Preparing calendar events for Morning Mail

Current administrators who regularly post departmental events to the campus events calendar at events.rpi.edu can now use one of three Morning Mail-related tags – Community, Students or Faculty and Staff – to not only specify the event(s) that they would like to appear in Morning Mail, but to designate the desired/most appropriate target audience for each event.

When posting a calendar event:

• Be sure to apply one of the above-mentioned tags to your event if you want it to appear in Morning Mail. ONLY events that are marked with one of the tags will be pulled into the queue of potential Morning Mail items.
• Remember that all calendar entries that appear in the Morning Mail queue are manually tagged by the curator to go out on a certain day (or days.)  Although an event may be posted on the calendar, that doesn’t mean the notice will automatically go out in the next edition of Morning Mail.
• Keep in mind that the calendar uses a 21-day “rolling window” to harvest events and pull them into the Morning Mail queue. As a result, even if an event has been posted to the calendar and includes one of the Morning Mail-related tags, it won’t show up in the Morning Mail queue until the date of the actual event falls within that 21-day window.
• Post events to the calendar as soon as possible; don’t wait until the last minute!  If a calendar event gets posted too late the day prior to the actual event, there likely won’t be enough time for the curator to see the entry come through the Morning Mail queue and tag it to go out the next day.

NOTE: Individuals who cannot currently post events to the calendar for their department but would like to be able to do so may submit an ITSSC ticket – including their userID and the name of their department, student club, or organization – to request calendar access.  A staff member will then assign them to the proper calendar group and follow up with a set of introductory instructions for logging into and using the calendar interface.