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This FAQ is organised in four parts: what you need to know before suggesting an event, during the suggestion process and what happens once you have submitted your event suggestion. A final section is dedicated to the licensing policy applied to your content.

Before making the suggestion

While making the suggestion

After the suggestion

Licensing policy

 

Before making the suggestion

How do I suggest an announcement on Calenda?

All you need to do is complete the online suggestion form available here.

Explanations are available next to the different fields you need to complete, but if you have any problems, please take a look at the FAQs and/or contact the Calendar team at calenda@openedition.org. Please note that the team does not suggest events on behalf of users.

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What type of event can I suggest on Calenda?

The editorial and scientific scope of Calenda is set by its Scientific Board.

The purpose of Calenda is to publish academic announcements relating to the humanities and social sciences, in which the majority of those involved are researchers and research staff, and which are aimed primarily at the academic community.

Announcements may be about:

In case of doubt, complex cases or previously unencountered types of announcements, the announcement is presented to the Scientific Board, who will decide whether to publish or refuse the announcement.

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What are the main reasons for refusing publication?

Calenda does not announce:

  • publication releases
  • event announcements lacking detail or without content, or which only contain hyperlinks
  • single lectures (a single session) with only one speaker
  • announcements of thesis vivas
  • calls for respondents
  • news relating to popular science, commemoration or political debate, especially where the majority of the speakers are from the political or cultural sectors rather than higher education or research
  • announcements that are already online, or have a postponed deadline

In case of doubt, complex cases or previously unencountered types of announcements, the announcement is presented to the Scientific Board, who will decide whether to publish or refuse the announcement.

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What if my programme is not complete or definitive?

It is possible to publish an event with a provisional programme. However, the announcement must specify the start and end times of the sessions and the main speakers. You will then be able to request to update the announcement by writing to calenda@openedition.org and telling us exactly what needs to be modified. If you send the modifications to be made in an attachment, please use a format that authorizes copy and paste (.doc, .odt, .rtf, but not .pdf).

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In what languages can I publish announcements on Calenda?

It is possible to publish announcements in several languages. You can also publish the same announcement in several languages thanks to our multilingual interface. For example, this announcement is available in four languages: https://calenda.org/398387

If the language you wish to use is not available, please let us know by writing to calenda@openedition.org and we will add it.

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Can I publish an announcement even if an event or the deadline has already passed?   

Calenda is also intended to act as an archive of humanities and social science events thanks to its permanent URLs. Even if the date of the event has passed, you can still suggest it via the form.

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My announcement is a conference cycle or seminar. Do I have to suggest one announcement for each session, or a single announcement for all the sessions?

Calenda publishes all the sessions of a seminar or conference cycle in the same announcement, which has a unique and permanent URL. For an annual cycle, you must therefore suggest a single announcement, which will have several associated dates. You can complete or modify your announcement over the course of the year by writing to calenda@openedition.org and sending us the information needed to update it, in a format that authorizes copy and paste (.doc, .odt, .rtf, but not .pdf).

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While making the suggestion

What is the most appropriate date to use for calls for paper and themed schools?

For calls for papers, you should provide the most relevant date for readers, i.e. the deadline for submitting contribution proposals. Once your programme has been finalized, please submit a new announcement with the presentation of the programme.

For themed schools, please state the deadline for sending applications/reservations if the event is reserved for selected participants. If it is an open event or the conditions for participation are flexible, you may specify the date when the school will take place.

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How do I choose my announcement’s title and subtitle?

The best way to enhance your event’s visibility is to highlight its subject, theme or line of questioning.

The title must be as comprehensive as possible if it is to be meaningful. For example, “Foundations” is not a title because it isn’t explicit enough. On the other hand, “Theology, the Arts and Science: Foundations” is an explicit title.

However, please make sure your title isn’t too long. If it is, you can use a subtitle. For example, “Theology, the Arts and Science” as the title, and “Foundations in Central Europe in the Eighteenth and Nineteenth Centuries” as the subtitle.

Where possible, avoid overly generic titles such as “Doctoral Seminar”, as these do not distinguish one announcement from another. Instead prefer: “Doctoral Seminar of the History Research Group (GrHIS, 2017–2018)”.

