Add Event Occurrences

Learn how to add occurrences with dates, location, and delivery methods to a professional development event proposal in PEARS.

Each event proposal requires at least one occurrence. An occurrence represents a specific scheduled instance of the event and includes details such as dates, location, and delivery methods. You can add multiple occurrences if the event takes place more than once.

TIP: The red asterisk * next to the heading of a field indicates that the field is required.

Add an Occurrence

1

Navigate to the Occurrences Section

From the event proposal, navigate to the occurrences section. At least one occurrence must be added before the proposal can be submitted.

2

Set the Schedule Type

Select the scheduling option that applies to this occurrence:

• Is TBA — Check this box if the event does not have a confirmed date yet. The start and end date fields will not be required.

• Is Ongoing — Check this box if the event is a self-paced activity with no fixed schedule. The start and end date fields will not be required.

If neither box is checked, specific dates are required.

3

Enter Start and End Dates (if applicable)

If the occurrence is not marked as TBA or Ongoing, enter the Start Date and End Date for this occurrence. Both fields are required when a specific schedule is set.

4

Enter a Location

In the Location field, enter the location where this occurrence will take place.

5

Select Delivery Methods

In the Delivery Methods field, select one or more methods that describe how this occurrence will be delivered (e.g., in-person, virtual, hybrid).

6

Add Editors (optional)

In the Editors field, select other PEARS users who should have permission to edit this occurrence.

7

Select a Reporting Period

In the Reporting Period field, select the reporting period that this occurrence falls within.

8

Enter Other Information (optional)

In the Other Information field, enter any additional details about this occurrence. Use the rich text editor to format the content as needed.

9

Save the Occurrence

Click Save to add the occurrence. Repeat these steps to add additional occurrences as needed.

Screenshot: The event occurrence form showing the Is TBA and Is Ongoing checkboxes, Start Date and End Date fields, Location text field, Delivery Methods multi-select, Editors field, Reporting Period dropdown, Other Information rich text editor, and the Save button

NOTE: You cannot select both Is TBA and Is Ongoing for the same occurrence. Choose one or the other, or leave both unchecked to enter specific dates.

NOTE: At least one occurrence is required before the event proposal can be submitted for review.

NOTE: Occurrences in past reporting periods are read-only. All fields (date, location, delivery methods, description) are disabled, and the Remove button is not available. To make changes to an event, create a new occurrence in the current reporting period.