UCSF Events Calendar - Frequently Asked Questions

Using the Calendar

Q:  Is the UCSF Event Calendar a custom-built platform?

No. The Calendar is powered by Localist. To troubleshoot technical issues with the calendar, Localist offers many instructional resources online.

For questions on UCSF-related issues, contact the Calendar Administrator in the University Relations Office at calendar@ucsf.edu.

Q:  I want to follow specific types of events. Is there a way to subscribe?

A:  Yes. Select any combination of event filter terms on the right sidebar. For instance, say you always want to know about “Student” events at the “Parnassus” campus. Once you’ve clicked both terms, scroll down to the bottom of the right sidebar, and you’ll see a box that says “Subscribe to These Results,” where you can sync the results to your Google, iCal or Outlook, or use the RSS feed.

Q:  I have a suggestion for a new event filter that would be useful for the campus. How do I submit that?

A:  We are continually working to optimize the Calendar for UCSF audiences and are always open to suggestions. Email calendar@ucsf.edu with any suggestions for Calendar improvements, and University Relations will evaluate your request. Keep in mind that while new event filters may be useful to some groups, it is important that we try to keep the Calendar as streamlined as possible to maximize usability.

Q:  How do I display certain Calendar events on my department’s website?

You can create a custom widget that blends in seamlessly with your website’s look and feel. For help in creating a widget, consult Localist’s online resources.

UCSF's ITS has also created instructions on how to embed a widget on your Drupal Starter Kit website.

If you want to make sure your event widget is visible on your site during both http: and https: browsing sessions, make sure to delete the http: or https: reference from your embed code. Example: <script type="text/javascript" src="//calendar.ucsf.edu/widget/view?schools=ucsf"></script>


Submitting to the Calendar

Q:  How do I submit an event?

A:  First, register for a UCSF Events Calendar account, using your MyAccess credentials by clicking “Login” at the top-right corner of the homepage. Once you’re logged in, click the “Submit an Event” blue button and fill out all relevant information for your event.

Once submitted, the event must be approved by the Calendar Administrator, who will then publish it to the calendar. This process normally takes 1-2 business days.

Q:  I have many events that I need to add to the Calendar. Is there a way to bulk upload events?

A:  Yes. Email calendar@ucsf.edu to receive a .csv file, where you can add information for multiple events. The Calendar Administrator will import your .csv file to the Calendar.

Q:  How do I handle an event that's online, such as a webinar?

A:  In the "Event Place" field, put "Online" and add the event link in the "Event Description" field. Under "Campus," be sure to tag all campuses so if someone has only filtered for Parnassus events, for instance, they'll still see your online event.

Q:  How do I get my event shown on the Featured Events carousel?

A:  The Featured Events carousel is reserved for events of campuswide importance or those that potentially appeal to a broad audience. University Relations curates this carousel by looking through submitted events for those that meet these criteria. If you’d like your event considered for the Featured Events carousel, email calendar@ucsf.edu.

Q:  How do I edit an event that I’ve already submitted?

A:  Once you’ve logged into the Calendar, and click on “Me” in your top menu. You’ll land on a page showing “Recent Activity.” Click on the relevant item, and it will take you to an editable event page – on the right sidebar, you’ll see a blue button that says “Edit Event.”

Once you’ve edited and resubmitted the event, the Calendar Administrator will have to approve it again, which can take 1-2 business days. If this is an important correction to event information, email calendar@ucsf.edu to expedite approval.


Administering a Calendar Group

Q:  What are the benefits of having a department or group page on the UCSF Event Calendar?

A:  There are many!

screenshot of a sample Group page

An example of a Group page

  1. Add events only once and have it show up in multiple places. Not only will it appear on the main Calendar, but you also can set up a feed on your department/group website, so it automatically shows up there as well.
  2. Create a one-stop-shop for all your events. Department/group pages display all past and future events, so you have a full record.
  3. Get faster event posting as a Group Admin. Once you create a Department/Group page, you’ll have new admin privileges that allow you to publish directly onto the Calendar, bypassing the normal approval process, and also manage RSVP lists for events.
  4. Allow people to “follow” your events. Calendar users can click the “Follow Group” button on your page, and they will receive notifications for all new events that you post.

See how many UCSF departments and groups already have joined the Calendar.

Q:  How do I start a Department/Group page?

A:  Email calendar@ucsf.edu to request a page. Your department or group will need to designate one or two Group Admins, who must attend a training before gaining admin access to the Calendar.