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University Calendar Guidelines

Purpose

The UT Tyler University Calendar is the central platform for promoting university-sponsored events to students, faculty, staff and the broader community. It ensures that events are visible, accessible and presented in a consistent, professional manner.


Event Eligibility

  • Events must be sponsored by a UT Tyler department, office, organization or recognized group.
  • Events should be open to the campus community or the public. Private or invitation-only events may be listed only on departmental calendars, not the central calendar.
  • Events must comply with university policies and state/federal laws. No events promoting illegal activities or conflicting with UT Tyler’s mission will be approved.


Submission Process

  • Submit events via the official calendar website. Include all required details: event title, date, time, location, description, sponsoring department, and contact information (UT Tyler email or phone).
  • Submit events at least 7 days in advance. Earlier submission (2–4 weeks) is encouraged for optimal promotion.
  • Room reservations must be confirmed before submission. The calendar does not guarantee space; use Astra or official booking systems for reservations.


Content Standards

  • Titles: Keep concise and descriptive (ideally under 10 words). Avoid using jargon and acronyms unless they are widely recognized.
  • Descriptions: Clearly state the event’s purpose, audience and any requirements (RSVP, tickets, restrictions). Limit to 45 words for summary; use additional fields for more details.
  • Contact: Please provide a UT Tyler email address or phone number for questions (Patriot email addresses are not accepted).
  • Images: Upload high-quality, relevant images (preferably 16:9 aspect ratio, 1920×1080 px). Avoid excessive text or generic stock photos. Include alternative text for accessibility. The calendar does have a photo library available, and if no image is uploaded, the calendar will ensure there is always a fallback image.
  • Links: Use clear, descriptive hyperlinks. External links should open in a new window.


Accessibility Requirements

UT Tyler is committed to making all calendar events accessible to every member of our campus community, including individuals with disabilities. To achieve this, please ensure that all event submissions meet the following accessibility standards:

  • Plain Language: Use clear, straightforward language in event titles and descriptions. Avoid jargon, acronyms, or complex sentences that may be difficult to understand.
  • Alternative Text for Images: Provide descriptive alternative text for all images, graphics, or icons included with your event listing. This ensures that screen readers can convey visual information to users who are blind or have low vision.
  • Accessible Links: Hyperlinks should use descriptive text (not “click here”) and be easily distinguishable. Avoid embedding essential information solely within images.
  • Avoid Information Overload: Limit the amount of information per event listing to what is essential, and structure content with headings and bullet points for easier navigation.

By following these requirements, UT Tyler ensures that all calendar events are accessible to everyone, in alignment with university policy and federal law (including the Americans with Disabilities Act and Section 508 of the Rehabilitation Act).  Note, this is not meant to replace accessibility requirements at the event itself, rather the online listings.


Approval & Editing

  • Marketing and Communications reviews all submissions and makes the final approval and publication. Listings may be edited for style, consistency and length.
  • Approval may take up to two business days. Events with broad appeal (community, recruitment, major campus events) may be featured on the home page.
  • Incomplete or non-compliant submissions may be rejected. Organizers will be notified if changes are needed.


Categories & Tags

  • Assign relevant categories and tags (e.g., Academic, Arts, Student Life, Community Engagement) to improve discoverability.
  • Avoid redundancy or excessive specificity. Categories should be broad and widely applicable.


Promotion & Updates

  • Events may be promoted on the UT Tyler website, social media, and other channels at the discretion of the Marketing and Communications department.
  • If an event is canceled or changed, update the calendar event promptly. Remove outdated events to maintain accuracy. Expired calendar events will be removed automatically at midnight each evening.


Training & Support

  • Request for permission for the University calendar can be submitted via the Website Training Calendar page.
  • Calendar training is available for departments. Contact web@uttyler.edu for assistance or to set up a departmental calendar.


Questions

For questions, please contact Laura Waits at lwaits@uttyler.edu.