CollegiateLink Campus Administrator User Guide

CollegiateLink Campus Administrator User Guide Last updated September 2012 0 Campus Administrator User Guide Table of Contents Getting Started ........................................................................................................................................ 2 Customize the Style of Your Site .......................................................................................................... 2 Set up Organizations ............................................................................................................................ 3 Set up Events ....................................................................................................................................... 6 Update Campus Links .......................................................................................................................... 8 Include Additional Fields .................................................................................................................... 10 Include Learning Outcomes ............................................................................................................... 11 Update Document Library Types ........................................................................................................ 12 Set Up Text Message Notifications ..................................................................................................... 12 Managing Organizations ........................................................................................................................ 14 Managing Default Interests ................................................................................................................... 18 Managing Campus Users ....................................................................................................................... 19 Managing Events ................................................................................................................................... 21 Organization Registration Process ......................................................................................................... 24 Forms .................................................................................................................................................... 27 El ections ............................................................................................................................................... 32 Service Hours Tracking .......................................................................................................................... 34 Involvement Management .................................................................................................................... 35 Involvement Imports ......................................................................................................................... 35 Co-‐Curricular Transcripts ....................................................................................................................... 36 Finance Setup ........................................................................................................................................ 38 Managing Financial Requests ................................................................................................................. 40 Reporting Features ................................................................................................................................ 43 1 Campus Administrator User Guide Getting Started Welcome to CollegiateLink! Several aspects of your campus site must be established prior to students can access it. Some are system standards that are in place when your campus site is created, while others need to be created to meet the specific needs of your campus. 1. Log in to your campus site with a username and password. This information either could be provided to you by a CollegiateLink staff member or is the same as your campus login. ** Contact your CollegiateLink representative for assistance. ** 2. Go to Administration at the top of the page, as the majority of your tasks will take place on this tab. ** Brief statistics about your campus overall will display by default when accessing the Administration tab. Any items requiring administrative approval will also display on the Summary page for quick access. Use the navigation tabs along the left side of the page to view the administrative options. ** The following are the tasks that should be completed before your site can be fully used: x Customize the style of your site x Set up Organizations x Set up Events x Update campus links x Include Additional Fields x Include Learning Outcomes Customize the Style of Your Site Default styles are already in place for your site. We recommend updating the header image and other colors to more closely match your campus website. Other style updates are optional. 1. Go to Configuration on the left side of the Administration page. 2͘ůŝĐŬƚŚĞ͞^ŝƚĞCustomization͟ůŝŶŬ͘ This is the default page for the Configuration menu. See the next page for where each aspect is located on your campus site. To update the font type: 3. Select the radio button ŶĞǆƚƚŽƚŚĞƐƚǇůĞǇŽƵ͛ĚůŝŬĞƚŽƵƉĚĂƚĞƚŚĞƚĞǆƚƚŽ͘ To update the colors: 4͘ŶƚĞƌƚŚĞŚĞǆŝĚĞĐŝŵĂůŶƵŵďĞƌĨŽƌƚŚĞĐŽůŽƌǇŽƵ͛ĚůŝŬĞƚŽƵƉĚĂƚĞƚŽ͘;An index of Hexadecimal colors can be found at http://colour.pro/ or http://0to255.com.) 2 Campus Administrator User Guide OR 5. Click the colored box and select a color from the 16 color options. 6͘ůŝĐŬ͞^Ƶďŵŝƚ͟ĂƚƚŚĞďŽƚƚŽŵŽĨƚŚĞƉĂŐĞƚŽƐĂǀĞǇŽƵƌƵƉĚĂƚĞƐ͘ To update the header image: 7. Click the ͞Site Header Images͟ link in the Configuration navigation on the left side of the page. 8͘ůŝĐŬƚŚĞ͞ĚĚ,ĞĂĚĞƌ/ŵĂŐĞ͟ďƵƚƚŽŶƚŽƐĞůĞĐƚƚŚĞŝŵĂŐĞĨŝůĞ͘ ** You may upload a 960px wide by no more than 150px high ͞ũƉŐ͕͟͞ƉŶŐ͕͟Žƌ͞ŐŝĨ͟ĨŝůĞ. It is important to stay within the height boundary, keeping the width at 960, and making sure it is RGB and not CMYK graphic (if using a JPG format). The file size limit is 100KB. ** ** You can upload multiple images which will rotate as you navigate through the site. ** Set up Organizations Each organization must have certain components associated with it in order to function properly. These components are types, categories, and positions, and must be set up prior to the creation of any organizations. 3 Campus Administrator User Guide Create Organization Types All organizations must have an associated type. Types are broader divisions of organizations and allow more control for administrators to add restrictions within the system. Some examples include Registered Student Organization, Campus Life Office, and Leadership Development Program. Registrations can also be applied at the organization type level. (See Organization Registration Process for further information.) Your campus has a Default type already created. From the Administration page: 1. Click on Organizations on the left side of the page. 2͘ůŝĐŬŽŶƚŚĞ͞KƌŐĂŶŝǌĂƚŝŽŶdǇƉĞƐ͟ůŝŶŬ͘dŚĞĐƵƌƌĞŶƚƚǇƉĞƐǁŝůůďĞůŝƐƚĞĚ͘ 3͘ůŝĐŬƚŚĞ͞ƌĞĂƚĞKƌŐĂŶŝǌĂƚŝŽŶdǇƉĞ͟ďƵƚƚŽŶĂƚƚŚĞƚŽƉŽĨƚŚĞƉĂŐĞ͘ 4. Enter the name of the type and a brief description (optional). 5. Indicate True or False for each of the settings based on the needs of that type. These settings can be adjusted at a later date if needed. /ĨĂŶǇŝƚĞŵŝƐůĞĨƚĂƐ͞EŽƚ^Ğƚ͕͟ŝƚǁŝůůďĞƚƵƌŶĞĚŽŶ by default. x Auto-‐approve Involvement Requests: Allows individuals to include organizations in this type when adding past involvement, which will be automatically approved. x Hide Organization Site: Hides the organizations͛ƉĂŐĞĨƌŽŵĂůůindividuals. x Show in Public Directory: Allows organizations in this type to display in the main Organizations listing for all individuals. x Allow documents to be uploaded: Allows documents to be uploaded to organizations in this type. x Show Documents To Public: Allows all individuals to view documents uploaded to organizations in this type. x Use Events: Allows Events to be associated with organizations in this type. x Allow Self Reported Event Creation: Allows events created under the organization type to have users self report their attendance at the events. x Use Elections: Allows Elections to be used for organizations in this type. x Allow Facebook Integration: Allows organizations in this type to be integrated with Facebook. ** CURRENTLY DISABLED FOR ALL CAMPUSES ** x Use Finance: Allows organizations in this type to access the finance features, such as viewing the account balance. x Use Finance Requests: Allows organizations in this type to submit finance requests. x Use Funding Requests: Allows organizations in this type to submit funding requests. x Use Purchase Requests: Allows organizations in this type to submit purchase requests. x Use Forms: Allows organizations in this type the ability to create and utilize forms. 4 Campus Administrator User Guide x
Use Members and Positions: Allows individuals to be members and hold positions in organizations in this type. x Allow any user to join: Allows all individuals to join organizations in this type. x Show Members to Public: Allows all individuals to view the members of organizations in this type. x Show Officers to Public: Allows all individuals to view the officers of organizations this type. x Use Outcomes: Allows Outcomes to be associated with organizations in this type. x Use Service Hours: Allows individuals to include services hours associated with organizations in this type. x Use Photo Albums: Allows photos to be uploaded to organizations in this type. x Registration: Identifies what Registration should be used for organizations in this type to re-‐
register. If None is selected, the Registration assigned for the Existing Registration will be used. 6͘ůŝĐŬ͞^ĂǀĞ͘͟ Create Organization Categories Categories are also associated with organizations and are primarily used when searching for organizations. Some examples include Academic Honor Society, Greek Life, and Student Government. Multiple categories can be assigned to an organization. From the Organizations option on the Administration page: 1͘ůŝĐŬŽŶƚŚĞ͞KƌŐĂŶŝǌĂƚŝŽŶĂƚĞŐŽƌŝĞƐ͟ůŝŶŬ͘dŚĞĐƵƌƌĞŶƚĐĂƚĞŐŽƌŝĞƐǁŝůůďĞůŝƐƚĞĚ͘ 2͘ůŝĐŬƚŚĞ͞ƌĞĂƚĞKƌŐĂŶŝǌĂƚŝŽŶĂƚĞŐŽƌǇ͟ďƵƚƚŽŶĂƚƚŚĞƚŽƉŽĨ the page. 3. Enter the name of the category and a brief description (optional). 4. /ŶĚŝĐĂƚĞŝĨƚŚŝƐĐĂƚĞŐŽƌǇŝƐŽŶůǇĂƐƐŝŐŶĂďůĞƚŽĂŶŽƌŐĂŶŝǌĂƚŝŽŶďǇĂĚŵŝŶŝƐƚƌĂƚŽƌƐ͖ĐŚĞĐŬ͞&Žƌ
