Contents
Cal Poly Pomona

P&R Responses for recommendation 113

Recommendation 113
Department Admissions
Consensus Opinion 10 out of 10 faculty/staff : Pro
Consensus Explanation We support the recommendation of the Support Programs Prioritization and Recovery Committee as submitted.
Minority Opinion NA out of NA faculty/staff : NA
Minority Explanation

Recommendation 113
Department Application
Consensus Opinion 10 out of 10 faculty/staff : Pro
Consensus Explanation We agree. In order to facilitate, we suggest the implementation of a Campus Community server that would serve as a single source of information. The Common Campus Calendar would serve as the first steps in creating a total on-line campus collaboration solution. While the recommendation appears to be rather specific, we think a broader approach provides expansion and longevity. We suggest the participation of technical staff from I&IT Applications in reviewing, recommending, and implementing any third-party software package.
Minority Opinion NA out of NA faculty/staff : NA
Minority Explanation

Recommendation 113
Department ASI
Consensus Opinion NA out of NA faculty/staff : NA
Consensus Explanation
Minority Opinion NA out of NA faculty/staff : Pro
Minority Explanation The development and implementation of a common calendar would facilitate the look-up of information and potentially enhance the level of engagement in campus events. It will also help minimize conflicts and overlapping schedules for events.

Tha auxiliary organizations and the University will have to work jointly on this common calendar system to ensure that it is affordable, user-friendly, seamless and guided by well-thought out procedures.

Recommendation 113
Department ASI Business Services
Consensus Opinion NA out of NA faculty/staff : Pro
Consensus Explanation A common campus calendar makes great sense. A master Calendar of monthly events that can be accessed by all.
Minority Opinion NA out of NA faculty/staff : NA
Minority Explanation

Recommendation 113
Department ASI Facilities and Operations
Consensus Opinion 9 out of 9 faculty/staff : Pro
Consensus Explanation ASI has a vested interest in this recommendation and would like to be invited to participate in the process.
Minority Opinion NA out of NA faculty/staff : NA
Minority Explanation

Recommendation 113
Department ASI PRSM
Consensus Opinion 8 out of 8 faculty/staff : Pro
Consensus Explanation
Minority Opinion NA out of NA faculty/staff : NA
Minority Explanation

Recommendation 113
Department AVP Student Services
Consensus Opinion 2 out of 2 faculty/staff : Pro
Consensus Explanation A common campus calendar is needed and it would be even more helpful if ALL constituents in planning were notified, i.e. Parking, Facilities, Police, etc. so that all logistics could be streamlined. There needs to be a place where we can check if there’s a question where/when an event is taking place. Another consideration would be to have one place where we can find out where any potential off-campus visitors are in case of emergency. Having one calendar to look at easily would allow for emergency services to plan and execute their plans effectively.
Minority Opinion NA out of NA faculty/staff : NA
Minority Explanation

Recommendation 113
Department Children's Center
Consensus Opinion 4 out of 4 faculty/staff : Pro
Consensus Explanation A common calendar will allow a greater number of students to gain knowledge of campus-wide events. Additionally, it will aid in the planning of large scale events.
Minority Opinion 0 out of 0 faculty/staff : Con
Minority Explanation

Recommendation 113
Department Computer Science
Consensus Opinion 11 out of 12 faculty/staff : Pro
Consensus Explanation The computer science department supports the establishment of a Common Campus Calendar so that the Cal Poly Community could better communicate with one-another.

Minority Opinion NA out of NA faculty/staff : NA
Minority Explanation

Recommendation 113
Department Counseling and Psychological Services
Consensus Opinion 11 out of 11 faculty/staff : Pro
Consensus Explanation The Counseling and Psychological Services faculty counselors and staff support moving forward with Recommendation #113 - Common Campus Calendar.

CAPS affirms the need for Cal Poly to have a common, online campus calendar of events and one office responsible for scheduling and coordinating major events. There is also value in having a person with expertise in event planning to lead these efforts.

CAPS faculty counselors are often utilized to provide expertise and training as part of campus-wide events and also work collaboratively with various academic and student life departments on programs such as Orientation, Bronco Fusion, 21 Days of Advising, Cross Cultural Retreat, etc. A common campus calendar would streamline scheduling and a one-stop shop for event planning would allow for greater efficiency and ease of communication around the many logistics required for large-scale events to be successful. Improved efficiency and communication in planning events might ease the burden of time spent on outreach efforts by counselors, time which could be reinvested in meeting other pressing mental health service demands.
Minority Opinion NA out of NA faculty/staff : NA
Minority Explanation

Recommendation 113
Department Dean of Students
Consensus Opinion 4 out of 4 faculty/staff : Pro
Consensus Explanation Explanation: Cal Poly Pomona is in need of a common campus calendar. We support a calendar that would be a source of information such as event schedules, visitor event schedules, campus timelines, and road blocks/ disruptions as well as a resource that would alert logistics related departments when a request is made. (i.e., facilities and parking services are sent an alert or request when an event in being held over the weekend). Consistency in one calendar would alleviate much of the chaos if a large scale disaster were to occur.

