How to Request Space through the Call for Programs Students. Center for Student Involvement Northeastern University

Transcription

1 How to Reqest Space throgh the Call for Programs Stdents Center for Stdent Involvement Northeastern University

2 BEFORE YOU BEGIN Check to make sre that yo can access NUSSO via MyNEU Only the President, Treasrer or Schedling Coordinator of stdent grops can make reqests Stdent grop leaders will have access if their OrgSync profile section is pdated with the correct NUIDs, names, and s for those three positions. Show me how to Update OrgSync I know that I already have the access I need

3 HOW TO UPDATE ORGSYNC Yo mst be an administrator of the portal to pdate. Yo can check who is an administrator nder the People tab on yor Organization s home page: Contine

4 Log in as an administrator, and navigate to yor organization s home page Contine

5 Scroll down to the bottom of the page and click on Manage Profile. This is different from the Positions tab on the right. While it s important to keep the Positions tab pdated, yo mst pdate information within the Profile to gain access to schedling systems. Contine

6 Update yor Organization with the crrent President, Treasrer and Schedling Coordinator s NUIDs nder the Registration Page tab: Once yor OrgSync page is pdated, the changes take effect overnight. Yo will have access to NUSSO and to reqest Call for Programs Major Event Spaces the day after OrgSync is correctly pdated. Contine

7 INSTRUCTIONS FOR STUDENT GROUPS To reqest Major Event Space, please se NUSSO, detailed in this gide. To reqest general meeting rooms, please sbmit a form throgh OrgSync. Contine

8 HOW TO MAKE A CALL FOR PROGRAMS MAJOR EVENT REQUEST Stdent Grops Log in to MyNEU and click on NU Space Schedling Online nder the Stdy and Corse Resorces box Once in NUSSO, navigate to the Reservations tab and click on CSI Call for Programs Reqest If this option is not appearing for yo, doble check that yor NUID is correct in OrgSync. Contine

9 Use the options on the left hand side to select yor dates, times and bilding for yor reqest. ***If yo have mltiple different dates/times/spaces yo need for one event, choose jst one to start*** Click on Find Space. Please note: the website atomatically logs-ot after 40 mintes. If yo are in the middle of a form dring the time-ot, yor progress will be lost. If yo need to complete mltiple event reqests, it s a good idea to log ot and log back in between reqests. Contine

10 On the right hand side yo will see the rooms that are able to be reqested. Click on the GREEN box to add the space to yor cart. Yo can click on the name of the vene to learn more abot the space, its capacities, etc. ***Please note that nlike booking other events throgh NUSSO, if a room shows p on this list it does not mean that yo will necessarily be assigned that space. The rooms that appear are potentially available, however de to many people reqesting the same dates, yo may not be assigned the date, time, or space reqested in this section. *** Contine

11 In this example, a/er selec2ng the GREEN box, yor reqested space appears on top. Contine

12 If yo need another space for the same event series, yo can search for and add more spaces to yor cart by changing the information on the left, and clicking Find Space again. For example, yo are reqesting a presentation in Blackman on Thrsday 3/15, and yo want a reception (for the same event) later that day. After adding the Blackman times to yor cart, yo can go in and reqest space for the afternoon reception. Enter new dates/times/ spaces & click Find Space Click the GREEN box to contine to add new spaces/ dates/times to yor event cart above Contine

13 Once yo have selected the first-choice spaces yo need for this event, read the terms and conditions, click the check box, and hit contine. Contine

14 Yo will be directed to a page to fill ot yor event details. A few important notes: Under Cstomer yo mst select yor organization s name, and not yor SL-stdent accont. This accont will end in (STU) Contine

15 If yo will not be the contact for this event come next year (de to gradation, new leadership, etc.) be sre to add a temporary contact as the 2nd Contact, with the new leadership s name. Contine

16 Please provide as many alternate dates/spaces as possible. The times yo selected on the previos page indicate yor first choice. In the case that yor first-choice space is not available, we will attempt to assign another space depending on what yo indicate in this section. After filling in the reqired qestions, review yor reqest and click Sbmit. Contine

17 After completing the reservation, yo will be sent to the Reservation screen. From this screen, yo can review yor booking reqests for this event, make any changes, cancel the reqest or add additional major event venes yo might have forgotten to add before. I want to reqest another event I m done reqesting events

18 Once yo ve reached the end screen, yo can start the process again to reqest space for another event by going back p to the Reservations tab, and clicking on Call for Programs Reqest Gide me throgh the process again I m done reqesting events Please note: the website atomatically logs-ot after 40 mintes. If yo are in the middle of a form dring the time-ot, yor progress will be lost. If yo need to complete mltiple event reqests, it s a good idea to log ot and log back in between reqests.

19 REVIEWING YOUR RESERVATIONS To view all events yo ve reqested click on View my Reqests nder the My Accont tab. Contine

20 This screen shows all events yo ve reqested these are Reservations, or mbrella events. Each Reservation can have mltiple instances, bookings, attached. In the above example, I have three mbrella events, bt the Speaking Event has mltiple instances. To see what instances yo reqested for each event, click into the Reservation. Contine

21 After clicking on an event name, this screen shows the details of the reservation, and any associated bookings. In this example, I have two different spaces reqested for my Speaking Event To change contact information or event type click on Edit Reservation To change alternate dates/times/spaces or other description information, click on Edit Additional Information To change dates/times/ spaces click on the edit btton next to the individal booking Contine

22 Done with Major Events? Use this OrgSync form to reqest weekly meeting spaces: If yo want to book a weekly meeting space that is not controlled by CSI, yo may need to wait and reqest throgh the Registrar form in Agst. Contine

23 THANK YOU Thank yo for reqesting major event space throgh the Call for Programs process. Reqests are de by noon on Friday April 28, The online form will close for changes and new sbmissions at that time. Space is limited; all reqests will be reviewed and accommodated if possible. If we are nable to provide yo with yor preferred space or date, we will attempt to provide other vene/date options sitable to yor programs. Qestions and concerns can be directed to Chelsea Kryspin, Coordinator of Schedling Operations, Center for Stdent Involvement: (617)