to set it up. All you need to know is the short name of your calendar. The RSS feeds of the calendar allow you to share event information such as event title, date, and description with other websites.

Practically any page that you see in the OSU Calendar includes an RSS feed. The RSS feeds in the OSU calendar are very flexible and easy to use. The simplest way to get an RSS feed is to click on the RSS feed icon rss feed located on the top of the calendar pages next to the calendar title. This icon will give you an RSS feed of the current page you're viewing. If you are viewing today's event, the RSS feed will include today's event. If you are viewing a month's event, the RSS feed will include all the events of this month.

Current view as RSS Feed

If you are a power user and want the RSS feed of the page you're currently looking at in the OSU calendar, you just have to add "/rss20.xml" at the end of the url. For example, if my calendar is "pharmacy", I would use the url: http://calendar.oregonstate.edu/list/pharmacy/rss20.xml.

Today's events as RSS Feed

To access the RSS feed that includes only the events happening today, and your calendar's short name is "pharmacy", you would use the following url: http://calendar.oregonstate.edu/today/day/pharmacy/rss20.xml. The short name of your calendar is found in the url.

Today + X number of days as RSS Feed

You can use an arbitrary range of dates when using the RSS feed. You can easily specify that you want an RSS feed that includes events from today + X more days. To access this RSS feed you would use: http://calendar.oregonstate.edu/today+X/list/pharmacy/rss20.xml. Instead of using "pharmacy" in the url, you would use the short name of your calendar. Instead of today+X you would use today + 2 where 2 is the extra number of days you want.

For example, if you want today + 7 days of events (a week) you would use: http://calendar.oregonstate.edu/today+7/list/pharmacy/rss20.xml. Instead if you are interested in a month's worth of events, you would use: http://calendar.oregonstate.edu/today+30/list/pharmacy/rss20.xml.

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Event Management

Submitting an Event

Where From

From the basic interface (see Views), logged in users will find a link to submit an event in the Tools section of navigation bar. Guest users cannot submit events from the basic interface.

Screenshot: Submit link - basic interface
Basic interface submit link
Screenshot: Submit link - advanced interface
Advanced interface submit link

From the advanced interface (see Views), a submit event link may be offered below the calendar name in the following calendar views: Day, Week, Month, List, Detail, and Manage. The link will only be offered if the current user has permission to submit events to the calendar being viewed. (see Permissions and Users)

Because different calendars can have different event submission requirements, the following process is recommended.

Submitting a Featured Event to the OSU Events Calendar:

  1. Login with your ONID username and password (see How to Log In)
  2. Navigate to the OSU calendar home page (http://calendar.oregonstate.edu/)
  3. Click on the submit event link as shown above in either the basic or advanced interface (http://calendar.oregonstate.edu/osu/submit/)

Submitting a non-featured event:

  1. Optionally login with your ONID username and password (see How to Log In)
  2. Navigate to the calendar you wish to submit to (see Navigation)
  3. View the calendar in Day, Week, Month, or List view
  4. Click on the submit event link as shown above in either the basic or advanced interface

Where To

The Event Submit Form requires at least one calendar to be specified.

If submitting an event via the Featured Event submission form, the user must check one or more of the featured calendars listed. Each checked calendar will become a Primary Calendar of the event - pending approval (see Queue Process).

Screenshot: Featured event submission form
Featured event submission form

If submitting an event via the standard event submission form, the user must select a single calendar from the Calendar pull-down select box. The selected calendar will become the event's Primary Calendar - pending approval (see Queue Process).

Screenshot: Standard event submission form
Standard event submission form

Additional calendars may optionally be specified. Each calendar selected in the Additional Calendar(s) select box will become a Secondary Calendar of the event - pending approval (see Queue Process).

The main distinction between primary and secondary calendars is that primary calendars take ownership of the event once approved. If the event ever needs to be modified, a primary calendar administrator is required to either edit the event directly or approve a revision submitted by someone else.

Queue Process

Every event submitted is subject to approval by each calendar it is submitted to. The event will not appear on a calendar until an administrator of the calendar has approved it.

