Create an Event

Overview

The Events module in KUHub displays upcoming university activities. Users can explore event details, including date, time, location, and speaker information.

Permissions

Users with a KU NetID and appropriate permissions can create events. Depending on your role:

• Some users can publish events directly without approval (e.g., Administrative Assistants)

• Others require approval before publication (e.g., Student club representatives need approval from the Student Dean's Office)

Event Guidelines and Requirements

Before creating an event, please ensure you follow these guidelines:

Formatting Standards

• Title formatting: Use Title Case for all titles (capitalize the first letter of each major word)

  • Correct: "Guest Lecture on Artificial Intelligence and Ethics"

  • Incorrect: "guest lecture on artificial intelligence and ethics"

  • Incorrect: "GUEST LECTURE ON ARTIFICIAL INTELLIGENCE AND ETHICS"

• Corporate identity: Use fonts and styling consistent with Koç University's corporate identity guidelines

• Complete all fields: Do not leave description fields blank - provide meaningful content in all required and optional description areas

Legal Compliance

KVKK (Personal Data Protection): If you are including a registration form that collects personal data:

• Ensure the form complies with KVKK regulations

• Include appropriate consent statements

• Inform participants about data collection and usage

• Reference the university's privacy policy: https://it.ku.edu.tr/en/information-security/protection-of-personal-data/

Event Quality

• Be clear and concise: Write in a professional yet accessible tone

• Proofread carefully: Check for spelling and grammar errors in both languages

• Provide complete information: Include all relevant details (time, location, speakers, requirements)

• Use descriptive text: Give readers enough information to decide whether to attend

• Include clear instructions: Explain how to register or participate

Visual Elements

• Use high-quality images: Ensure images are clear, relevant, and properly sized

• Follow image guidelines: Adhere to specified dimensions and file size limits

• Maintain brand consistency: Use official Koç University imagery when appropriate

How to Create an Event

Go to [https://campus.hub.ku.edu.tr]

Click on the "Sign in with KU NetID" button

Navigate to Campus Agenda > Events Management > Create Event from the left menu

Fill in the required fields:

Required Fields

• Image: Upload an event image (maximum 1MB). Recommended size: 1080x1080 pixels. Accepted formats: .png, .jpg, .jpeg

• Title: Enter an event title using Title Case (maximum 100 characters)

• Short Description: Provide a complete summary (maximum 250 characters) - do not leave blank

• Event Type: Select the type of event from the dropdown menu

• Event Location: Specify where the event will take place

• Start Date: Set the event start date and time

• End Date: Set the event end date and time

• Contact Info: Provide contact information for inquiries

• Visibility Type: Choose visibility settings (required field)

Optional Fields

• Tags: Add relevant tags

• Description: Add detailed information about the event - do not leave blank even though it's optional

• Speaker Information: Add details about speakers (maximum 500 characters)

Publishing Options

• Featured: Mark the event as featured (if you have permission)

• Publish on Website: Check this to display the event on the KU website

  • URL: Enter the KU website URL where the event will be listed (e.g., https://www.ku.edu.tr/en/events/

  • URL (Optional): Add the event platform link (e.g., Zoom link)

• Publish on Digest: Include your event in KU Daily Digest

  • If selected, choose your target audience (Faculty, Staff, Students, or All)

  • the publish date for the Digest

• Attachments: Upload additional files

5. After completing all required fields in both languages, click "Submit Your Event"

Managing Your Events

Navigate to Events Management > Submitted Events from the left menu

View all your events with their current status

Event Statuses

If your event is rejected:

• Click "View" to see the rejection reason

• Check the "Reasons for Rejection" section at the bottom

• Click "Update" to make corrections

• After corrections, click "Update Event" to resubmit

For Approvers: Reviewing Events

Navigate to Event Management > Approvals from the left menu

View all events in "Pending" status

From the Actions menu:

• Click "View" to see event details

• Click "Approve/Reject" button to complete the review process

Updating Published Events

Navigate to Events Management > Submitted Events from the left menu

Find the event with "Approved" status

From the Actions menu:

• Click "View" to see event details

• Click "Edit" to make changes

• Update the necessary information

• Click "Update Event" to save changes

Best Practices

• Use Title Case for titles - Capitalize the first letter of each major word

• Follow corporate identity guidelines - Use approved fonts and styling

• Never leave description fields blank - Provide meaningful, complete information

• Ensure KVKK compliance - Include proper consent and privacy notices for data collection

• Provide advance notice - Submit events at least 3-5 days before the event date

• Complete both languages - Ensure all information is available in both English and Turkish

• Include complete logistics - Provide clear information about time, location, and how to participate

• Proofread carefully - Check for errors in spelling, grammar, and formatting

• Test all links - Verify registration forms and meeting links work correctly

• Use high-quality images - Ensure visuals are clear, relevant, and properly sized

Common Mistakes to Avoid

• Using lowercase for all words: "guest lecture on artificial intelligence and ethics"

• Using ALL UPPERCASE: "GUEST LECTURE ON ARTIFICIAL INTELLIGENCE AND ETHICS"

• Leaving description fields empty or with placeholder text

• Including registration forms without KVKK compliance statements

• Using non-standard fonts or formatting

• Submitting events too close to the event date

• Providing incomplete or unclear location information

• Forgetting to include contact information

• Providing incomplete translations

• Including broken registration or meeting links

• Using low-quality or improperly sized images

Need Help?

For questions about:

• KVKK compliance: Contact the Data Protection Office

• Corporate identity guidelines: Contact the Communications Office

• Event approval process: Contact your department administrator or the Student Dean's Office

• Technical issues: Contact the IT Help Desk