USING THE calendar
SUPPORT | PROCESS | FAQS
The Adler University Events Calendar serves as the centralized hub for institutional events. Designed to inform and connect the Adler community, it is intended for the publication of events hosted by or directly affiliated with Adler University, its departments, programs, and organizations.
From academic workshops and guest lectures to student-led initiatives and community gatherings, the calendar highlights opportunities to learn, connect, and engage. It also includes key administrative dates and deadlines to help students, faculty, and staff stay organized throughout the year.
All students, faculty, and staff can submit events. Those who upload information are responsible for ensuring its accuracy and timeliness. Submitters are also responsible for updating or canceling their events if details change.
Please note, submitting an event to the University Calendar does not reserve a room or space on campus. Contact Facilities (Chicago | Vancouver) to reserve space.
The Office of Communications and Marketing oversees the events calendar and approves event submissions, but does not enter details into the calendar on behalf of departments, programs, or organizations. We review and approve submissions every Tuesday and Friday.
Only events directly affiliated with Adler University will be approved. Events submitted by individuals not employed by or enrolled at the University will not be accepted.
OVERVIEW
Events should be submitted at least five working days in advance of the scheduled date. Organizers can — and are encouraged to — submit events as early as possible.
If the event is in-person in Chicago or Vancouver, the host or organizer must complete the appropriate steps with the necessary departments (Facilities, IT, etc.) through their official channels. The event calendar does not reserve an Adler room or space.
The Communications team reviews submissions every Tuesday and Friday. You will receive an email once your submission is or is not approved.
The Communications team may edit event listing information without notice for style, consistency, or length.
An Adler University e-mail address must be included as an event contact for questions and additional information.
The calendaring system is capable of collecting RSVPs and managing ticketing for events. However, Adler University is not presently utilizing this component.
Using the calendar + filters
To ensure users can find the information they’re looking for, the calendar has several filters:
- Location — Chicago | Online | Vancouver.
- Audience: Who the event is for, e.g., Faculty, Staff, Students | Alums | General public.
- Categories: Event type, e.g., Academic Calendar | Campus Closures | Virtual.
- Organizer: Division or department host e.g., Academic Affairs | Office of Institutional Advancement | People and Culture.
- Venue: Various rooms on the Chicago and Vancouver locations and frequently used off-campus venues, like the Chicago Theatre and Orpheum. If you need a location added, contact Communications via email.
- Virtual option: In-person event only, Online + in-person event, Online only.
- Program: Academic program(s) associated with an event, e.g.: Psy.D., CMFT, MAIO.
At the top of the main events calendar, viewers have several options, including selecting a date range for events, changing the view, and adding to personal calendar.
If you are on the main calendar and select “Add to Calendar,” all events will be added to your personal calendar — Google, Apple, and Outlook are supported. If you are interested in adding only one event, please click on the event to see its details. There will be an “Add to Calendar” button, which will allow you to import that specific event. The calendar and events can also be downloaded as an import URL, an ICS, or XML file.
Submission requirements
- Adler-Affiliated and Appropriate – Events must be organized or sponsored by an Adler entity such as a program, department, center, institute, or Recognized Student Organization.
Appropriate events for the calendar include, but are not limited to, lectures, workshops, conferences, cultural and social events, and information sessions. Communications will not publish faculty and staff department meetings, private parties, save the dates, calls for papers or surveys, classes, events organized by external individuals or organizations, or the like. - Complete Information – Submissions must include date, time, descriptive title, event description and/or URL to event page, and contact person. If the event is in-person, a location is required and must be confirmed by the organizer(s). Only finalized event information ready for public viewing will be published to the calendar.
- Timely – Submissions must be entered at least five business days before the event date. If not, Communications will not approve the entry.
- Edits – If an approved submission requires edits, email Communications.
Submission best practices
Communications follows University Editorial Style Guide and/or AP Style for calendar descriptions.
- Do not use all-caps in titles or descriptions. Do not capitalize prepositions or conjunctions unless they start a title. — e.g.: a, in, into, like, of, off, nor, so, than, that.
