Master Calendar of Events

Reference Number: S01-214
Senate Approval Date: Monday, January 01, 2001

Master Calendar of Events

Academic Senate Policy #S01-214

At its

meeting of March 6, 2001 the Academic Senate approved the following policy

on a

Master Calendar of Events.

The Ad

Hoc committee, appointed by the Academic Senate in September 2000, presents

the following proposal for the creation and implementation of a University

Master Calendar of Events. 

Rationale

To encourage

communication of campus events, both on and off campus, amongst all members

of the campus community and interested public; to respond to students' needs

and requests for a central means for obtaining information about campus events.

Scope

To define

an 'event' as a special activity for purposes of inclusion in the calendar

and to suggest treatment of regularly scheduled activities such as meetings,

test dates, weekend classes; to recommend a structure for a web-based University-wide

calendar of events; to identify key University players involved as designers,

data providers, gatekeepers and central coordinator.

1.            Definition of an Event

The committee recommends that University-sponsored and University

auxiliaries-sponsored special events, both on and off campus, be included

on the main calendar.  Information about date, time and location of regularly

scheduled activities, such as important academic dates (e.g., 1st day of instruction,

last day to add a class), standing meetings, weekend classes, and standardized

tests, could be provided in a link from the main calendar.  Standing and ad

hoc meetings, in particular, may require separate review by the committee

to determine parameters for inclusion, maintenance, etc.

2.            Key Players

Designers -- staff from Computing Services

working with Public Affairs, Publications, and staff representatives from

OSPLD, Student Center, and AS Performing Arts.

Data Providers -- any faculty, staff, administrator,

or officer of a recognized student organization and officers and employees

of Associated Students (and other SFSU auxiliaries) who wish to publicize

an SFSU approved event

Gatekeepers -- authorized members of the campus

administration who approve events, address any related liability issues and

receive information from the data providers.  Gatekeepers submit, via a standardized

template, the particulars of an event to Public Affairs.  Suggestion: a gatekeeper

is designated from each College, major department, VP area, to receive information

for posting from members of their divisions.

Central Coordinator -- member of the Public Affairs

staff who has final review of information about events submitted by gatekeepers

and releases information for posting on the web calendar.  Public Affairs

staff will review for the data pertaining to an event for accuracy and to

eliminate duplication. The committee recommends that additional resources

be allocated to Public Affairs and to gatekeepers, such as OSPLD, to recognize

the increased workload.

3.            Structure

Process -- The Master Calendar of Events

will be posted by Public Affairs for display on the SFSU web site.  Events

will be accessible on a daily, weekly, and monthly format.  A gatekeeper may

provide an associated link for more information. Icons next to the name of

the event will denote the type of event - e.g. music note for musical events.  

(At the discretion of building coordinators, paper copies of the web calendar

on a daily, weekly, or monthly basis, can be posted in appropriate buildings,

such as the Cesar Chavez Student Center and Student Services Building,)

Search -- Events will be searchable in

a variety of ways. The calendar's search feature will be able to locate events

under a variety of criteria, such as: date, time, location, department, and

event type. 

Technical Specifications -- The specific design of the web

calendar will be left to experts in Computing Services and Public Affairs. 

Computing Services will choose the appropriate software and write the calendar

program.

Data Submission -- Members of the campus community

will submit information about an event to their appropriate gatekeeper for

approval - e.g. OSPLD, Student Center, an academic college or department. 

Once approved the gatekeeper is responsible for data entry of information

using the established template and submission to Public Affairs.   Public

Affairs will provide a final review, most specifically for format and to avoid

duplication; then releases the information for web posting.  Corrections,

revisions, and cancellations are to be forwarded by gatekeeper to Public Affairs

who will make the changes on the next working day.

Committee Members

Peter

Camarda, Ted DeAdwyler, Will Flowers, Jonathon Fuller, Barbara Hubler-Chair,

Mary Keller, Elizabeth Kentzler, Russell Kilday-Hicks, Karen Kingsbury, Julianne

Tolson, and Jeanne Wick