Web Calendar Instructions

The following instructions outline the steps required to submit, manage and share events on the  WVU web calendar system. Calendar events can be submitted by WVU faculty, staff and students with a valid WVU Login. Events are submitted to a specific calendar for review and approval by the corresponding administrator. We are so happy that you are taking time to submit your event!

How to submit an event to the web calendar

1. Visit  https://calendar.wvu.edu/directory and use the search to locate the appropriate calendar for your event. 
2. Click on  "Submit an Event" for the calendar you've selected.
3. Sign in with your WVU Login credentials if prompted.
4. Click on  "Create an Event" on the Event Manager menu on the left side of the page.
5. Populate the event form with as much detail as possible.  
   
   The details you provide will determine how and where your event will be displayed, including on website feeds, info station screens, and other mediums which present web calendar data. Be sure to include the following details at minimum. 
   
   
   • A detailed, specific event title with proper context to identify the event to end-users. Do not use all caps or an exclamation point on the title. Do not put the date in the title.
   • A written summary and detailed description. The summary will be displayed on InfoStation screens.
   • Start and end dates and times, even if they are estimated.  DO NOT span multiple days in one occurrence.
   • Choose appropriate categories for your event.  DO NOT select all categories.
   • Tag your event for the most specific available location; check only the deepest nested option that matches the location of the event.
   • Do not paste any text from MS Word into the event form.
   • Make sure you choose a campus.
   • Just must use a photo or graphic. 
   
   
6. Click on   "Submit" or   "Publish" when the event is complete.  
   
   Submitted events are listed as pending approval on the selected calendar, and the assigned calendar manager is notified of each submission by email. You will receive email notifications confirming receipt and subsequent review of each submitted event.
   

How to approve events on a calendar that you manage

1. Visit  https://calendar.wvu.edu/directory and use search to locate the calendar you manage.
2. Click on  "Visit Site" for the calendar you've selected. 
   
3. If necessary, click on  "Sign In" at the top-right of the page and use your WVU Login credentials. 
4. Click on  "Manage"  at the top-right of the page. 
   
5. On the Events Dashboard for your calendar, access the  "Pending Approval" tab to review, edit, and approve or deny each pending event. 
   
   Pending events are published to your calendar when you click on "Approve" or "Publish" in the event listing or on the event form. Event submitters will receive email notifications when you approve or deny their events. 
   
   
6. Use the "Event" tab on the dashboard to find and edit previously published events.
7. Use the "Aggregated Events" tab to review and block or allow the display of the events that have been shared from other calendars on the system.
   
   

How to setup event feeds from a calendar that you manage

Option A - using the web calendar snippet in Cleanslate CMS:

1. Visit  https://calendar.wvu.edu/directory and use search to locate the calendar you manage.
2. Click on  "Visit Site" for the calendar you've selected. 
   
3. If necessary, click on  "Sign In" at the top-right of the page and use your WVU Login credentials. 
4. Click on  "Manage"  at the top-right of the page. 
5. Click on  "Settings" on the Event Publisher (EP) menu on the left side of the page.
6. Click on  "Sharing" under the SITE ADMINISTRATION heading.
7. Use the  Add new share option to create a new calendar event feed.
8. Set a name for your feed, set Type as  XML, and set Highlighted events to  Include.
9. Select the event categories to include and complete the remaining settings as necessary.
10. Click on  SAVE AND GET CODE and copy the resulting XML URL.
11. Log into Cleanslate, edit the page and drag the  Calendar Event Feed snippet into an editable region on the page.
12. When prompted for the XML url in the snippet, paste in the url you copied from the calendar in step 9 above.
13. Save or publish the page to make your changes live on the website.

The web prof. tech. for your college, department, or division can assist with this process. You may need to ask them to add an editable region for the calendar feed on your web page.
Option B - using javascript to embed a calendar event feed on your website:

1. Visit  https://calendar.wvu.edu/directory and use search to locate the calendar you manage.
2. Click on  "Visit Site" for the calendar you've selected. 
   
3. If necessary, click on  "Sign In" at the top-right of the page and use your WVU Login credentials. 
4. Click on  "Manage"  at the top-right of the page. 
5. Click on  "Settings" on the Event Publisher (EP) menu on the left side of the page.
6. Click on  "Sharing" under the SITE ADMINISTRATION heading.
7. Use the  Add new share option to create a new calendar event feed.
8. Set a name for your feed, set Type as Syndication, set template as WVU-2 and set Highlighted events to Include.
9. Select the event categories to include and complete the remaining settings as necessary.
10. Click on  SAVE AND GET CODE and copy the resulting javascript code.
11. Update your website using the javascript provided. If your website already includes jquery you will need to remove the extra jquery script generated from the calendar sharing feature.
12. Once you have the desired settings in place, click  SAVE AND GET CODE. Copy the code snippet provided and use it to update your website accordingly. 

The web prof. tech. for your college, department, or division can assist with this process. Once you have the generated javascript code from your calendar you may wish to ask your prof. tech. to update your website theme or template to use this code to embed your new calendar feed on the website.