Enter calendar events

INSTAAR events are entered using the CU (Localist platform).听The events will appear on the campus calendar instantly and on the听INSTAAR website听with a potential delay of up to an hour.听Entering听INSTAAR events can only be done by official calendar admins. This guide provides admins with tips for entering, editing, and formatting.

If you are not an admin and want to instead submit an event for consideration or have events automatically appear in your personal calendar, see the Events calendar resource.

What kind of events should we post?

As a general rule, only add events that are either hosted by INSTAAR or sponsored or promoted by an INSTAAR group. If it's just "of interest" to INSTAARs, we don't usually put in on the calendar. For example, we don't usually post Geography Department colloquia, even those that feature INSTAAR speakers.听But we might add a diversity talk on or off campus that's being recommended by the JEDI Task Force.

When in doubt, go ahead and add it. It's better to err on the side of inclusivity than exclusivity.

Admin approval & log in

Before new calendar admins can begin entering events, they need to:

Ensure that they have an account on the by logging in with their IdentiKey (upper right of the screen).听
Ask David Lubinski to submit a request form on their behalf for group event admin permissions.
Wait up to a few days to get approved by the University.

Once approved, admins can log in anytime at听

Entering & editing overview

Admins must use the university's Localist Events platform, which runs the campus events calendar.听After you have logged in at听, you will likely stay logged in for days if not weeks.

After logging in, navigate to Localist in one of two ways:

From the campus events calendar, click on your account in the upper right and choose "Calendar Admin."
From the INSTAAR events page, click on any event to expand it and choose the View Details link.听You will go to the calendar page for that event.听Then click the lowest blue button in the right sidebar that says "Admin Event Editor" (not a blue button that says "Edit Event").

See events - To see a list of all past and future events, click on "Events" in the left sidebar and then choose "Live."

Add event - To add a new event,听click on "Events" in the left sidebar and then choose "Add Event."

After saving an event - See what it looks like by clicking the "View Event" link in the upper right area of the Localist event entry form.

Video instructions - The below screencast video by the Web Express team provides a good overview, although it covers some fields that we usually don't bother to fill out.

Events calendar tutorials

The basic instructions for key fields are shown lower on this web page, but you might occasionally need more detailed information. If so, check out the 20+听tutorials for event admins:

Events calendar tutorials

Example tutorials:

Key fields

Entering information - Localist has a bunch of fields.听Fortunately, you can ignore many of them. You only need to pay attention to a handful of key fields.

For the Group field, you must click and choose "Institute of Arctic and Alpine Research" every time. If you don't, the event will not appear on the INSTAAR website.听

Name

Because the name of the event is truncated on some INSTAAR webpages:

Keep the event name short if you can.
Put the most important and unique听information at the beginning (e.g.,听speaker's name).
Use descriptive, plain language.
Follow formatting conventions used for similar events.

Put speaker's name first for seminars
Put the speaker's name first, then the talk title.听If there are multiple speakers, you might not have space for the talk title.听Here are examples for INSTAAR noon seminars:

Toby Minear: The Surface Water and Ocean Topography (SWOT) mission: Advancing inland hydrology
Grad student speakers: Brianna Undzis, Harry Allbrook, & Jared Collins
Marisa Montes : Lipid biomarker paleoclimate reconstructions and proxy developments

For other talk series, include听a succinct label.听Here are examples for the MRS summer seminar series:

Tom Veblen: MRS seminar: Forty years of studying forest changes on Niwot Ridge
Amy Hoagland: MRS seminar: Artist in Residence - Sculptural stories of the land

Avoid using titles, like Dr., before the presenter's name in most cases
The default INSTAAR style is to refrain from using such titles unless really necessary.听 This helps make our community less hierarchical and more inviting to newcomers.听 Plus, you might want to include more info about the speaker at the top of the Description field, such as "Professor, Geological Sciences (CU Boulder)"

DO:听Tom Veblen: MRS: Forty years of studying forest changes on Niwot Ridge
DON'T: Dr. Tom Veblen: MRS: Forty years of studying forest changes on Niwot Ridge

Description

Copy and paste as plain text
Typically you will be copying content from an email or webpage, pasting it into the Description field, and editing it.听Be careful about how you copy and paste.听If you copy formatted text and do a default paste, the resulting text in Localist can be improperly formatted and messy. Instead, it is often better choose听to "paste as plain text". On Windows and some systems, you can right click to choose to paste as plain text.听There are other options too.听

Break into lines and paragraphs for better readability
Try to make sure that visitors can skim the information and not have to read听long paragraphs of text to find small bits of information.