Modification of an event is subject to approval by a Primary Calendar of the event. When approved by a Primary Calendar administrator, the new revision will immediately be propagated to all calendars that the previous version was approved upon.

Events will be auto-approved on any calendar the submitter is an administrator of.

Required Fields

Required fields are indicated by a red asterisk. Each calendar may have custom requirements for event submission (see Calendar Preferences). If a user chooses a calendar from the Calendar pull-down box different from the initial selection, additional fields may be flagged after a submit attempt.

The following fields are always required:

Personal Calendars

Event Editing

An event may be edited by an administrator of its Primary Calendar, or another user with event submit permission to the calendar. If a user has permission to submit an event revision, an Edit link will be displayed on the Event Details view of the event. All fields except for calendars may be edited.

Screenshot: Event details view
Event details view

Adding and Removing Events

Once events are created and approved, they may be added to additional calendars. From the Event Details view, users are shown a list of calendars that the event appears on. If the user is logged in, they will also be presented the option to add the event to one of their calendars.

Screenshot: Add event form
Add event form

The user may choose from any calendar that they have administrative privileges to. (See Permissions and Users) Once submitted, the event will be added to the selected calendar as a Secondary Calendar.

A remove link is displayed next to each Secondary Calendar that the user is an administrator of. Clicking remove will remove the event from the secondary calendar only.

A delete link is displayed next to each Primary Calendar that the user is an administrator of. Clicking delete will remove the event from ALL calendars and delete it from the system. This delete only restriction ensures that all events always have at least one Primary Calendar to maintain ownership of the event.

Recurrence

Events can optionally be specified to repeat for any number of days. The Calendar currently supports the following types of recurrence:

All recurrence types can end after after a specified number of occurences, on a specific date, or continue

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Calendar Administration

Calendar Information

On the Calendar Edit screen (Advanced Interface -> Details -> Edit, or http://calendar.oregonstate.edu/<calendarname>/edit) there are several pieces of calendar information that an administrator can set.

Display Name
This is the Title of the calendar, displayed on the calendar list, and at the top of calendar views. This is editable, but shouldn't be changed often or users won't be able to consistently recognize the calendar.
Short Name
This name will be the calendar's URL. Once a calendar is created, the Short Name cannot be changed
Description
This is a large text field that can contain any data; something descriptive about the calendar, a department, etc. Its contents are viewable on the calendar details page (Advanced -> Details), and in the header of RSS feeds from this calendar.
Contact Fields
Any contact information about the calendar that should be made public.
Status
The status of a calendar dictates who can view the calendar, and whether outside users can submit new events for approval. It can be one of the values:
  • Disabled - only settable by Site Administrators; no one can view a disabled calendar
  • Private - only users given explicit access to the calendar can see it
  • Read-Only - anyone can view this calendar, but only the explicit users can submit events.
  • Enabled - calendar is publicly visible, and anyone can suggest events

Users that are admins on several calendars may see another input here, Parent Calendar. Defining a parent calendar is purely for organizational purposes in the calendar list:

The following image shows "Chemical Engineering", "Mechanical Engineering" and others with a Parent Calendar of "Engineering":

Screenshot: Calendars list hierarchy
Calendars list hierarchy

Calendar Preferences

Most of the calendar preferences correspond to a Personal Preference of the same name. Note that in all cases, a Personal Preference will override a calendar preference.

There are a few calendar-only preferences:

Hide Guest Layers
If the calendar has any layers defined (see Layers, below), the calendar administrator(s) can optionally choose to hide one or more layers from guest users. Any new layers added will be visible to guest users until explicitly hidden with this preference.
Additional Event Fields Required
This preference lets calendar administrators have some degree of control over what data is submitted to their calendars. Any of the fields selected here will be marked as required on this calendar's Event Submit Form. This preference only applies to the primary calendar on the Event Submit Form; if this calendar is selected as a secondary, this preference is ignored..
Screenshot: Calendar preferences showing additional required fields
Calendar preferences showing additional required fields

Layers

On the Edit screen with Calendar Information and Preferences is the Calendar Layers interface. This tool lets administrators add Layered Calendars.