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How should I write my summary? What information must it include?

The summary should be between 5 and 10 lines long. Fundamentally, it is used to display and index the announcement. It should present the thematic content of the event rather than the organizing institutions or the location, for example, which are indicated in specific fields.

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Is there a maximum length for announcements?

There is no word limit. You can therefore include all the information that you feel is useful.

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How do I format my announcement on Calenda?

To format texts, Calenda uses the HTML text editor TinyMCE, which offers a toolbar with multiple features.

Feel free to use the toggle full screen mode (see the circled icon below) – this makes it much easier to read and write in the editor.

tinymce.png

When you are formatting your text, consider adding white space (with line/paragraph breaks) and using “Heading 1” and “Heading 2” styles, etc. to make the displayed text easier to read.

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I can’t manage to copy/paste my text or programme into the announcement. What’s wrong?

To copy/paste text into the Calenda editing interface, you must use the following keyboard shortcuts:

On a PC: CRTL+C to copy and CRTL+V to paste

On a Mac: CMD+C to copy and CMD+V to paste

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After the suggestion

How long will it take for my announcement to be published?

All suggested announcements are examined by the Calenda team. The maximum time this will take is two weeks.

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I want to correct, modify or update my announcement. How do I do this?

You can request to modify or update your announcement by writing to calenda@openedition.org, regardless of whether your announcement is already online or not. We are generally able to make alterations quickly. Please indicate the changes to be made as precisely as possible. If you send the modifications to be made in an attachment, please use a format that authorizes copy and paste (.doc, .odt, .rtf, but not .pdf).

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When will my modifications be visible?

Modifications are visible immediately to all users. However, it is possible that you may not be able to see them immediately because of your browser. To see the updated information in your announcement, you can refresh your browser (F5 or Ctrl+R), and/or clear its cache.

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I want to delete my announcement. How do I do this?

As well as serving as a calendar, Calenda is also an archive of academic life in the humanities and social sciences thanks to its unique and permanent URLs. It is therefore not possible to delete an event once it is published on Calenda.

It is, however, possible to ask for the announcement to be altered, for example, by adding a note explaining that the event has been cancelled. To do this, please write to calenda@openedition.org.

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Why am I sometimes asked for additional information?

Calenda publishes the clearest and most comprehensive announcements possible. We may therefore sometimes ask for additional information regarding, for example, selection methods (double-blind peer review or review by committee, etc.), selection criteria for proposals or applications, further details on how to participate, participants’ institutional affiliations, fees, etc. If you don’t yet know who will sit on the selection committee, you can note that this will be confirmed at a later date.

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Can the Calenda team move my event “to the top” of the homepage?

Calenda is a calendar, not a news site. That means that we cannot “move” announcements around depending on their relevance. Several dozen events may be taking place on the same date. Moving announcements to the top as the date they will take place approaches will not necessarily give them a higher profile on the site.

To enable people who are likely to be interested in your event to find your announcement, our interface offers other search methods when the date of the event is approaching (announcements of the day on the homepage, searching by subject or type, searching for forthcoming events or events taking place right now, keyword searches, etc.).

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Can I change a call for papers announcement to a conference announcement?

Calenda does not change calls for papers announcements into conference announcements that include a programme. The idea is to archive the calls for papers as such and to facilitate access to different types of information by our readers. If you wish, we can provide the links to the two events by including their respective URLs in the body of the announcements in question.

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Licensing policy

How can I choose the proper license when publishing my event?

Contributors to Calenda may choose between two terms of use : either the CC0 tool or the CC BY 4.0 license. The CC0 tool applies by default to your event in case you do not choose the CC BY 4.0 license. This CC0 tool informs everyone that you dedicate the text of your event to public domain, i.e. you relinquish any copyright you might have held on the text of the event.

By choosing the CC0 tool, you relinquish copyright

Events published on Calenda under the CC0 tool may be redistributed by anyone. This CC0 tool applies by default to Calenda events because a large amount of events published on the platform are not original and therefore not protected by copyright (e.g. conference announcements, job offers). Unlike the six Creative commons licenses that set out the terms of use of an original work protected by copyright, the CC0 aims to relinquish one’s hypothetical copyright on a work, thus enabling anyone to use that content without needing to name a hypothetical author.

