http://emmanuel.edu/Documents/MarketingCommunications/CalendarTrainingManual

EMMANUEL CO L L EGE Campus Calendar Content Management System Training

WELCOME! The calendar is a new opportunity for the Emmanuel Community to put all events into one, central location where a visitor to the site can access the information, any time of day, and see all the wonderful events we offer.

Training for the calendar also kicks off the start of CMS training for the college. We will be in touch with departments individually to set up times to train the department on how to edit their pages, add pictures, upload PDFs, etc. We thank you for your patience over the past semester as we got this mobilized… now it can all begin!

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PLANNING YOUR EVENT To schedule a space for your event, please contact the appropriate person below: - For all classrooms in the Administration Building, Marian Hall and Library, as well as the Auditorium, modular unit, and Library Lecture Hall - Fern MacKinnon, x59995, mackinfe@emmanuel.edu - For most spaces in the Jean Yawkey Student Center (i.e. gymnasium, Maureen Wilkens Atrium, Second Floor Atrium, Conference Room, or outdoor quad) - MaryBeth Thomas, x59766, mbthomas@emmanuel.edu - For the Trustee Room in the Yawkey Center -- Kathy Phalen, x59014, phalenka@emmanuel.edu - For the Main Reading Room in the Library -- Susan VonDaum Tholl, x47659, tholl@emmanuel.edu - For all Residence hall spaces – Denise Rugman, x59746, rugmade@emmanuel.edu

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LOGGING ON To open the CMS, you must use Internet Explorer on a PC. If you only have access to a Mac, please let us know so that we can make the needed software accommodations.

1. Open a new window in Internet Explorer and type in: cmsdev.emmanuel.edu/emmanuel (do not put www before cmsdev) 2. The first time you log on to this address on a computer, the system will require you to stop blocking pop-ups for this page, and to install and enable the ActiveX control.

3. Once the ActiveX is installed, a window will open asking for your log-in and password:

Your username is your email address before the @ sign.

I.e. If cmstest@emmanuel.edu is your e-mail, then cmstest is your username.

Your password is what you use in the morning to log onto your computer.

If you do not log into your computer in the morning, please contact the IT HelpDesk and ask for a password.

4. To keep the site secure, please do not check the “Remember my password” box if other people use your computer.

5. Then click “OK” and the system will log you in.

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THE CONTENT STORE Your CMS will then open to the Content Store. This is your CMS Home Page.

If the page does not open to the Content Store, click the site tree.

on the left-hand side of

The Content Store serves as your home page, and houses everything you need. Here you can create new pages, see the pages you’re in the process of working on, who else is online etc. We’ll touch on some of these other buttons later in the manual.

For now, focus on the New box in the Create Content area, this is what you’ll use to create a new event.

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CREATE A NEW EVENT

Most events will fall under the Calendar Event with No Picture as this is the way to most quickly post an event. Should your event be a more prominent, all-campus event with images and RSVP information, you’ll need to create a Calendar Event with Picture, which will be covered at the end of the manual.

Once you select one of the event types, a box will open up for you to name your event:

Type the page name into the box, then click on the page icon to create the page.

Page Naming Conventions Start all events with month and date: i.e. 0129 Then add two or three specific words about your event: i.e. 0129 CMS Training What you use here will not be visible as a title on the page, but it will become part of the URL of the event page, i.e.: www.emmanuel.edu/events/0129_CMS_Training •

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No two pages can have the same exact name. Using the date in the beginning of the title should eliminate any problems, but if another page already exists by the name you’re trying to use, you will get an error message and be required to create a different name.

Being specific with the words you choose to describe the event will help the web team find the page and be able to assist you faster, should you have any questions.

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EDITING NEW EVENT PAGE When the window opens, you’ll see this:

Click the little arrow to the far right of the “Body Element” tab to expand.

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Select Event Category Here you can select under what categories your event can be found. These should be chosen carefully, as to ensure that the group(s) identified is really the group best-served by the event. Commencement, for example would be listed under most of the categories, whereas a biochemist lecture may only be listed under one or two. All College events should be saved for only true community events like Founders’ Day or Convocation, etc.

Event Categories The initial list of event categories is the following: - Academics (includes departments, advising, ICD, etc.)

- Academic Calendar - Admissions (Undergrad) - Alumni - Athletics - All-Campus - Campus Ministry - Colleges of the Fenway - Faculty, Administrators & Staff - Graduate & Professional Programs - Human Resources - Student Activities (includes Res. Life, Multicultural Programs, etc.) **Additional categories will be added on a case-by-case basis. The above list was selected by committee for ease of the user, however if your department finds that they are entering a large quantity of events that might justify its own category, please contact Shauna Billings.

Event Title This is a key element of the page. Whatever is entered in the title appears in bold green at the top of the listing, so be sure it is accurate and explanatory.

