Event or Announcement Entry: *
Villanova University will have a single Web Page where all University events and announcements are accessible and displayed. Major events and announcements of general interest will be displayed automatically on the University’s home page. All major and other events will be easily accessible (within two clicks) from the homepage. Realizing that not all events are meaningful to all VU constituents makes it necessary to target events at specific audiences. The current Event Management can be used for distributed entry of both events and announcements, however, it requires some modifications to target special audiences and to allow for easier event and announcement access. The event sponsor and Public Relations are responsible that events displayed on the Web convey meaningful and relevant information.
‘Real estate owners’ will continue to enter events, however it is up to the event sponsor to ensure that the event information displayed on the Web is meaningful and correct.
Event:
A happening that takes place at a definite point in time for a defined period and requires space.
Example:
Public Lecture
"The Ventricular Assist Device"
Saturday, January 20, 2001 2:30 p.m.
Connelly Center Cinema, Villanova University
Announcement:
Information that is of general interest to the targeted audience but does not require the reservation of a finite space.
Example:
Women’s Basketball posts fifth straight victory
Event sponsors should submit to the department responsible for entering an announcement or scheduling an event
Event or Announcement Title
Four – five sentence description
Web site address where applicable
Event Type ( to be defined, one of the event types would be an announcement)
Targeted Audience
Event Sponsor ( VU person, e-mail and phone number), sponsoring College and department and phone number if different from sponsor’s college and department
Flag if event or announcement should be displayed on VU’s home page, and
for events:
Date
Start Time
End time
Building
Room
Refreshments if applicable
Departments that schedule and enter events are
:Connelly Ctr
Theatre
Financial Services
OPTIR
VCC
Athletics
Music Activities
Student Development Center
Campus Ministry
Public Relations
Development
UNIT
UNIT will schedule training for staff assigned by each area to enter event and announcement data.
Public Relations will monitor all events and announcements on an ongoing basis to trigger press releases or to initiate improvements in wording to style of event displays.
UNIT will change the ‘SYSTEM’ designator to indicate the targeted audience:
Students
Faculty
Staff
Students and Faculty
Faculty and Staff
Alumni
All
…
A new flag will be added to indicate if this is an event (taking place at a given date, time and place) or an announcement.
The public and internal flag will be changed to indicate if this event should be published on the University’s homepage under ‘News and Events’.
The sponsor has to be a VU person (a lookup will be provided). Upon completion of data entry, the sponsor will receive an email message that indicates that the event was entered and that s/he should ensure the information displayed on the Web reflects the event correctly.
The UNIT home page will be changed:
The ‘Today’s Events’ and ‘Month’ Events’ will be replaced with a single
‘Announcement and Events’. By clicking on that button, users can select a choice of events from each column as follows:
|
Audience |
Event Type |
Time Period |
|
Faculty |
Lecture |
Today |
|
Staff |
Cultural (Music, Theatre) |
This Week |
|
Undergrad Students |
||
|
Grad Students |
Athletic |
This Month |
|
Faculty and Staff |
Fraternity |
Next Month |
|
Alumni |
Meetings |
Next 12 Months |
|
All |
All |
All |
|
|
Religious Services |
|
|
|
Training |
|
|
|
Entertainment |
|
|
|
Personal Enrichment |
|
|
|
Recreation |
|
* no selection will select defaults that are shaded.
This will allow users to view any scheduled event in the system.
The ‘News and Events’ box on the homepage will display only News and Events that were designated for display on the home page (approval required??)
E-mail to Students, Faculty and/or staff
Currently any email user, except students, can send messages to all students, faculty and/or staff. As the University has not put the process in place to publicize events effectively, email is used as the main vehicle to communicate upcoming events, thus flooding recipients with email messages.
Once the Event management system is modified as specified above and new procedures are in place, the ability to send email to all students all faculty or all staff will be limited to those areas that now have to give permission to send these messages. These areas will receive special accounts and only those accounts will have the privilege to send mass mailings.
Approval of essential University announcements to all students, all faculty, and/or all staff must be obtained from the appropriate authority. Only the Offices of Chairperson, Director, Dean, Executive Director, Vice President, or President can authorize the posting of events or announcements to students, faculty, and staff within the scope of their authority.