ĚŵŝŶŝƐƚƌĂƚŽƌhƐĞKŶůǇ͟. 5. Indicate if this category should be visible on the main Organization listing as a search option; check ͞^ŚŽǁŶKŶWƵďůŝĐ^ŝƚĞ͘͟ 6͘ůŝĐŬ͞^ĂǀĞ͘͟ ** Once organization types and categories are created, you can begin creating organizations on your site. Please see Managing Organizations for details on creating organizations. ** Create Position Templates Some positions are standard for all campuses. These have already been created and applied to your site. Your campus may have additions to these or refer to the positions differently. You can create new position templates for your campus as well as update existing position templates to meet your campus needs. Position templates can be available for all organizations. They are also editable by each organization if they have a similar position that goes by a different name, for example. 5 Campus Administrator User Guide From the Organizations option on the Administration page: 1͘ůŝĐŬŽŶƚŚĞ͞Position Templates͟ůŝŶŬ͘dŚĞĐƵƌƌĞŶƚposition templates will be listed. 2͘ůŝĐŬƚŚĞ͞ƌĞĂƚĞWŽƐŝƚŝŽŶ Template͟ďƵƚƚŽŶĂƚƚŚĞƚŽƉŽĨƚŚĞƉĂŐĞ͘ 3. Enter the name of the position and a brief description (optional). 4. Select the Position Type from the drop-‐down menu. An Officer will be pulled out of the Roster list on ƚŚĞŽƌŐĂŶŝǌĂƚŝŽŶ͛ƐƉĂŐĞĂŶĚĚŝƐƉůĂǇĞĚƐĞƉarately for ease of identification. 5. Indicate which of the following settings should be applied to the position template by checking the box next to each item: x Only assignable by a campus administrator x Automatically approve past involvement requests x Show ŚŽůĚĞƌƐŽĨƚŚŝƐƉŽƐŝƚŝŽŶŽŶƚŚĞŽƌŐĂŶŝǌĂƚŝŽŶ͛ƐƌŽƐƚĞƌ x Position Name cannot be changed x Security cannot be changed 6͘ůŝĐŬ͞^ĂǀĞ͘͟ Once the position templates have been created, you must assign them to the Organization Type that the position should be available in. ϭ͘ůŝĐŬŽŶƚŚĞ͞KƌŐĂŶŝǌĂƚŝŽŶdǇƉĞƐ͟ůŝŶŬŝŶƚŚĞKƌŐĂŶŝǌĂƚŝŽŶƐŶĂǀŝŐĂƚŝŽŶ͘ Ϯ͘ůŝĐŬŽŶƚŚĞŶĂŵĞŽĨƚŚĞŽƌŐĂŶŝǌĂƚŝŽŶƚǇƉĞƚŚĂƚǇŽƵ͛ĚůŝŬĞƚŽĂƐƐŝŐŶƚŚĞƉŽƐŝƚŝŽŶƚĞŵƉůĂƚĞƚŽ͘ 3. Go to the Position Templates tab. 4. Click on the position templates on the left side to add to the organization type. All assigned position templates will display on the right side. ϱ͘ůŝĐŬ͞ĂĐŬƚŽKƌŐĂŶŝǌĂƚŝŽŶdǇƉĞƐ͟ǁŚĞŶĂůůƉŽƐŝƚŝŽŶƚĞŵƉůĂƚĞƐŚĂǀĞďĞĞŶĂƐƐŝŐŶĞĚ͘ Set up Events Before events can be created by organizations, you need to decide if you will be using an additional Event Form for submissions. x Using the Event Form allows you to collect specific information based on what will take place during the event (e.g., room reservation, grounds keeping). This is in addition to any Additional Fields that should be standard for every event. Set up Event Form From the Events option on the Administration page: ϭ͘ůŝĐŬŽŶƚŚĞ͞ǀĞŶƚ&Žƌŵ^ĞƚƚŝŶŐƐ͟ůŝŶŬ͘ Ϯ͘^ĞůĞĐƚ͞ĐƚŝǀĞ͘͟ ** Inactive is selected by default. Once you ƐĞůĞĐƚ͞ĐƚŝǀĞ͟ŝƚŝƐƚƵƌŶĞĚŽŶĨŽƌsZzĞǀĞŶƚƐƵďŵŝƐƐŝŽŶ͘ΎΎ 6 Campus Administrator User Guide ϯ͘ůŝĐŬ͞Ěŝƚ&Žƌŵ͘͟ ** You are now taken to the Form Creation tool. See Forms for complete instructions on using this tool. Applying page conditions is particularly useful when setting up the Event Form. ** You can also create categories that events on your campus can be classified under and searched by. From the Events option on the Administration page: ϭ͘ůŝĐŬŽŶƚŚĞ͞ǀĞŶƚĂƚĞŐŽƌŝĞƐ͟ůŝŶŬ. The current categories will be listed. Ϯ͘ůŝĐŬƚŚĞ͞ƌĞĂƚĞǀĞŶƚĂƚĞŐŽƌǇ͟ďƵƚƚŽŶĂƚƚŚĞƚŽƉŽĨƚŚĞƉĂŐĞ͘ 3. Enter the name of the category and a brief description (optional). 4. Specify who will be able to see this category by checking the box next to the appropriate option: For Administrator Use Only or Shown on Public Site. ϱ͘ůŝĐŬ͞^ĂǀĞ͘͟ The Event Form Settings page also allows you to add an access list, notifications, and reviewers to any event form. Activating the Event Form will cause users who create requests for events approval to be shown an additional form or set of forms that you can customize to collect information beyond the standard event details. To manage access list: ϭ͘ůŝĐŬ͞ĐĐĞƐƐ>ŝƐƚ͟ƚŽŝŶĚŝĐĂƚĞŝŶĚŝǀŝĚƵĂůƐǁŚŽŵǇŽƵǁŝƐŚƚŽƌĞĐĞŝǀĞĂĐĐĞƐƐƚŽƌĞǀŝĞǁĂŶǇǀĞŶƚ
Submission. 2. Search for the appropriate individual by name. 3. Click the green plus sign to the left of each individual to add them to the Access List. To manage who receives notifications: ϭ͘ůŝĐŬ͞EŽƚŝĨŝĐĂƚŝŽŶƐ͟ƚŽŝŶĚŝĐĂƚĞƚŚĞŝŶĚŝǀŝĚƵĂůƐǁŚŽŶĞĞĚƚŽƌĞĐĞŝǀĞŶŽƚŝĨŝĐĂƚŝŽŶƐŽĨĞĂĐŚĨŽƌŵ
submission. 2. Search for the appropriate individual by name. 3. Click the green plus to the left of each individual to add them to the notification list. Please note only users with the appropriate level of access will be able to review and/or manage submissions. To manage reviewers: 7 Campus Administrator User Guide ϭ͘ůŝĐŬ͞ZĞǀŝĞǁĞƌƐ͟ƚŽŝŶĚŝĐĂƚĞǁŚĂƚŽƚŚĞƌŝŶĚŝǀŝĚƵĂůƐŶĞĞĚƚŽƌĞǀŝĞǁƚŚĞĨŽƌŵƉƌŝŽƌƚŽĂƉƉƌŽǀĂů͘ 2. Search for the appropriate individual by name. 3. Click the green plus sign to the left of each individual to add them as Reviewers for this form. 4. Once all Reviewers havĞďĞĞŶĂĚĚĞĚ͕ĐŚĞĐŬƚŚĞďŽǆƚŽƚŚĞƌŝŐŚƚŽĨĞĂĐŚŝŶĚŝǀŝĚƵĂůǇŽƵ͛ĚůŝŬĞƚŽŶŽƚŝĨǇ
ŽĨƚŚĞŝƌƌŽůĞĂŶĚĐůŝĐŬ͞EŽƚŝĨǇ^ĞůĞĐƚĞĚ͘͟ dŚĞ͞ǀĞŶƚ>ŽĐĂƚŝŽŶƐ͟ƉĂŐĞĂůůŽǁƐǇŽƵƚŽĐƌĞĂƚĞĂŶŝŶǀĞŶƚŽƌǇŽĨůŽĐĂƚŝŽŶƐƚŚĂƚĐĂŶďĞƌĞƋƵĞƐƚĞĚĚƵƌŝŶŐ
the event request process. AĐƚŝǀĂƚŝŶŐƚŚĞ͞ǀĞŶƚ>ŽĐĂƚŝŽŶƐ͟ĨĞĂƚƵƌĞǁŝůůĐĂƵƐĞƵƐĞƌƐǁŚŽĐƌĞĂƚĞƌĞƋƵĞƐƚƐ
for event approval to be shown an additional button on the main event form to select locations within the system. To create locations: ϭ͘ůŝĐŬ͞ƌĞĂƚĞ>ŽĐĂƚŝŽŶ͘͟ 2. Fill in the appropriate fields and indicate who will be allowed to request to use that specific space. 3. Pair the space to a parent location (such as the name of the building). 4. Choose the times that the space is typically available so that users can request to use the space during those times. To manage access list: 1. Click on the location. Ϯ͘ůŝĐŬ͞ĐĐĞƐƐ>ŝƐƚ͟ƚŽŝŶĚŝĐĂƚĞŝŶĚŝǀŝĚƵĂůƐǁŚŽŵǇŽƵǁŝƐŚƚŽƌĞĐĞŝǀĞĂĐĐĞƐƐƚŽƌĞǀŝĞǁĂŶǇǀĞŶƚ
Submission that has requested this space. 3. Search for the appropriate individual by name. 4. Click the green plus sign to the left of each individual to add them to the Access List. To manage who receives notifications: 1. Click on the location. Ϯ͘ůŝĐŬ͞EŽƚŝĨŝĐĂƚŝŽŶƐ͟ƚŽŝŶĚŝĐĂƚĞƚŚĞŝŶĚŝǀŝĚƵĂůƐǁŚŽŶĞĞĚƚŽƌĞĐĞŝǀĞŶŽƚŝĨŝĐĂƚŝŽŶs when that space has been requested. 3. Search for the appropriate individual by name. 4. Click the green plus to the left of each individual to add them to the notification list. Please note only users with the appropriate level of access will be able to review and/or manage submissions. 8 Campus Administrator User Guide To upload room diagrams/images: 1. Click on the location. Ϯ͘ůŝĐŬ͞ŝŵĂŐĞƐ͘͟ ϯ͘ŚŽŽƐĞƚŚĞĨŝůĞ;ƐͿƚŚĂƚǇŽƵ͛ĚůŝŬĞƚŽƵƉůŽĂĚ͘ Update Campus Links You can add links specific to your campus directly to the CollegiateLink site. These will appear in a drop-‐
down menu on the right side of the top navigation ƵŶĚĞƌ͞ĂŵƉƵƐ>ŝŶŬƐ͟. You can add and remove these as needed. Add a Campus Link From the Administration page: 1. Click on Configuration on the left side of the page. 2. CůŝĐŬƚŚĞ͞ĂŵƉƵƐ>ŝŶŬƐ͟ůŝŶŬ͘ 3͘ŶƚĞƌƚŚĞƚĞǆƚǇŽƵ͛ĚůŝŬĞƚŽďĞǀŝƐŝďůĞŝŶƚŚĞfirst text box, in the Link Text column. 4͘ŶƚĞƌƚŚĞĂĚĚƌĞƐƐǇŽƵ͛ĚůŝŬĞƚŚĞůŝŶŬƚŽƌŽƵƚĞƚŽŝŶƚŚĞsecond text box, in the Link URL column. ** The link does not need to have ƚŚĞ͞ŚƚƚƉ͗ͬͬ͟ǁŚĞŶǇŽƵĞŶƚĞƌŝƚ͕ďƵƚŝƚĚŽĞƐŶĞĞĚƚŽďĞƚŚĞĨƵůůhZ>͘ΎΎ 5. Click the green plus button to the far right. Update Campus Links From the Configuration option on the Administration page: ϭ͘ůŝĐŬƚŚĞ͞ĂŵƉƵƐ>ŝŶŬƐ͟ůŝŶŬ͘ 2. User the blue arrows on the far right of the links to rearrange to the order the links will appear in the Campus Links drop-‐down menu. 3. Click the edit icon to update the link or the text displayed for the link. ** All changes will immediately update the Campus Links navigation. ** Remove a Campus Link From the Configuration option on the Administration page: 1͘ůŝĐŬƚŚĞ͞ĂŵƉƵƐ>ŝŶŬƐ͟ůŝŶŬ͘ 2͘>ŽĐĂƚĞƚŚĞůŝŶŬǇŽƵ͛ĚůŝŬĞƚŽƌĞŵŽǀĞĨƌŽŵƚŚĞůŝƐƚ͘ 3. Click the red X to the far right of the link. 9 Campus Administrator User Guide Include Additional Fields There are standard fields in the User Profile, Organization Profile, Event, Funding Request, and Purchase Request areas of the site. If your campus requires additional information to be completed in these areas, you can create additional fields and designate how they display on the site. Create Additional Fields From the Administration page: 1. Go to Configuration on the left side of the page. 2͘ůŝĐŬƚŚĞ͞Manage Additional Fields͟ůŝŶŬ͘ 3. Select what aspect of the site to create additional fields for from the drop-‐down menu in the top module: x Organization Profile: These fields will be included when organizations update their profile information. x Event: These fields will be included when new events are created on the Details page of the event. ** These are separate from the Event Form fields and should only be publishable information. ** x User Profile: These fields will be included when individuals update their profile. x Funding Request: These fields will be included when funding requests are created. x Purchase Request: These fields will be included when purchase requests are created. 4͘ůŝĐŬ͞Edit Additional Fields͘͟ ** You are taken to the Additional Field Creation tool. See Forms for specific instructions. ** 5͘ůŝĐŬ͞Back to List͟ǁŚĞŶĨŝŶŝƐŚĞĚĂĚĚŝŶŐŶĞǁĨŝĞůĚƐ͘ Update Access for Additional Fields From the Additional Fields page: 1. Locate the field to update in the listing. You may need to select the component of the site the field is associated with from the drop-‐down menu at the top of the page. 2. Select the access for each additional field: x Logged-‐in Users x Anonymous users x Manager/Owner x Reports 3͘ůŝĐŬ͞^ĂǀĞ͘͟ Update the Additional Fields From the Additional Fields page: 1. Locate the field to update in the listing. You may need to select the component of the site the field is associated with from the drop-‐down menu at the top of the page. 10 Campus Administrator User Guide 2͘ůŝĐŬ͞Edit Additional Fields͘͟ 3. You can now add more fields if needed, update the existing fields, and/or remove the fields. **Please note any additional fields that information has already been provided for cannot be deleted. ** 4. Click on the field that needs to be updated to display the edit options. Remove Additional Fields From the Additional Fields page: 1. Select the component of the site the field is associated with from the drop-‐down menu. 2͘ůŝĐŬ͞Edit Additional Fields͘͟ 3. Click on the field that needs to be removed to display the editing options. 4. Click the red X on the far right of the field. 5. Confirm deletion. **Please note any additional fields that information has already been provided for cannot be deleted. ** Include Learning Outcomes Learning outcomes can be associated with events, organizations, and/or positions in organizations. As students are involved in these components, the associated learning outcome will be applied to their co-‐
