Managing events
Once you have signed into your dashboard you will be presented with a list of all departments you are currently listed as a coordinator for. If you receive an error telling you that access is denied, it means you are not listed as a coordinator and will need to contact either an existing convocation coordinator for your department or the Office of the Secretary for assistance getting listed as a coordinator for your department.
Select "Manage events" for the department, and you will be presented with a list of the next five semesters, each with any events that have already been added for it and a link to add an event for that semester.
Please communicate clearly with your faculty. If you are emailing faculty and directing them to RSVP for your event, you should not send them a link to the homepage of graduation.unm.edu. You should instead link them directly to your specific event page, or otherwise clearly and specifically instruct them how to sign up for your event. This is important to avoid confusion, reduce the amount of work faculty need to do to find the correct event, and ensure that they sign up for and rent regalia for the correct events.
If your faculty use the main commencement RSVP form to order regalia and then do not attend our event, we will bill those rentals to your department.
Adding a new event
To list an event on the public list of upcoming events, click "add {semester} event" under the semester you want to schedule the event for. This will bring up the form for listing the information about your event.
By default, when you add an event on this site signups will not be enabled. This is so that departments who run their own signup forms can easily list events here without creating confusion for students and faculty by having duplicate RSVP forms.
If you run your own signup forms or do not want to use our RSVP system for students or faculty, you are now finished listing your event. It should appear on the public departmental events page soon, and its management links will appear on the department's manage events page immediately.
Enabling RSVPs
If you would like to use this site's system to collect student and/or faculty RSVPs for your convocation you may do so once your event is created. For more information see Enabling and linking to signup forms
Listing future events
If you add events for future semesters they will be publicly available through the "Future events" link on your department's page, but RSVPs will not open until the semester of the event.
Summer events
You may add summer semester events, but some features may be disabled during the summer to provide a development and maintenance window. Most notably departmental RSVPs are never enabled during the summer, so if you want RSVPs you will need to build your own forms using something like Formstack. If you would like to order regalia for faculty you will also need to coordinate that with the bookstore directly.
Customizing the name of your event
When you create a new event it will be assigned an automatic name based on the name of your department and the current semester. If you would like to name it something else you can do so by going to the event page and clicking "edit" in the blue bar there. On the edit page there is a field where you can rename existing events. Make sure to include somethign that identifies name of your department, and the year/semester. If your department only holds one convocation each year it would be reasonable to only include the year and not the semester name.
Events are listed publicly in alphabetical order, so it is preferred that their names begin with the name of your department and not the year or semester.