eActivities for Administration
imperialcollegeunion.org
eActivities for Administration Page 1 imperialcollegeunion.org/training
Contents Contents
2
Introduction
3
Logging-in to the eActivities
4
Changing Roles
5
Club, Society & Project Details
6
Minibus Bookings
10
Equipment & JCR Bookings
12
Club & Society Documentation
13
Š 2011 Imperial College Union Version 2.0 - 01 June 2011 eActivities for Administration Page 2 imperialcollegeunion.org/training
Introduction
What is eActivities?
What is this booklet for?
eActivities is an online system for facilitating the management of Clubs, Societies & Projects within the Union.
The eActivities for Administration booklet is a guide to navigating and using the system. It contains numerous screenshots of the various eActivities pages telling you what you can do in each section and how to do it. You will find this booklet most useful if you use it as a companion piece while using eActivities.
Who and what is eActivities for? eActivities is accessible by any Officer and member of a Club, Society or Project within the Union. Depending on someone’s role, they can view and edit different pieces of information so that the Union – and your Club, Society & Project itself – are aware of the details of their activities and so that there is a permanent record of their activities for future members’ reference.
Further inquirires If you are looking for help with using eActivities for financial transactions please look at the eActivities for Finance booklet. If you have any difficulties with eActivities, or there is a problem with the system you should contact the Union’s Systems Coordinator by emailing webhelp@imperial.ac.uk.
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Logging-in to the eActivities To login to eActivities, first head to eActivities.union.ic.ac.uk. You should come to the page pictured below, where you will see a red box at the top of the screen labelled Log in.
Click on the red Log in box to enter the eActivities site
Click on the Log in box and a window will pop up requesting you to enter your personal College Username and Password. Club, Society or Project logins will not work on eActivities.
Enter your College Username and Password
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Changing Roles If you are an Officer of more than one Club, Society or Project, you may want to view the eActivities area of each group. This is easy to do on the eActivities site as all the Clubs, Societies & Projects you are a member of are tied to your College username. The first page you see when you log in to eActivities is pictured below. At the top of the screen is another red button labelled Change Role.
Click the Change Role button to switch between the groups you are a member of
Clicking on the Change Role button will make a drop down list appear, where you can choose which Club, Society or Project’s eActivities pages you wish to look at.
A small drop down list appears
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Club, Society & Project Details Document Notifications Clubs, Societies & Projects must complete a number of different information submissions so that the Union can keep a record of their activity, contacts and various other pieces of information. With eActivities, completing all the necessary forms and documents is easy because it can be done online, wherever you can get access to a computer. To view the information about your club’s documentation, first click on the Club & Society Details button on the submenu. Then, click the Documents tab. Upcoming Documents
eActivities notifies you of exactly which forms your Club, Society or Project needs to fill out. These Upcoming Documents are shaded orange. Outstanding Documents
In the event that you don’t finish a document by the deadline, they will be highlighted in red in the Oustanding Documents section.
Outstanding Documents that still need to be completed Committee members who have yet to join the Club, Society or Project
Training Quizzes and the titles of the Officers who need to complete them
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Club, Society & Project Details cont... Naughty Officers
If any members of your Club, Society or Project group have registered for a position but not joined the club, they will be listed on the Document page as a Naughty Officer. Incomplete Training Quizzes
The final heading highlights which Officers haven’t completed and passed a mandatory Training Quiz. You can take these quizzes by clicking Training Quizzes. If you are not already logged in, enter your College Username and Password – you will be taken to the website where you can complete the quizzes.
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Club & Society Details cont... Messages From time to time the Union may need to get in contact with your Club, Society or Project. One way of doing this will be to send messages to you through eActivities. You can view them by clicking on the Messages tab.
A list of messages will appear here
Membership Numbers Under the Members tab, you can view how many members belong to your Club, Society or Project. Here, you can also see how many are Life or Associate members, beyond your regular student members. The shaded bar on the Members page is particularly important as it tells you how close your Club, Society or Project is to reaching its membership quota for the year. The amount of money your Club, Society or Project receives from the Union each year depends on how many members your club has and whether or not you have reached your projected membership quota. If you don’t reach this figure, the amount of funding your group receives may be reviewed. So, keep a close eye on this page!
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Club & Society Details cont...
The shaded bar shows how close your Club, Society or Project is to fulfilling its membership quota
Status The next tab, Status, shows whether your Club, Society or Project is active, inactive (closed down) or dormant (if your club is labelled dormant for a year, it may subsequently be made inactive).