curricular transcript. Create learning outcomes ahead of time so that they can be applied to events, organizations, and/or positions as needed. Using learning outcomes and the co-‐curricular transcript are completely optional for your campus. Contact your CollegiateLink Support Specialist for assistance. From the Administration page: 1. Go to Outcomes on the left side of the page. Ϯ͘ůŝĐŬ͞ƌĞĂƚĞKƵƚĐŽŵĞ͘͟ 3. Identify the name and brief description of the outcome. 4. ůŝĐŬ͞ĚĚKƵƚĐŽŵĞ>ĞǀĞů͟ƚŽĂdd outcome levels if applicable. These may include beginner, intermediate, and advanced with associated point values. ** Outcome levels display as the individual accumulates the appropriate number of points based on their involvement in organizations and events. ** 5. Repeat step 4 as needed. ϲ͘ůŝĐŬ͞ƌĞĂƚĞKƵƚĐŽŵĞ͟ǁŚĞŶĨŝŶŝƐŚĞĚ͘ 7. Repeat steps 2-‐6 to create all outcomes. Assign Outcomes Now that the outcomes have been created, you can directly assign them to specific organizations, events, and/or positions. 11 Campus Administrator User Guide From the Outcomes option on the Administration page: 1. Locate the outcome in the list in the top module. Ϯ͘ůŝĐŬ͞ƐƐŝŐŶ͟ƚŽƚŚĞĨĂƌƌŝŐŚƚŽĨƚŚĞ outcome. 3. Indicate the Outcome Multiplier point value that will be added to an individual involved in the associated organization, position, and/or event. ** As an individual is involved in associated organizations, positions, and/or events their point values for each of the assigned outcomes will increase by the multiplier. This may contribute to an Outcome Level. ** 4. Select the tab at the bottom of the page associated with the aspect to assign the outcome to: x Organization (grouped by organization category) x Event (grouped by event category) x Position (grouped by organization category and organization) 5. Click on the item in the left side to move it over to the right side. 6͘tŚĞŶĨŝŶŝƐŚĞĚǁŝƚŚƚŚĞƚĂď͕ĐůŝĐŬ͞ƐƐŝŐŶKƵƚĐŽŵĞƐ͟ĂƚƚŚĞďŽƚƚŽŵ͘ 7. Repeat 4-‐5 as needed. Update Document Library Types In order for organizations to upload documents, Document Library Types must be created. Some have already been created by CollegiateLink, but additional ones specific for your campus must be created. From the Administration page: 1. Go to Documents on the left side of the page. ** Existing Document Library Types will be listed on the page. ** 2͘ůŝĐŬ͞ƌĞĂƚĞŽĐƵŵĞŶƚ>ŝďƌĂƌǇdǇƉĞ͟ĂƚƚŚĞƚŽƉŽĨƚŚĞƉĂŐĞ. 3. Enter the name and a brief description of the Document Library Type. ϰ͘ůŝĐŬ͞^ĂǀĞ͘͟ Set Up Text Message Notifications Campuses can opt to include text message notifications as a setting with the appropriate software. You can also identify additional mobile phone carriers outside of the standard list. Contact your CollegiateLink Support Specialist to discuss setting your campus site up with text message notifications. Users can adjust their personal text message information and settings once the campus is set up. Standard mobile phone carriers include: x Alltel x AT&T x Nextel x Sprint 12 Campus Administrator User Guide x
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T-‐Mobile US Cellular Verizon Boost Mobile Cricket MetroPCS TracFone Virgin Mobile 13 Campus Administrator User Guide Managing Organizations Organizations must be set up on the site prior to their active involvement. This can be accomplished through a registration process (see page 19 for details) or by manually creating them. To manually create organizations: 1. Log in to your campus site. 2. Go to Administration at the top of the page. 3. Go to Organizations on the left side. ϰ͘ůŝĐŬƚŚĞ͞ƌĞĂƚĞKƌŐĂŶŝǌĂƚŝŽŶ͟ďƵtton at the top of the page. 5. Enter the Official Name, Acronym/Nickname, and Parent Organization for the organization. 6. Begin typing the name of the parent organization and select the appropriate existing organization from the populated list. 7. Enter a description of the organization, if applicable. 8. Enter an e-‐mail address associated with the organization, if applicable. 9. Select the Organization Type from the drop-‐down menu. 10. Enter the Organization Web Site URL (e.g., the Chess Club key is chess-‐club). This will be the end of the website for the specific organization through your campus site. 11. Identify the PrimarǇŽŶƚĂĐƚĨŽƌƚŚĞŽƌŐĂŶŝǌĂƚŝŽŶ͘ĞŐŝŶƚǇƉŝŶŐƚŚĞƉĞƌƐŽŶ͛ƐŶĂŵĞĂŶĚƐĞůĞĐƚƚŚĞ
appropriate person from the populated list. 12. Enter a non-‐campus website associated with the organization, if applicable. Be sure to include ͞ŚƚƚƉ͗ͬͬ͟ĂƚƚŚĞďĞŐŝŶŶŝŶŐŽĨƚŚĞǁĞďƐŝƚĞ͘ ϭϯ͘WƌŽǀŝĚĞǇŽƵƌ&ĂĐĞďŽŽŬ͕dǁŝƚƚĞƌ͕Žƌ'ŽŽŐůĞĂůĞŶĚĂƌŝŶĨŽƌŵĂƚŝŽŶĂŶĚŝŶĚŝĐĂƚĞŝĨǇŽƵ͛ĚůŝŬĞ
information from those sources shown on the organizations home page 14. Complete any additional fields that were applied to the Group Profile. 15͘ůŝĐŬ͞ƌĞĂƚĞKƌŐĂŶŝǌĂƚŝŽŶ͘͟ You are now taken to the profile for the new organization. You can update what you just entered under the Properties tab and upload a profile picture for the organization. Enter additional contact information for the new organization under the Contact Info tab. Create a new position just for this organization, or view what positions are available for this organization, under the Positions tab. Assign specific categories associated with the organization under the Categories tab. 14 Campus Administrator User Guide Add learning outcomes to be associated with the organization under the Outcomes tab. Other maintenance may be required for organizations in the future. You can update various aspects of each organization at any time. Once you have the organizations created, you can view how the organization tree for your ĐĂŵƉƵƐůŽŽŬƐďǇĐůŝĐŬŝŶŐŽŶƚŚĞ͞ƌŽǁƐĞdƌĞĞ͟ůŝŶŬŽŶƚŚĞůĞĨƚƐŝĚĞŽĨƚŚĞƉĂge. Update Organization Information From the Organizations option on the Administration page: 1͘>ŽĐĂƚĞƚŚĞŽƌŐĂŶŝǌĂƚŝŽŶǇŽƵ͛ĚůŝŬĞƚŽĞĚŝƚŝŶƚŚĞůŝƐƚďǇƐĞĂƌĐŚŝŶŐƚŚĞŶĂŵĞŽĨƚŚĞŽƌŐĂŶŝǌĂƚŝŽŶŽƌďǇ
scrolling through the list of all organizations. 2. Click on ƚŚĞŶĂŵĞŽĨƚŚĞŽƌŐĂŶŝǌĂƚŝŽŶǇŽƵ͛ĚůŝŬĞƚŽƵƉĚĂƚĞ. 3. You can edit the Official Name, Acronym/Nickname, Parent Organization, Description, Organization Type, Organization Status, E-‐mail, Web Site URL, Primary Contact, and/or Profile Picture on the Properties tab. 4. Update any additional fields that may also be included on the organization profile. 5͘ůŝĐŬ͞hƉĚĂƚĞKƌŐĂŶŝǌĂƚŝŽŶ͟ƚŽƵƉĚĂƚĞƚŚĞĐŚĂŶŐĞƐŵĂĚĞƚŽƚŚŝƐƉĂŐĞ͘The page will refresh, providing you the opportunity to update other aspects of the organization. 6. Go to the Contact Info tab to update the contact information for the organization, including an External Website. ϳ͘ůŝĐŬ͞hƉĚĂƚĞŽŶƚĂĐƚ/ŶĨŽƌŵĂƚŝŽŶ͘͟zŽƵǁŝůůƌĞƚƵƌŶƚŽƚŚĞŽƌŐĂŶŝǌĂƚŝŽŶůŝƐƚŝŶŐƉĂŐĞ͘ Update Organization Positions From the Organizations option on the Administration page: 1. Locate the organization in the list. 2. Click on the name of the organization. 3. Go to the Positions tab. 4. The Position Templates that are available for the organization are listed. Click on the name of the position to edit for the organization. 5. Update the name of the position as it will appear for the organization. 6. Update the remaining options as appropriate: x Only Assignable by Administrator: The position can only be assigned to a member of an organization by an administrator. x Automatically Approve Requests: Past membership requests for the position will be automatically approved. x Visible on Roster: The ƉŽƐŝƚŝŽŶŝƐǀŝƐŝďůĞŽŶƚŚĞŽƌŐĂŶŝǌĂƚŝŽŶ͛ƐƌŽƐƚĞƌ͘ x Position Name Can Not be Changed: The posŝƚŝŽŶ͛ƐŶĂŵĞĐĂŶŶŽƚďĞĐŚĂŶŐĞĚďǇƚŚĞ
organization. x Security Permissions are Locked: The security permissions for the position are locked. 15 Campus Administrator User Guide x
Is Active: The position is currently active for the organization. Positions can be inactive if only able to be applied as a past position. x Management Access: Different access levels can be applied for each position. The position can ĂĐĐĞƐƐŶŽƚŚŝŶŐŽŶƚŚĞŽƌŐĂŶŝǌĂƚŝŽŶ͛ƐƐŝƚĞ͕ĂĐĐĞƐƐĂůůĂƐƉĞĐƚƐŽĨƚŚĞŽƌŐĂŶŝǌĂƚŝŽŶ͛ƐƐŝƚĞ͕ŽƌŽŶůǇ
ƐƉĞĐŝĨŝĐĂƐƉĞĐƚƐŽĨƚŚĞŽƌŐĂŶŝǌĂƚŝŽŶ͛ƐƐŝƚe. ^ĞůĞĐƚ͞sŝĞǁ͕͟͞&Ƶůů͕͟Žƌ͞EŽŶĞ͟ĨŽƌĞĂĐŚĂƐƉĞĐƚŽĨƚŚĞ
ŽƌŐĂŶŝǌĂƚŝŽŶ͛ƐƐŝƚĞ͘ ϳ͘ůŝĐŬ͞hƉĚĂƚĞ͟ǁŚĞŶĂůůĐŚĂŶŐĞƐŚĂǀĞďĞĞŶŵĂĚĞ͘ OR 8͘ůŝĐŬ͞ƌĞĂƚĞEĞǁWŽƐŝƚŝŽŶ͟ƚŽĂĚĚĂŶĞǁƉŽƐŝƚŝŽŶĨŽƌũƵƐƚƚŚŝƐŽƌŐĂŶŝǌĂƚŝŽŶ͘ 9. Select the Position Template the new position should be based off of. 10. Update the Name of the position if needed. 11. Update the remaining options as appropriate: x Only Assignable by Administrator: The position can only be assigned to a member of an organization by an administrator. x Automatically Approve Requests: Past membership requests for the position will be automatically approved. x Visible on Roster: The ƉŽƐŝƚŝŽŶŝƐǀŝƐŝďůĞŽŶƚŚĞŽƌŐĂŶŝǌĂƚŝŽŶ͛ƐƌŽƐƚĞƌ͘ x Position Name Can Not be Changed: The ƉŽƐŝƚŝŽŶ͛ƐŶĂŵĞĐĂŶŶŽƚďĞĐŚĂŶŐĞĚďǇƚŚĞ
organization. x Security Permissions are Locked: The security permissions for the position are locked. x Is Active: The position is currently active for the organization. Positions can be inactive if only able to be applied as a past position. x Management Access: Different access levels can be applied for each position. The position can ĂĐĐĞƐƐŶŽƚŚŝŶŐŽŶƚŚĞŽƌŐĂŶŝǌĂƚŝŽŶ͛ƐƐŝƚĞ͕ĂĐĐĞƐƐĂůůĂƐƉĞĐƚƐŽĨƚŚĞŽƌŐĂŶŝǌĂƚŝŽŶ͛ƐƐŝƚĞ͕ŽƌŽŶůǇ
ƐƉĞĐŝĨŝĐĂƐƉĞĐƚƐŽĨƚŚĞŽƌŐĂŶŝǌĂƚŝŽŶ͛ƐƐŝƚĞ͘ ^ĞůĞĐƚ͞sŝĞǁ͕͟͞&Ƶůů͕͟Žƌ͞EŽŶĞ͟ĨŽƌĞĂĐŚ aspect of the ŽƌŐĂŶŝǌĂƚŝŽŶ͛ƐƐŝƚĞ͘ ϭϮ͘ůŝĐŬ͞ƌĞĂƚĞ͘͟ Update Organization Categories From the Organizations option on the Administration page: 1. Locate the organization in the list. 2. Click on the name of the organization. 3. Go to the Categories tab. 4. Click on the category in the left column to assign it to the organization. 5. Click on the category in the right column to remove it from the organization. ** Multiple categories can be associated with the organization, and are used as a searchable feature of the organization. ** Update Organization Outcomes From the Organizations option on the Administration page: 1. Locate the organization in the list. 16 Campus Administrator User Guide 2. Click on the name of the organization. 3. Go to the Outcomes tab. 4. Select the outcome to associate with the organization from the Outcomes drop-‐down menu. 5. Update the Multiplier if needed. ϲ͘ůŝĐŬ͞ĚĚKƵƚĐŽŵĞ͟ 7. The associated outcomes will be listed on this page. Remove Organizations From the Organizations option on the Administration page: 1͘>ŽĐĂƚĞƚŚĞŽƌŐĂŶŝǌĂƚŝŽŶ;ƐͿǇŽƵ͛ĚůŝŬĞƚŽƌĞŵŽǀĞŝŶƚŚĞůŝƐƚďǇƐĞĂƌĐŚŝŶŐƚŚĞŶĂŵĞŽĨƚŚĞŽƌŐĂŶŝǌĂƚŝŽŶ
or by scrolling through the list of all organizations. 2. Click on the name of the organization. 3. hƉĚĂƚĞƚŚĞKƌŐĂŶŝǌĂƚŝŽŶ^ƚĂƚƵƐƚŽ͞/ŶĂĐƚŝǀĞ͟. 4. ClŝĐŬ͞hƉĚĂƚĞKƌŐĂŶŝǌĂƚŝŽŶ͟. ** Organizations cannot be deleted from the system, only marked as Inactive. This maintains any previous involvement with the organization but does not allow any future involvement. ** Close Organization Types From the Organizations option on the Administration page: ϭ͘>ŽĐĂƚĞƚŚĞŽƌŐĂŶŝǌĂƚŝŽŶƚǇƉĞǇŽƵ͛ĚůŝŬĞƚŽĐůŽƐĞŝŶƚŚĞůŝƐƚ͘ 2. Click on the name of the organization type. ϯ͘ůŝĐŬŽŶ͞ůŽƐĞKƌŐĂŶŝǌĂƚŝŽŶdǇƉĞ͘͟ 4. Confirm closing of organization type. ** Any organization currently assigned to that organization type will remain on the site but will not be able to re-‐register until they are assigned a new organization type. ** 17 Campus Administrator User Guide Managing Default Interests As a campus administrator, you are able to create default interests that can be associated with organizations and events, and will be used to recommend involvement opportunities to students. CollegiateLink has provided some interests for your campus. From the Administration page: 1. Click on Configuration on the left side of the page. 2͘ůŝĐŬƚŚĞ͞DĂŶĂŐĞ/ŶƚĞƌĞƐƚƐ͟ůŝŶŬ͘ Interests can be grouped into categories of similar areas (e.g., Sports). From the Manage Interests page: 3͘ůŝĐŬƚŚĞ͞EĞǁĂƚĞŐŽƌǇ͟ďƵƚƚŽŶ͘ 4. Indicate the name of the category. 5͘ůŝĐŬ͞ƌĞĂƚĞ͘͟ ** Click the link of the category to add interests into it. You must add the category first before adding interests to it. ** 6͘ůŝĐŬƚŚĞ͞EĞǁ/ŶƚĞƌĞƐƚ͟ďƵƚƚŽŶ͘ 7. Indicate the name of the interest. 8͘ůŝĐŬ͞ƌĞĂƚĞ͘͟ Manage Interests From the Manage Interests page: 1. Locate the interest in the listing, or under a Category. 2͘ůŝĐŬ͞,ŝĚĞͬ͟͟Show͟ƚŽƚŚĞĨĂƌƌŝŐŚƚŽĨƚŚĞŝŶƚĞƌĞƐƚ͘ These are CollegiateLink provided interests and cannot be deleted. OR ϯ͘ůŝĐŬ͞ĞůĞƚĞ͟ƚŽƚŚĞĨĂƌƌŝŐŚƚŽĨƚŚĞŝŶƚĞƌĞƐƚ͘ Only campus-‐created interests can be deleted. 4. Confirm action. 18 Campus Administrator User Guide Managing Campus Users All of the individuals on your campus are listed in the site for your reference. You can also update their information or status. 1. Log in to your campus site. 2. Go to Administration at the top of the page. 3. Click on Users on the left side of the page. 4. Search for an individual by first name, last name, or username, or by scrolling through the list of individuals. 5. Click on the name of the individual to update their first name, last name, campus e-‐mail, preferred e-‐