Minority Opinion NA out of NA faculty/staff : NA
Minority Explanation

Recommendation 113
Department Disability Resource Center
Consensus Opinion 12 out of 13 faculty/staff : Pro
Consensus Explanation Yes, this would be very useful for notifying on and off campus people about events, more efficient for the police and people who are trying to find the location of activities and reduce scheduling conflicts.
Minority Opinion 1 out of 13 faculty/staff : Con
Minority Explanation

Recommendation 113
Department Enrollment Services
Consensus Opinion 2 out of 2 faculty/staff : Pro
Consensus Explanation We strongly support both the creation of a one-stop shop for event planning and the common campus calendar. In addition to the efficiencies and cost-savings, this would raise the quality of the events and the subsequent perception of the campus for those who participate. We expect that both the number of participants and the number of events would also increase which contributes to the engagement of the students, campus constituents and the external community in campus life.

We experience difficulty daily in trying to find out what’s happening across the campus, whether the information is needed for our office for coordination purposes or for visitors who are trying to find their way. A polytechnic university without a common calendar presents a negative picture to both internal or external constituents and makes event planning very cumbersome and vulnerable to mistakes.

The combination of the campus calendar and the one-stop event planning should be a high priority.
Minority Opinion NA out of NA faculty/staff : With modifications
Minority Explanation

Recommendation 113
Department Enrollment Services
Consensus Opinion 2 out of 2 faculty/staff : With modifications
Consensus Explanation We strongly support both the creation of a one-stop shop for event planning and the common campus calendar. In addition to the efficiencies and cost-savings, this would raise the quality of the events and the subsequent perception of the campus for those who participate. We expect that both the number of participants and the number of events would also increase which contributes to the engagement of the students, campus constituents and the external community in campus life.

We experience difficulty daily in trying to find out what’s happening across the campus, whether the information is needed for our office for coordination purposes or for visitors who are trying to find their way. A polytechnic university without a common calendar presents a negative picture to both internal or external constituents and makes event planning very cumbersome and vulnerable to mistakes.

The combination of the campus calendar and the one-stop event planning should be a high priority.
Minority Opinion NA out of NA faculty/staff : With modifications
Minority Explanation

Recommendation 113
Department I&IT Support
Consensus Opinion 9 out of 10 faculty/staff : Pro
Consensus Explanation I&IT Support strongly supports the creation of a central university calendar. It will allow a single point of web view for all university events and save a user from calling several places (Help Desk, Phone Operators, Information Center, various division contact points) for information on events. This will also help us in the Climate Neutral Initiative since brochures and paper postings should decrease. I&IT should be fully involved in designing and building the calendar. Public Affairs should maintain the calendar. This labor sharing could work much like the university’s home page. The common calendar idea should also be extended to a single electronic mail calendar that allows students, faculty and staff to book meetings. We have this ability within our Exchange email system, but it needs to be more fully available and useful to non-Windows users.
Minority Opinion NA out of NA faculty/staff : NA
Minority Explanation

Recommendation 113
Department I&IT Web Development
Consensus Opinion 5 out of 5 faculty/staff : Pro
Consensus Explanation I&IT Web Development supports the development of a common campus calendar, and, given the resources to do so, will gladly participate in its development. We believe that an ideal calendar will include all scheduled events, from faculty office hours to facilities closures, from concerts to computer maintenance windows, from add-drop periods to accessible technology workshops, and that a system of filters will allow users to see the events that interest them. We also believe that creation of the calendar should be a bottom-up process, rather than the current ineffective top-down system with a small number of gatekeepers.
Minority Opinion NA out of NA faculty/staff : NA
Minority Explanation

Recommendation 113
Department Intercollegiate Athletics
Consensus Opinion 22 out of 22 faculty/staff : Pro
Consensus Explanation Intercollegiate Athletics supports a common campus calendar.
Minority Opinion NA out of NA faculty/staff : NA
Minority Explanation

Recommendation 113
Department Office of Financial Aid
Consensus Opinion 5 out of 5 faculty/staff : Modifications
Consensus Explanation This recommendation should be combined with #112 and our recommendation is that it falls under Public Relations with I&IT collaboration.









