Working with Events in Drupal
Virtual Event Tip
If your event will be entirely online (for example on Zoom) you should still block out the time and date in EMS. Use the link on the EMS home page labeled "Calendar Posts for Off-Campus Events and Deadlines." There is an option under Location Details for online events and you can input Zoom in the location field. This will create a calendar event in Drupal, just like a traditional in-person event.
Reservations in EMS
In order for an event to appear on the USF Calendar and in the weekly calendar emails, a reservation must first be made in EMS. If you are hosting an on-campus event, you will use the Event and Meeting Space reservation template. If you are hosting an online or off-campus event, be sure to select the Calendar Posts for Off-Campus Events and Deadlines reservation template. As you continue booking the space in EMS, select “Yes” when asked “Would you like this published on the USF calendar?”
After you receive confirmation for your booking in EMS, this reservation info becomes the basis of your calendar listing.
Working with Events in Drupal
Your event registration details (e.g. event title, time, date, and location) will be brought into Drupal, the university’s web content management system via EMS. This sync happens automatically approximately once every four hours. Please note, the "DATE", "LOCATION", "EVENT GROUP", "EVENT BUILDING", "EVENT CONTACT", and "DISPLAY TITLE" fields must be edited directly within EMS. If edits to these fields are made in Drupal, the content will be overwritten with the next data sync. To properly update those fields, please contact Events Management at (415) 422-6166 or firstname.lastname@example.org. All other event information can be edited in Drupal.
- Go to https://www.usfca.edu/user.
- Log in with your myUSF username and password.
- You are logged in to Drupal when you see the black control bar along the top of your screen.
- Click in the top left of the black bar on the MY WORKBENCH link. Click on the second menu item in the dropdown list: SEARCH EVENTS.
- All events in the system will be found on this admin panel. The list defaults to showing most recently updated events first. Events can be filtered and sorted using any of the options that appear above the list of events.
- Enter information for any of the sort menus, click the green APPLY button to see results.
- Find the event you are searching for in the listing.
- To open the event for editing: click on the EDIT link in the far right column of the listing.
- To see the event details view: click on the EVENT TITLE.
- Events can also be opened for editing from this event details view. The page editing menu is the light gray area in the black control bar at the top of the browser window. Click EDIT DRAFT (NEW DRAFT for a published event) to open the event in the editor.
Editing an Event
This will relate to your workflow and will identify this event for your calendar manager. Select one of event subcategories under the first Events option (e.g. -- College of Arts and Sciences Events). If none of these apply, then select the first Events option.
The title you see in the workbench list. It comes from the EMS space reservation and is used as the title in the weekly calendar emails. If you need to change the title, contact Events Management.
Note: changing this title will create a new link for the event.
The title that appears at the top of your event webpage and in event listings. It also is created from the EMS reservation.
The event title should be clear and descriptive. For example:
- Do: OMC Lunch and Learn: How to Promote Your Events
- Don’t: OMC Lunch and Learn
The event title should not be too long. For example:
- Do: Promoting Your Events on the USF Website and Beyond
- Don’t: OMC October Brown Bag Series: Promoting Your Event on the USF Website and Beyond
Text area that appears above the image and directly below the time and room information. It will have a green highlight on the left side, and any links will be green. It is ideal for special instructions like a registration/RSVP link, contact info, or parking info. Do not use it for event details or descriptions.
Where you load an image for your event. The image will appear full width above the event description. This image will also become a thumbnail for the calendar page and on event listings on the website.
For marketing consistency, use the photo/graphic created for your flyer/email/invitation to create the image for the calendar event.
Please remove date/time/location information, as these should be included in the event description. Please also remove any university or unit distinction logos/marks, as the website is already branded for USF.
- Images should be resized using Photoshop or equivalent tool before being uploaded.
- It should be a high resolution image, not smaller than 775px x 436px, but also no larger than 250kb in size.
- Don't include text on the actual image and avoid using photo collages — this will be illegible on the thumbnail image, in the mobile view of the page, and text will get cut off when the image is cropped for various screen sizes.
- Whenever adding an image, add a description in the alt text field. Alt text is what a screen reader will use to describe the image to a user with a visual impairment.
Where you put all descriptive information about your event.
Be careful with cutting and pasting text into the body area as you can copy unwanted code (especially from email or Word). Always double check pasted coded by changing the Text Format dropdown menu to Full HTML to make sure code is simple and clean.
If headings are necessary you must use them beginning from Heading2 through 6 in descending order. Never use Heading1 in the body as this is already included in the page from the Display Title field.
Inline images can also be inserted in the body area.
- Click on the Add Media button on the far right of the tool bar (pictured below). You can upload a new image or use one from the library.
- Set size of the image via the Options > Display As dropdown menu on the second popup screen. Images align to the right by default with padding applied.
- Photography: This event is being photographed and/or video recorded for archival, educational, and related promotional purposes. We also video stream many of these video recordings through the USF web site. By attending or participating in this event, you grant USF the full unrestricted rights to your photograph, voice, and likeness in any manner or media whatsoever worldwide for educational marketing purposes.
- Accessibility: USF accommodates individuals with disabilities. If you need a disability-related accommodation or wheelchair access information, please contact [department/office] at [phone number] or [email] with the name and date of the event as well the accommodation requested. Requests should be made at least 14 days in advance of the event.
