Event Calendar

NSU Event Calendar Help

The Norfolk State University Event Calendar is called Localist. Each department is able to assign two Event Calendar Managers for each area I have on the listing.  Each assignee is required to be NSU Facutly and Staff.   

See the Frequently Asked Questions below for additional information. 

  • Department Heads
    See For Department Heads panel below. There is a link Event Calendar Manager Listing, which lists each area your department will have a calendar for. See the tab marked:  Event Calendar Managers
  • NSU Students, Parents or Community
    See the Email Digest & Account Info panel below, to create your own digest of events. 

Point of Contact

Send questions or issues to Debbie Jones, at djones@nsu.edu.

Event Calendar FAQs

  • Who may submit an event?

    Only current NSU Faculty and Staff may submit an event for the event calendar once they have been designated as an Event Calendar Manager.  See: How do I become an Event Calendar Manager below.


    Official Student Groups
    Official student groups such as GSA, SGA and Greek Life will need to have their events posted by a department point of contact.

    Official Faculty and Staff Groups
    Currently, I have Faculty Senate as one of the groups. If you would like to have your official NSU group added, email me at djones@nsu.edu

    External
    If you are not an NSU Faculty/Staff or Student, please contact Regina Lightfoot at rllightfoot@nsu.edu.

  • How do I become an Event Calendar Manager?

    In order to be able to add events to the NSU Calendar, you are required to be a current NSU Faculty/Staff member.

    • Fill out this NSU Event Calendar Manager Request Form
    • If prompted to log in > use your NSU email address/password.
    • Fill out the form and once you have been approved, your permissions will be set within the system called Localist.  I will then set you up for training. 

    If you have questions, email me (Debbie Jones) at djones@nsu.edu

     

For Department Heads

  • Assigning an Event Calendar Manager

    Since I am able to place an Event Calendar Widget in webpages, I configured the Event Calendar (Localist) to include each website within our Content Management System (Kentico).  Both of which I administer.

    To see the Event Calendar Listing, which will show all of the available areas I have listed:

    Have your assignees fill out the NSU Event Calendar Manager Form 

    • Here they will check the areas you would like them to manage the calendars for. 

    Send questions to Debbie Jones at djones@nsu.edu

For Event Calendar Managers

  • How far in advance do I need to submit an event?

    Once events are submitted, they go into a daily review log which is sent to the Administrators at 3:26 p.m. each day.

    • Events are not sent as each are submitted. 
    • The daily review log is sent to the Event Calendar Administrators once per day.
    • Events take time to review and add in tags or keywords. 
    • If information is missing, it will take time to contact and confirm.
    • Event submissions are not reviewed on non-working days.

    Please try to submit your events 72 hours in advance - on - work days.

  • What information do I need to submit an event?

    Resource:  Image of the Online Form for Event Submissions - jpg


    The information you need in order to submit an event is:

    Main Information

    • Event Name
    • Event Description

    Schedule

    • Start Date, Start Time, End Date, End Time​
    • Is this a repeating event? How often?​

    Location
    You will select one of the following:

    • In-Person
    • Virtual
    • Hybrid (in-person and virtual blended)

    If you select In-Person or Hybrid > You will also be able to enter in Building, Room Number and Address.

    If you select Hybrid or Virtual > more fields will display for you to enter in Dial-in Instructions, Stream URL and Stream Embed Code.

    Additional Details:

    • Hashtag - Only 1 hashtag may be used
    • Event website address (for more information).  Do not use this for your registration link.
    • Photo - You may select from the Photo Library or upload a photo of your own.
      • No Text on Photos - Photos will be rejected if they have text on them (text on photos is not accessible)
      • Dimensions: 2400w x 1400x - .jpg format
      • Low rez images will be replaced. 

    Event Type
    You will only be able to select one. Email me at djones@nsu.edu if your event type is missing. 
    Tags will be placed by Administrators to assist in sorting events which are similar.

    • Academics
    • Admissions
    • Celebrations & Ceremonies
    • Concerts & Performances
    • Festivals
    • Forums & Exhibits
    • Fundraisers
    • Job Fairs
    • Lectures & Presentations
    • Meetings & Conferences
    • Open Houses
    • Sports & Recreation
    • Training & Workshops

    Department or Group

    • I pulled from the NSU Website Listing to capture as many event hosts as possible.
    • If your department or group is missing > email me at djones@nsu.edu.
      • Send me a description as well as a Facebook and Twitter address if you have them.

    Ticketing

    • Ticket Cost  (free or $)
    • Link to purchase Ticket (if there is one for purchase)
    • Registration Link
  • Steps to submit an event

    If this is a conference event, the conference needs to be created in advance.
    See:  Steps to submit a conference.