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Minibus Bookings The Union has a fleet of minibuses available for Clubs, Societies & Projects to hire. Through eActivities, you can view when and which minibuses have already been booked for hire.
Minibuses Timetable To view the live minibuses timetable, first click on the Vehicle Bookings button on the submenu. You should now see a grid similar to that pictured below. The left hand column shows the names of the various minibuses. There are also a number of entries called Tarp 1, Tarp 2 and so on – these represent tarpaulins, which you can also hire here should you need to do so. Dates are written along the top of the grid. The shaded areas represent when each bus is already out for hire. You can book the minibuses during the empty areas. To book one of the minibuses you can click on the link above the grid and follow the necessary instructions. There is also another link if you wish to view the charges for hiring a minibus.
Follow the links to book a minibus or view the hire charges.
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Minibus Bookings cont... Minibuses User List The Timetable will be the main page you’ll use when hiring a minibus, but the other two tabs contain some further information you may find useful. If you click the User List tab, you can view each Club, Society or Project’s previous minibus usage.
Individual Minibus List Alternatively, by clicking on the Van List tab, you can view previous bookings by each individual minibus. Both tabs offer you a different way to look at who has recently used a minibus.
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Equipment & JCR Bookings Using eActivities, you can also view when various items of equipment are out for hire from the Union, as well as when the JCR is available to be booked. Note: you cannot actually book Union equipment or the JCR through the eActivities website. You need to do this by contacting the Student Activities Centre or by emailing activities.centre@ imperial.ac.uk. To find out about equipment usage, click the Bookings button on the submenu, then click the Equipment Timetable tab.
For JCR bookings, click the JCR Timetable tab.
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Club & Society Documentation The Club & Society Documentation button on the submenu is home to lots of important information about yoru Club, Society or Project. You will have to update some of this information. Affiliations By Law the Union must record all affiliations to external bodies - this includes those of Clubs, Societies & Projects. You must record affiliations, or lack of them by clicking on the Affiliations tab. If your group is affiliated to an organisation outside of Imperial record this in the relevant boxes on the tab, as detailed below. If your group is not affiliated to anyone simply just click the submit affiliations button.
Click here to edit the Affiliations page, then click it again to submit your changes
Click on the Change/Add New Affiliate Bodies tab to edit those your group is associated with
Click on the Previous Affiliations tab to view which bodies your group has been associated with in previous years
Next Year’s Committee & Contact Details It is important that your Club, Society or Project tells the Union when they have elected the committee for the following year. If you click on the Contact Details tab, then the Election Details subtab you should be presented. Here, you can enter the date when you held your committee election, and also the name of the Returning Officer. If your Club, Society or Project hasn’t held its election yet, please organise it and fill in the fields under the Election Details tab with the date that you will be running your election. eActivities for Administration Page 13 imperialcollegeunion.org/training
Club & Society Documentation cont...
Fill in the date of your committee election here.
The next tab, titled Next Year Contact Details, will give you a list of all your Club, Society or Project’s committee members for the following year, including their names, positions within the Club, Society or Project and their mobile telephone numbers.
The committee members are listed here
Click here to edit the page, then click it again to submit your changes eActivities for Administration Page 14 imperialcollegeunion.org/training
Club & Society Documentation cont... Instructors All Clubs, Societies & Projects need to record what instruction, if any, occurs within their group’s activities. This could be nothing, having external instructors who give group lessons, peer-to-peer training within the members, or attendance at external training centres. A combination of various options is also possible. You can view and record these details by clicking on the Instructors tab. The check boxes should be used used to record the type of instruction taking place, and for external instructors and training centres additional details are required.
Click here to record if peerto-peer instructions occurs
Click here to edit the details external instructors and their qualifications - then click it again to submit your changes Click here to record if use is made of recognised centres - then click it again to submit your changes By clicking on the Previous Instructors tab, you can view the details of any instructors your Club, Society of Project has used in previous years.
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Club & Society Documentation cont... Inventory Every Club, Society & Project must submit an inventory of all their group’s belongings each year. This is important, in particular for insurance purposes, and also so that future members are aware of what the group owns. Clicking on the Inventory tab will bring you the the page below where you can edit your group’s inventory. Here, you need to give a description of each item, then fill out the corresponding boxes such as when the items were purchased, how much they cost and any other noteworthy points. Click here to edit the Inventory page, then click it again to submit your changes
The Union also needs to know where the items in your inventory are stored. By editing the information under the Change/Add New Storage Locations tab, you can list the different locations where your group’s equipment is kept.
