University Calendar Support

Shot of CU logo on side of building

The University of Colorado Denver Calendar is the university’s central, comprehensive events calendar. The calendar informs and connects the campus community with the wide array of events offered at CU Denver and communicates important dates and deadlines. If you have questions regarding the calendar, contact us at ucommweb@ucdenver.edu.

View a Training Session recording

Policies & Guidelines

Event Submission Requirements

Events may only be submitted for consideration for the calendar by members of the CU Denver community (students, faculty and staff) through the calendar’s event submission form.

  • Log in to Submit Events to the Calendar
    • Anyone with an active CU Denver email address can log in to the calendar by clicking the “Login with CU Denver Credentials” button on the Calendar’s login page.
    • No account is needed to view events on the calendar.
  • Use the Calendar Submission Form
  • Be an Approved University Entity
    • Events should be organized and/or sponsored by a CU Denver entity (school, department, program, office, center or institute).
  • Have an Approved Room Reservation
    • Prior to submitting an event to the calendar, the event organizer/sponsor​ must have completed an approved room reservation through the EMS room reservation system, AHEC’s Event Services, or the Student Wellness Center and ensure that the dates and times associated with the event are correct.
    • An event published to the calendar does not reserve the location.
  • Provide Complete Event Information
    • Event TitleDescriptionTime & Date and Image are required fields.
    • Event listings should include Location, a complete and thorough description that includes sponsor/host and contact information, and an appropriate image.
    • If your event requires registration or RSVP, include that link prominently in the Event Description.
    • You may include a website link for additional information in the Event Website field.
    • Take advantage of adding filter values, which allow your event to be categorized and browsed by users. You may use more than one value in any field. Filters include:
      • Event Type
      • Tag
      • School and College
      • Department
      • Audience
      • Topic and Interest
    • Only event information that is finalized and ready for public viewing will be published to the calendar.
  • Include an Event Image
    • Optimal size ratio is 3:2, such as:
      • 540px x 360px
      • 720px x 480px
      • no larger than 1080px x 720px
    • Note that event flyers or images containing text do not comply with federal website accessibility requirements and will not be accepted.
    • A selection of web-optimized CU Denver event images is linked below the Event Image box of the Event Submission Form.
    • If you do not select an image, a CU Denver logo photograph is applied by default.
    • Learn more about adding an image below.
  • Test All Links
    • Verify that they direct users to the proper sites.
    • Ensure that any links create from sites like Sharepoint or Onedrive are sharable by anyone who clicks the link.
  • Protect Virtual Events from Zoombombing
    • Utilize the Waiting Room feature or require preregistration.
  • Meet Calendar Submission Deadlines
    • Event submissions should be submitted at 5-7 business days before the event to be included in the calendar.
    • However, event organizers are encouraged to submit their events to the calendar as far in advance as possible to allow adequate time for Calendar Admins to approve events and for event promotion.

Also review: best practices for event titles, descriptions and images

  • Events submitted not using a @ucdenver.edu email account. Exceptions are made for tri-institutional units with MSU Denver email addresses.
  • Events that lack required information.
  • Events that lack appropriate sponsorship by a CU Denver entity or lack a clear connection to the campus.
  • Events that lack the approval of an appropriate University entity.
  • Events found not to have an approved room reservation.
  • Events submitted less than five business days before the event date.
  • Classes, department meetings, student organization meetings, and save the dates  will not be displayed on the calendar.

Event submissions that are assigned a department filter will be routed to the designated Calendar Admin (the unit’s communicator) for review. The approval process can take up to five business days. Submissions may be accepted as is, sent back to the user for editing, or denied. CU Denver reserves the right to delete and/or edit event listings if they do not meet appropriate criteria, including language that doesn’t meet community standards, university policies and procedures, or violates local, state or federal law.