mail, and/or access level. ϲ͘'ŽƚŽƚŚĞ͞ŽŶƚĂĐƚ/ŶĨŽƌŵĂƚŝŽŶ͟ƚĂďƚŽĞĚŝƚƚŚĞůŽĐĂůĂŶĚŚŽŵĞĐŽŶƚĂĐƚŝŶĨŽƌŵĂƚŝŽŶĨŽƌƚŚĞindividual. 7͘ůŝĐŬ͞hƉĚĂƚĞ͟ǁŚĞŶĚŽŶĞĞĚŝƚŝŶŐ͘ ** If additional fields were created for the user profile, they would also be available here to update. ** System Admins Any individual can be granted administrative access, either full or limited. This will grant the individual access to the Administration page. From the Users option on the Administration page: 1. Search for an individual by first name, last name, or username, or by paging through the list of users. 2. Click on the name of the user. 3. Select one of the access options and the appropriate specifics: x No Access: The individual will not see the Administration tab on the site at all. x All Access: The individual will have complete access to view and edit all items on the Administration tab. x Limited Access: The individual will only access those aspects designated as View or Full. 4͘ůŝĐŬ͞hƉĚĂƚĞ͘͟ Deleting Users hƐĞƌƐĐĂŶďĞĚĞůĞƚĞĚĨƌŽŵǇŽƵƌĐĂŵƉƵƐƐŝƚĞĚĞƉĞŶĚĞŶƚƵƉŽŶǇŽƵƌĐĂŵƉƵƐ͛ƐĂƵƚŚĞŶƚŝĐĂƚŝŽŶƉƌŽĐĞƐƐ͘/Ĩ
your campus uses one of the authentication methods (LDAP, CAS, Shibboleth, Generic Pass-‐through), then your IT staff needs to delete the user from the campus database and it will automatically be removed from ours. If your campus is hosted, we can delete the users for you. ** Contact your CollegiateLink representative if you are unsure. ** 19 Campus Administrator User Guide Archive Users As students leave your institution due to graduation or other reasons, you can archive their associated user information within your CollegiateLink system, preventing them from logging in and accessing their information. You can unarchive any user at any time. From the Users option on the Administration page: 1. Use the search field to locate the user you'd like to archive. 2. Click on the name of the user. 3. Click on the "Archive User" button in the top right corner of the screen. 4. Confirm archive of user. ** Archived users will no longer be able to log in to the system, all of their current memberships will end, and all of their membership invitations/requests and system inbox messages will be removed. ** Unarchive a User If a user returns to your institution, you can unarchive them in the system but only their profile information will be restored. It will be as if they are a brand new user to the system with no memberships or involvement. From the Users option on the Administration page: 1. Click on the Archived tab. 2. Use the search field to locate the user you'd like to unarchive. 3. Click on the name of the user. 4. Click on the Unarchive button in the top right corner of the screen. 5. Confirm unarchive of user. Bulk Update Users You can use a file upload to indicate a large group of users that need to be either archived or unarchived. The file must be in text tab delimited (TXT) or comma delimited (CSV) format, and contain only the e-‐mail address, username, or Card ID number of each user that needs to be updated. From the Users option on the Administration page: 1. Click on the "Bulk User Management" link. 2. Indicate the action: Archive or Unarchive. 3. Indicate which identifier is used in the file: E-‐mail address, Username, or Card ID Number. 4. Select your saved CSV or TXT file. 5. Click "Upload". ** You will be taken to the Upload History page where you can view the status of your upload and export any rows that caused errors during the upload. ** 20 Campus Administrator User Guide Managing Events Events are created by organizations and may need to be approved by a campus administrator based on your campus settings. Events can also be created by a campus administrator for a specific organization. Contact your CollegiateLink Support Specialist to update your Event Auto Approve settings. Approve Events 1. Log in to your campus site. 2. Go to Administration at the top of the page. 3. Click on Events on the left side of the page. 4. ůŝĐŬŽŶƚŚĞ͞hŶĂƉƉƌŽǀĞĚ^ƵďŵŝƐƐŝŽŶƐ͟ůŝŶŬŝŶƚŚĞůĞĨƚƐŝĚĞŽĨƚŚĞƉĂŐĞ͘ 5. Click on the name of the ĞǀĞŶƚǇŽƵ͛ĚůŝŬĞƚŽƌĞǀŝĞǁ͘ ϲ͘ůŝĐŬŽŶƚŚĞ͞ĞƚĂŝůƐ͟ůŝŶŬƚŽƌĞǀŝĞǁƚŚĞƐƉĞĐŝĨŝĐƐŽĨƚŚĞĞǀĞŶƚ͘ ** If your campus has created an Event Form, you will have to review each page of the form by clicking ͞EĞǆƚ͟ďĞĨŽƌĞǇŽƵĐĂŶĂƉƉƌŽǀĞƚŚĞĞǀĞŶt. ** 7͘ůŝĐŬ͞ĚĚZĞǀŝĞǁĞƌƐ͟ƚŽŝŶĚŝĐĂƚĞǁŚĂƚŽƚŚĞƌŝŶĚŝǀŝĚƵĂůƐŶĞĞĚƚŽƌĞǀŝĞǁƚŚĞĞǀĞŶƚƉƌŝŽƌƚŽĂƉƉƌŽǀĂů͘ 8. Search for the appropriate individual by name. 9. Click the green plus sign to the right of each individual to add them as Reviewers for this event. 10. Once alůZĞǀŝĞǁĞƌƐŚĂǀĞďĞĞŶĂĚĚĞĚ͕ĐŚĞĐŬƚŚĞďŽǆƚŽƚŚĞƌŝŐŚƚŽĨĞĂĐŚŝŶĚŝǀŝĚƵĂůǇŽƵ͛ĚůŝŬĞƚŽŶŽƚŝĨǇ
ŽĨƚŚĞŝƌƌŽůĞĂŶĚĐůŝĐŬ͞EŽƚŝĨǇ^ĞůĞĐƚĞĚ͘͟ 11͘ůŝĐŬ͞ĂĐŬƚŽǀĞŶƚ^ƵďŵŝƐƐŝŽŶ͟ǁŚĞŶĨŝŶŝƐŚĞĚĂĚĚŝŶŐĂŶĚŶŽƚŝĨǇŝŶŐŝŶĚŝǀŝĚƵĂůƐĂƐZĞǀŝĞǁĞƌƐ͘ ** You can Approve/Deny the event at any time. This is not contingent on the responses from the reviewers. The event cannot be edited by the submitter unless you have Approved or Denied it. ** 12. Use the Discussion option to relay information to the Reviewers or the individual who submitted the event. 13͘ůŝĐŬ͞ƉƉƌŽǀĞ͟Žƌ͞ĞŶǇ͟ĂƐĂƉƉƌŽƉƌŝĂƚĞŽŶƚŚĞĞǀĞŶƚƌĞǀŝĞǁƉĂŐĞ͘ 14. Confirm approval or denial of event, and include any comments that will be sent to the individual who submitted the event. Create New Events From the Events option on the Administration page: 1͘ůŝĐŬƚŚĞ͞ƌĞĂƚĞǀĞŶƚ͟ďƵƚƚŽŶĂƚƚŚĞƚŽƉŽĨƚŚĞƉĂŐĞ͘ 2. Enter the Name, Location, and Date/Time of the event. Include a brief description if desired. 3. Type the name of the organization the event belongs to, and a drop-‐down list of organizations with the typed characters will appear for selection. 4. Indicate if you'd like to include a Google map to the location of the event. 5. Indicate if you'd like to include a link to the weather for the location of the event. 21 Campus Administrator User Guide 6. Browse for and attach a flyer if applicable. If a flyer is not attached, the event will not display on the flyerboard. ** Supported files include image files (jpg, jpeg, tif, tiff, gif, png, bmp), office files (xls, xlsx, ppt, pptx, doc, docx, pub, rtf) and html, htm, mht and pdf. Files must be smaller than 4 MB. ** 7. Select the type of event: x Public: Everyone can view the event. x Campus Only: Only members of the campus community can view the event once logged in. x Organization Only: Only members of the organization associated with the event can view the event. x Invitation Only: Only individuals invited to the event can view it. 8. Select a Category from the drop-‐down menu, if applicable. Multiple categories can be selected. 9. Select the RSVP Option: None: No one can RSVP to the event. Open: Any one can RSVP to the event. Invite: Only those invited to the event can RSVP. 10. Select a maximum number of RSVP spots allowed if applicable. An RSVP "cap" or maximum number of open spots can be set when creating or editing an event. Event creators can specify whether guest attendees should be counted toward the cap amount or not, and also decide whether to show the remaining number of available spots to the public. 11. Indicate if anyone is allowed to self-‐report attendance to the event. 12. Indicate if you'd like a QR code created for the event. People will be able to scan this code to directly access the details of the event 13. Indicate if anyone is allowed to show attendance at this event on their system display name. 14. Complete all additional fields, if applicable. 15͘ůŝĐŬ͞Create͘͟ ** If you have set up the Event Form, you will not be taken to it as Administration-‐created events are automatically approved. This is a feature for you to easily creaƚĞĞǀĞŶƚƐƚŚĂƚĚŽŶ͛ƚƌĞƋƵŝƌĞŐŽŝŶŐƚŚƌŽƵŐŚ
the Event Form submission process. To create an event that requires completing the Event Form, go to the associated organization and create the event. ** Edit Existing Events From the Events option on the Administration page: ϭ͘>ŽĐĂƚĞƚŚĞĞǀĞŶƚǇŽƵ͛ĚůŝŬĞƚŽĞĚŝƚďǇsearching for the name of the event or organization, or by scrolling through the list of all events on the Events tab. Ϯ͘ůŝĐŬŽŶƚŚĞŶĂŵĞŽĨƚŚĞĞǀĞŶƚǇŽƵ͛ĚůŝŬĞƚŽĞĚŝƚ͘ 3. You can edit the Name, Location, Date/Time, Description, Event Flyer, Type, RSVP Option, and/or Organization. 4. Update any additional fields, if applicable. 5͘ůŝĐŬ͞^ĂǀĞ͟ƚŽƵƉĚĂƚĞƚŚĞĐŚĂŶŐĞƐŵĂĚĞƚŽƚŚŝƐƉĂŐĞ͘zŽƵǁŝůůƌĞƚƵƌŶƚŽƚŚĞĂĚŵŝŶŝƐƚƌĂƚŝŽŶĞǀĞŶƚ
listing. 22 Campus Administrator User Guide ** If you have set up the Event Form, you cannot update the information included in the form. You must ŐŽƚŽƚŚĞĂƐƐŽĐŝĂƚĞĚŽƌŐĂŶŝǌĂƚŝŽŶ͛ƐƉĂŐĞĂŶĚƵƉĚĂƚĞƚŚĞĞǀĞŶt, resubmitting it for approval, and re-‐
approve it. Review Events 1. Log in to your campus site. 2. ClicŬŽŶƚŚĞ͞ZĞǀŝĞǁ͟ůŝŶŬĂƚƚŚĞƚŽƉŽĨƚŚĞƉĂŐĞ͘ ϯ͘ůŝĐŬŽŶƚŚĞŶĂŵĞŽĨƚŚĞĞǀĞŶƚǇŽƵ͛ĚůŝŬĞƚŽƌĞǀŝĞǁ͘ ϰ͘ůŝĐŬŽŶƚŚĞ͞ĞƚĂŝůƐ͟ůŝŶŬƚŽƐƚĂƌƚƌĞǀŝĞǁŝŶŐƚŚĞĞǀĞŶƚĂƚƚŚĞďĞŐŝŶŶŝŶŐ͘ ϱ͘ůŝĐŬ͞EĞǆƚ͟ĂƚƚŚĞďŽƚƚŽŵŽĨĞĂĐŚƉĂŐĞƚŽƌĞǀŝĞǁƚŚĞĞŶƚŝƌĞĞǀĞŶƚƐƵďŵŝssion. 6. After reviewing each page, indicate your response in the Review box on the far right side of the page. 7. Enter any comments you might have regarding the submission on the Discussion board. These comments will be seen by the campus administrator, the submitter, and all reviewers of the event. ϴ͘ůŝĐŬ͞ĂĐŬƚŽDǇZĞǀŝĞǁƐ͟ƚŽĂĐĐĞƐƐĂŶǇĂĚĚŝƚŝŽŶĂůĞǀĞŶƚƐǇŽƵŵĂǇŚĂǀĞƚŽƌĞǀŝĞǁ͘ ϵ͘ůŝĐŬ͞ĂĐŬƚŽDǇ^ƵďŵŝƐƐŝŽŶƐ͟ƚŽĂĐĐĞƐƐĂŶǇĞǀĞŶƚƐǇŽƵƐƵďŵŝƚƚĞĚ͘ Remove Events From the Events option on the Administration page: ϭ͘>ŽĐĂƚĞƚŚĞĞǀĞŶƚǇŽƵ͛ĚůŝŬĞƚŽƌĞŵŽǀĞŝŶƚŚĞůŝƐƚŽŶƚŚĞǀĞŶƚƐƚĂďďǇƐĐƌŽůůŝŶŐƚŚƌŽƵŐŚƚŚĞůŝƐƚŽĨĂůů
events. 2͘ůŝĐŬ͞Cancel͟to the far right of the event. 3. Confirm cancellation of event(s). ** Events cannot be deleted from the site, but cancelling them will remove them from the public site and notify any individual who RSVPd of the cancellation. ** Update Event Categories From the Events option on the Administration page: 1. ůŝĐŬŽŶƚŚĞ͞ǀĞŶƚĂƚĞŐŽƌŝĞƐ͟ůŝŶŬ͘ 2. Click on the name of the category. 3. Update the name and/or description of the category. 4. Update the settings for category. 5. Go to the Events tab to see what events have the specified category. ϲ͘ůŝĐŬ͞hƉĚĂƚĞ͟ĂƚƚŚĞďŽƚƚŽŵŽĨƚŚĞƉĂŐĞƚŽƐĂǀĞƚŚĞĐŚĂŶŐĞƐ͘ ** You can also Archive any categories if they are no longer going to be used in association with events on the site. ĐĐĞƐƐƚŚĞĐĂƚĞŐŽƌǇĂŶĚƚŚĞŶĐůŝĐŬ͞ƌĐŚŝǀĞĂƚĞŐŽƌǇ͟ĂƚƚŚĞƚŽƉŽĨƚŚĞƉĂŐĞ͖ĐŽŶĨŝƌŵĂĐƚŝŽŶ͘
