STUDENT CLUBS ORGSYNC MANUAL 2016 STUDENT CLUBS ORGSYNC MANUAL 2016 1
CONTENTS Orgsync video tutorial links 3 How to set up your student club 4 How to make changes to your student club profile 4 How to invite people to your portal 4 How to set individual permissions for Club members 5 How to add someone as as administrator 5 How to communicate with group members through Orgsync 5 What is the treasury and how to find it? 6 How to request a reimbursement? Budget and payment request flowchart How to check on the status of an event request How to invite participants to your events How to track attendance at events Information for general student users 6 6 7 7 7 8 2
Video tutorial links Please copy and paste the below links into your browser PEOPLE MANAGEMENT People articles/203702646-people- Add a Portal Administrator articles/203702566-add-a-portal- Administrator Invite Users to a Portal articles/203702606-invite-users-to-a- Portal Resend or Remove Invitations in a Portal articles/203702636-resend-or-remove- Invitations-in-a-Portal Create Groups in a Portal articles/203702626-create-groups-in-a- Portal Add User Titles articles/203702586-add-user-titles Locate Pending Join Requests articles/203702616-locate-pending-join- Requests Download Student Club membership List articles/203702596-download-a-portal- Roster Remove Users From a Portal articles/203702576-remove-users-froma-portal COMMUNICATION MANAGEMENT Contact Books articles/203702756-contact-books- Discussions articles/203702746-discussions- Email Lists articles/203702736-email-lists- News articles/203702726-news- Polls articles/203702706-polls- Messaging articles/203702696-messaging- Polls or Forms for Elections articles/203702676-polls-or-forms-for- Elections Import Contacts Into a Contact Book articles/203702666-import-contacts-intoa-contact-book Who Receives a News Post When Sent as an Email Copy articles/203702686-who-receives-a- News-Post-When-Sent-as-an-Email-Copy EVENTS MANAGEMENT Events articles/203702316-events- Involvement articles/203702306-involvement- Calendar articles/203702326-calendar- To-Do Lists articles/203702296-to-do-lists- Create an Event articles/203702346-create-an-event Attach an Event Form articles/203702236-attach-an-event-form Send Event Invitations articles/203702256-send-event-invitations Export a Calendar articles/203702266-export-a-calendar Navigate the Attendance Grid articles/203702276-navigate-the- Attendance-Grid Track Event Participation articles/203702356-track-event- Participation Track Your Own Involvement articles/203702336-track-your-own- Involvement BUDGET MANAGEMENT Request a New Budget articles/203702936-request-a-new- Budget Request a Payment articles/203702966-request-a-payment INDIVIDUAL PROFILE MANAGEMENT My Profile articles/203702476-my-profile- Messages & Notifications articles/203702466-messages- Notifications- My Calendar articles/203702456-my-calendar- My Involvement articles/203702496-my-involvement- Activity articles/203702526-activity- My To-Do Lists articles/203702516-my-to-do-lists- Manage Your Notifications articles/203702536-manage-your- Notifications Reset Your Password articles/203702436-reset-your-password Change Your Username articles/203702376-change-your- Username Merge Your Accounts articles/203702446-merge-your-accounts Link to a Facebook Account articles/203702396-link-to-a-facebook- Account Leave a portal articles/203702386-leave-a-portal Adding images to news posts, messages, and other items articles/203702556-adding-images-tonews-posts-messages-and-other-items 3
How to set up your student club How to make changes to your student club profile How to invite people to your portal 1. Once your club has been approved you will be notified via your Orgsync account and student email. 2. Log into Orgsync and click on my memberships tab in the top right hand corner and your club will appear here (provided you are the admin who submitted the registration request). If it does not appear please contact the person who submitted the registration and ask them to add you by following instruction 6. 3. Once in your club, click on the 'settings' icon in the right hand corner and then 'organisation settings' here you can update your club's profile by clicking on the green button update profile. 4. 'Please enter an accurate an informative description, with key words that will bring up your club when students search for them. On the right hand side you can also upload a club profile picture or logo. 1. Go to your club's page in Orgsync. 2. Click on the settings icon on the right hand side 3. Click on 'organisation settings'. 4. On the left you can select what you would like to change, including profile info, cover photo, welcome message, permissions and other things. There are different ways you can invite people to your portal. Please remember you can only invite a University student or staff member with a valid ID. 1. Copy the link to your portal and send via orgsync message by clicking on 'more' and 'messaging' 2. On the top right hand side, click the 'settings' icon then click 'invite people'. 3. Click the 'people' tab then invite people'. 4. As you will only be able to send invitations to University student or staff email accounts, remind your club's members they will need to use their Western Sydney University credentials to accept the invitation and log in. 5. Click the green 'continue' button down the bottom to continue to enter information. Please ensure you click 'finish' on the final page or none of your changes will be saved. 6. Back on the organisation settings page you can change your cover photo by clicking on the tab on the left. You can also change your welcome message, custom footer and social media links in the same way. 7. The more information and activity on your club page, the more likely students will be to join or enquire about your club, so please ensure all your club's content is up to date. 4
