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Instructions for Calendar Owners

Thank you for agreeing to manage a calendar for Burroughs! We think you're doing us a great service, and you are probably saving lots of people a lot of time. We trust that you will be as careful and accurate as possible, since many people may be depending on the information in your calendar.

There is one very important rule about managing a Burroughs calendar. We ask you to please adhere to this:

Making a change in a calendar should never be the only way of communicating that change in the calendar.

A change in the calendar should always be accompanied by an email, phone call, or other communication to people who are likely to be affected by the change. This is because we can never be sure that the target audience of the calendar is actively keeping an eye on all the entries in that calendar. If a change is made without other communication, we will never know who might notice and who might not notice.

Beyond that, here are some tips we have found (in no particular order) that make reading and using the calendar easier—many of these tips are ways to minimize the difficulty of a having very small space to write event titles:

  1. Users of a calendar will know which one they're looking at. This means that you need to type less in each entry. For example, if you manage the "Bagpipe Quintet Rehearsal" calendar, typing "5pm-6pm Bagpipe Quintet Rehearsal" is unnecessary. "5pm-6pm Rehearsal" is perfectly adequate.

  2. If lots of people will be using your calendar, start each entry with a way for users to decide if that entry applies to them. So if you manage the "All Quintet Rehearsals" calendar, typing "5pm-6pm Bagpipe Rehearsal" makes it easier for the Harp Quintet to see that this entry isn't for them. If you type "5pm-6pm Rehearsal for members of the Bagpipe Quintet," the word "bagpipe" will probably get cut off in the little box that contains the entry, and the harpists will be annoyed.

  3. Merely entering the basic time information is good, but if you also click "edit event", you can add details (location, participants, what to bring, etc.) that will show up when users click on "show details".

  4. If you are entering student grade-level information, use the "-th" suffix on the numbers. Otherwise, there is the danger that the calendar will interpret those numbers as starting or ending times.

  5. If you manage multiple calendars, sometimes you will want to put one event on two different calendars (the athletic department enters each game on its team's calendar, but then also on the "Home Contests" calendar, for example). After you've fully entered it on one calendar, click on that entry, and click "edit event". Then find the drop-down menu that allows you to simply copy the event to another calendar. This way there will be no discrepancy between entries.

Please send other tips you come up with to calendars@jburroughs.org; we welcome the feedback!