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Student Affairs Event Calendars

Student Affairs uses CollegeNET – a comprehensive scheduling system – for room scheduling and events. Learn more about CollegeNET.

Student Affairs Communications & Marketing oversees the design and publishing of event calendars on the Student Affairs website. To learn how to add your events to the Student Affairs calendar or to request a Student Affairs department-specific calendar, please contact our office.

How to Enter an Event

Creating Promotional Events for Student Affairs Calendars

Calendar Best Practices

How to title your event

Make sure to use a clear, descriptive title for your event. When viewing the calendar, the event name is the first thing users will see. They have to click to view a description. You have 120 characters for the title.

  • Do not use acronyms or abbreviations
  • Use words like “workshop, training, open house, discussion, film, lecture, etc.”
  • Use words like Student, Faculty/Staff, if relevant to a specific audience

Examples of good titles:

  • LGBTQA Student Resource Center Welcome Reception
  • Stand for State Faculty/Staff Bystander Intervention Training
  • Straight/Curve: Redefining Body Image film screening

What to include in the promotional content

Make sure to include promotional content. This section has all the details about attending your event. Some important things to make sure you include are listed below.

  • Location (If not already entered as part of the reservation)
  • Who can attend? Is it open to the public? Is a student ID required?
  • Registration link, if applicable
  • How to obtain tickets and cost of tickets, if applicable
  • A website URL for more details
  • A brief description of the event, the title of the lecture, etc.
  • Will food or drink be provided?
  • Contact name, phone, e-mail, if applicable
  • When the doors open for the event, if different from the start time

How to decide if your events should be included on a calendar

Whenever you enter an event or make a room reservation in CollegeNet, you have two options:

  • Include on the Student Affairs calendar and your unit’s calendar (if one exists)
  • Do not include on a published calendar

IMPORTANT: If your event should not be included on a calendar, check “Do Not Display on Published Calendars” on the page that asks you to “select CATEGORIES for this event.”

Types of events to publish on the calendar:

  • Speakers, musical performances, discussion groups
  • Workshops/trainings open to anyone (if they require registration, note that in the promotional content)
  • Tabling for awareness, promotion, or special event
  • Open houses
  • Leadership summits, retreats, service activities on or off campus

Events that should NOT be listed on a published calendar:

  • Internal staff meetings
  • Student focus groups
  • Invite only events
  • Tabling as part of a larger event (i.e. the Involvement Fair)
  • Unit event that is part of a larger event, if the larger event is already on the calendar (i.e. open house during Parents Weekend)
Penn State Student Affairs
Communications & Marketing

203 Boucke Building 
University Park, PA 16802