Categories can be activated in the future if applicable. ** 23 Campus Administrator User Guide Organization Registration Process Create Registrations to register new and/or existing organizations on your campus. 1. Log in to your campus site. 2. Go to Administration at the top of the page. 3. Click on Registrations on the left side of the page. ϰ͘ůŝĐŬ͞ƌĞĂƚĞRegistration͟ĂƚƚŚĞƚŽƉŽĨƚŚĞƉĂŐĞ͘ 5. Provide the name of the registration and brief instructions. ** These instructions can be included in the registration process. ** 6. Indicate if the registration should be Active. It will only be available to organizations if checked. 7. Indicate if the registration should be open, with no end date. OR 8. Specify the start and end date/time for the registration. 9. Specify the number of days that registration can only be accessed by officers of an organization at the beginning of the registration period. 10͘ůŝĐŬ͞^ĂǀĞ͘͟ Once the registration is created, you must include the steps required for each organization to complete. You are now taken to the Steps tab for the organization: 1. Click on each step on the left to be included. The included steps will be moved over to the right side of the page as they are included. You can re-‐order the steps as needed by using the blue arrows on each step that appear when you hover your mouse over the step. ** The Organization Profile step is required for a new organization, but is optional for re-‐registering organizations. ** 2. The steps save automatically after any action is taken. 3. When all steps have been added, click on ͞ĂĐŬƚŽRegistrations͟ĂƚƚŚĞƚŽƉŽĨƚŚĞƉĂŐĞ. The only way you can preview the registration process to ensure that all components have been included is to complete a registration and then Deny the submission. Include Additional Items If you have additional information or steps that need to be collected during the registration process, you can create a Form containing any additional items that are required. 24 Campus Administrator User Guide ** See Forms for complete instructions to create a Form to be included in the registration process. These will be accessible under the Forms folder when including steps in your Registration. ** Assign Registrations -‐ To All Organizations From the Registrations option on the Administration page: ϭ͘ůŝĐŬŽŶƚŚĞ͞ƐƐŝŐŶŵĞŶƚ͟ůŝŶŬŽŶƚŚĞůĞĨƚ͘ 2. Select the appropriate Registration from the first drop-‐down menu to assign for all new organizations. 3. Select the appropriate Registration from the second drop-‐down menu to assign for all existing organizations to re-‐register. ϰ͘ůŝĐŬ͞^ĂǀĞ͘͟ ** The Existing Registration is the default for all organizations unless specified by their Organization Type. ** Assign Registrations -‐ By Organization Type From the Administration page: 1. Go to Organizations on the left side of the page. Ϯ͘ůŝĐŬŽŶ͞KƌŐĂŶŝǌĂƚŝŽŶdǇƉĞƐ͘͟ 3. Locate the Organization Type in the list that requires a Registration assignment. 4. At the bottom of the page, select the appropriate Registration from the drop-‐down menu. ϱ͘ůŝĐŬ͞hƉĚĂƚĞ͘͟ ** If None is selected, any organization in the Organization Type will receive the Registration selected as the default Existing Registration. ** Review and Approve Registration Submissions From the Registrations option on the Administration page: 1. Locate the Registration in the list. 2. Click on thĞ͞ηEĞǁ͟ůŝŶŬƚŽƚŚĞĨĂƌƌŝŐŚƚŽĨƚŚĞZĞŐŝƐƚƌĂƚŝŽŶ͘dŚĞƐĞŵĂǇďĞŶĞǁŽƌŐĂŶŝǌĂƚŝŽŶƐŽƌƌĞ-‐
registered organizations based on how the Registration was assigned. The counts are separated for you. 3. Click the magnifying glass icon to the far right of each submission, listed by Name of organization. 4. Click the link for each step to review the submission. 5. Make any changes as you review the submission. ϲ͘ůŝĐŬ͞EĞǆƚ͟ĂƚƚŚĞďŽƚƚŽŵŽĨƚŚĞƉĂŐĞƚŽŵŽǀĞƚŽƚŚĞŶĞǆƚƐƚĞƉĨŽƌƌĞǀŝĞǁ͘ 7. A comment can be added prior to approval or denial of the submission. 8͘ůŝĐŬ͞ƉƉƌŽǀĞ͟Žƌ͞ĞŶǇ͟ĂĨƚĞƌƌĞǀŝĞǁŽĨƚŚĞĞŶƚŝƌĞƐƵďŵŝƐƐŝŽŶ͘ 9. You will return to the Registration Submissions page to review the remaining submissions. 10. Repeat steps 3-‐8 as needed. ** Any updates to the individual organizations must be done through the Organizations menu option. ** Export Registration Submissions From the Registrations option on the Administration page: 25 Campus Administrator User Guide 1. Click on the "# New" link for New Reg or for Re-‐Reg. 2. Click "Export All". ** All registration submissions will be included in the export file, no matter the status. ** 3. Indicate to Save or Open the file, and click OK. Print/Save Registration Submissions From the Registrations option on the Administration page: 1. Locate the Registration in the list. Ϯ͘ůŝĐŬŽŶƚŚĞ͞ηEĞǁ͟ůŝŶŬƚŽƚŚĞĨĂƌƌŝŐŚƚŽĨƚŚĞZĞŐŝƐƚƌĂƚŝŽŶ͘dŚĞƐĞŵĂǇďĞŶĞǁŽƌŐĂŶŝzations or re-‐
registered organizations based on how the Registration was assigned. 3. Click on the printer icon to the far right of each submission. 4. Click "Print" in the top-‐right corner. OR 5. Click the PDF icon to the far right of each submission. 6. Open or Save as appropriate. 26 Campus Administrator User Guide Forms Use forms on your campus site to gather specific information, such as application information. Forms can be created for the entire campus community or for a specific organization. Create a Form for the Campus 1. Log in to your campus site. 2. Go to Administration at the top of the page. 3. Click on Forms on the left side of the page. ϰ͘ůŝĐŬƚŚĞ͞ƌĞĂƚĞ&Žƌŵ͟ďƵƚƚŽŶ͘ 5. Identify the Name of the form, if it should immediately be Active, and the ĚĂƚĞƌĂŶŐĞǇŽƵ͛Ěůŝke the form to be available during. 6. Identify if the form should allow public submissions. Enabling Public Submissions means that anyone on your campus, in the community, or around the world can create a submission for your Form without logging into this system (as long as the Form is active and you have somehow published the URL). By default, all submissions for Public Forms are anonymous, because there is no effective way to differentiate between two anonymous submitters when authentication is not required. Please note that because submitters cannot be effectively differentiated and there is no way to stop the same person from entering information more than once as an anonymous user, the option for "Multiple Submissions" cannot be disabled. You may still create your own questions for collecting information on the submitter's name, contact information, and so forth; but keep in mind that because authentication is not required any individual may complete this Form using information that may or may not be accurate. 7. Identify if the form should accept multiple submissions from the same individual. 8. Identify any access restrictions based on Organization Type that should be in place for this form. 9͘ůŝĐŬ͞Save͘͟ You are now taken to the Form Creation tool. 1͘ůŝĐŬƚŚĞĨŽƌŵĂƚŽŶƚŚĞůĞĨƚƐŝĚĞŽĨƚŚĞƉĂŐĞŽĨƚŚĞƋƵĞƐƚŝŽŶǇŽƵ͛ĚůŝŬĞƚŽĂĚĚƚŽƚŚĞĨŽƌŵ: x Check Box List: Includes question text and answer set, where multiple answers can be selected. x Radio Button List: Includes question text and answer set, where only one answer can be selected. x Text Field: Includes question text and one text box as the answer, which can be formatted to the desired size. 27 Campus Administrator User Guide x
Drop Down List: Includes question text and answer set, where only one answer can be selected from a drop-‐down menu. x Instructions: Includes question text with no answer set. x Single Check Box: Includes question text with a single checkbox to the left of the question. x Ranking: Includes question text and answer set with ability to rank up to a specified number of items. x File Upload: Includes question text with ability to upload a file. 2͘dǇƉĞŝŶƚĞǆƚĨŽƌƚŚĞƋƵĞƐƚŝŽŶĂŶĚĂŶƐǁĞƌƐĞƚ͕ŝĨĂƉƉůŝĐĂďůĞ͘ůŝĐŬ͞K<͘͟ ** Text fields can be associated with an answer, e.g., Other (please specify), if needed. ** 3͘ůŝĐŬŽŶĂƋƵĞƐƚŝŽŶĂŶĚƚŚĞŶ͞Ěŝƚ͟ƚŽŵĂŬĞĂŶǇĂĚũƵƐƚŵĞŶƚƐƚŽƚŚĞƋƵĞƐƚŝŽŶĂƐĂǁŚŽůĞ͘ x Update question text under the Properties tab. x Designate the minimum and maximum number of answer selections on the Properties tab. x Include a Tooltip for an answer choice on the Answers tab. The specific text will display when the individual hovers over the answer choice. x Include Additional Text to be associated with an answer choice on the Answers tab. The specific text will display in a pop-‐up window after the individual ĐůŝĐŬƐŽŶĂŶ͞ŝ͟ŝĐŽŶ͘ x Include a Text Area to an answer choice on the Answers tab. x Add additional answer choices on the Answers tab. x Reformat the size of the text box, either at the bottom of the properties tab or on the Answers tab by adjusting the number of rows to the desired size. 4͘ůŝĐŬ͞KŬ͟ǁŚĞŶĂůůĞĚŝƚƐŚĂǀĞďĞĞŶŵĂĚĞ͘ 5. Repeat steps 1-‐4 ĨŽƌĞĂĐŚƋƵĞƐƚŝŽŶǇŽƵ͛ĚůŝŬĞƚŽĂĚĚƚŽƉĂŐĞϭ͘ New pages must be created in order to apply conditions. See below for instructions on conditions. 1. CůŝĐŬƚŚĞ͞Page List͟ďƵƚƚŽŶon the top left side of the page to add more pages to the form. Ϯ͘ůŝĐŬ͞WĂŐĞ͟ƵŶĚĞƌĚĚEĞǁŽŶƚŚĞůĞĨƚƐŝĚĞŽĨƚŚĞƉĂŐĞ͘ 3. Repeat steps 1-‐4 above ĨŽƌĞĂĐŚƋƵĞƐƚŝŽŶǇŽƵ͛ĚůŝŬĞƚŽĂĚĚƚŽƚŚĞĂĚĚŝƚŝŽŶĂůƉĂŐĞƐ͘ Forms can include conditions that specify what should be seen based on previous answer selections. While accessing your campus form: ϭ͘'ŽƚŽƚŚĞƉĂŐĞǇŽƵ͛ĚůŝŬĞƚŽĂƉƉůǇĐŽŶĚŝƚŝŽŶƐƚŽ ďǇĂĐĐĞƐƐŝŶŐƚŚĞ͞WĂŐĞ>ŝƐƚ͟ŽƌƐĐƌŽůůŝŶŐƚŚƌŽƵŐŚƚŚĞ
pages. ** Page 1 cannot have conditions applied to them. ** 2. Click the Page Properties button in the top right corner. 3. Go to the Conditions tab. 4͘ůŝĐŬ͞ĚĚŽŶĚŝƚŝŽŶ͟ƚŚĞŶ select the question and answer the page should display based off of. ** The question must be on a previous page. ** 5. Repeat step 5 to add multiple conditions to display the page. 6. CůŝĐŬ͞Ok͟ when all conditions have been added to the page. ** Please note that the page will display if the conditions are met. ** 28 Campus Administrator User Guide Conditions can be grouped together to add greater specificity. To group conditions: 1. Go to the page with the conditions applied. 2. Check the box to the left of each condition that should be grouped together. 3͘ůŝĐŬ͞'ƌŽƵƉ^ĞůĞĐƚĞĚ͘͟ 4. Indicate if the grouping should be True or False. 5. Repeat steps 2-‐4 for each needed grouping. 6. ůŝĐŬ͞Ok͟ǁŚĞŶĂůůĐŽŶĚŝƚŝŽŶƐŚĂǀĞďĞĞŶŐƌŽƵƉĞĚ͘ You can update the title, date range, and/or description for an existing form. While accessing your campus form: 1͘ůŝĐŬƚŚĞ͞Properties͟ďƵƚƚŽŶŝŶƚŚĞƚŽƉright corner of the page. 2. Update the name, active date range, and description as needed. 3. Also update the Access Restrictions and other settings as needed. ϰ͘ůŝĐŬ͞^ĂǀĞ͘͟ Publish Form From the Forms option on the Administration page: ϭ͘>ŽĐĂƚĞƚŚĞĨŽƌŵǇŽƵ͛Ě like to publish. Ϯ͘ůŝĐŬƚŚĞ͞WƵďůŝƐŚ͟ůŝŶŬƚŽƚŚĞĨĂƌƌŝŐŚƚŽĨƚŚĞĨŽƌŵŶĂŵĞ͘ 3. UpdĂƚĞƚŚĞ&Žƌŵ^ƚĂƚƵƐƚŽ͞ĐƚŝǀĞ͟ŝĨŶŽƚĂůƌĞĂĚǇ set. 4. Identify if ǇŽƵ͛ĚůŝŬĞƚŚĞĨŽƌŵƉƵďůŝƐŚĞĚĂƐĂŵĞƐƐĂŐĞƐĞŶƚƚŽthe primary contacts of organizations that can access the form. ϱ͘/ŶĐůƵĚĞƚŚĞƐƉĞĐŝĨŝĐƚĞǆƚǇŽƵ͛ĚůŝŬĞƚŽĚŝƐƉůĂǇĨŽƌĞĂĐŚŶŽƚŝĨŝĐĂƚŝŽŶŽƉƚŝŽŶ͘ 6. Copy the form link to provide access to the form via another method. 7͘ůŝĐŬ͞WƵďůŝƐŚ&Žƌŵ͘͟ ǇƵƐŝŶŐƚŚĞ͞WƌŽƉĞƌƚŝĞƐ͟ďƵƚƚŽŶŝŶƚŚĞƵƉƉĞƌƌŝŐŚƚŚĂŶĚĐŽƌŶĞƌŽf the Form Creation tool, you can set Notifications and Reviewers to form submissions. To manage who receives notifications for each submission of the form: ϭ͘ůŝĐŬ͞EŽƚŝĨŝĐĂƚŝŽŶƐ͟ƚŽŝŶĚŝĐĂƚĞƚŚĞŝŶĚŝǀŝĚƵĂůƐǁŚŽŶĞĞĚƚŽƌĞĐĞŝǀĞŶŽƚŝĨŝĐĂƚŝŽŶƐŽĨĞĂĐŚĨŽrm submission. 2. Search for the appropriate individual by name. 3. Click the green plus to the left of each individual to add them to the notification list. Please note only users with the appropriate level of access will be able to review and/or manage submissions. To manage reviewers for your form submission: ϭ͘ůŝĐŬ͞ZĞǀŝĞǁĞƌƐ͟ƚŽŝŶĚŝĐĂƚĞǁŚĂƚŽƚŚĞƌŝŶĚŝǀŝĚƵĂůƐŶĞĞĚƚŽƌĞǀŝĞǁƚŚĞĨŽƌŵƉƌŝŽƌƚŽĂƉƉƌŽǀĂů͘ 2. Search for the appropriate individual by name. 3. Click the green plus sign to the left of each individual to add them as Reviewers for this form. 29 Campus Administrator User Guide ϰ͘KŶĐĞĂůůZĞǀŝĞǁĞƌƐŚĂǀĞďĞĞŶĂĚĚĞĚ͕ĐŚĞĐŬƚŚĞďŽǆƚŽƚŚĞƌŝŐŚƚŽĨĞĂĐŚŝŶĚŝǀŝĚƵĂůǇŽƵ͛ĚůŝŬĞƚŽŶŽƚŝĨǇ
