Tentative Events on the Kellogg Calendar

· A checkbox field has been added to the event creation and event edit forms to indicate that the event is tentative.

· Error checking is present to prevent tentative event checkboxes from being chosen if the event is less than nineteen days away.

· A checkbox field has been added to the event creation and event edit forms to indicate that an event is an all day event from 8:00am to 5:00pm. Upon checking the box, the time is set to the default.

· A small graphic “T” will show next to all tentative events on the Kellogg Calendar.

Life cycle and nightly maintenance of tentative events

· An event must be entered into the Kellogg Calendar by an event co-chair before a room can be reserved through Student Affairs.

o When a student requests a room, a staff member will check the Kellogg Calendar to make sure that the event is posted as either confirmed or tentative. If the event is not listed on the calendar, the staff member will ask the student to do so before a room is granted. If the event is listed, a staff member may assign a room to the event.

o Once a room is reserved, the co-chair will edit the Calendar entry and list the room number or location.

o Events must be more than 19 days away to be marked tentative by the co-chair.

· Nightly batch job searches for events that are between 14 and 19 days away and are still marked tentative. Once the event is less than 19 days away, e-mail will be sent to the co-chair who last modified the event, notifying them to change the status of the event. This e-mail will be sent daily until the co-chair unchecks the tentative checkbox on the event.

o Email message text: Your tentative event, [Event Name] on [Event Date], is subject to deletion. An event cannot be tentative less than 19 days before the event. Your event will be deleted if it is not confirmed by [Event Date – 14 days].

http://www1.kellogg.northwestern.edu/scripts/calendar/calendars.asp

· Nightly batch job searches for events that are less than 14 days away and are still marked tentative. If an event is less than 14 days away and the co-chair hasn’t unchecked the tentative checkbox, the event will automatically be deleted.

o Sends e-mail notification of deletion to the person who last modified the event, the KSA VP Business Development, VP Technology and a Student Affairs staff member. Deletes that listing from the Kellogg Calendar.

· Email text: Your tentative event, [Event Name] on [Event Date], has been deleted from the Calendar. You received 5 notifications alerting you and the event remained marked tentative. Your room reservation has been cancelled.

o The calendar event cannot be restored.

o A co-chair will have to reenter an event that has been deleted.

o The event is only deleted from the Calendar automatically, not the room reservation system. The designated Student Affairs staff member must remove the room reservation associated with the deleted event on the Calendar.

· Nightly batch job searches for events that were created between 21 and 26 days ago and are still marked tentative. Sends e-mail warning to the co-chair who last modified the event. This e-mail will be sent daily until the co-chair unchecks the tentative checkbox on the event.

o Email text: Your tentative event, [Event Name] on [Event Date], is subject to deletion. An event cannot be tentative for longer than 21 days after it was created. Your event will be deleted if it is not confirmed by [Creation Date + 26 days].

http://www1.kellogg.northwestern.edu/scripts/calendar/calendars.asp

· Nightly batch job searches for events that were created longer than 26 days ago and are still marked as tentative. The event will automatically be deleted.

o Sends e-mail notification of deletion to the co-chair who last modified the event, the KSA VP Business Development, VP Technology and a Student Affairs staff member.

· Email text: Your tentative event, [Event Name] on [Event Date], has been deleted from the Calendar. You received 5 notifications alerting you and the event remained marked tentative. Your room reservation has been cancelled.

o The calendar event cannot be restored.

o A co-chair will have to reenter an event that has been deleted.

· The event is only deleted from the Calendar automatically, not the room reservation system. The designated Student Affairs staff member must remove the room reservation associated with the deleted event on the Calendar.