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Club & Society Documentation cont... Key Lists You can update the names which need to appear on a key list to a store in Beit Quad by clicking on the Key List tab. Tabs will appear for each of the key lists associated with your Club, Society or Project. Add in the names of the people who require access, and click the active box. The list in the Beit Security lodge will be automatically updated with about a week.
Click to submit the key list changes for processing
Add the names of those members who require adding to the Key List, and click the active box.
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Club & Society Documentation cont... Profile Entry Your Profile Entry is a brief 250-word description of your Club, Society or Project. This will be displayed on the Union website. You can edit it by clicking on the Profile Entry tab. You should use the it to describe what your group is about, what activities you get up to and why people should join you. It is important to make this entry clear as well as interesting as it is a good opportunity for you to advertise your Club, Society or Project. You also need to upload a profile picture – relevant to your group – and complete a shorter 30-word summary which may be used in future Union Club, Society & Project promotional materials.
Click here view Profile Entries and Images from previous years
Click here to edit your Profile Entry, then click again to submit your changes
If you click on the Previous Profile Entries tab, you can see how they read in previous years. This should be useful if you need some inspiration about what to write. Please do not submit a picture which has been submitted in previous years.
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Club & Society Documentation cont... Risk Assessment In the Club & Society Documentation section is Risk Assessment. Here you need to detail any potential hazards which may occur during your Club, Society or Project’s activities. You need to identify which hazards may occur, their likelihood and potential impact, who may be harmed, what you would do if they occur, as well as identifying further measures which could be taken to prevent them occuring and who will be responsible for carrying out those additional measures. Each hazard should be detailed on a separate line on the online form. Write a short description of the hazard in the first box, followed by the details of who could be harmed in the next box if this hazard occured. Try to be as specific as possible, for example instead of saying a team member, say the goal keeper if the hazard only applies to the goal keeper. All hazards relating to all of your Club, Society & Project activities should be included, this should include things like travel (eg. by minibus), hazards associated with store rooms or equipment as well as any social activities your group undertakes. For the likelihood of the hazard occuring and the severity of the hazard you need to select one of the three options from the drop down box - 1 being low, 3 being high. In the next box you must note down what members of the group will do if the hazard occurs - this could be to apply first aid, call 999 etc.. The information in this box should be specific to you group’s activities. The next box is where you should record what is currently being done to prevent the hazard occuring - this could be things like two people always carrying heavy items of equipment or members undergoing specific training. The final three boxes are for you to record what additional measures could be in place to prevent the hazard occuring. The first box is where you should note what actually needs to be done - this could include additional training being organised or new equipment being purchased. The second is to identify who will be doing this - which position on the committee, and the final box is to record by when this should be done. It is extremely important that the information provided is as accurate as possible, and that all possible hazards which apply to your Club, Society or Project are identified. By clicking on the Previous Risk Assessments tab, you can view what your Club, Society or Project wrote in other years if they have recorded it within eActivities. To help on writing Risk Assessments see the Writing Risk Assessments booklet. eActivities for Administration Page 19 imperialcollegeunion.org/training
Click here to edit each individual hazard, then click again to submit your changes
In this box record who could be harmed by the hazard - be as specific as possible
Select from 1 to 3 how likely the hazard is to occur
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Select from 1 to 3 the severity of injuries or damage the hazard would cause if it occured
Record here what members of the group would do if the hazard did occur Record here what is currently being done to prevent the hazard from occuring
Record here what more could be done to prevent the hazard occuring
Identify who (by position) is responsible for ensuring that the additional items which could be done to prevent the hazard occuring are done. Add in a date when they will be completed by.
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Club & Society Documentation cont... Tour Application The final tab in the Club & Society Documentation section is Tour Application. This is the tab you need to use to submit an application for tour funding, there will be a deadline for this once during each term. You will be informed of the deadline, and more information is available in the Trips and Tours booklet. Three subtabs will appear, one each for Winter, Spring and Summer. After the deadline has passed you will not be able to edit the information. Add in all the required details on the main page, and the various financial commitments using the Tour Expenditure and Tour Income tabs.
Add in the details of the tour
Use the income and expenditure tabs to record the finances
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Club & Society Documentation cont... To view a summary of what the finances of your tour will look like click the Final Overview tab. This summarises your Income and Expenditure, and indicates the profit or loss of your tour and the breakeven point. What appears on this summary will be what is considered by the committee awarding tour funding.
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