ŽĨƚŚĞŝƌƌŽůĞĂŶĚĐůŝĐŬ͞EŽƚŝĨǇ^ĞůĞĐƚĞĚ͘͟ hƐĞƚŚĞƚŽŐŐůĞƚŽŝŶĚŝĐĂƚĞŝĨǇŽƵ͛ĚůŝŬĞƚŽĞŶĂďůĞZĞǀŝĞwer Workflow. Enabling Reviewer Workflow will allow you to specify the order in which each Reviewer added below will be able to access any given Form Submission and complete a review. When Reviewer Workflow is enabled and a Form Submission is received, a notification will be sent to all Reviewers at "Level 1" informing them that a new Submission is available for review. Each Reviewer at "Level 1" will be allowed to access the Form Submission, make comments, and provide a recommendation for approving or denying the Submission. Please note that whether a Reviewer receives a notification message via email or only within their System Inbox depends on the Reviewer's personal Notification Settings. No Reviewer at subsequent levels will be notified about receipt of the Submission, nor will they have access to review, comment on, or make a recommendation until all "Level 1" Reviewers have completed their review and submitted a recommendation. Once "Level 1" review is complete, the process will be repeated for "Level 2" Reviewers (with the same restrictions now placed on those at subsequent stages of review such as "Level 3", "Level 4", etc.). You will only have as many Levels as there are Reviewers added to the Form. You may add as many Reviewers to each Level as you wish. A Reviewer may only be added to a single Level. Review Form Submissions From the Forms option on the Administration page: ϭ͘>ŽĐĂƚĞƚŚĞĨŽƌŵǇŽƵ͛ĚůŝŬĞƚŽƌĞǀŝĞǁƐƵďŵŝƐƐŝŽŶƐĨŽƌ͘ Ϯ͘ůŝĐŬƚŚĞ͞^ƵďŵŝƐƐŝŽŶƐ͟ůŝŶŬƚŽƚŚĞĨĂƌƌŝŐŚƚŽĨƚŚĞĨŽƌŵŶĂŵĞ͘ Any unapproved submissions will be indicated in this link as well. 3. Click on the magnifying glass icon to the far right of each pending submission. 4. Click the link for each step to review the submission. 5. Make any changes as you review the submission. ϲ͘ůŝĐŬ͞EĞǆƚ͟ĂƚƚŚĞďŽƚƚŽŵŽĨƚŚĞƉĂŐĞƚŽŵŽǀĞƚŽƚŚĞŶĞǆƚƐƚĞƉĨŽƌƌĞǀŝĞǁ͘ 7. A comment can be added prior to approval or denial of the submission. 8͘ůŝĐŬ͞ƉƉƌŽǀĞ͟Žƌ͞ĞŶǇ͟ĂĨƚĞƌƌĞǀŝĞǁŽĨƚŚĞĞŶƚŝƌĞƐƵďŵŝƐƐŝŽŶ͘ 9. You will return to the Form Submissions page to review the remaining submissions. 10. Repeat steps 3-‐8 as needed. Export Form Submissions From the Forms option on the Administration page: 1. Locate the form in the list and click on the "Submissions" link to the far right of the form. 2. Click "Export All" at the top of the list of submissions. ** All submissions will be included in the export file, no matter the status. ** 30 Campus Administrator User Guide 3. Indicate to Open or Save the file, and click OK. Print/Save Form Submissions From the Forms option on the Administration page: ϭ͘>ŽĐĂƚĞƚŚĞĨŽƌŵǇŽƵ͛ĚůŝŬĞƚŽprint/save submissions for. Ϯ͘ůŝĐŬƚŚĞ͞^ƵďŵŝƐƐŝŽŶƐ͟ůŝŶŬƚŽƚŚĞ far right of the form name. 3. Click on the printer icon to the far right of each submission. 4. Click "Print" in the top-‐right corner. OR 5. Click the PDF icon to the far right of each submission. 6. Open or Save as appropriate. 31 Campus Administrator User Guide Elections Elections can be created for the entire campus community or for a specific organization. To provide restrictions on which individuals see which ballots for your election, you must first create Eligibility Lists. These allow you to group individuals in order to specify particular ballots for certain groups. Create an Eligibility List 1. Log in to your campus site. 2. Go to Administration at the top of the page. 3. Go to Eligibility Lists on the left side of the page. ϰ͘ůŝĐŬƚŚĞ͞ƌĞĂƚĞůŝŐŝďŝůŝƚǇ>ŝƐƚ͟ďƵƚƚŽŶ͘ 5. Enter the name and brief description of the eligibility list. ϲ͘/ŶĚŝĐĂƚĞŝĨƚŚĞĞůŝŐŝďŝůŝƚǇůŝƐƚƐŚŽƵůĚďĞĂƐƐŝŐŶĞĚƚŽĂƐƉĞĐŝĨŝĐŽƌŐĂŶŝǌĂƚŝŽŶ͘ǇĚĞĨĂƵůƚ͕͞EŽ͟ŝƐƐĞůĞĐƚĞĚ͘
Select the appropriate organization, if applicable. 7. Select the Type of file from the drop-‐down menu: Email Address or Username 8. Browse and select the CSV (comma delimited) file containing the usernames or e-‐mail addresses to upload. ϵ͘ůŝĐŬ͞^ĂǀĞ͘͟ 10. Repeat steps 4-‐ϵĨŽƌĞĂĐŚĞůŝŐŝďŝůŝƚǇůŝƐƚǇŽƵ͛ĚůŝŬĞ to create. You are now ready to create an Election and apply eligibility lists to your ballots. Create a Campus-‐Wide Election From the Administration page: 1. Click on Elections on the left side of the page. 2͘ůŝĐŬƚŚĞ͞ƌĞĂƚĞElection͟ďƵƚƚŽŶ͘ 3. Identify the Name of the election, if it should include instructions, and any additional instructions that should be included. 4. Indicate if the election should be active ĂŶĚƚŚĞĚĂƚĞƌĂŶŐĞǇŽƵ͛ĚůŝŬĞƚŚĞelection to be available during. ** Once the election is set to Active and it falls within the date range, a prompt will display on the main page of your site for eligible individuals to vote. ** 5͘ůŝĐŬ͞^ĂǀĞ͘͟ 32 Campus Administrator User Guide You can create as many ballots as needed. Each ballot can be accessible to the general population or any number of the eligibility lists. An individual will see each ballot they are designated to see. 6͘ůŝĐŬ͞ƌĞĂƚĞĂůůŽƚ͘͟ 7. Enter the name of the ballot. 8. Indicate if this ballot should be available to all individuals by clicking on Enable or Disable. IF you Disable the General access, THEN: 9. Indicate for each Eligibility List who should access this ballot: x Allow: allows the individuals on the list to access the ballot x Deny: individuals cannot access the ballot and supersedes an allow list x Ignore: the list will not be used for the ballot 10͘ůŝĐŬ͞^ĂǀĞ͟ǁŚĞŶĂůůĂĐĐĞƐƐŚĂƐďĞĞŶŝĚĞŶƚŝĨŝĞĚ͘ ** You are now taken to our form builder, with limited question types. Please see page 23 for complete instructions on creating/editing questions. ** ΎΎzŽƵĐĂŶĂůǁĂǇƐĂĐĐĞƐƐƚŚĞďĂůůŽƚƚŝƚůĞĂŶĚĞůŝŐŝďŝůŝƚǇůŝƐƚƐĞƚƚŝŶŐƐǀŝĂƚŚĞ͞WƌŽƉĞƌƚŝĞƐ͟ƚĂďǁŚĞŶĨŝƌƐƚ
accessing the election. ** 11͘ůŝĐŬ͞ĂĐŬƚŽ>ŝƐƚ͟ǁŚĞŶǇŽƵŚĂǀĞĐƌĞĂƚĞĚĂůůŽĨƚŚĞƋƵĞƐƚŝŽŶƐfor this ballot. 12. Repeat steps 6-‐10 for each ballot needed. You have now built your election. Be sure that it is set to Active so that the prompt will display on the main page of your site for eligible individuals to vote. View Ballot Results From the Administration page: 1. Click on Elections on the left side of the page. 2. Click on the name of the election. 3. Go to the Results tab. 4. A snapshot of the current results will display, including the total number of eligible voters, the number of current entries, and the current percent of completed entries. 5͘ůŝĐŬƚŚĞ͞ǆƉŽƌƚ͟ďƵƚƚŽŶƚŽĚŽǁŶůŽĂĚĂŶǆĐĞůĨŝůĞŽĨĂůůƚŚĞďĂůůŽƚĞŶƚƌŝĞƐ͘ 33 Campus Administrator User Guide Service Hours Tracking Students are able to indicate the amount of time they spend involved in community service directly on your campus site. This information is associated with a specific organization and is included on the ƐƚƵĚĞŶƚ͛ƐĐŽ-‐curricular transcript. Students can add this in directly as they complete service hours or student leaders can add this for members of their organization. In the event that your campus has service hours associated with an office instead of an organization, you may need to record and/or approve these service hours. An example of this would be for Leadership Development Programs. ** Only organization officers or campus administrators can enter/approve service hours for other members of the organization. Reporting on service hours is also limited to organization officers and campus administrators. ** ZĞĐŽƌĚKƌŐĂŶŝǌĂƚŝŽŶDĞŵďĞƌƐ͛^ĞƌǀŝĐĞ,ŽƵƌƐ 1. Log in to your campus site. 2. Go to the organization͛ƐƉĂŐĞunder the Organizations tab to add service hours. 3. Go to Service Hours on the left side of the page. ϰ͘ŶƚĞƌƚŚĞĨŽůůŽǁŝŶŐŝŶĨŽƌŵĂƚŝŽŶŝŶƚŚĞƚŽƉ͞ZĞĐŽƌĚEĞǁŶƚƌǇ͟ŵŽĚƵůĞ͗ x Member Name: Name of the person to receive the service hours (a drop-‐down menu will appear as characters are entered) x Date when the service hours took place x Description: A brief description of the event or service hours x Duration: The number of hours (in 1:30 format) ϱ͘ůŝĐŬ͞^Ƶďŵŝƚ͘͟ ** These service hours are automatically approved. ** ƉƉƌŽǀĞKƌŐĂŶŝǌĂƚŝŽŶDĞŵďĞƌ͛Ɛ^ĞƌǀŝĐĞ,ŽƵƌƐ From the Service Hours option on the organization page: 1͘KŶƚŚĞ͞WĞŶĚŝŶŐ Submissions͟ƚĂďŝŶƚŚĞůŽǁĞƌŵŽĚƵůĞ͕ǇŽƵǁŝůůƐĞĞƚŚĞŵĞŵďĞƌ͛ƐŶĂŵĞ͕ĚĂƚĞ͕
description of service event, and duration of service. 2. Click Approve or Deny on the far right of the person based on appropriate action. 3. Confirm action. 'ĞŶĞƌĂƚĞĂŶĚǆƉŽƌƚZĞƉŽƌƚƐŽĨKƌŐĂŶŝǌĂƚŝŽŶ͛Ɛ^ĞƌǀŝĐĞ,ŽƵƌƐ From the Service Hours option on the organization page: 1. Go to ƚŚĞ͞ZĞƉŽƌƚŝŶŐ͟ƚĂďŝŶƚŚĞůŽǁĞƌŵŽĚƵůĞ͘ All service hours display by default. 2. Adjust the date range and individualƐǇŽƵ͛ĚůŝŬĞƚŽƐĞĞĂƌĞƉŽƌƚĨŽƌŝŶƚŚĞĨŝĞůĚƐ͘ 3͘ůŝĐŬ͞^ŚŽǁZĞƉŽƌƚ͘͟ ** The results based on the criteria you entered will display on the page. Export options will be available in the future. ** 34 Campus Administrator User Guide Involvement Management All students can include previous memberships and positions on your site that will be added to their co-‐
