OrgCentral Events Submission Guidelines
OrgCentral Event Submission Guidelines
Organizations are now able to advertise events through OrgCentral. Events submitted through OrgCentral will show up on the main OrgCentral page as well as in the organization's profile. Below are guidelines to help your organization successfully post events on OrgCentral.
How to Create an Event
Events are created at the “Manage” level of the organization. Only those on the roster that have positions with “Event” full access are able to post/edit events. To review how to update access permissions, please view our roster instructional video.
Once in the “Manage” view of your organization, click the three-lined menu on the left side and click “Events.” To create an event, click “Create Event” in the upper right corner. Fully fill out all required fields and submit.
For reference, below are additional explanations of sections within creating an event that may be useful in the process:
- Visibility Settings
When filling out the event submission, you will find a section called “Event Details.” Under “Event Details,” you can specify the visibility settings for the event. Below is a description of each setting and the type of events best for each setting:
- Public: Public means it will show up to those who visit the OrgCentral.psu.edu site and have not logged in. This is appropriate for events that are open to those beyond the Penn State community. This setting is not to be used for organizational meetings.
- Students and Staff at Pennsylvania State University, University Park: This setting means that anyone who is logged into OrgCentral will be able to see the event. This is appropriate for events that are only open to the Penn State community, such as UPAC-funded events and new member recruitment. This setting is not to be used for organizational meetings.
- Organization Members: This setting means that the event will only show to members on your organization roster. This setting is appropriate for weekly meetings and other organization-specific events.
- Invited Users Only: This setting means the event will only be shown to those that you invite. This setting could be appropriate for executive board or committee meetings.
- Themes and Categories
In making an event, you are required to pick only one theme but can also add categories later in the submission process. Below is a brief description of each:
- Arts & Music – may include any event that shows arts and/or music appreciation
- Athletics – may include events that support an athletic team or where athletics may take place
- Cultural – may include events that increase campus understanding of a specific nation and/or culture(s), provide students with an avenue to explore and celebrate their own cultural heritage, and provide programs and services designed to support students of various cultural heritages at the University
- Fundraising – may include events that are raising funds for philanthropy or for your organization
- Group Business – may include group meetings or events specific to conducting organizational business
- Learning - may include instructional workshops or events
- Service – may include community service projects and events that serve the campus and/or community and surrounding areas
- Social - may include events that build community or are a collaboration with other organizations
- Spiritual – may include events that represent diverse faith communities and belief systems that observe and follow religious and/or spiritual practices and traditions
- Primary Audience: Graduate and Professional Students – Mark this category if the event’s target audience is graduate and professional students. You may mark this category and undergraduate students if the target audience for the event is all students.
- Primary Audience: Undergraduate Students – Mark this category if the event’s target audience is undergraduate students. You may mark this category and graduate and professional students if the target audience for the event is all students.
- Weekend Event – Mark this category if your event is occurring during the weekend (Friday-Sunday)
- RSVP and Invitations
During the Event Submission process, OrgCentral will ask if you would like to include RSVPs. Below is an explanation of each setting:
- No One: This turns off the RSVP function.
- Anyone: This allows anyone that can see the event to RSVP. RSVPs can give organizations a general idea of how many people plan on attending.
- Only Invitees: This allows those who have been invited to RSVP. Anyone else will not see the ability to RSVP. An organization would send out invitations after the event submission process.
More detailed information regarding the RSVP and Invitation process can be found in this support article.
- Editing an Event
If you need to make edits to an event after it has been created, you can do so from the “Manage” view within your organization. From the “Event” tab under the three-line menu, you'll be able to see a list of all upcoming events. Click on the name of an event to manage it. If the event is cohosted, you must be a member of the submitting organization for the event in order to manage it.
The "Event Details" section includes several prominent tools:
- Change Details: If you need to update information about your event, like changing the date or location, you can do so by clicking "Change Details." This will walk you back through your event request process and allow you to make any changes as necessary.
- Cancel Event: If you no longer plan to host this event, "Cancel Event" allows you to send a message to all users who are involved in the event, including invitees. The event will remain on your page but will be listed as cancelled.
- Event Attendance
As an organization officer with full access to events, you have the ability to track event participation. To track event participation, switch to the “Manage” view. Use the three-lined menu on the left to open the "Events" tab. Click the event you want to manage and then click “Track Attendance”
The first method to assign participation to a user is to click “+Add Attendance” button. On the “Text Entry” tab, you can enter attendee information in bulk, using either the student’s campus email address or their Card ID numbers. Enter up to 500 attendees using this method, with one email or ID per line. The “File Upload” tab allows you to enter a .csv or .txt file containing attendees' email addresses or ID numbers. Select the identifier type, upload the file, assign the proper level of attendance credit, and click “Upload.”