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Policies

The following calendar policies were developed by IT Services and the Office of Communications. If you have questions or concerns about our policies, please contact us.

Terms & Conditions

It is the responsibility of the calendar administrators to delete inappropriate or irrelevant material on their calendars. If in doubt about whether an event is inappropriate or irrelevant, please contact us.

IT Services will communicate with calendar administrators periodically at the end of every academic quarter to confirm that the administrators continue to accept responsibility for their calendars. Each calendar is required to have an administrator subscribed to our calendar admin listhost. If an administrator unsubscribes from this list, then they must designate a new administrator.

A calendar with no administrator may be shut down. A calendar with no substantive activity over one calendar year may also be shut down after the administrator has been contacted. As always, if IT Services Network Security determines that a calendar threatens services, hosts, or individuals on the University network, it will take appropriate action to end the threat.

Calendar administrators are allowed one warning per academic year for breaking the above policies. If a failure is repeated, then IT Services will shut down their calendar. The decision to shut down a calendar can be reversed only by the Chief Information Officer.

These terms and conditions can be revised at any time. Revisions will be announced to all calendar administrators and posted on our website.

Branding

All University of Chicago calendars should follow the University of Chicago Visual Identity guidelines.

Categories

All events should have at least one category checked and may belong to multiple categories. Please make sure that you do not select categories that do not apply to your event. If you are unsure of how to select a category, please contact us. Events that are not directly affiliated with the University of Chicago may be indicated with the Non-University event category.

All events automatically appear on the main campus calendar. If for some reason you do not want your event to appear on the University-wide calendar, please select the following category: “Suppress from main campus.”

Event Sharing Policy

Events on the University Calendar may be shared with other calendar groups on campus. Calendar moderators can elect to share with other groups when creating or approving the event. Shared events will appear on the other groups’ calendars without the need to create separate events on each calendar.

Sharing events is a powerful tool for any administrator. It prevents duplicate events from appearing every time an event needs to appear on more than one calendar and allows interested groups to display different events on their calendar.

Because sharing is an important tool, it is important that all calendar administrators be aware of the policies and guidelines of event calendar sharing.

Event Sharing Guidelines & Approval

Before sharing events with other calendars, always be sure you have approval from the other calendar’s administrator. If you need to know who is the administrator for a particular calendar, please contact us.

Steps to ensure your shared event is approved:

  • Email the calendar administrator for each event you wish to share.
  • Include all pertinent data (e.g., time, date, event location, and recurrence).
  • Wait for a response before sharing the event.
  • If you receive approval, edit the event so that it is shared.
  • If you do not receive approval, do not share the event with that calendar.
  • If an event has been shared with your calendar without your approval, or you no longer wish for the event to appear on your calendar, contact the event owner and ask that they remove your calendar from the event, or if you are unable to determine who shared the event, please contact us.

You have the right to limit which events are shared with your calendar. If the owner refuses to unshare the event, or does not contact you in a reasonable amount of time, contact us. This system works on the trust of all administrators and moderators. Please be polite and always follow the sharing policies.

Locations

Events taking place at a location other than on the University of Chicago campus should be indicated by selecting “Off-Campus (See description)” from the drop-down menu. Exact details regarding the event location should then be given in the description field. Events taking place off-campus should still be affiliated with the University of Chicago unless otherwise specified by your department.

Proofreading

It is the responsibility of the calendar administrator to make sure each event has an appropriate title and description and that it uses proper syntax and grammar and has no misspellings. Web Services and the Office of Communications may edit your event when errors are found or when the event is selected as a homepage featured event. For more information about writing effective event titles, please visit How to Title Your Events.