Event Feeds

The new CU Denver Calendar does not use the Localist Embed widget in Sitefinity. Instead, it uses the RSS Feed Reader widget. For Drupal websites, we have a custom embed solution that works on that platform.

If you want an event feed for one or more of the webpages you own, please complete the Event Feed Request form. Please be prepared to include the following:

  • How are you filtering your events – Department, School/College, Audience, Tag, etc., or some combination of them?
    • (Note: the Calendar feeds use “or” logic instead of “and” logic, so a feed for “Business School” and “Students” will show events that have at least one of those attributes, not events that have both attributes.)
  • How many events do you want to display?
  • Is there a time frame or date range? For example:
    • Up to 90 days ahead
    • Next 365 days
    • Previous 365 days
    • Only events between 4/1/2023 and 2/1/2024
  • If you are not sure how you want to filter your feed, UComm will work with you to figure it out. Contact ucommweb@ucdenver.edu.
How to Add An Event Feed in Sitefinity

UComm is happy to set up your feed on your Sitefinity page or walk you through the process if we don’t have access to your website. You may also set up an event feed yourself once we have provided you with your feed URL.

    1. Create an RSS Feed in the Content Type section of your website. In Sitefinity, navigate to Content > RSS Feed Reader (under “Types of Content” and click the “Create a rss feed reader” button.
      RSS Feed Sitefinity panel

      1. Paste the Feed URL provided by University Communications.
      2. Name the Feed with the slug (the part after …feed/) from your feed URL.
      3. Select “Date (ascending)” under “Sort by.”
      4. Select “UComm Denver Feed” under “Feed Type.”
      5. Choose how many events you want to display.
      6. Publish the feed.
    2. Navigate to the page where you want the feed.
    3. Select an RSS Feed Reader widget and drop it in place.
      Sitefinity RSS Feed Reader widget
    4. Click “Edit” on the RSS Feed Reader widget and select your RSS Feed. Click “Done selecting.”
      how to select your RSS Feed
    5. Select the UComm Card as the Select View option.
      how to select your RSS Feed Reader view option

      1. You may also select other display options, but they are not optimized for the Calendar feed, so be aware of display errors.
      2. Leave “Show Article Summary” checked if you want the first 100 characters of your event description to display. Uncheck the other boxes.
      3. Click “Save”
    6. You should see your events in Sitefinity. If they look correct, publish your page to surface the Event Feed on your webpage.
    7. Your feed is now visible. For example: https://www.ucdenver.edu/first-year-experiences

Images

When adding an Event Image from the Event Submission Form, you can either upload an image from your computer or add an image from the Calendar’s media library.

How to Upload an Image or Add an Image from the Media Library

Click the “Add Image” button.

The Select Image window opens, with two tabs:

Upload files

  1. Click the “Select Files” button to upload an image from your computer. The maximum file size is 2 MB, but the recommended size is no larger than 500 KB.
  2. Upload your image.
  3. Add the alternative text in the Alt Text field located in the center-right of the window.
    Example of Alt Text field

    • Alternative text describes the image if the image fails to load, or if a visitor is using assistive technology. Alt text is critical for ensuring web accessibility for all users.
  4. Click the “Select” button to apply the image to your event and close the Select Image window.

Media Library

  1. Browse images by scrolling, filtering or searching.
    Example of filtering and searching the image library
  2. Categories are added over time, such as “General Use,” which are web-optimized, branded images curated for Calendar use by all CU Denver users.
  3. Click the image you want to use.
    • Note that you may not be able to edit the Alt Text for images uploaded to the Media Library by other users, but you can use any image in the Library.
  4. Click the “Select” button to apply the image to your event and close the Select Image window.

User Roles

The first time you log in to the Calendar, your user role is Subscriber. If you need to be upgraded to a Calendar Admin, contact ucommweb@ucdenver.edu.