    Adding an event

    Enter as much information as possible and select Submit Event.
    Your event will remain pending until an Administrator has approved your submission.

    The system (Localist) has informational icons as you move through. Move your mouse over one to see additional instructions. Information Icon Example

    Image of the Online Form for Event Submissions - jpg


    Main Information

    • Enter in the Event Name
    • Enter in a Description 
    • Ensure Live is selected for Status

    Schedule

    • Enter in the start date - using this format:  xx/xx/xxxx
    • Enter in the start time - using this format:  00:00 a.m. or p.m.
    • Enter in the end date  - using this format:  xx/xx/xxxx
    • Enter in the end time - using this format:  00:00 a.m. or p.m.
    • If this is a repeating event > select an option from the drop down menu

    Summary

    • Once you enter in your times and dates > the information will be displayed under the summary section
    • To confirm the dates/times >> click the "Add Above to Schedule"


    Location
    Select one from the drop down menu

    • In-Person
      • Building, Room #
      • Address
      • Directions
    • Virtual
      • Dial-In Instructions
      • Stream URL
      • Stream Embed Code
    • Hybrid (in-person and virtual blended)
      • Building, Room #
      • Address
      • Dial-In Instructions
      • Stream URL
      • Stream Embed Code

    Additional Details

    • Hashtag - The # is automatically added.  Only 1 Hashtag may be added.
    • Event Website - This is for related information. Do not use for your registration link.

    Photo

    Upload or select a photo from the photo library.

    • If you upload a photo > it cannot have text or it will be rejected. This is federal law (section 508) requiring equal access to the same information on the image. 
    • Uploaded photos should be 2400w x 1400h and in a .jpg format
    • Low resolution images - or images with non-NSU logos will be rejected.

    Event Type
    You will only be able to select one. Email me at djones@nsu.edu if your event type is missing. 
    Tags will be placed by Administrators to assist in sorting events which are similar.

    • Academics
    • Admissions
    • Celebrations & Ceremonies
    • Concerts & Performances
    • Festivals
    • Forums & Exhibits
    • Fundraisers
    • Job Fairs
    • Lectures & Presentations
    • Meetings & Conferences
    • Open Houses
    • Sports & Recreation
    • Training & Workshops

    Department or Group

    • I pulled from the NSU Website Listing to capture as many event hosts as possible.
    • If your department or group is missing > email me at djones@nsu.edu.
      • Send me a description as well as a Facebook and Twitter address if you have them.

    Ticketing - Ticket Cost

    • Enter any number and/or text.
    • If the event is free then enter “free,” Only “$0″, “$0.00″, or “0” and the button will display “Register.”
    • If this field includes anything other than those “free” prices, the button will read “Buy Tickets.”
    • However, the presence of “free” no matter what else is included will force the button to display “Register.”

    Ticketing - Ticket Link

    • Buy Tickets - Use this link to point to where tickets may be purchased.
    • Registration - If there are no tickets > paste your Event Registration Link here
    • Test your link beforehand. 

    Click Submit

  • Steps to submit a Conference

    The information you need in order to submit a conference is:

    Conference Details

    • Name
    • Start Date
    • End Date
    • Description

    Location
    You will select one of the following:

    • In-Person
      • Building, Room #
      • Address
      • Directions
    • Virtual
      • Dial-In Instructions
      • Stream URL
      • Stream Embed Code
    • Hybrid (in-person and virtual blended)
      • Building, Room #
      • Address
      • Dial-In Instructions
      • Stream URL
      • Stream Embed Code

    Additional Details:

    • Keywords
    • Tags
    • Hashtag - Only 1 hashtag may be used
    • Event website address (for more information).  Do not use this for your registration link.
    • Photo 
      • No Text on Photos - Photos will be rejected if they have text on them (text on photos is not accessible)
      • Dimensions: 2400w x 1400x - .jpg format
      • Low rez images will be replaced. 

    Event Type

    • Academics
    • Admissions
    • Celebrations & Ceremonies
    • Concerts & Performances
    • Festivals
    • Forums & Exhibits
    • Fundraisers
    • Job Fairs
    • Lectures & Presentations
    • Meetings & Conferences
    • Open Houses
    • Sports & Recreation
    • Training & Workshops

    Speakers

    • Speaker names

    Ticketing

    • Ticket Cost  (free or $)
    • Link to purchase Ticket (if there is one for purchase)
    • Registration Link

    Once you create the main details, you then begin creating your sessions. 

  • Photos & Images

    Upload or select a photo from the photo library.

    If you upload a photo:

    • It cannot have text or it will be rejected. This is federal law (section 508) requiring equal access to the same information on the image. 
    • Uploaded photos should be 2400w x 1400h and in a .jpg format
    • Low resolution images - or images with non-NSU logos will be rejected.

