eactivities v1.2

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eActivities training


  • eActivitiesPage 1



  • eActivitiesPage 2imperialcollegeunion.org/training


    Contents 2

    Introduction 3

    Logging-in to the eActivities 4

    Changing Roles 5

    Club & Society Details 6

    Minibus Hire 10

    Equipment & JCR Bookings 12

    Club & Society Documentation 13

    Version 1.2 - 20 October 2010

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    What is eActivities?

    eActivities is an online system for facilitating the management of Clubs, Societies & Projects within the Union.

    Who and what is eActivities for?

    eActivities is accessible by any Officer of a Club, Society or Project within the Union.

    Senior Officers, such as Chairs and Treasurers, can use eActivities to manage their group. For example, eActivities contains information on your groups membership numbers; how much money your group has and what that money has been spent on; who your groups members actually are; and much more.

    Senior Officers edit this information so that the Union and your group itself

    are aware of the details of their activities and so that there is a permanent record of their activities for future members reference.

    What is this booklet for?

    The eActivities 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.

    Further inquirires

    If you have any difficulties with eActivities, or there is a problem with the system you should contact the Student Activities Centre by emailing activities.centre@imperial.ac.uk. Alternatively, you can call: 0207 594 8066, extension 48066.

  • eActivitiesPage 4imperialcollegeunion.org/training

    Logging-in to the eActivities

    To login to eActivities, first head to https://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 Log in box and a window will pop up requesting you to enter your College Username and Password.

    Click on the red Log in box to enter the eActivities site

    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 within the Union, you may want to view the eActivities area of each group. This is easy to do on the eActivities site as all the groups 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.

    Clicking on the Change Role button will make a drop down list appear, where you can choose which Club, Society or Projects eActivities pages you wish to look at.

    Click the Change Role button to switch between the

    groups you are a member of

    A small drop down list appears

  • eActivitiesPage 6imperialcollegeunion.org/training

    Club & Society Details

    Document Notifications

    Union Clubs, Societies and Projects must complete a number of different documents 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 clubs documentation, first click on the Club & Society Details button on the submenu. Then, click the Documents tab.

    Upcoming DocumentseActivities notifies you of exactly which forms your Club, Society or Project needs to fill out. These Upcoming Documents are shaded orange.

    Outstanding DocumentsIn the event that you dont finish a document by the deadline, they will be highlighted in red in the Oustanding Documents section.

    Upcoming Documents that need to be completed

    Outstanding Documents that still need to be completed

    Training Quizzes and the titles of the Officers who need to complete them

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    Naughty OfficersIf 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 QuizzesThe final heading highlights which Officers havent completed and passed a mandatory Training Quiz.

    You can take these quizzes by first clicking on the Club & Society Admin link on the submenu, then clicking Training Quizzes. Next, enter your College Username and Password you will be taken to the website where you can complete the quizzes.

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    A list of messages will appear here


    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.

    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 dont reach this figure, the amount of funding your group receives may be cut. So, keep a close eye on this page!

    Club & Society Details cont...

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    The shaded bar shows how close your club is to fulfilling its membership quota


    The final tab, Status, shows whether your club is active, inactive (closed down) or dormant (if your club is labelled dormant for a year, it may subsequently be made inactive).

  • eActivitiesPage 10imperialcollegeunion.org/training

    Minibus Hire

    Follow the links to book a minibus or view the hire charges.

    The Union has a fleet of minibuses available for Clubs, Societies and 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 the Unions 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.

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    Minibuses User List

    The Timetable will be the main page youll 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 Projects 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.

  • eActivitiesPage 12imperialcollegeunion.org/training

    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


    Clicking on the Club & Society Documentation button on the submenu will bring you to the Budget page. This contains lots of information necessary for financing your Club, Society or Project. The first tab is Aims & Objectives. Here you need to fill out what your Club, Society or Projects main objectives are. There is also a box to detail any planned activities that your group has decided upon.

    The Club & Society Documentation button on the submenu is home to lots of important forms that your Club, Society or Project needs to fill out, to help the Union keep track of your activities.

    By clicking on the Previous Aims & Objectives tab, you can view what your Club, Society or Project has set out to do in previous years.

    Click here to edit the Aims & Objectives page, then click it again to submit your changes

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    Club & Society Documentation cont...

    Membership Details