Subscriber

A Subscriber can create an event with the Event Submission Form. Once a Subscriber submits an event, the event’s status is “Pending.” Once a Department Admin has approved the event, it’s status changes to “Published,” and Subscribers can see the event on the My Events page by clicking View Your Events when they are logged in. From the My Events page, Subscribers have the option to View, Edit or Delete their events.

Calendar Admin

Upgrade from Subscriber to Calendar Admin by emailing ucommweb@ucdenver.edu with your request, including what department’s event you’ll be approving, and evidence of approval for the Calendar Admin role.

Calendar Admins approve events made by Subscribers and other Admins, if the event is assigned the Admin’s department.

If you are a Calendar Admin responsible for approving events in your area, we recommend you check your pending events 1-2 times a week.

In addition to being able to view their events on the My Events page, Calendar Admins are able to enter the Calendar Admin area.

Using the Calendar Admin Area

When logged in, Calendar Admins see an Admin bar on top of their browser.

  • Click “University Events Calendar” on the left side of the Admin bar to see the Calendar Admin dashboard.
  • Click “Events” in the left navigation to see your events.
  • Click an event title to open the Admin page for that event. Calendar Admins can edit the event much as they can from the “My Events” page of the Calendar.

When editing an event in the Calendar Admin area, you have more controls, including:

  • Hide From Event Listings – under Event Options, if you select this option the event will not appear in the main calendar but will still appear in feeds. This is useful for events that are only for your particular audience that you do not want to promote to the full community.
  • Duplicate an Event – in the “Publish” box to the right of the Event details, there is a “Duplicate” button. Clicking the button opens a duplicate of the current event in a new browser tab. You can change the details of the duplicate event as needed, then publish it. This is useful if you have several events that share details, such as Tags, Department, School/College, etc.
  • View and Add Tags – in Events > Tags, you can search all tags, add tags and see all events marked with a tag. This is where you will create new tags that you or a subscriber in your department requests.

When viewing events in the Events section of the Calendar Admin area, you can customize the columns that are displayed by clicking “Filters & Columns” in the upper left part of the Events screen. Add and remove items from the Active Columns box, click “Apply” to update the columns you see in your event list, then click “Filters & Columns” again to close the Active Filters panel.

Frequently Asked Questions – Calendar Users

How do I post an Event to the Calendar?

To post an event to the calendar, click “Submit an Event,” which takes you to the Event Submission form. You will be asked to log in with your CU Denver credentials if you have not already.

All users may submit an event to be published on the events calendar. All events will be reviewed and approved by a Calendar Admin before they are published.

What if my unit does not have a calendar administrator?

If you represent a unit that does not have a calendar administrator, you may submit your event through our online event submission form.

A two-week minimum lead time is recommended for submissions, when possible, to make sure the editor has time to review your request with ample time for your event to be promoted on the calendar and relevant feeds. If an event does not appear to meet the requirements, it may be returned to the submitter to edit or it may be rejected with an explanation. Publication of events is at the discretion of the calendar editor.

What are the guidelines for posting events?

If you represent a unit that does not have a calendar administrator, you may submit your event through our online event submission form.

A two-week minimum lead time is recommended for submissions, when possible, to make sure the editor has time to review your request with ample time for your event to be promoted on the calendar and relevant feeds. If an event does not appear to meet the requirements, it may be returned to the submitter to edit or it may be rejected with an explanation. Publication of events is at the discretion of the calendar editor.

Where will my posting appear?

When you post an event to the university calendar, it may be displayed in the following places based on the event’s settings.

The Main Calendar homepage
The Place Page of the campus event location or Department Landing page of the unit hosting the event, if there is an Event Feed in place

How does an event become “Featured”?

Featured events meet the following requirements:

  • The event must be of interest to a majority of the campus community
  • The event image must be appealing
  • The topic or program must be of particular interest

The number of large-scale events being held on campus at the same time will also impact the selection of featured events.

Featured events are displayed in the Featured Event carousel on the main calendar page. We continually monitor all events that have been added to the calendar, and will feature those we feel meet the above criteria. If you feel your event should be featured, please let us know at events@ucdenver.edu.

