University Event Authorization - Reviewer Walk-Through
This guide is meant to assist university staff in navigating the new University Event Authorization system. Student organization officers should refer to the University Event Authorization Training in the Student Organization Database for information on how to submit an event to the system.
Questions regarding student organization events can be directed to Student Engagement by emailing email@example.com. For questions regarding departmental and third-party events, please contact the Office of Risk Management at firstname.lastname@example.org.
Table of Contents
To see events that need your review and endorsement, navigate to request.event.iastate.edu and log in via the “Sign-In” button in the upper right-hand corner. You will be prompted to log in with your NetID and password.
Once logged in, you will be directed to the Pending Events page. All of the events listed on this page are ones that your team has been tagged onto to review and endorse. When any new activity has taken place in the event that you have not viewed yet (e.g. unread messages, new attachments, etc.) a red circle with an exclamation mark will appear under the “Attn” column. In this example, we will look at the “WinterFest 2020 [DEMO EVENT]”
When you click on the event title, you will be brought to a page that lists out all of that event’s activities. All events will have at least one activity, but some will have multiple (e.g. large theme weeks such as Homecoming, pizza sales that take place throughout the semester, schedule sport club events).
Any activity that requires your review and endorsement will be noted with an exclamation mark in a red circle under the “Attn” column. Depending on your area’s role with the event, you may need to review/endorse all of the activities, or you may only need to review/endorse one or two.
To see more details about an activity, click on the Activity’s Title.
After clicking on the Activity Title, you will be taken to the Activity’s Overview page that will contain such details as the date, time, and location of the event, along with the estimated attendance and a description of what is taking place.
For each activity, the event coordinator must complete a Planning Survey that asks them for even more information on their event. Depending on how they answer these questions, they may be directed to complete other forms/processes required by other university departments. (Example: see the screenshot below where the event coordinator is being directed to complete the Use of Animals at Special Events Form for this activity).
If the event coordinator needs to add additional documentation for their event (e.g. running route, detailed day-of itinerary, etc.) they can upload these to the “Attachments” section of the activity.
As a reviewer/endorser, you have the ability to assign tasks to event coordinators through the system by navigating to the Tasks tab in the activity and clicking on “+ Add Task.”
If you need the event coordinator to complete a certain process or submit a form (e.g. an intramural payment), you can assign that as a task and they will be notified of this via email.
The event coordinator can then reply to your task and include any necessary attachments. If the coordinator has done what you have asked of them, you can then mark the task as complete.
Event coordinators also have the ability to mark tasks as complete. However, if the task is not completed fully, or you need additional information, you can mark the task as Incomplete and ask them to respond with anything else you may need.
If you have tasks that you assign regularly to event coordinators, you can also add that task to your Task Library so that it will be much quicker to add when reviewing future events. To do this, just click on “Add to Library” at the bottom of the page when you are creating a new task.
Once you’ve done this, you’ll then be able to access your Task Library from the Tasks page of each activity you review in the future.
If you have any questions about the activity, or would like to communicate information to the event coordinator for their awareness, you can send a message to them through the system via the “Messages” tab in that activity. The event coordinator can reply to your message in the system and may also send messages of their own.
One activity may have multiple message threads going at once (as opposed to one long chat section), so make sure you are paying attention to the message thread that relates to you.
If you have a standard message that you regularly send to event coordinators, you can add that message to your Message Library. To do this, just click on “Add to Library” at the bottom of the page when you are adding a new message. Once you’ve done this, you’ll then be able to access your Message Library from the Messages tab of each activity you review in the future.
In the University Event Authorization system, reviewers/endorsers also have the ability to add expense items to events/activities. This can be anything from catering expenses, reservation fees, services, and anything else your area may charge for in regards to events. The Expenses page is meant to serve as a way for the event coordinator to see all of the various expenses they may incur for an event in one place. This page is for informational purposes only. Event coordinators must complete payment with all respective departments via established methods.
When you have finished reviewing the activity, navigate to the “Endorsements” tab to provide your final input. To do so, click on the blue “Review” button at the top.
On the “Review Activity” page, you can choose to Endorse, Abstain, or Deny that activity, and provide a rationale for your decision. Whatever you put in the Rationale field will appear in the final approval/denial email that will be sent to the event coordinator.
If an event has multiple activities and you wish to apply your endorsement status to all of them (rather than endorsing each activity separately), you can do so by checking the “Apply to All Unendorsed Activities” option. PLEASE NOTE: you should only do this if you have fully reviewed all activities listed in the event and are comfortable applying that same status to every activity.
There may be times when you believe it’s not within your purview to endorse/deny an event because it doesn’t necessarily impact your area. This occurs most often with location managers around campus. For example, a student organization may reserve a general university classroom through Room Scheduling in an academic building. In some instances, the event form will be routed to the building supervisor when it should be routed to Room Scheduling instead. In this instance, the Building Supervisor can Abstain the event and then request that Room Scheduling reviews it instead.
To request an additional endorser, click on “Request Endorser” on the Endorsements page.
On the following page, you can select the appropriate team that should review the event (in this case “Room Scheduling”).
Every reviewer/endorser in the University Event Authorization system is assigned to one or more “Teams.” All reviewers/endorsers have the ability to manage their own team. If there are multiple staff members in your area that you wish to add as a part of your team, or if you need to remove staff members who no longer work in your area, you can do so by navigating to the Teams section of the site. Once there, you’ll be brought to the “My Teams” page which will list all of the teams you are currently assigned to.
If you click on your team, you will see all of the other staff members that are also assigned to that team. To add or remove members of a team, click on the Edit button.
To add a member, start typing in either their name or email in the Members field. Search options should start to appear after a few letters. Once they do, you can select the appropriate person you would like to add.
To remove a member, click on the “x” listed next to their name.
You have the option to adjust how often you receive automated email notifications from the system. To do so, navigate to the User Settings page by clicking on your name (next to the Sign Out) button.
On the User Settings page, click on the dropdown field next to Email Preference and select how often you would like the system to notify you of any activity. You can elect to receive notification as they occur, every 30 minutes, every hour, every four hours, or once per day.