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University Calendar Support

The University of Colorado Anschutz Medical Campus calendar is the university's central, comprehensive events calendar. The calendar informs and connects the campus community with the wide array of events offered at CU Anschutz. If you have questions regarding the calendar, contact us at events@cuanschutz.edu.

Policies & Guidelines

 

Event Submission Requirements

Events may be submitted for consideration for the calendar by members of the CU Anschutz community (students, faculty and staff) through the calendar's event submission form. Event Admins may also submit events through their Administration Dashboard.

An account is required to login and submit events to the calendar. No account is needed to view events on the calendar.

  • Use the Calendar Submission Form
    Events must be submitted through the calendar's online event submission form. Event Admins may also submit events through their Administration Dashboard.
  • Be an Approved University Entity
    Events should be organized and/or sponsored by a CU Anschutz entity (school, department, program, office, center or institute).
  • Have an Approved Room Reservation
    Prior to submitting an event to the calendar, the event organizer/sponsor​ must have completed an approved room reservation through the EMS room reservation system and ensure that the dates and times associated with the event are correct. An event published to the calendar does not reserve the location. 
  • Provide Complete Event Information
    Although only Event Name, Description and Start Date are required fields, event listings should also include Time, Location, a complete and thorough description that includes sponsor/host and contact information, and a high-quality image (940x557px is ideal). Note that event flyers or images containing text do not comply with federal website accessibility requirements and will not be accepted. A website link for additional information is encouraged, as are filters that allow your event to be categorized. Only event information that is finalized and ready for public viewing will be published to the calendar.
  • Apply a Department Filter to route the submission to the proper approving official. The Department Filter identifies the hosting unit.
  • Test All Links
    Verify that they direct users to the proper sites.
  • Protect Virtual Events from Zoombombing
    Utilize the Waiting Room feature or require preregistration to prevent disruption from unwanted participants.
  • Meet Calendar Submission Deadlines
    Event submissions should be submitted at 5-7 business days before the event to be included in the calendar. However, event organizers are encouraged to submit their events to the calendar as far in advance as possible to allow adequate time for event promotion.

Also review: best practices for event titles, descriptions and images

Events Not Approved to the Calendar

  • Events submitted not using a @cuanschutz.edu or hospital affiliate email account.
  • Events that lack required information and don't properly identify the hosting unit by applying the appropriate Department Filter.
  • Events that lack appropriate sponsorship by a CU Anschutz entity or lack a clear connection to the University.
  • Events that lack the approval of an appropriate University entity.
  • Events found not to have an approved room reservation.
  • Events submitted less than five business days before the event date.
  • Classes, department meetings, student organization meetings, and save the dates will not be displayed on the calendar.

Calendar Regulation & Authority

Event submissions that are assigned a Department Filter will be routed to the designated Event Admin (usually the unit's communicator) for review. The approval process can take up to two business days. Submissions may be accepted as is, sent back to the user for editing, or denied. CU Anschutz reserves the right to delete and/or edit event listings if they do not meet appropriate criteria, including language that doesn't meet community standards, university policies and procedures, or violates local, state or federal law.

Frequently Asked Questions - Calendar Users

Logging in to the calendar gives you access to many interactive features. CU Anschutz students, faculty and staff with University credentials have the most access to the calendar and may be given Event Admin and/or Group Officer permissions. 

Members of the general public can create an account and log in via multiple avenues. An account gives you access to many of the basic calendar features such as creating a personal calendar, tracking events you are interested in, and setting up event reminders. You may also create a custom profile.

If you do not wish to create an account, you will still be able to see all events and share events to social media.

To post an event to the calendar, you must first create a user account. All users may submit an event to be considered for inclusion on the events calendar using the public submission form. All events will be reviewed and approved by the calendar administrators before they are published.

Applying a Department Filter - usually the unit hosting the event - routes the submission to the appropriate approving official, which can speed up review.