This CC0 tool is highly relevant on Calenda in two instances:

  • Your event contains non-original text that is not protected by copyright (a training session programme, information for a job application, etc.). The CC0 tool clearly states that text is not copyrighted and thus enables the most extensive use and distribution of your event’s text by anyone.
  • Your event does contain original text protected by copyright, however you do not wish to claim copyright on that text and do not expect your name to be mentioned in case the event is republished elsewhere (e.g. on a research blog of the Hypotheses platform that focuses on information watch) [see legal code of CC0].

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Can I choose another license than the CC0 tool?

Your event may contain original elements protected by copyright. For example a call for submissions that has been thoroughly written. In this case you may wish to claim copyright on the text of that event.

Accordingly you may apply the CC BY 4.0 license to this original text of your event. By doing so, you authorise anyone to:

  • share the text of the event, i.e. copy and redistribute it in any medium or format;
  • adapt the text of the event, i.e. transform it (by translating it, for example) for any purpose, even commercially.

In return, the User of your event must give credit to the author (hence the “By”), provide a link to the Creative commons page explaining what this CC BY 4.0 license means, and provide another link to the source of the event (i.e. the Calenda page of the event).
[see the legal code of CC BY 4.0 license]

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How do I know if the text of my event is original?

On the Calenda platform, an event announcement may be protected by copyright if it is a thoroughly written text (Calenda does not include other media than text). That text may be very short, of medium length or very long. An event consisting in only a short programme with a schedule, titles, name of the speakers and information for registration does not meet the criteria of originality. Copyright protects the sequence of words chosen, not the information conveyed by those words. For example, the following text: https://calenda.org/293587 is not original material, hence it is not protected by copyright.

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How can I credit the author(s) of the event I wish to publish?

To credit one or more author(s) of the event you only need to check the ‘CC BY 4.0 license’ box in the application form. A new field will pop up in which you can register the name of the author. You may add as many authors as you wish by clicking on the “add another author” button.

You may also credit the translator of each linguistic version if necessary.

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Does the license apply to the summary of my event?

On Calenda the ‘summary’ field is considered to be a metadata that describes the document (i.e. the text of the event) published on line. That metadata is crucial for a proper referencing of the event on Internet. Such summary may have been modified by the Calenda staff to enhance its relevance and improve its legability; it may even have been entirely rewritten by the Calenda staff. This summary can be used in accordance with the CC0 tool, in the same way as any other metadata about any document published on all four OpenEdition platforms.

According to the General terms and conditions of Calenda,  ‘metadata’ means the information about the event such as its title, subtitle, summary, the speakers at the seminar, language, etc. Metatada are distinct from the full text of the event.

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Does the CC0 tool or the CC BY 4.0 license I chose for my event also apply to the document I append to my event?

No. The file you append is a media linked to your event, as such it is not part of the Calenda event page. Such file, often a poster or a symposium programme, may be protected by copyright if its design and lay out are original. Since that file is stand-alone from the event you published on Calenda, you may either choose to apply a CC license to that file to enable its dissemination or ascertain your copyright on it by not authorising its use.

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Can I ask that my argument not be reused?

No: when publishing your event on Calenda you agree to the General terms and conditions (GTC) of the Calenda platform. An event published on Calenda may be put either under the CC0 tool (by which you relinquish any intellectual property rights you may have held on the text of the event) or under the CC BY 4.0 license. Please note that it is not in your best interest to restrain dissemination of your event.

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Is it possible to change the license of an event I have already published on line?

As of 2023 all events on Calenda can be redistributed by anyone according to the CC0 tool regardless of the event having been published after 2023 or before. If you do not wish that the CC0 tool be applied to an event you published before 2023, because you wish to secure copyright on the original text of your event, please contact Calenda staff at calenda@openedition.org.

Please take note that all events published as of 2023 under the CC0 tool may not later be put under the CC BY 4.0 license, which is more restrictive. On the contrary, an event published in 2023 (or later) under the CC BY 4.0 license may later be put under the CC0 tool, because the CC0 tool is less restrictive.

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