Help Submitting/Editing a Post to Staff Notes Daily

<< Guidelines

How to Submit, Edit, or Delete a Post

• Deadlines
• Title
• Type: Announce/Classified/both
• Description
• Announcement or Classified timing
• Calendar timing
• Editing or deleting a post

Deadlines

To have your post appear in the next Staff Notes Daily morning email:

Submissions are due before 4:00 p.m. on a business day, with a start date that is the following business day or later.

When you submit an Announcement/Calendar Event or a Classified ad after the 4:00pm deadline, your post will be reviewed at the end of thefollowing business day. If you want it to appear in the Staff Notes Daily morning email, you must select a start date that is at least two business days in the future. Keep this in mind especially when posting on weekends or holidays.

Corrections after the deadline has passed:

If you've discovered a significant error in a message scheduled to go out tomorrow and it's after 4:00pm, you can still edit ("Start a New Draft") or delete the submission. However, if you start a new draft you must advance the start date to the next business day after tomorrow, to allow time for it to be reviewed/approved.

Title

Use Title Case Style, Like This, NOT ALL CAPS, for your title. Do not use the exact same title more than once.

Use key words in your title that convey what's interesting or important: For example, compare: "New Opportunity" vs. "Campus Visit Opportunity for Scientists and Engineers."

Type

This is a required step. Choose one or both. See below for how Announcement timing differs from Calendar event timing.

What's the difference between Announcement and Calendar?

Choose "Announcement" to provide work-related information not associated with an event, or to alert staff about a future event so they can "save the date."

Choose "Calendar event" to:

• advertise your seminar, workshop, or meeting on the organization-wide Calendar
• automatically automatically advertise the event in the daily morning email on the day it takes place.
• promote the webcast: when you select a webcast location, your event is automatically promoted on the UCAR Live webcasting service. (Don't forget to also use Meetings+ to set up webcasting with Multimedia Services.)

Description

Formatting your description

• Do not paste from Google applications or from highly formatted text (including PDFs) into the web form because your text may not display as you intended. Instead, start from a plain text document and use the buttons provided on the form to create bold text, bulleted lists, hypertext links, etc.
• To convert your document to plain text, follow these instructions.
• To create single-spaced lines of text, type: SHIFT+ENTER (Mac: SHIFT+RETURN). Avoid using line breaks (hard returns created with the ENTER or RETURN key), except to create double spacing between paragraphs.
• After saving, check the formatting within the body of your post; select "New Draft" to edit your submission and remove extra white space or inappropriate formatting.

Include in the Description

• Contact information—Include only if different than the Submitter. The contact information entered in the "Submitted By" section of the form will automatically be displayed in the post.

• Presenter information for Calendar events—Presenter information is no longer a separate required field. Instead, please include the presenter's name, home institution, and all other details within the Description.

• Related web page(s)—Any website address (URL) that you include in the Description will automatically become a live link in the morning email and on the Staff Notes website, so this, too, is no longer a separate field on the form. NOTE: Related web pages for Classifieds must not reside on UCAR servers or the NCAR|UCAR Google Drive. See the Guidelines for Classifieds.

Announcement or Classified timing

Start date: the date you would like your Announcement or Classified to appear (once only) in the Staff Notes Daily email to all staff. Please be sure that you have selected the next business day or thereafter. Your message will also begin appearing on the Staff Notes Daily website on the start date.

End date: the date your Announcement will cease appearing on the website as a Previous Announcement and will be moved to the site's archives.

Please note that the date of a Calendar event does not automatically appear within an Announcement. For "save the date" Announcements, you must include the timing, location, and other details about the event within the Body of your post.

Since Classifieds are not archived, your ad will no longer appear on the web after the end date you specify. You will need to keep a personal record should you wish to refer to your ad after its end date.

To re-issue the same Announcement on a future date, you can edit the start date, but note that the Announcement will stop appearing on the website until the new start date. If you prefer, you can copy and paste the relevant information into a new Announcement with the start date you want.

Calendar timing

Enter the actual date and time that your event begins and the actual date and time that it ends (e.g., 7/22/2016 at 1:30 p.m. to 7/22/2016 at 2:30 p.m.).

For repeating events

• Enter the start and end times for the first day only.
• Check the “Repeat” box.
• Select whether you want your event to repeat daily, weekly, monthly, or yearly.
• Select what days your event will be repeated (e.g., every day, every third day, every week on Tuesday, etc.).
• Select when your event will stop repeating, either by selecting the number of occurances or an end date.
• Add any dates that you want excluded (e.g., if you have an event that runs every Monday, and one of those Mondays falls on a holiday, you could excude that date). Click "Add exception" to add multiple dates.
• Add any additional dates that you want included in your repeating event. Click "Add addition" to add multiple dates.

Editing or Deleting

• Log into staff.ucar.edu.
• Logging in takes you to your personal profile page. Click on the relevant section of  Staff Notes Daily (Announcements, Calendar, or Classifieds)
• Scroll through the posts to find the one you wish to edit or delete. Click on the link within the title.
• In the "Actions" menu at top left of the page, click on "New draft" to make and save your changes.

DELETIONS take effect immediately. Be sure you want to delete the post, because it cannot be restored once it has been deleted.

EDITS need to be re-approved by the moderator, and may not return to the web until the next business day after being approved. If you want your post to re-appear in the morning email, you must update the start date to the next business day or thereafter.

CHANGED YOUR MIND? Do not click "Save." Instead, simply close the window, or click the "View" tab at top the left of the "Edit" tab at top right of your screen, and nothing will change.