Create a user account by signing into the calendar with your University credentials (SSO).

Event Admins with the proper permissions are able to post events through the Administration Dashboard, which provides additional capabilities.

See the Event Submission Requirements at the top of this page.

If you represent a unit that does not have a calendar administrator, you may submit your event through our online event submission form.

A two-week minimum lead time is recommended for submissions, when possible, to make sure the editor has time to review your request with ample time for your event to be promoted on the calendar and relevant feeds. If an event does not appear to meet the requirements, it may be returned to the submitter to edit or it may be rejected with an explanation. Publication of events is at the discretion of the calendar editor.

When you post an event to the University Calendar, it may be displayed in the following places based on the event's settings. 

  • The Main Calendar homepage
  • The Place Page of the campus event location
  • The Department Landing page of the unit hosting the event

Featured events meet the following requirements:

  • The event must be of interest to a majority of the campus community
  • The event image must be appealing
  • The topic or program must be of particular interest

The number of large-scale events being held on campus at the same time will also impact the selection of featured events.

Featured events are displayed in the Featured Event carousel on the main calendar page. We continually monitor all events that have been added to the calendar, and will feature those we feel meet the above criteria. If you feel your event should be featured, please let us know at events@cuanschutz.edu.

Special Note about the event Image: All Featured Events must have photo or illustration included with the submission. 940x557 is the largest viewpoint on the platform. The max photo size is 5000x5000 px.

1. Add events at least 5-7 days before the start date.

Don't wait to add them until the last minute and allow time for approval if you aren't an Event Admin.

2. Put additional event info in the description rather than using a flyer or text-heavy photo.

Information in flyers might be cut off or covered by classification labels when posted. They will not be accepted in event submissions.

3. Use filters, tags and keywords to classify your event and make it easier to find.

Don't leave these sections blank.Applying a department filter for the hosting unit routes your submission to the proper approving official.

4. Use Recurring when there is more than one instance of an event.

Don't create multiple submissions.

5. Change the status of an event instead of deleting it

An event that suddenly disappears may confuse attendees. You'll also lose all participant data that had been collected.

6. Do not post Zoom links in an event posting without enabling security features.

Use the Register or Waiting Room feature in Zoom to control access to your virtual event.

 


 

940 x 557 px is the recommended image size for the calendar. Images should be oriented horizontally for proper formatting. Do not use logos for event images or images that contain text as they do not meet accessibility standards.

You may also select an image from the Photo Library.

Log in to the calendar.

Find the event page on the calendar and click on the “Edit Event” link under the location map on the event page.

You may change the title, description, date and time, location and other information. Event type and department tags can also be added. You may also delete an event if it is a duplicate.

When you make changes to an event that has been approved and is live, it will place the event in the Pending Queue again for admin approval.

Filters allow you to identify the format (Event Type), the information covered (Topic/Interest), and who can attend (Target Audience). They also allow you to associate your event with a particular unit (or units) within the University, which will then cause your event to be grouped on a Department landing page with other events being hosted by that unit.

The more filters applicable you select, the more searchable your event becomes.

The second purpose of filters is that they identify the hosting unit and determine who approves your event posting. If you are posting an event for your department, be sure to apply the appropriate Department filter so your Event Admin will see the event in their Pending Queue and be able to review it. 

Yes, you can. In order to make it easier for dual campus entities to post their events to both campus calendars, a feed has been established from one calendar to the other.

If you are planning an event that is open to audiences on both campuses, you will need to select the Dual Campus department filter when submitting your event. Each night, these designated events will be pulled into the CU Denver calendar and display much as they would on the CU Anschutz calendar, minus the event image and filters. The RSS feed does not contain image details and filters are not the same on both calendars, so a default image and the Dual Campus filter will be placed on your event when displayed on the CU Denver calendar.

On the event submission form, select Virtual or Hybrid for the Location and  utilize the dial-in field to post Zoom links.

The event location will be replaced with a View Stream Information link.

