Add a singular event or a recurring activity occurring at different dates, times or locations. Approved events can be publicly promoted or shown only to the audience you specify.
The events overview page lists your organization’s upcoming events, showing the status and visibility of approved events.
Add Event – If your event is not already listed, you can add it. Student organization events will require approval by the organization advisor before it can be promoted (made visible to others).
Manage Gatekeepers – Gatekeepers are the keepers of the gate into your events. That is, they are those who are authorized to record attendance for your events.
Data Sharing – The sharing icon indicates whether sharing of event participation data is enabled for your organization. If enabled, Student Affairs Planning, Assessment & Research (SAPAR) can retrieve participation data for your organization’s events. This may be used to provide specialized reports for your organization or to contribute to better assessment of student engagement at Texas A&M University.
Filters
Filter by Academic Year – By default, only “Not Completed” events will be listed, meaning both events currently occurring and those that have yet to start. You may change this filter to pick any academic year (September through August) to list other events, including those that that ended in the past.
TIP: Recognized student organizations will be expected to provide a record of their events in the past year as part of the annual process of renewing recognition by the university. Tracking all events with this tool will make that annual process much easier.
Filter by Title – Enter any part of the name of an event to limit the list to only those that match the partial title.
Filter by Type – Select either “Event” or “Theme” to limit the listing to only that type of activity record. Activities that have a date, time, and place will be listed as “Events”. Most organizations will not have “Themes” which can be used to group related events, including those hosted by other organizations. This may be done either for joint marketing or for aggregated reporting. For example, multiple organizations may host separate events that are jointly marketed under a “Hispanic Heritage Month” theme hosted by the Hispanic Presidents Council.
Filter by Status – Select a status to quickly limit the list to those having that status. For example, choosing “Submitted” will only show proposed events that are awaiting approval. Choosing “Approved” events will only show approved events that are not visible to others (not being promoted). Not all of these status options will apply to all events or organizations:
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- Initiated – A new event that has been added, but has not yet been submitted for approval.
- Submitted – An event proposal that has been completed and is awaiting approval.
- Approved – A proposed event that has been approved and is not yet being promoted.
- Active – A current or future event that is being actively promoted by Get Involved.
- Expiring – A past event that may require completion of an evaluation before it gets closed out.
- Terminated – An event that has concluded and requires no further action.
Show Events from Sub Organizations – If your organization has subordinate organizations, toggle this option to also list all events hosted by member organizations that have advanced beyond the “Initiated” status.
List
The list will show all events that match the filters that are applied. Some special things to note in the list:
- If an event has multiple occurrences, each occurrence will be listed separately but will have the same value in the Reference column.
- If a listed item is a “Theme”, a notation will also be shown below the Reference column.
- The Status column also shows where the event is in the business process. If awaiting approval, it will indicate the next role that needs to review it. Some events may also need review by external service providers.
- Events that have been approved will show who the event is being promoted to in the Visibility column. If Visibility is “None”, the event is not being promoted to anyone.