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/bilgi-guvenligi/kvkk/
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
If you are including a registration form that collects personal data:
Ensure the form includes KVKK compliance statements
Add a note in the event description about data collection
Reference the privacy policy: https://it.ku.edu.tr/bilgi-guvenligi/kvkk/
Important: All event information must be entered in both English and Turkish. Switch between languages using the EN/TR toggle in the top right corner.
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
Status | Description |
|---|---|
Approved | Event is published and visible |
Pending | Event is awaiting approval |
Rejected | Event was not approved |
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