Due to accessibility concerns, do not insert Zoom links into the event description where they can't be read by screen readers.

Make every effort to maintain the security of your Zoom event. Publishing a Zoom meeting ID on a public-facing website, such as the calendar, opens you up to Zoombombing, unwanted attendance by individuals whose only goal is to disrupt your event. Enabling the waiting room feature or requiring preregistration can significantly reduce the ability for nefarious people to impact your virtual event.

Yes, for hybrid and virtual events, Zoom integration provides the ability to:

1. Create a new Zoom meeting without leaving the event form, and

2. Include a unique Zoom access link in the registration confirmation email

Frequently Asked Quesions - Event Admins

Review the Add Events (for Event Admins) tutorial to learn how to post to the calendar in the Admin Dashboard.

The Admin Form is similar to the Public Submission Form, but allows additional and advanced functionality.

If you prefer to add multiple events at one time, Localist’s bulk uploading feature allows you to build a Excel (.xls) or CSV (.csv) spreadsheet and upload all of the events at once.

A Group/Department Officer manages a Department landing page and has permissions to . . .

  • Approve/reject a Group’s/Department’s followers
  • Edit the Department's landing page description and photo.
  • Send messages to a Group’s/Department’s followers

 

The Pending Queue is where all event submissions by calendar users who are not Event Admins will be sent to await approval by an Event Admin before they are posted to the calendar. 

The queue for Event Admins is determined by the Allowed and Excluded Filters assigned to each Admin. For example, an Event Admin for the Department of Surgery will see only events to which that filter is applied. Events without applied filters will land in the Platform Administrator's Pending Queue. The Platform Admin will either review the submission personally or reject the posting and instruct the user to resubmit with the proper filter applied.

Visit the Approval Guide for Event Admins to learn what to look out for when reviewing event submissions.

 

 

Start by logging into the calendar to create an account.

Submit an email to events@cuanschutz.edu with the following information:

  • Full Name
  • Name of your department or unit
  • Name of your unit's communicator (if you have one)
  • Reason why you are adding or changing the Event Admin for your unit

 

A widget enables you to post an item once in the main calendar and publish it on separate pages, such as a unit’s homepage. You may curate which events are pulled into your widget by selecting the department, place, tags, keywords or filters. 

Widgets are not publicly available. If you'd like to add a widget to your university website, please contact events@cuanschutz.edu.

Event Admins can find per-event metrics in the event's edit form. Three reports are available: an Attendees report of all users who selected I'm Interested, an Attendee Geography report, and Page Views.

Yes, for hybrid and virtual events, Zoom integration provides the ability to:

1. Create a new Zoom meeting without leaving the event form, and

2. Include a unique Zoom access link in the registration confirmation email

As an Event Admin, your Pending Queue will be populated only with events that have had one or more of your Allowed Filters applied. Allowed Filters are assigned to your user account when it is created and ensure that you see only the event submissions that are relevant to your area. If you are not seeing event submissions for a particular department in your Pending Queue, contact events@cuanschutz.edu to make sure that the department's filter is one of your Allowed Filters.

Some filters are reserved for particular units to maintain the integrity of the filter. For example, University Dates and Deadlines is exclusively for the Office of the Registrar and Financial Aid to highlight critical information for students and faculty. Other departments should rely on the available filters to classify their postings.

When in the Administration Dashboard, Tags can be used in addition to Filters to further communicate information about your event. They can also be used to group similar events that don't require an entire unique filter. Because they use free-text and are not selected from a predetermined list, they can be specific to a particular event.

For example, a graduation event can be added to the calendar as a stand-alone event. By applying a Spring Commencement tag, this event can be grouped with all other graduation activities.

Our University Calendar has been set up to display the first tag applied to an event publicly on the event card. This can help to emphasize that the event is part of a larger happening on campus, identify the hosting unit (if not a department already in the directory), or provide further context.

University Events

Events@cuanschutz.edu

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