Special Note about the event Image: All Featured Events must have photo or illustration included with the submission. 940×557 is the largest viewpoint on the platform. The max photo size is 5000×5000 px.

Tips for promoting your event

1. Add events at least 5-7 days before the start date.

Don’t wait to add them until the last minute and allow time for approval if you aren’t an Event Admin.

2. Put additional event info in the description rather than using a flyer or text-heavy photo.

Information in flyers might be cut off or covered by labels when posted.

3. Use filters, tags and keywords to classify your event and make it easier to find.

Don’t leave this section blank.

4. Use Recurring when there is more than one instance of an event.

Don’t create multiple submissions.

5. Change the status of an event instead of deleting it.

An event that suddenly disappears may confuse attendees. You’ll also lose all participant data that had been collected.

6. Do not post Zoom links in an event posting without enabling security features.

Use the Register or Waiting Room feature in Zoom to control access to your virtual event.

How do student organizations post events?

All officially-recognized student organizations should start by submitting their events to MyLynx so that they appear on the student engagement platform. The Office of Student Life and Campus Community will add student org events to the university calendar.

Do I need an account to use the calendar?

Logging in to the calendar gives you access to many interactive features. CU Denver students, faculty and staff with a university credentials have the most access to the calendar and may be given Event Admin and/or Subscriber permissions.

Members of the general public can create an account and log in via multiple avenues. An account gives you access to many of the basic calendar features.

If you do not wish to create an account, you will still be able to see all events and share events to social media.

What is the best image size for my event post?

The optimal size ratio for an image is 3:2, horizontal, such as:

  • 540px x 360px
  • 720px x 480px
  • no larger than 1080px x 720px

Do not use images that include text (can’t be read by screen readers) or logos as event images.

Don’t have an image for your event? Feel free to select from our selection of web-optimized CU Denver event images.

How do I edit an event that I’ve posted?

Log in to the calendar

Click “View Your Events” in the top right navigation.

You may View, Edit or Delete any of your events from this page.

Frequently Asked Questions – Event Admins

How do I add an event to the calendar?

To post an event to the calendar, click “Submit an Event,” which takes you to the Event Submission form. You will be asked to log in with your CU Denver credentials if you have not already.

All users may submit an event to be published on the events calendar. Even events submitted by Calendar Admins using the public Event Submission form will have a “Pending” status until reviewed and approved by a Calendar Admin before they are published. Calendar Admins may approve/publish their own submitted events.

Calendar Admins may also created events in the Calendar Admin area. Publishing an event from the Admin area takes effect immediately.

How does an Calendar Admin approve events?

All events submitted from the public Event Submission form are sent to await approval by a Calendar Admin before they are published and posted to the calendar.

The pending queue for Calendar Admins is determined by the Allowed and Excluded Filters assigned to each Admin. For example, a Calendar Admin for the Department of Anthropology will see only events to which that filter is applied. Events without applied filters will land in the Platform Administrator’s Pending Queue.

Visit the Approval Guide for Event Admins to learn what to look out for when reviewing event submissions.

How do I add or change the Event Admin for my unit?

Send an email to ucommweb@ucdenver.edu with the following information:

  • Full Name
  • Name of your department or unit
  • Name of your unit’s communicator (if you have one)
  • Reason why you are adding or changing the Event Admin for your unit
Can I create an Event Feed for my website?

An Event Feed enables you to surface events published on the CU Denver Calendar on different pages, such as a unit’s homepage. You may curate which events are pulled into your feed by selecting the department, place, tags, and other filters.

Event Feeds are not publicly available. If you’d like to add an Event Feed to your university website, please complete the Event Feed Request form and someone from University Communications will send you your new Event Feed within 2-3 business days.

Learn more about using the RSS Feed widget in Sitefinity in the Event Feeds section above.