How to set individual permissions How to add someone as administrator How to communicate with group members through Orgsync 1. When in your Club's page, go to the 'people' tab. 2. Under the people tab, you can manage individual permissions by clicking on each of your club members' names. A description of each club member will appear. 3. You can check and uncheck the permissions you would like each individual to have by clicking the 'permissions' tab inside each team member's description. 1. Navigate to your club's page and click on the 'people' tab. 2. Click on the name of the person you would like to add as an administrator. 3. Click on the blue manage button at the bottom of the person's details. 4. Select the relevant group you would like to apply to the person. OrgSync offers great communication features. It makes communicating with your club members and university much more simple and streamlined. OrgSync can be used to send messages to your club members, hold votes, create to-do lists and discussion boards. Under the more tab on your Student Clubs page, there are various communication tools including messaging, polls and news posts for communication. 5
The treasury and where to find it How to request a reimbursement Budget and payment request flowchart The treasury is the function you will be using to manage your Student Club's funding (budget). 1. To find the treasury, go to your clubs homepage and click on the more tab, then treasury. 2. To apply for funding or payment, click on manage budgets. 3. To apply for funding, submit a budget request. Instructions on how to do this can be found at westernsydney.edu.au/ orgsynctutuorials 4. To submit a payment request, follow the instructions outlined here articles/203702966-request-a-payment 1. If you have submitted a budget request, it has been approved and you have spent the money but would like it back, you need to submit a reimbursement request. 2. Go to your club's page in Orgsync and click on the more tab, then click on treasury. 3. Click on manage budgets. 4. Make sure it is in the correct calendar year for the budget you would like reimbursement for. 5. Click on the blue title of the budget you are requesting payment for. 6. Scroll down and again click on the blue name of the budget you are requesting reimbursement for. 7. On the right hand side at the bottom of the budget request click on request payment. 8. Fill in all the details of the payment request and attach receipt of payment to the form. 9. Submit the payment request by clicking 'finish' and wait for a response from your relevant CLO. 10. If you are having trouble submitting your reimbursement request, make sure your budget request has been approved for more than $0. Submit budget request via OrgSync Budget request approved by CLO (check for approved amount) Spend approved amount and keep receipts Submit payment request via Orgsync CLO will approve/deny and process through TEMS Money will appear in your account within 30 days 6
How to check on the status of an event request How to invite participants to your events How to track attendance at events 1. Go to your student club's homepage and click on the events tab. 2. You will be able to see upcoming events, and beside the name of the event you will see its status. Statuses include Pending Approval, Approved, Denied, or Deferred. * 'Pending' means that the Campus Life team is still processing your event request. 'Approved' means that the campus life team has liaised with relevant university departments and has processed your request and you can now action that event. 'Denied' means that Campus Life and relevant university staff cannot accommodate the request and you must not move forward with this request. Usually the Campus Life team will leave a note in your request to explain why. If this has not been done, please contact your CLO.. 'Deferred' means that the Campus Life team required further information on your event request. Please check the event and your inbox as the team will be in touch to gather more information before the event can be processed. Once your event has been created and approved, go to your portal and click on the events tab, then click on the relevant event. On the right hand side click the green 'invite button then select the names of members you would like to invite. If students are not members of your portal in Orgsync, copy the URL at the bottom of the right hand tab and paste that link in any email or facebook post to link invitees to the event. 1. Once your event has been created and approved go to your portal and click on the events tab, then click on the relevant event. 2. On the right hand side, click on the participation tab. 3. Click on the green add participants button on the right hand side. 4. Select the names of participants and add in the hours and relevant statuses i.e. attended, partial or absent. 5. Click save to ensure attendance is tracked NOTE: You can add multiple people at once provided they you are recording the same attendance for each. Attendance will be tracked by clicking on participation in each event as well as by clicking on the involvement section in each individual Orgsync user profile. 7
Information for general student users HOW DO I CREATE MY INDIVIDUAL PROFILE? When you first log in, you will be asked to fill in some information to complete your profile. Please provide your name, email address and phone number so we have the appropriate contact information to get in touch and keep you up to date. Please upload a profile picture to complete your profile. Image 1 HOW TO MANAGE YOUR PROFILE 1. To make any changes to your profile or to view your Orgsync activity, inbox and events list, click on your name on the top right hand corner and select the relevant tab (see image 1). 2. If you need to make changes to your profile, click my profile and then edit your profile. 3. You can also view your memberships by clicking on the my memberships tab to the left of your name. HOW DO I FIND A STUDENT CLUB? From the Western Sydney U homepage (the page when you first log in) click on the browse organisations tab and then search for a Student Club or key word to do with that club (see image 2). Image 2 8
HOW TO JOIN A STUDENT CLUB 1. On the homepage, click on the 'organisations' tab (see image 2). Image 3 2. To register a new student club, click on the green button register new organisation and complete the form. For more information visit westernsydney.edu.au/orgsynctutorials 3. To join a student club, search for and select the club you would like to join. 4. Once you have selected you club (see image 3), on the right hand side click the green join now' button and submit the form (see image 4). Image 4 9
Image 6 HOW TO ACCEPT INVITATIONS TO CLUBS AND CLUB EVENTS? 1. Click on your name on the top right, then click on the inbox tab. 2. On the left hand side of your inbox, click on the invitations tab (See image 6). 3. Click accept or deny for any pending invitations (see image 7). Image 7 10
WESTERNSYDNEY.EDU.AU 11