- Acronyms should be spelled out the first time they appear, and event titles should be concise.
- Include quotes around titles of books, shows, or movies in event titles.
- Numbers 0-9 should be written out; numbers that are 10 or higher should use the figure.
- References to dates or numbers should not include “st”, “nd” or “rd” as part of the date or number, e.g., 1st, 2nd, 3rd.
Event titles must be 55 characters or less —including spaces.
*Dissertation and thesis defenses do not need to abide by this.
Titles and descriptions should be checked for spelling, grammar, and accuracy.
Dissertations + thesis
Many students are required to communicate their dissertation or thesis defense. Those who need to do so should follow the below steps upon receiving defense approval and confirmation from the appropriate dissertation/thesis chair(s) and/or faculty member(s):
Students will submit the information to the University Events Calendar at least two weeks prior to their scheduled defense via the submission link. Individuals will need to create an account to submit their event. Submissions will only be approved by those who have created an account with an Adler email address. Information should accurately reflect the defense date, time, and description. Communications will not fact-check this information. If a correction needs to be made, students should email Inside@adler.edu.
TIPS:
- Event Title:
Dissertation defense: Name of dissertation
OR
Thesis defense: Name of thesis - Event Description: Should contain the student’s name, chair, committee members, and abstract.
- Categories: Select “Dissertation | Thesis Defense.”
- Venue: Select the room where the defense will occur. This does not reserve the room, and the proper process with facilities should still be followed. If the room you need is not listed, contact Communications via email.
- Academic Department: Select your academic department.
- Audience: Select the appropriate audience(s). Multiple options can be checked.
- Campus: Select the location your program is based — Chicago, Online, or Vancouver.
- Virtual option: Select if the event is online, in-person, or both. If there is a virtual component, include the URL further down in the form.
FAQs
These FAQs aim to help users understand how to effectively utilize the calendar and ensure their events are appropriately submitted. Additional questions and support needs should be directed to the Office of Communications and Marketing.
How do I submit an event?
Submit an event by using this online form. To do so, you will need to create an account with Time.ly using your Adler University email address. If this is your first time submitting an event, you will see the option to create an account when you open the form.
Events submitted by users who do not have an Adler email address will not be approved.
Who can submit an event?
All students, faculty, and staff can submit events. Events submitted by users who do not have an Adler email address will not be approved.
Events hosted by external individuals or organizations will not be approved for the calendar unless they are directly affiliated with the University. If so, the Adler point of contact should submit the event under their Adler University Time.ly account.
What types of events can be submitted?
Only events sponsored by or directly affiliated with the University, its departments, programs, and organizations can be submitted. Personal, commercial, and events hosted by external entities will not be approved, nor willfaculty and staff department meetings, private parties, save the dates, calls for papers or surveys, or classes.
Can recurring events be submitted?
Yes, they can be. When submitting your event through the form, simply select the “Repeat” option under where you enter the date and time of your event. You can choose between a custom recurring option, weekly, monthly, or annually.
How far in advance should I submit an event?
Events need to be submitted at least five business days before the scheduled date. However, feel free to submit your events as early as possible.
What if I need to update something I’ve submitted or see incorrect information in a listed event?
Contact the Office of Communications via email or the individual listed as the contact on the event.
How quickly are submissions approved?
Communications reviews event submissions every Tuesday and Friday.
Why wasn’t my event approved?
The Communications team approves events that are in line with the event criteria, and submission requirements and best practices. If you have specific questions, please contact Communications via email.
Does submitting an event to the calendar notify Facilities and IT so they can provide event support?
No, it does not. The calendar is maintained by the Office of Communications. Event organizer(s) should follow the protocol and processes set forth by other departments for events. Events should only be submitted to the calendar after the organizer(s) receive room reservation confirmation.
How can I promote my event after it’s listed on the calendar?
The Office of Communications can assist with event promotion, including details on the campus digital screens and, when applicable, on Adler’s social media channels, through Adler News, and other platforms. Completing an event submission does not mean Communications will provide support. Please complete the Workfront request form to ensure they have all necessary details.