Layered calendars ("layers") are useful for displaying the complete contents of one calendar in another calendar (the "base calendar"). The events on the layers can't be changed, but they are displayed alongside regular calendar events. The OSU Events calendar, for example, is the base calendar for these layered calendars:

Screenshot: Featured calendar layers
Featured calendar layers

Each of these layers is its own calendar with separate administrators approving events.

Layers can be assigned a color to easily identify their events; the colors could be unique to indicate different types of events (as in the Featured Layers), or they could be the same, to make them visually distinct only compared to the base calendar.

To add a layer, select the calendar to be layered and a color from the drop-down menu.

Screenshot: Editing calendar layers
Editing calendar layers

This same tool can change the color of an existing layer, or remove a layer by checking its Remove option.

Calendar Management

Once a calendar has been configured with contact info, preferences, and layers, most of the long-term management tasks will happen via the Manage screen. Advanced -> Manage or http://calendar.oregonstate.edu/<calendarname>/manage. On that page are the Approval Queue and the User Access list.

Approval Queue

The approval queue is used to manage any events that have been submitted to a calendar by non-admin users. Events in the queue are pending approval.

Screenshot: Approval queue with pending events
Approval queue with pending events

The queue shows a few details about the pending events, such as title, start and end time, when the revision was submitted, and if this is the event's primary calendar. The pending event's title is a link to preview the complete details and perform one of the actions Nothing, Approve, Reject, Reject and Delete, or Reassign.

Screenshot: Approval queue preview
Approval queue preview
Screenshot: Approval queue preview
Approval queue preview

It is also possible to manage a list of pending events at once. From the Manage screen, check the boxes next to the events to manage, and click the Manage Selected button at the bottom of the list. This opens a single preview page with each selected event on it, followed by each of the 4 options (3 options if this is a secondary calendar for an event, since Reassign is not possible). The default action on this screen is Nothing, so it is safe to use this mass preview to pick and choose which events should be approved or rejected.

Permissions and Users

The User Access List is below the approval queue on the calendar management page. Each row contains a Name, Username, Access level, and Remove checkbox. The last row has an empty username field, for adding users.

There are 3 defined Access levels for users:

READONLY
User can view the calendar (regardless of its status), but not submit events, approve events, change settings, or add users. This is most useful for giving someone View access to a private calendar.
USER
Like READONLY, but can submit new events (they still must be approved). This is useful for allowing certain users to add events to a calendar with READONLY status.
ADMIN
Admin users can submit and approve events, change calendar settings, and add and remove users.

To change a user's permissions, update the "Access" drop-down and click "Update Users." If the "Remove" box is checked, the user will be removed, regardless of the "Access" setting. Multiple users can be change/deleted in this way, but only a single user can be added at a time.

Notification

If a calendar administrator has set his or her personal email preferences to receive mail, they will receive a notice according to Email Frequency of any pending events on any calendars which they are an administrator of. Currently these notifications can only be disabled in User Preferences, so it is not possible to only receive notifications for some calendars.

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Policies and Conventions

Central Web Services is responsible for keeping the top-level calendars organized and making sure they meet the following guidelines:

We attempt to mirror the OSU organizational structure as much as possible.

Master Calendars

For groups with a demonstrated need, we may at our discretion grant them the ability to create additional calendars.

Calendar Naming and Addresses

Calendar administrators are free to choose any description name for their calendar (barring conflicts with policy above).

Calendar names should reflect the name of the organization. In the case where an organization has multiple calendars, the calendar's function should be included.

URLs will be assigned on calendar creation, and cannot be changed.

Data Retention

We will retain events on Active calendars for a minimum of two years after the date of each event.

Data will be indexed for searching a minimum of 1 year in the past and 2 years into the future.

Personal calendar data will be purged when the associated user account has been deleted.

Calendars that have not been modified for a period of 1 year are eligible for deactivation.

Event description styling

To maintain a consistent look and feel across calendar.oregonstate.edu, only a subset of HTML markup is allowed in event and calendar descriptions.