    Why can't my photo have text?
    Section 508 requires equal access to the same information within reason.
    If a person is visually impaired, their screen reader will not be able to read text on an image to them. Therefore, they do not have access to the same information as others (unless the same information is also typed out on the webpage).  

    Since this would cause a substantial slow down in the back and forth - trying to get the user to retype the information in the events description, we are requiring photos have no text.

    In addition, photos from online sources require a license.  This spells out usage by the owner. 
    If the photos are of people, then we also need a release form. 

  • What happens once I submit an event?

    Once you submit your event:

    • You will recieve an email notification.
    • The event will go into the daily review queue for the Event Administrator to review and approve or reject.

    If your event is rejected, you will receive a notification through email.  Check the rejection to see what the issues were. Fix your submission and then resubmit.

  • Add Canceled, Postpones or Sold Out Notifications

    To cancel, postphone or add a sold out notification to your event > do the following:

    • Log your account at https://events.nsu.edu using your NSU email address and password.
    • Select your icon image in the upper right
    • Select Dashboard
    • Scroll down this page to:  Activity Feed > Events I'm Organizing
    • Select the Event
    • The event opens up in a new panel
    • Scroll down to the bottom to:  Event Tools
    • Cick the Edit Event button under the map
  • How do I edit an event I've submitted?

    To edit an event once it has been approved - do the following: 

    • Log your account at https://events.nsu.edu using your NSU email address and password.
    • Select your icon image in the upper right
    • Select Dashboard
    • Scroll down this page to:  Activity Feed > Events I'm Organizing
    • Select the Event
    • The event opens up in a new panel
    • Scroll down to the bottom to:  Event Tools
    • Cick the Edit Event button under the map

    Only events which have been approved are editable.  If your event is in the review queue, and you need it rejected > contact me at djones@nsu.edu.

Email Digest & Account Info

  • Account Settings

    The account settings page allows you to create a profile, edit security settings and subscribe to communications as well as bulletins. 

    Profile Pages

    Each person has the ability to populate their profile page and upload a photo.

    • Navigate to: https://events.nsu.edu 
    • Click Log In upper right
    • Log in using your NSU email address/password
    • Once you log in > select:  Settings from the drop down menu


    Profile Information
    On the left side you see your profile information:

    • Full Name
    • *Email Address
    • Gender
    • Zip Code
    • Birthday
    • Save Changes button

    *All notifications you subscribe to are sent to this email address.

    Instructions​​​​​​​

    • Select from each group and click Save Changes

     


    Profile Photo

    On the right side - you see your Profile photo 
     

    • Select the Upload photo button
    • Select a profile photo from your device
    • Save


    Privacy Information

    On the left side > 2nd tab - you see your privacy information:

    These are settings for visibility, which means whatever you have selected will be what type of information is visible to others. 

    Instructions​​​​​​​

    • Select from each group and click Save Changes

  • Creating your own email digest

    Get a personalized list of events in your inbox every week!

    Digests can be customized to match your preferences for upcoming events. You choose the day of the week, and when that day comes, your inbox will have upcoming events that you know you'll be interested in.  Digests are a great way to stay informed and engaged in your community without having to proactively visit this site.

    To create your own email digest > please do the following:

    • Log the Event Calendar at https://events.nsu.edu
    • Log in using your NSU email address/password
    • Once you log in > select your icon upper right > then Dashboard

    Special Delivery

    • On the left side you see Special Delivery
    • Select the button: Build an Email Digest
    • At the top - ensure the [  ] Active box is checked - it will have a green square
    • Uncheck this when you want to discontinue receiving email digests you have created.

    The Form

    • Fill in Title (subject line)
    • Send Day (day the digest will be sent to you)
    • Number of Results (maximum of 50)
    • Days Ahead (maximum of 365)

    Build an Event Digest Email

     

  • Support Points of Contact

    Event Administrator:  Regina Lightfoot

    • Event related questions
    • Event posting questions
    • Approves events

    Event System Administrator - Debbie Jones

    • Troubleshooting
    • Adding/Changing Department Information
    • Adding/Changing Group Information
    • Embedding widgets in NSU Department Websites Request
  • Changes to groups, departments & locations

    If you want to add your group, department or a new location > please do the following:

    • Send the group, department or location name
    • Send me your Twitter link - if you have one
    • Send me your Facebook link - if you have one
    • Send a description of the group, department or location

    Send the information to me at djones@nsu.edu

     

  • Training Portal

    I have created a Training Portal on SharePoint for Faculty & Staff who are Event Administrators.

    Email me (Debbie Jones) at djones@nsu.edu if you have questions.