Event Calendar FAQs

1. May I use this to schedule a room for my event?

No.   This version of the VCU Events Calendar is NOT designed for scheduling facilities. In the future, this may be possible. Until then, you must go through your normal channels to schedule a facility.

2. How long does it take for my event to appear in the calendar?

It takes two business days for a previously scheduled event to appear in the VCU Events Calendar.

3. What kind of events will appear in the VCU Events Calendar?

The calendar is designed for non-course-related events that are sponsored by a University department or registered student organization.

4. What happens to my event request once I hit submit?

Your event request goes into the VCU Events Calendar as a pending request. Email is sent to an Event Reviewer who either accepts or rejects your request.  You will receive Email when your event has been either approved or rejected.

5. Why would my request be rejected?

Your event request would be rejected if (1) the facility was not properly scheduled, or (2) your request was not a University-sponsored event, or (3) someone else has already submitted a similar request.  The reason the event was rejected appears in the Email sent to you.

6. Why do some events have links to web pages and others do not?

When events are submitted, the author has the option of entering URL's (WWW addresses). Therefore, some events will contain links to other web pages while others will not.   It should be noted that the links to the campus maps are done automatically by the calendar.

7. How do I modify a previously submitted event.

To modify an event, you click the "Submit an Event" and login to the calendar by entering your ID and password.  A list of all your current events displays.  You can then click on the title of any event to make any necessary modifications.  If you change the time or location of an event, an Email is sent to the appropriate reviewer who must review the modifications and either approve or reject.  If your modifications that do not include either time or location, the event information is automatically updated.

Note: If you have no current or archived events, then you will automatically be transferred to the "Enter a New Event" screen.

8. How long will archived events be available and what is the purpose for doing so?

Approved events are automatically archived the day after the event has ended.  These archived events will be viewable for one year.  This allows event submitters to create a new event based on previously submitted information.  For example, if you hold an annual open house all you may need to do is change time and location.  Hopefully, this will require less time to do data entry.

9. Where are Academic Calendar events, such Spring Break, located?

To locate a beginning or ending date of a semester or find out the date of spring break, please visit the VCU Academic Calendar web site located at URL:  http://www.vcu.edu/academiccalendars.

10. What is an RSS keyword?

RSS keywords are used to group like events together. Common keywords include majors, specialties, and particular audience focus.

11. My event is off campus. Can it be listed?

Yes, as long as it is a VCU sponsored event. When submitting the event request form, set the "Campus" drop down menu to "Off-Campus". A list of common buildings will pop up. If your building is not listed, enter the building name and address in the form field below the drop down.  

12. I am not hosting the event, can I register the event under someone else's name?

You must have a valid eID to enter an event, however, you may change the "Submitter's Information" by typing over your default information on the registration page. Please note: you will be the "owner" of this event. If the event needs to be updated, you will need to login with the eID that created the event.

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This article was updated: 07/10/2013