Event Date To select the date, check the box. The date and time will appear as such: 1/25/2008 11:54:03 AM Be sure to change the full calendar to the correct date, including the year. The day of the week will be automatically pulled into the calendar listing.

Take special care with the time. After selecting the hour and minute, be sure to change the seconds to “00” as this will make them disappear in the full listing. Be sure to also indicate AM or PM. If your event is an all day event (Move-In Day, a symposium, etc.) you’ll instead check the box below (see following explanation).

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All Day Event If your event is an all-day event, check this box.

Important: You’ll still need to fill out the Event Date in the box above, however the time will not show in the calendar listing, just the date.

1-2 Sentence Description Enter a full sentence description here of what the event is. This is the description that appears on the calendar page, and will be what causes the reader to click in to hear more about the event, so it’s important to be direct and interesting.

Full Event Description Once you’re in the event description, the date and time of the event will not display unless you manually retype it. A recommended guideline to entering this invitation would be starting off with no more than a 2 sentence lead-in (however, this can be left off completely). Then list the date, time, location, cost, etc. Then beneath that, include a more extensive listing of the event, if you have one. **For info on Body Text Icons, Creating Links and Font options, see Addendum at end of Manual.

Internal Use Only Data The final two fields are for internal purposes only. This information will allow the Marketing Communications Office or the President’s Office to follow up about the event, should there be any questions.

- Contact Name/Department/Phone: This information may not be that of the person entering the event – this should be the information for the person responsible for approving the event.

- Target Audience: This will give an idea of who to expect at the event, in case alumni, trustees, etc. are expected to attend.

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SAVING AND ADVANCING THE PAGE When your page is complete, save the page by clicking the “Save” icon of the page.

at the top

When finished, “Check In” your page so that it is accessible to the next person, by at the top of the page. clicking the “Check In” icon Finally, you’ll “Advance” the page to the next person in the work flow for review. To advance the page, click the “Advance” icon at the top of the page and select who to assign it to. (The words next to the icon may read something different, based on where in the work flow you are, however the icon will remain the same.)

For future reference, enter the name of the person you’ll advance to here:

Workflow Depending upon your department’s structure, one of the following two workflows will apply to the event page you create: Departmental Approval Workflow - Author will create event and advance to Departmental Approver - Approver will review and then advance to President’s Office - President’s Office will review date for time conflicts then advance to Web Team - Web Team will publish event to site Approver Workflow - Approver creates event and advances to President’s Office - President’s Office will review date for time conflicts then advance to Web Team - Web Team publishes event to site If there are additional edits or updates, the event will be accessible to author or approvers to edit as needed.

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BACK TO THE CONTENT STORE

Now back at the content store, you’ll see that some of the additional fields have filled in.

Recently Visited This area will show pages you’ve recently worked on, viewed, advanced in the workflow.

In Progress This section indicates pages currently checked out to you. If a page appears in this section, it means it hasn’t yet moved forward in the workflow.

Before logging out of the CMS, be sure to check any completed pages in and advance them to the approver, otherwise they won’t be published to the site. If you are not yet done with a page, don’t check it in and the page will be waiting here for you to complete at a later date.

Favorites Tab You can drag and drop a page or folder of the site that you commonly work on to this area.

For the calendar, drag and drop the “Events” folder in this tab to quickly access the folder without going through the site tree.

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CALENDAR EVENT WITH PICTURE Now try creating the Calendar Event with Picture. Select it from the New window in your Content Store, name and create.

You’ll see that this page is very similar to the Simple Calendar Event, there are only a few differences….

You’ll follow the same system for filling this page out as before, excepting these steps: -

Meta Info Tab will appear – please disregard this Under Body Copy Tab, please disregard Event Subtitle section Under Body Copy Tab, for Event Teaser you can just include the same information you’ll put for the 1-2 Sentence Event Description beneath it.

The big difference on this page is that it allows us to include the following items: - Event Thumbnail – This is the little teaser image that shows up on the homepage. Your event will still show up without an image, it just adds an additional element of interest.

- Event Body Image – This is the image that will appear alongside the text you enter.

- Event Registration Box – This will include a box that directs the reader how to RSVP for an event through phone, email and/or online registration. This is typically only used for major All-Campus events.

Because there is additional training required on how to resize and save images for the web, we ask that for the time being you not add photos yourself. When we have 10

department-by-department trainings, we will teach you how to add pictures, registration boxes, etc. to an event page.

Until then, should you want any of these things, just fill out as much of the above form as you can (including all required fields) and then we will be happy to add the pictures/RSVP for you. Just send website@emmanuel.edu an email attaching the image or the RSVP info you’d like to include. Please use the name of your event page as the title of the e-mail.

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