Using the Calendar System

Our schoolwide calendar can publicize events throughout the medical school and the university. It can also publicize events at the department and/or division level.  

A consistently updated calendar communicates the school’s vitality to prospective students, residents and faculty. It also keeps our internal community informed of our events.

Accessing the Calendar

The school’s calendar entry website is part of UB MobileMed. Log in with your SMBS username and password.

From the UBMobileMed home page, select Calendar. This brings up tabs to view events by Day, Week, Month or List (which gives you a list of events ordered chronologically over any time period you specify).

Screen capture of the main calendar view.

The main calendar view is set up like a day planner. (Click on the image to zoom in.)

Adding an Event

Adding events to the calendar can be done by clicking Add Event at the top of the page or by clicking on a plus button to the left of available times.

How to add an event.

Two ways to add events to the calendar. (Click on the image to zoom in.)

1. Event Title

Succinct title using a colon.

Event title with a short version of department’s name, a colon and a space.

Enter a succinct title for the event. It should contain just enough information for readers to quickly assess your event.

  • Begin your title with a short version of your department’s name, a colon and a space, as in the example above. “Ob/Gyn Grand Rounds: [Event Name],” not “Department of Obstetrics and Gynecology: [Event Name].”
  • Do not use all caps.
  • Do not include detailed information about speakers’ credentials here. List those in Event Details and/or provide a URL that links to a profile or online CV if available.
  • Do not use unnecessary words like “Topic,” “Lunchtime Lecture” and so on. Specify these in the Event Type drop-down menu as outlined below.

2. Event Date, Starting Time and Duration

Add the date, time and duration for upcoming events.

Add the date, time and duration for upcoming events.

Select the event’s date, starting time and duration.

3. Event Detail

Enter a brief description of the event in the Event Detail box. Include information that might draw attendees, such as speaker credentials and benefits of attendance (receiving credit or participating in a workshop, for example).

If the event is open only to certain people (e.g., members of an organization) or is invitation only, specify this in the event’s description. If attendees need to register ahead of time, note that here as well.

Do not include cost information here. Place all cost information in the Cost field.

Include brief biographical details about speakers in this field only if this information is not already available online. If you do include biographical details, place them at the end.

Event detail should provide a brief description of the event.

Example Event Detail providing resourceful information. 

4. Event Type

Select School for Event Type.

5. UB Calendar and SMBS Calendar

To make the event also show up on the medicine.buffalo.edu website, check “Select this option to display this event on the SMBS web calendar.”

To make the event also show up on the University calendar, check “Select this option to display this event on the UB university web calendar.”

6. Category

Screen capture of the event category drop-down list.

Select the event’s category to make sure the people you want to attend see it.

Select a category from the drop-down box or enter one in the text field if necessary.

7. Location

Enter the event’s location. Standardize and spell out all locations. Include room numbers and floors.

Capitalize building names: “Farber 220,” not “FARBER 220” or “farber 220.”

8. Cost

If there is a charge or registration fee for this event, enter that information in Cost.

Although the Cost entry box is small, you can type as much information as you need into it. For example, if your event has one fee for members of the community, another for UB faculty and is free for students, enter all that information in this field.

9. Presenter

Enter the presenter’s name and title. More detailed information on the individual’s qualifications or accomplishments belongs in the main Event Detail field. You can also enter a URL below to link to a CV or profile online.

Enter the name, email address and contact phone number for the event.

Enter the event’s sponsor(s). This may be your department, an affiliated hospital or another organization.

Please note that if your event is accredited through the UB Continuing Medical Education Office, only the CME and the education provider (e.g., your department) may be listed here. Corporate interests are supporters, not sponsors, for these activities.

10. Save Changes

Once you fill in your event’s necessary details, scroll to the bottom of the form and click Save Changes to post the event to the calendar. Your event will show up immediately on the UB MobileMed calendar, and it will be posted to the school’s and university’s calendars after a delay of at most a few hours.

Cancellations

When you need to cancel an event, don’t delete its posting from the calendar. Instead, edit its title to include the word CANCELLED. This is the only time you should use all caps.

If the event has been or will be rescheduled, edit its description to let people know where to find more information.

Additional Calendar Resources