Minority Opinion NA out of NA faculty/staff : NA
Minority Explanation

Recommendation 113
Department Office of Student Life & Cultural Centers
Consensus Opinion 12 out of 12 faculty/staff : Pro
Consensus Explanation We strongly support this recommendation with the modification that the campus calendar interfaces with the coordinated event scheduling system. The current master calendar we have is volunteer based, and therefore, is not truly a master calendar and many events and programs are not reported. The master calendar, as is, acts as another marketing tool, but does not guarantee that a campus or community member will be able to know about events happening at the university. University departments and student groups sponsor wonderful programs and offer quality services throughout the year. With enhanced communication through a common campus calendar, we can maximize participation in such programs and events and utilize our resources at the highest level. This will enhance the overall sense of community on campus, and help us move away from the notion that we are solely a “commuter” campus because “there is nothing happening at Cal Poly Pomona.” This is a false statement, but because perception is often reality, being intentional about communicating the many great things occurring at the university through a common calendar can enhance our overall sense of community, sense of belonging, and pride, which impacts the potential for donors and fundraising. Research also shows that such a sense of enhanced community impacts overall student retention and student satisfaction, creating alumni who remember the university with fond memories. Satisfied alumni can also lead to future donors.
Minority Opinion NA out of NA faculty/staff : NA
Minority Explanation

Recommendation 113
Department Orientation Services
Consensus Opinion 3 out of 3 faculty/staff : With modifications
Consensus Explanation Calendar should also include ASI, auxiliary and non-university functions. Event planning department should be main contributor to campus calendar.
Minority Opinion NA out of NA faculty/staff : NA
Minority Explanation

Recommendation 113
Department Parking & Transportation
Consensus Opinion 9 out of 9 faculty/staff : Pro
Consensus Explanation Parking & Transportation Services is supportive of this proposal. It is vital that the PTS Department be informed of all special events and activities on campus. The Information Booth is the first point of contact for many visitors to the campus. It is critical that appropriate information be provided to those people working in the Information Booth. Also, Parking Officers are continually being stopped and asked questions about events and activities on campus. Having a common calendar will assist officers and department staff with the necessary information to provide quality customer service.
Minority Opinion NA out of NA faculty/staff : NA
Minority Explanation

Recommendation 113
Department Public Affairs
Consensus Opinion 6 out of 6 faculty/staff : NA
Consensus Explanation Staff members in the Office Public Affairs see great value in having a clearinghouse of information for all events on campus. Currently, nothing comes close to achieving such a thing. The closest comparison is the underutilized and antiquated University Master Calendar.

A few groups, such as the Career Center, have the ability to add their own events to the current University Master Calendar. However, most postings on the calendar are approved and edited by a staff member in Public Affairs. Despite the additional work it may create, the Office of Public Affairs welcomes the responsibility of being involved with I&IT to develop a new calendar.

Currently, University Master Calendar postings are submitted through a Web-based form on a voluntary basis from members of the campus community. Due to the antiquated Web form and unattractive and clunky design, the calendar is underutilized by the campus community. The fact that it is underutilized means that the calendar does not accurately reflect how many events are taking place on campus each day. One significant benefit to sharing such information is to guarantee that major events are not scheduled at the same time on campus and/or major events can probably plan to minimize their impact on one another.

One specific weekend comes to mind in the fall of 2006 when a thorough campus calendar would have been a tremendous help to many people on campus. In one weekend, Cal Poly Pomona hosted a two-day music festival, Matt’s Run, graduate school testing, a wedding, a major cultural event and more. It took the planners of each event significant legwork to learn about one another and properly plan. The university is large enough to accommodate many events, however there are bound to be clashes when there is lack of communication.

A big selling point to developing such a calendar would be the usefulness to the user. The campus community would no longer have to search numerous Web sites for calendar information.

A newly designed, common campus calendar that requires submissions from all divisions, colleges and auxiliaries at the university would be a huge benefit to the campus community.
Minority Opinion NA out of NA faculty/staff : NA
Minority Explanation

Recommendation 113
Department ReEntry & WoMen's Resource Center
Consensus Opinion 2 out of 2 faculty/staff : With modifications
Consensus Explanation Support “common campus calendar” for better scheduling and promotion of events, with expectation that more collaborations/co-sponsorships result from such coordination. Would prefer to have program/event information posted immediately upon entering/uploading for more timely, less biased, promotion.
Minority Opinion NA out of NA faculty/staff : NA
Minority Explanation

Recommendation 113
Department Registrar's Office
Consensus Opinion 10 out of 10 faculty/staff : With modifications
Consensus Explanation There was consensus that there should be a common, online calendar of events. To implement this, ‘Simplicity EMS’ should be used as the foundation.
Minority Opinion NA out of NA faculty/staff : NA
Minority Explanation

Recommendation 113
Department Student Affairs Administration
Consensus Opinion 3 out of 3 faculty/staff : Pro
Consensus Explanation We strongly support the common campus calendar. Like the one stop shopping this recommendation would provide one place where the campus community as well as the outside community could go to to find out what is occurring on campus.
Minority Opinion NA out of NA faculty/staff : NA
Minority Explanation