curricular transcript. Once students have added them, a campus administrator must approve the past involvement. 1. Log in to your campus site. 2. Go to Administration at the top of the page. 3. Go to Involvement on the left side of the page. 4. All pending Past Involvement Requests will be listed. 5. Review each submission and Approve or Deny as appropriate. 6. Approve the request by updating the position or date range of involvement if necessary. ϳ͘ůŝĐŬ͞ƉƉƌŽǀĞZĞƋƵĞƐƚ͘͟ OR 8. Deny the request and include a Comment providing a reason for the denial. ϵ͘ůŝĐŬ͞ĞŶǇZĞƋƵĞƐƚ͘͟ Involvement Imports You can also import a large number of previous memberships and positions if needed. Your file to be uploaded must be in comma delimited (.CSV) format and contain no more than 500 rows. Each row must contain the username, organization ID, position, start date, and end date. The organization ID can be located in the Organization Directory export under the reporting tab (see page 35 for more information). You can leave the end date empty for current memberships. From the Administration page: 1. Go to Involvement on the left side of the page. 2͘ůŝĐŬŽŶƚŚĞ͞/ŶǀŽůǀĞŵĞŶƚ/ŵƉŽƌƚƐ͟ůŝŶŬ͘ 3. Browse for the CSV file to upload. 4͘ůŝĐŬ͞hƉůŽĂĚ͘͟ ** An import summary will be provided for you review. Any invalid entries will provide you with an error message. You can remove any entries as needed. ** 5͘ůŝĐŬ͞/ŵƉŽƌƚ͘͟ ** The involvement will show for each individual under their My Involvement. ** 35 Campus Administrator User Guide Co-‐Curricular Transcripts All individuals on your campus have access to a co-‐curricular transcript, outlining their extracurricular activities and associated learning outcomes. This can be turned off for your campus based on your preference. Contact your CollegiateLink Support Specialist to ensure this is turned on for your campus. Setup Co-‐Curricular Transcripts 1. Log in to your campus site. 2. Go to Administration at the top of the page. 3. Go to the Configuration option on the left side of the page. ϰ͘ůŝĐŬŽŶƚŚĞ͞dƌĂŶƐĐƌŝƉƚ͟ůŝŶŬ͘ ** If you are unable to access this option, contact your CollegiateLink representative to ensure that transcripts are turned on for your campus. ** 5. Upload a banner image to appear at the top of the transcript. Supported files include image files (JPG, PNG, or GIF) that must be less than 100KB in size and are best within 960px X 120px dimensions. 6. Update the font style for the entire transcript. 7. Update the section-‐line color, if applicable, by entering a hexadecimal code or selecting a color. 8. Specify the Title, Outcome Summary Title, Involvement Summary Title, Position Title, Outcome Title, and Reflection Title. ** See image below for placement of each title in the transcript. ** ϵ͘/ŶĚŝĐĂƚĞŝĨǇŽƵ͛ĚůŝŬĞƚŽĚŝƐƉůĂǇƚŚĞůĞĂƌŶŝŶŐŽƵƚĐŽŵĞƐĐŚĂƌƚďǇĐŚĞĐŬŝŶŐƚŚĞďŽǆŶĞǆƚƚŽ͞ŝƐƉůĂǇ
KƵƚĐŽŵĞŚĂƌƚ͘͟ 10. Include a brief description that will be included with the Outcomes chart, if applicable. 11. Include footer text for the transcript, if desired. 12. ůŝĐŬ͞hƉĚĂƚĞ͘͟ 36 Campus Administrator User Guide Access Your Co-‐Curricular Transcript 1. Log in to your campus site. 2. Go to My Involvement at the top of the page. 3. Go to the Transcript tab on the My Organization Memberships page. 4. Deselect the positions and memberships you do not want to show on the transcript. ϱ͘ůŝĐŬ͞sŝĞǁ͟ĂƚƚŚĞďŽƚƚŽŵŽĨƚŚĞƉĂŐĞ͘ŶĞǁǁĞďƉĂŐĞǁŝŶĚŽǁǁŝůůĚŝƐƉůĂǇ͘ OR 6͘ůŝĐŬ͞Create W&͟ƚŽĚŽǁŶůŽĂĚĂW&ǀĞƌƐŝŽŶŽĨƚŚĞƚƌĂŶƐĐƌŝƉƚ͘ Access an Individual͛Ɛ Co-‐Curricular Transcript 1. Log in to your campus site. 2. Go to Administration at the top of the page. 3. Go to Users on the left side of the page. 4. Locate the individual by searching by first name, last name, or username, or by scrolling through the list. 5. Click on the individual͛ƐŶĂŵĞ. 6. Go to the Involvement tab. 7. Deselect the positions and memberships you do not want to show on the transcript. 8͘ůŝĐŬ͞sŝĞǁ͟ĂƚƚŚĞďŽƚƚŽŵŽĨƚŚĞƉĂŐĞ͘ŶĞǁǁĞďƉĂŐĞǁŝŶĚŽǁǁŝůůĚŝƐƉůĂǇ͘ OR 9͘ůŝĐŬ͞Create W&͟ƚŽĚŽǁŶůŽĂĚĂW&ǀĞƌƐŝŽŶŽĨƚŚĞƚƌĂŶƐĐƌŝƉƚ͘ 37 Campus Administrator User Guide Finance Setup If your campus has purchased the Finance option, you must set up the finance aspects of the site for organizations to be able to use these features͘tŚŝůĞƚŚĞƐĞƌĞƋƵĞƐƚƐĚŽŶ͛ƚŵŽǀĞĂĐƚƵĂůŵŽŶŝĞƐďĞƚǁĞĞŶ
accounts, it is a way for organizations to have a centralized location to view the finances available to them. Contact a StudentVoice staff member to discuss the setup of your finance structure. 1. Log in to your campus site. 2. Go to Administration at the top of the page. 3. Click on Finance on the left side of the page. ** All unapproved finance requests are displayed by default on this page. ** As with other aspects of the site, you must first create finance types and categories for all features to be associated with. Create Finance Types Finance Types describe how the payment was made in the Finance system. Some examples include Cash, Check, and University Transfer. From the Finance option on the Administration page: 1͘ůŝĐŬƚŚĞ͞&ŝŶĂŶĐĞdǇƉĞƐ͟ůŝŶŬ͘ 2. Identify the name of the finance type in the top box. 3͘ůŝĐŬ͞ĚĚ͘͟ ** All Finance Types will be listed in the bottom module. You can Edit the name of the type or Delete the type at any time. ** Creating Finance Categories Finance Categories describe the type of payments or deposits made in the system. Some examples include Income and Expense. From the Finance option on the Administration page: 1͘ůŝĐŬƚŚĞ͞&ŝŶĂŶĐĞĂƚĞŐŽƌŝĞƐ͟ůŝŶŬ͘ 2. Identify the name of the finance category in the top box. 3͘ůŝĐŬ͞ĚĚ͘͟ ** All Finance Categories will be listed in the bottom module. You can Edit the name of the category or Delete the category at any time. ** 38 Campus Administrator User Guide Create Accounts All requests and transactions must be associated with an account. Accounts are directly linked to an organization. Some organizations may have multiple accounts. From the Finance option on the Administration page: 1. Click ͞ƌĞĂƚĞĐĐŽƵŶƚ͟at the top. 2. Enter the Name and Description of the account. 3. Enter an External ID for the account, which directly associates transactions in a data import with the account, if applicable. Each account must have a unique External ID. 4. Enter the Organization the account is associated with. Begin typing the name of the organization and a drop-‐down menu of all organizations containing the typed characters will appear. Select the correct organization. 5͘^ƉĞĐŝĨǇŝĨƚŚĞĂĐĐŽƵŶƚŝƐĂƌŽŽƚĂĐĐŽƵŶƚ͘͞No͟ŝs selected by default, allowing you to identify its parent account. ^ĞůĞĐƚ͞zĞƐ͟ŝĨƚŚĞĂĐĐŽƵŶƚǇŽƵĂƌĞĐƌĞĂƚŝŶŐŝƐĂƌŽŽƚͬƉĂƌĞŶƚĂĐĐŽƵŶƚ. 6. Select the Parent account from the list of existing accounts, if applicable 7͘ůŝĐŬ͞ƌĞĂƚĞĐĐŽƵŶƚ͘͟ Create Finance Stages When finance requests are made, you can require them to go through various stages of approval before a transaction can be applied to them. Stages are assigned to position templates. From the Finance option on the Administration page: 1. Click ƚŚĞ͞Finance Stages͟link. 2. Enter the name of the stage. 3. Enter a brief description of the stage. ϰ͘ůŝĐŬ͞ĚĚ͘͟ ** All Finance Stages will be listed in the bottom module. You can Edit the name of the stage or Delete the stage at any time. ** Assign Finance Stages From the Administration page: 1. Click on Organizations on the left side of the page. Ϯ͘ůŝĐŬŽŶƚŚĞ͞WŽƐŝƚŝŽŶdĞŵƉůĂƚĞƐ͟ůŝŶŬ͘ ϯ͘>ŽĐĂƚĞƚŚĞƉŽƐŝƚŝŽŶǇŽƵ͛ĚůŝŬĞƚŽĂƐƐŝŐŶĂĨŝŶĂŶĐĞƐƚĂŐĞƚŽ͘ 4. Click on the name of the position. 5. Go to the Finance Stages tab. 6. Select the appropriate stage(s). ϳ͘ůŝĐŬ͞hƉĚĂƚĞ͘͟ 39 Campus Administrator User Guide Managing Financial Requests Financial requests are created by students within an organization as one of two types: Purchase Request or Funding Request. A funding request asks for monies to be granted to that organization. This is most likely in addition to any original funding. A deposit or allocation is a typical transaction for this type of request. A purchase request ĂĐƚƵĂůůǇƐƉĞŶĚƐŵŽŶŝĞƐĨƌŽŵƚŚĞŽƌŐĂŶŝǌĂƚŝŽŶ͛ƐĂĐĐŽƵŶƚŽŶ food, supplies, etc. A payment is a typical transaction for this type of request. All requests require the final approval of a campus administrator. Your campus may also have stages set up for the approval process. Transactions can also be applied to the account in relation to the requests that come in. Monies will not be moved unless a transaction is specifically associated with the request. 1. Log in to your campus site. 2. Go to Administration at the top of the page. 3. Click on Finance on the left side of the page. ** All unapproved finance requests are displayed by default on this page. ** Review Finance Requests 1. Click on the hyperlinked title of the request to view the full details. OR Click on the magnifying glass to the far right of the request. 2. Review the details of the request. ** If your campus has set up stages of the approval process, the appropriate person for each stage needs to update the request until the final stage, when it will be approved or denied. ** Change Stage 3. ůŝĐŬ͞ŚĂŶŐĞ^ƚĂŐĞ͟ĂƚƚŚĞƚŽƉŽĨƚŚĞƉĂŐĞ͘ 4. Select the appropriate New Stage from the drop-‐down menu. 5. Include a Comment. ϲ͘ůŝĐŬ͞^ƵďŵŝƚZĞƋƵĞƐƚ͘͟ ** The individual assigned the position responsible for that stage will be notified of the stage change. ** Approve Finance Requests 40 Campus Administrator User Guide For Funding Requests: 1. Access the Funding Request from the Finance section of the Administration page. 2. Update the Account and Category as needed. 3. Change the Status of the request. 4. Add any comments to associate with the selected status. 5͘ůŝĐŬ͞^ĂǀĞ͘͟ For Purchase Requests: 1. Access the Purchase Request from the Finance section of the Administration page. 2. Update the Account, Payee Information, and Category as needed. 3. Change the Status of the request. 4. Add any comments to associate with the selected status. 5͘ůŝĐŬ͞^ĂǀĞ͘͟ ** All requests can be cancelled at any time prior to a transaction being associated with it. If a transaction is never associated with the request, it can be cancelled at a later date. ** After a request has been approved, a transaction must be associated with it in order for the amounts to be updated accordingly. You can create a deposit, payment, transfer, or allocation based on the type of request made. The appropriate options will populate at the top of the page after the request is approved. Use the following instructions to provide the necessary information in each type of transaction. Create Deposits From the Finance option on the Administration page: 1͘ůŝĐŬƚŚĞ͞dƌĂŶƐĂĐƚŝŽŶƐ͟ button in the upper right corner of the page. 2͘^ĞůĞĐƚ͞ƌĞĂƚĞĞƉŽƐŝƚ͘͟ 3. Identify the Source First and Last Name; a Memo if applicable; the dollar Amount with no punctuation; and the Category and Type the deposit falls under. 4. Select the Account the depost should go in to. ϱ͘ůŝĐŬ͞^ĂǀĞ͘͟ Create Payments From the Finance option on the Administration page: 1͘ůŝĐŬƚŚĞ͞dƌĂŶƐĂĐƚŝŽŶƐ͟ button in the upper right corner of the page. 2͘^ĞůĞĐƚ͞ƌĞĂƚĞWĂǇŵĞŶƚ͘͟ 3͘/ĚĞŶƚŝĨǇƚŚĞWĂǇĞĞ͛Ɛ&ŝƌƐƚĂŶĚ>ast Name; a Memo if applicable; the dollar Amount with no punctuation; and the Category and Type which best describes the payment. 4. Select the Account the Payment should be applied to. 5͘ůŝĐŬ͞^ĂǀĞ͘͟ 41 Campus Administrator User Guide Creating Transfers (see next page for fields) From the Finance option on the Administration page: 1͘ůŝĐŬƚŚĞ͞dƌĂŶƐĂĐƚŝŽŶƐ͟ button in the upper right corner of the page. 2͘^ĞůĞĐƚ͞ƌĞĂƚĞdƌĂŶƐĨĞƌ͘͟ 3. Identify a Memo if applicable, the dollar Amount with no punctuation, the Category the transfer falls under, and the Account the money is being transferred to. 4. Select the Account the Transfer is going to as well as the Account the Transfer is coming from. ** Funds cannot be transferred to child accounts. ** 5͘ůŝĐŬ͞^ĂǀĞ͘͟ Creating Allocations From the Finance option on the Administration page: 1͘ůŝĐŬƚŚĞ͞dƌĂŶƐĂĐƚŝŽŶƐ͟ďƵƚƚŽŶŝŶƚŚĞƵƉƉĞƌƌŝŐŚƚĐŽƌŶĞƌ͘ 2͘^ĞůĞĐƚ͞ƌĞĂƚĞůůŽĐĂƚŝŽŶ͘͟ 3. Identify a Memo if applicable, the dollar Amount with no punctuation, the Category the allocation falls under, and the Account the money is being allocated to. 4. Select the Account the funds are being allocated to as well as the Account the funds are being allocated from. 5͘ůŝĐŬ͞^ĂǀĞ͘͟ After transactions have been made in the system, you can Reconcile them against on external system. Currently this is just a display feature to identify which transactions have gone through the reconciliation process. From the Finance option on the Administration page: 1. Go to the Accounts tab. 2. Click on the account you'd like to reconcile transactions for. 3. Click on the reconcile icon to the far left of the transaction. 4. All reconciled transactions will have a check mark icon next to the transaction. Transactions from an external system can be imported into your campus site. This comma delimited (CSV) file must contain External IDs that directly correlate with accounts in the system. Import Finance Transactions From the Finance option on the Administration page: ϭ͘ůŝĐŬƚŚĞ͞/ŵƉŽƌƚDĂŶĂŐĞƌ͟ůŝŶŬ͘ 2. Click ŽŶƚŚĞ͞/ŵƉŽƌƚdƌĂŶƐĂĐƚŝŽŶ͟ďƵƚƚŽŶĂƚƚŚĞƚŽƉŽĨƚŚĞƉĂŐĞ͘ 3. Click Browse and select the CSV file containing the transactions. ϰ͘ůŝĐŬ͞hƉůŽĂĚ͘͟ 42 Campus Administrator User Guide Reporting Features Several reporting features are available to you, including exportable reports of campus-‐wide information. Access Reports 1. Log in to your campus site. 2. Go to Administration at the top of the page. 3. Go to Reporting on the left side of the page. ϰ͘ůŝĐŬŽŶ͞ZĞƋƵĞƐƚEĞǁZĞƉŽƌƚ͘͟ Exportable Reports 1. Select the type of report from the drop-‐down menu. x Organization By Category: Select an Organization Category and the report will list all organizations and supporting data contained for the specified Category. x
