Creating, Copying & Editing Events

How to Use this PowerPoint Explanation for each screen shot located in ‘notes’ section of every slide Look for blue markers that correspond to notes Questions, suggestions or edits? levelup.events@ucalgary.ca

General Information - Events Input of events are the responsibility of individual area unless otherwise discussed with Level Up Program Coordinator Events including the use of any contraband will not be considered for inclusion All events submitted for inclusion will enter a ‘pending que’ for approval by the Level Up Program Coordinator 3

Event Approval Approval of events is the responsibility of the Level Up Program Coordinator Events will be approved no later than seven (7) business days before an event’s scheduled start date Approval for events submitted within seven (7) business days before an event’s scheduled start date is not guaranteed A confirmation email will be sent regardless of approval/rejection no later than seven (7) business days before an event’s scheduled start date

Creating New Events Have an event that’s new to Level Up? ‘New Events’ are described as any event that has never previously been submitted in our system

Login/Register Visit ucalgary.ca/levelup Click Login and Register

Login/Register Sign in using your eID or IT Username NOTE: Staff can only go beyond this point once they’ve been given permission by the Level Up Coordinator.

My Level Up Land on ‘My Level Up’ page. NOTE: This page is important for participants, showing announcements, activity, current or new events relating to the Level Up program.

Events Menu Navigate to the top menu, hover over ‘Events’ and a drop down menu will appear. Events can be created in any of these browsing options.

Create Event Click the green ‘Create Event’ button

Event Form Event Name & Description: Avoid acronyms that might make it difficult for students to recognize on large calendar Location: Full building names and room numbers make it easy for students to use the interactive map Cost: Must always be a number figure Dates: 1. Dependent events recurring over multiple days/weeks and/or date ranges that require a single code for entirety of event (i.e. My First Six Weeks, Bystander Intervention Training) Input the Start and End date of the event Select which ‘Day(s) of the week’ the event will reoccur on 2. Independent events recurring multiple days/weeks that require different codes for each installment (i.e. Cinemania, Yoga in the Space) Create Event Locate on Calendar and/or list and open Click ‘Copy’ Repeat process and create new installment of event

Finishing Creating Event Pillars: Select pillars of wellbeing that are evident in your event. The blue question mark button provides a description of each pillar. Tags: Provide filters for ONEcalendar that allow students to find events that fit unique needs Registration Link: used to provide additional information for an event NOTE: Once and event is created, it will not instantly show up on the ONEcalendar. Your event will go into a pending que to be approved by the Level Up Program Coordinator, and a confirmation email will be sent out to those who registered an event, regardless of approval/rejection.

Duplicating Old Events Has your event been previously approved for inclusion with Level Up? Has your event previously been approved for inclusion with Level Up? Unsure whether your event was previously submitted? Navigate to the top menu, hover over events and a drop down menu will appear. Click ‘Browse by Calendar’. Click on ‘View Season’ and select which season your event was considered for. Seasons are all semester based. Find your event, click-on it and select ‘Copy’ towards the bottom of the pop-out window Update Event information and click ‘Add Event to Pending Que’

Events Menu Navigate to the top menu, hover over ‘Events’ and a drop down menu will appear.

Click on ‘View Season’ and select which season your event was registered for All ‘Seasons’ are semester based

Select Season Search for the event title, locate the event and click on the title

Locate Event to Copy Fly out appears, locate and select ‘Copy’

Click Copy Update event information so everything is current Click ‘Update Event’ NOTE: The ‘XP by Pillar’ and ‘Tags’ fields are both new to Level Up as of F2016. Any events in prior seasons must fill out this information as the event was brand new to Level Up.

Editing Events Did something important change for an event that’s included on the ONEcalendar?

Events Menu Navigate to the top menu, hover over ‘Events’ and a drop down menu will appear. Events can be edited in any of these browsing options.

Browse by List Ensure the correct season is selected

Locate Event It is easiest to locate an event in the ‘List View’ Search for the event title, locate the event and click on the title

Click Edit Click ‘Edit’

Update Information Update necessary information Once events have been approved, do not edit the ‘XP by Pillar’ or ‘Manual XP’ fields Click ‘Update Event’