Working with Events in Drupal

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 eventsmanagement@usfca.edu. All other event information can be edited in Drupal. 

Note: before receiving access to edit events in the USF Calendar, you must attend training through ETS and complete the web accessibility agreement.

Log In

  1. Go to https://www.usfca.edu/user.
  2. Log in with your myUSF username and password.
  3. You are logged in to Drupal when you see the black control bar along the top of your screen.

Search Events

  1. 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.
  2. 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.
  3. Enter information for any of the sort menus, click the green APPLY button to see results.
  4. Find the event you are searching for in the listing.
  5. To open the event for editing: click on the EDIT link in the far right column of the listing.
  6. To see the event details view: click on the EVENT TITLE.
  7. 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

Section

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.

Section Field in Drupal CMS


Administrative Title

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.

Administrative Title Field in Drupal CMS


Display Title

The title that appears at the top of your event webpage and in event listings. It also is created from the EMS reservation.

Best Practices

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

Display Title Field in Drupal CMS


Additional Info

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.

Additional Info Field in Drupal CMS


Image button

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.

Image Field in Drupal CMS

Image Criteria
  • 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.

Body

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.

Headings

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.

Body Headings Dropdown Field in Drupal CMS

Inline Images

Inline images can also be inserted in the body area.

  1. 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.
  2. 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.
Additional Services
  • 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.


Tag Your Event to Appear in Weekly Calendar Emails

  1. Select the appropriate Category. Categories are used to determine the calendar emails and mobile app feeds in which your event appears. For the colleges and schools, only select a category if you have received prior permission. Also never select Academic Calendar as this category only applies to registrar scheduling.
  2. Select the appropriate Target Audience(s) for the event. Use this field to capture the broader audience of attendees. This will add the event to weekly calendar emails and announcements on the myUSF dashboard for the selected audiences.

Note: The weekly emails populate the first ten events across the university for each section. Events that are part of a recurring series should not be marked as “featured.”


Event Terms

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 webservices@usfca.edu. 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:

  1. Click on the event terms box and either begin typing a term or scroll down the list of terms.
  2. Select the appropriate term that matches the feed on your site.

Event Terms Field in Drupal CMS


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.

Which Website(s) Should This Display On Field in Drupal CMS


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.

Feature in USFCA.edu  Calendar Field in Drupal CMS


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).

Include in Calendar Emails Field in Drupal CMS


Sidebar Node Reference

Can be used to include existing buttons and callout boxes into the right hand column of your event. Contact webservices@usfca.edu if you need to do anything like this.

Sidebar Text Callout Field in Drupal CMS


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.

Below Content Carousel Title Field in Drupal CMS


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.