Recommendation 113
Department Student Affairs Info & Tech Services (SAITS)
Consensus Opinion 11 out of 11 faculty/staff : With modifications
Consensus Explanation The department supports the concept with the notation that there is a need to have significant campus input on the design and a clarification of expectations as to scope. Specifically, how will it be decided what sponsored events will be included on the calendar. For example, would something like the Children’s Center Thanksgiving pot luck be listed? Every day numerous small events are scheduled by departments, and since it is unlikely that every department sponsored event will be listed, other calendars will naturally continue to exist.
Minority Opinion NA out of NA faculty/staff : NA
Minority Explanation

Recommendation 113
Department Student Health Services
Consensus Opinion 34 out of 34 faculty/staff : With modifications
Consensus Explanation Student Health Services supports the recommendation to create a common online campus calendar of events with a modification to house this responsibility within the centralized Events Planning, "One-Stop Shop" office. (See Recommendation #112).

Currently, all parties are responsible for submitting their events to our Campus Calendar. While not all submissions are appropriate for this current system, even those departments or individuals who plan appropriate events are not always aware of the need to submit their events in this manner and many important activities never make it to the current Campus Calendar. To expect all individuals to submit their own events to yet another new system of calendaring would still result in partial compliance and we would not realize the full benefits of a comprehensive online calendar.

By housing this concept within a centralized Event Planning office and making the posting of events another critical function of this office, we would help to ensure that every event or activity would be available for the entire campus to review. Having access to a centralized calendar of events would greatly aid departments in their planning process and would help to reduce the redundancy of events. It may further increase collaboration among departments who will see similar activities on the calendar, thus encouraging them to form partnerships with other entities when planning their events.

Our campus is long overdue for a centralized, comprehensive event calendar and this recommendation would certainly help to reduce redundancies in resources across campus.
Minority Opinion NA out of NA faculty/staff : NA
Minority Explanation

Recommendation 113
Department Student Outeach &Visitor Services
Consensus Opinion 8 out of 8 faculty/staff : Pro
Consensus Explanation Great idea if utilized by all departments.
Minority Opinion NA out of NA faculty/staff : NA
Minority Explanation

Recommendation 113
Department Student Support & Equity Programs
Consensus Opinion 16 out of 18 faculty/staff : Pro
Consensus Explanation The university’s use of technology to communicate to both on and off-campus constituents occurs at various levels, yet we do not have an online common campus calendar where events can both be inputted and viewed. While Public Affairs and I&IT should coordinate this effort, Student Affairs should also play a role in the initial planning of this system due to the large number of events that are sponsored specifically through this division.
Minority Opinion NA out of NA faculty/staff : NA
Minority Explanation

Recommendation 113
Department University Development
Consensus Opinion 12 out of 12 faculty/staff : Pro
Consensus Explanation This will result in new synergies, a reduction in redundancies, and a savings in time and resources.
Minority Opinion NA out of NA faculty/staff : With modifications
Minority Explanation

Recommendation 113
Department University Housing Services
Consensus Opinion 22 out of 22 faculty/staff : Pro
Consensus Explanation A common campus calendar is long overdue and will be an excellent resource.
Minority Opinion NA out of NA faculty/staff : NA
Minority Explanation

Recommendation 113
Department University Police
Consensus Opinion NA out of NA faculty/staff : Pro
Consensus Explanation
A universal calendar would reduce conflicts in scheduling of venues, staffing shortages and overall liability that these problems bring. I strongly suggest that this be implemented and governed by the central event planning office—the gate keeper. Without this coordination of what gets scheduled this will serve only to confuse the effort. This needs to be in sync with the process of planning and scheduling venues and a host of logistics.

A system, or feature, for alerting facilities and various departments providing service and staffing should be considered.

All campus events—including non-affiliated lease of facilities—should be categorized and posted in a manner relative to the level of risk to the university community. Such a system would better enable police personnel, including our dispatchers that most often receive such inquiries, to best direct faculty, staff, students and visitors.

This system should be mandated for all to use, by the President and the Cabinet.


Minority Opinion NA out of NA faculty/staff : NA
Minority Explanation

Recommendation 113
Department Vice President's Office, University Advancement
Consensus Opinion 19 out of 19 faculty/staff : Pro
Consensus Explanation The staff in the departments that report directly to the Vice President for University Advancement do believe that this proposal is needed. There are a few obstacles to develop this calendar; however, it will create significant benefits for the university. Coordinating campus activity will make events more efficient and operationally smoother. We strongly agree with this recommendation.
Minority Opinion NA out of NA faculty/staff : NA
Minority Explanation

Recommendations not submitted through the forms are available in this folder. They mainly consist of Microsoft Word or Adobe Acrobat documents. If none were submitted for this recommendation, the folder will be empty.