Format where appropriate
Formatting (e.g., bold, larger font sizes)听is possible and can further improve readabilty.听But it is not worth doing a lot of formatting because it will not be visible on the INSTAAR website.听Some formatting will be helpful since it will be visible on the event's page on the campus calendar.

Seminars
When possible, include the talk abstract at or near the end of the description.

Status

You can ignore the status field in most cases since the听default for it is "live."

But if the event is postponed or cancelled, update its status rather than deleting the event.听People who have subscribed to an INSTAAR calendar will see the update in their personal calendaring system.听Seeing that an event of interest has been cancelled is often more helpful than having it disappear.听

Schedule, including Start Date

The most important thing to remember about scheduling is that the intial entry fields, like Start Date, are a mini entry form embedded in the larger event entry form.听

After you enter dates for scheduling, you need to confirm them by clicking the button for "Add above in schedule." The scheduled dates will then show up below the date fields in the Confirmed dates area. You can add multiple dates manually or by choosing the repeating option.

Recurring events - You have many options.听Check out the tutorial for Recurring Events (For Event Admins) and the below video:

听

Location

Please include a detailed location for every in-person or hybrid event.听Where possible, start typing a location and choose from the auto-complete options shown to you.

For听SEEC events, start typing "Sustainability" and choose the "Sustainability, Energy, & Enviroment Community" option.听Localist will automatically show a map of SEEC on the campus event page.

For events without an autocomplete option, type in the name of the location.听For example, type听Mountain Research Station.听Then enter the street address. For the Mountain Research Station, you will add 818 County Road 116, Nederland, CO 80466.听Localist will create and show a map to this location on the campus event page.

Dial-In Instructions

For an online meeting, include the meeting URL like
Zoom:

Do not include the meeting passcode, which internet jerks could use to Zoom bomb us.听 Instead, include a generic message like听 "Email instaar@colorado.edu for passcode"

Photo

If you do not add a photo, the default image will be the INSTAAR logo.听But we try to limit the use of the logo to just INSTAAR admin events like Directorate meetings.

For most events, you'll want to pick a photo that represents the event while also looking different than existing event photos.听If you don't have good photo from someone connected to the event, then see if you can find one on an associated website.听Another alternative is to search for a copyright-free image听at an imagery website like the or听. Just be sure that there are no copyright issues with the image you are using.

Seminars and talks - upload a head-and-shoulders photo of the speaker.听You can often find one on the webpage for their department/institute/university.

Alt tag - for every photo, be sure to enter a brief description of the photo to help those with poor or no vision. For example: "Man in yellow hat cuddles a fuzzy black kitten."听

Photo formats - Use .jpg or .png, possibly听.gif.听 But do not use a .webp image; Localist will upload it fine but then ignore that upload upon save.听 You can convert .webp images to .png using MacOS Preview, Windows Paint, online services like , or other image apps.听

Classifications, including Groups

The only classification we are routinely using is the Group.听For the Group field, you must click and choose Institute of Arctic and Alpine Research every time.听If you don't, then the event will not appear on the INSTAAR website.听

You can leave most of the classification fields blank most of the time.听The exception is for听special public events that would benefit from extra visibility听on the campus calendar.听In those rare cases, adding other classification types might be useful in helping potential attendees discover the event.听听

Additional Details including Tags

The only details you might need to enter are the tags.听You have choices for tags for each event:

No tag
Seminars
Diversity
Community
ArtScience (all ArtScience events should also be tagged with Community)

If the event is not related to a seminar, community, or diversity, then simply leave the Tags field blank.听For example: Directorate meeting.

Tagging an event will make it appear on event pages for Seminars, Diversity events, and Community events.听Tagging will also make events show on non-event pages like Diversity, Community, and Art+Science showcase.

There is no drop down list of choices.听Instead, you need to type in the tag every time (with correct spelling, capitalization does not matter). Be sure to use the plural for "seminars".听Be sure to hit return after entering the tag.听You should then see a gray box around the tag and an "x" for optionally removing the tag.

Multiple tags are fine.听For example, Diversity and Community.听Just hit return after each tag.

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