File includes: Organization Category, Organization ID, Organization Name, Short Name, Organization Type, Status, Website, Organization Email, Address Line 1, Address Line 2, City, State/Province, Zip/Postal Code, Phone Number, Fax Number, Parent Organization, Approved Service Hours, Current Member Count, Past Member Count, Primary Contact, Primary Contact Campus Email, [Organization Profile Additional Fields] Organization By Interest: Select an Organization Interest and the report will list all organizations and supporting data contained for the specified Interest. x
File includes: Organization Interest, Organization ID, Organization Name, Short Name, Organization Type, Status, Website, Organization Email, Address Line 1, Address Line 2, City, State/Province, Zip/Postal Code, Phone Number, Fax Number, Parent Organization, Approved Service Hours, Current Member Count, Past Member Count, Primary Contact, Primary Contact Campus Email, [All Organization Profile Additional Fields and Values] Organization Roster: A list of all members for a specified organization during a specific date range with the option to include all members or only currently active members. File includes: Username, Card ID Number, First Name, Last Name, Campus Email, Preferred Email, Local Phone, Mobile Phone, Organization ID, Organization Name, Position Name, Position Start Date, Position End Date, Last Login 43 Campus Administrator User Guide x
Organization Directory: A complete list of all organizations; the report can also be filtered by Organization Status or Organization Type. File includes: Organization ID, Organization Name, Short Name, Organization Type, Status, Website, Website Key, Organization Email, Address Line 1, Address Line 2, City, State, Zip, Phone Number, Fax Number, Parent Organization, Approved Service Hours, Current Member Count, Past Member Count, Primary Contact, Primary Contact Campus Email, Primary Contact Preferred Email, Primary Contact Local Phone, Primary Contact Mobile Phone, [All Organization Profile Additional Fields and Values] x
Service Hours By User: Select an individual User and date range the service hours would have taken place during, and the report will display information about the service hours for that individual across all groups. File includes: Date of Service, Submission Date, Organization Name, Duration, Description, Verification Source, Status x
Services Hours By Organization: Select an Organization and date range the service hours would have taken place during, and all service hours associated with the organization will display, listing each individual. File includes: Date of Service, Username, Last Name, First Name, Campus Email, Preferred Email, Local Phone, Mobile Phone, Duration, Description, Verification Source, Status x
All Events: A complete list of all events during a specified date range. File includes: Start Date, Start Time, End Date, End Time, Event Type, Event Title, Organization, Submitter First Name, Submitter Last Name, Submitter Campus Email, Submitter Preferred Email, Submitter Local Phone, Submitter Mobile Phone, Submission Date, Status, Location, Description, # Invited, # RSVP Yes, # RSVP No, # RSVP Maybe, # RSVP No Response, # Marked Attended, [All Event Additional Fields and Values], [All Event Form Field Entries (if applicable)] x
Attendance by Event: Select an Organization, date range, and then a specific event to export a complete list of who attended the event along with any comments. ůŝĐŬ͞'ĞƚǀĞŶƚƐ͟ƚŽ
populate the drop-‐down menu of events. File includes: Username, Card ID Number, First Name, Last Name, Campus Email, Preferred Email, Local Phone, Mobile Phone, Attendance Status, RSVP Status, Comments x
Events By Organization: Select an Organization and date range, and the report will display all events by the organization within the specified date range. File includes: Start Date, Start Time, End Date, End Time, Event Type, Event Title, Organization, Submitter First Name, Submitter Last Name, Submitter Campus Email, Submitter Preferred Email, Submitter Local Phone, Submitter Mobile Phone, Submission Date, Status, Location, Description, # Invited, # RSVP Yes, # RSVP No, # RSVP Maybe, # RSVP No Response, # Marked Attended, [All Event Detail Additional Fields and Values], [All Event Form Field Entries (if applicable)] 44 Campus Administrator User Guide x
Events By Category: Select an Event Category and date range, and the report will display all events by the organization within the specific Category. File includes: Start Date, Start Time, End Date, End Time, Event Type, Event Title, Organization, Submitter First Name, Submitter Last Name, Submitter Campus Email, Submitter Preferred Email, Submitter Local Phone, Submitter Mobile Phone, Submission Date, Status, Location, Description, # Invited, # RSVP Yes, # RSVP No, # RSVP Maybe, # RSVP No Response, # Marked Attended, [All Event Detail Additional Fields and Values], [All Event Form Field Entries (if applicable)] x
x
Event Approval Requests: A list of all requests for event approval during a specific time period in a specific status. File includes: Start Date, Start Time, End Date, End Time, Event Type, Event Title, Organization, Submitter First Name, Submitter Last Name, Submitter Campus Email, Submitter Preferred Email. Submitter Local Phone, Submitter Mobile Phone, Submission Date, Status, Location, Description, # Invited, # RSVP Yes, # RSVP No, # RSVP Maybe, # RSVP No Responses, # Marked Attended, [All Event Detail Additional Fields and Values], [All Event Form Field Entries (if applicable)] Involved Users: A list of each individual that belongs to at least one organization as a member or holding a position during a specified time period. Student personal reflections can also be included. File includes: Username, Card ID Number, First Name, Last Name, Campus Email, Preferred Email, Local Phone, Mobile Phone, Organization ID, Organization Name, Organization Type, Position Name, Position Template, Position Start Date, Position End Date, Reflection (if applicable), [All User Profile Additional Fields and Values] x
All Users: A report of all individuals and their associated profile data, with the option to include the User Profile additional fields File includes: Username, Card ID Number, First Name, Last Name, Campus Email, Preferred Email, Mobile Phone, Approved Service Hours, # of Active Memberships, Last Login, [All User Profile Local and Home Contact Fields and Values], [All User Profile Additional Fields and Values if indicated] x
User Involvement: A complete list of all involvement for a specified individual. x
File includes: Organization, Position, Position Type, Start Date, End Date Users by System Position Template: A report that lists users holding a specific campus-‐wide position template during a defined date range. File includes: Position Name, Username, Card ID Number, First Name, Last Name, Campus Email, Preferred Email, Local Phone, Mobile Phone, Organization ID, Organization Name, Start Date, End Date, Last Login, [All User Profile and Profile Additional Fields and Values] 45 Campus Administrator User Guide x
Financial Account List: A list of all accounts in the system. x
File includes: Account Name, Organization Owner, Encumbered Funds, Available Funds, and Balance Financial Request List: A list of all finance requests during the specified date range for Date Submitted or Date Approved. x
File includes: Request ID, Request Number, Date Submitted, Date Approved, Stage Name, Request Type, Status, Requested By, Requester Email, Account, Requested Amount, Approved Amount, Approved By, Subject, complete Payee Name, complete Payee Address, Description, Comments on Approve/Deny, Category, Total of Attached Transactions, [All Finance Additional Fields and Values] Financial Transaction List: A list of all transactions for a specified organization during a specific date range. File includes: Account Name, Account Description, Transaction Reference #, Date, Reconciled, Created By, complete Payee/Source, Originator Account Name, From Request -‐ Account Name, From Request -‐ Request ID#, From Request -‐ Subject, From Request -‐ complete Payee Name, From Request -‐ complete Payee Address, Memo, Category, Type, Transaction Method, Amount, Ending Balance, and Available Balance After 2. Select the Criteria associated with your report. This may include category, interest, user, organization, user status, and/or date range based on the selected report. ϯ͘/ŶĚŝĐĂƚĞŝĨǇŽƵ͛ĚůŝŬĞƚŽŝŶĐůƵĚĞĂŶǇĂĚĚŝƚŝŽŶĂůŝŶĨŽƌŵĂƚŝŽŶ͕ƐƵĐŚĂƐĂĚĚŝƚŝŽŶĂůĨŝĞůĚƐŽƌĞǀĞŶƚ
submission form details. 46 Campus Administrator User Guide ϰ͘/ŶĚŝĐĂƚĞŝĨǇŽƵ͛ĚůŝŬĞƚŽƌĞĐĞŝǀĞĂƐǇƐƚĞŵŵĞƐƐĂŐĞǁŚĞŶƚŚĞƌĞƉŽƌƚŚĂƐďĞĞŶŐĞŶĞƌĂƚĞĚĂŶĚŝƐƌĞĂĚǇ
for download. 5͘ůŝĐŬ͞Request Report͘͟ ** You will be taken back to the main reporting page where you can view the status of your report. ** 6. Once your report is ready, you can click on the download icon to the far right of your report. A comma delimited (CSV) file will be available to open or save. ** Any report that is created is available for download at any time in the future. The data included in the ƌĞƉŽƌƚǁŝůůƌĞŵĂŝŶƚŚĞƐĂŵĞĞĂĐŚƚŝŵĞŝƚ͛ƐĚŽǁŶůŽĂĚĞĚĨƌŽŵƚŚĞƐŝƚĞ͘ŶĞǁƌĞƉŽƌƚŵƵƐƚďĞŐĞŶĞƌĂƚĞĚƚŽ
include any new and/or updated information. ** 47 Campus Administrator User Guide

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