Note: If the photography features an individual (not crowd photography), you’ll also need to get a signed release for use.
Website/Mobile App Category
There is no minimum number of categories required for your event to be published and visible on the main calendar feeds for either the marketing website or myUSF.
Only select categories that are relevant to your event, and do not select any School or College category that you do not have permission to use. Permission to categorize your event under School or College categories that are not your own is not permanent, and should be renewed for each new event or series of events.
All selected Website/Mobile App Categories and featured events are subject to review by Web Services.
The available categories to select are:
- Public Events: These events are open to the general public (i.e. individuals who are not affiliated with the University of San Francisco in any capacity) to attend or view.
- Student Events: Events in this category welcome and invite USF students to attend or view.
- Student Organization Meetings: Student organization meetings are gatherings hosted by student clubs and organizations to conduct organization business.
- Faculty & Staff Events: Includes events hosted by or geared towards USF faculty and staff.
- Alumni Events: Includes events geared towards USF alumni.
- College of Arts and Sciences: This category includes events hosted by or pertaining to USF’s College of Arts and Sciences and its programs.
- School of Education: This category includes events hosted by or pertaining to USF’s School of Education and its programs.
- School of Law: This category includes events hosted by or pertaining to USF’s School of Law and its programs.
- School of Management: This category includes events hosted by or pertaining to USF’s School of Management and its programs.
- School of Nursing and Health Professions: This category includes events hosted by or pertaining to USF’s School of Nursing and Health Professions and its programs.
- Athletics: Events in this category relate to USF’s Division 1 athletic teams.
- Lectures: Events in the Lecture category are educational talks, usually given or hosted by a featured speaker or panel of speakers.
- Admission: Includes events intended to promote USF’s program offerings and enrollment.
- Additional Campuses: This category includes events hosted by or pertaining to USF’s additional campus locations: Downtown, Orange County, Pleasanton, and Sacramento.
- Fitness & Wellness: Events in this category include those that involve activities and discussions around general recreational fitness, health and/or wellness, as well as events hosted by the GoUSF holistic wellness program.
- Koret Classes & Events: Includes classes and events relating to exercise that are hosted at the Koret Health and Recreation Center.
- Clubs & Intramural Sports: Includes events pertaining to and/or hosted by USF’s official club sports and intramural teams.
- Volunteer Opportunities: This category includes events that offer volunteer or service learning opportunities to all audiences, including alumni.
- Academic Calendar: The selection of this category is exclusive to Web Services staff only. This category is strictly reserved for the events that outline the academic year, and are reflected in the official USF academic calendar.
Used to display events on usfca.edu and myUSF webpages. If you are using this field, Web Services would have already created a specific term that you should use and select. If you are unsure of what your term is, or need a new term added, please email email@example.com. Do not select a school name term unless you are the designated Web Manager for that school. If you would like your event to appear on one of the college home pages, please email the appropriate web manager with a link to your event and ask them to consider adding this to their event list (they will add the event term if approved).
To add an event term:
- Click on the event terms box and either begin typing a term or scroll down the list of terms.
- Select the appropriate term that matches the feed on your site.
Which Website(s) Should This Display On?
These options determine whether the event is included in listings on the marketing website (USFCA.edu) and myUSF. myUSF is selected by default. USFCA is the external marketing site and events should only be included here if they are open to an external audience.
Feature in Calendar on USFCA.edu?
Selecting Yes means this will be featured on the USF Calendar listing with a yellow highlight bar next to the event. This should be used sparingly, reserved for items that are open to the public and have broad appeal, include an image, and a detailed description.
Note: Featured listings are limited and subject to the discretion of the Web Services team.
Include in Calendar Emails?
This will include the event in the calendar emails that faculty, staff, and students receive. Standard is selected by default. To be featured in the calendar emails, the event should have an image, great description, and be open to the entire USF community (don't forget to check "USF Community-Wide" under Category).
Calendar Email Category
Calendar email categories are used to determine which calendar emails your event appears in.
There is no minimum number of categories required for your event to be published and visible on the main calendar feeds for either the marketing website or myUSF. If you do not wish to promote your event via email, you can leave these fields unchecked.
Only select categories that are relevant to your event, and do not select any School or College category that you do not have permission to use. Permission to categorise your event under School or College categories that are not your own is not permanent, and should be renewed for each new event or series of events.
All selected Calendar Email Categories and featured events are subject to review by eCommunications.
Sidebar Node Reference
Can be used to include existing buttons and callout boxes into the right hand column of your event. Contact firstname.lastname@example.org if you need to do anything like this.
Below Content Carousel
Where you can create a slideshow of images in your event. This is appropriate for events that recur, for example. Give the slideshow a title in the Below Content Carousel Title field. Click Attach Media to load images, then apply crops to each image selected. Each image must have an alt tag (see Web Accessibility section below). Image title tag creates captions; these should be different from the alt tag. There should be at least two and no more than five images in the slideshow.
Ready to Save?
When done populating the form, change the Moderation State dropdown from Draft to Needs Review and click Save. This will send a notice to your calendar manager who can publish the event to the calendar.