| Universität für Musik und darstellende Kunst Wien |
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Events
Purpose of the application "Events"Enter events
Contact persons for central management of events
Purpose of the application "Events"
This application allows users to view events at the organisation, structured by:
- current events (all future events at the organisation)
- events archive (all events already held at the organisation)
In the general, system-wide search you can also select events according to different criteria (title, type, subject area, time period).
Additionally, the application allows creating and editing events (depending on your authorisation).
Mailing lists
You can subscribe to a mailing list in the events calendar of
Enter events
Events can be entered either only by persons with the required authorisation or by all persons (even by persons with no
If you are allowed to enter events click 'Create/Request new event' to enter a new item. Then, the event details must be specified in two, consecutive windows. The type and amount of data entered, however, strongly depend on central settings at your university, your rights and user status (anonymous, staff member with/without rights, student, external person).
Step 1: Fill in data entry form 1
In the first entry form, you specify the type and title of the event. Choose a type from the dropdown list or enter another type into the text field next to it (if available, depends on central settings). If terms and conditions are available in
A) For students, external persons, users who are not logged in:
Dates and room resources are managed centrally by the responsible department. This is an organisational unit which is responsible for the organisation of all centrally managed events (usually, the source organisation). You can, however, specify your preferred place and time (in the 2nd form).
If you are an anonymous user, student or external person you must enter your name, address and contact details into the mandatory fields highlighted with an orange frame.
Please note: You must complete the editing process within one browser session. As long as you do not close the browser you can access the editing window again by clicking on the title of the event in the main window (you might have to go to 'Select'-'own'). After you have closed the browser you can no longer change the saved data; the data will be lost.
B) For members of staff with events management right(s):
Depending on the central settings, it may be the case that only staff members who have the required authorisation (EDIT) for the "Events" application may enter events. With this authorisation, you are responsible for the organisation of the date and time, room and resources. If you have the EDIT_VAM right, however, you can choose whether you want the date and time and the location to be booked by the responsible department or you want to do it yourself.
Step 2: Fill in data entry form 2
In the second form, you can either request a date or book the date and place of the event depending on your rights. The most important details which must be given in entry form 2 are described in the table below. Some of the fields shown may deviate from the ones described due to specific central settings at your university. Self-explanatory fields are not described.
| General information | |
| Further information (URL) | You can enter a website allowing users of the events calendar to find additional information about the concerned event. |
| Display | This check box allows choosing whether the event is only shown at the organisation of the "owner" of the event or also at all higher-ranked organisational units. Which organisation is the owner depends on your own user status as well as central settings: If you enter the event as a person not logged in, external person, student or staff member without rights in the application, the owner of the organisation will be the organisation responsible for the central management of events (usually the source organisation). If due to central settings only staff members with the right to manage events in the "Events" application may enter events the owner organisation will be the one where your right applies.
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| Lecturer | Can be entered in the text field or selected from the list. |
| Subject area | You must choose at least one but not more than five subject areas. The subject areas are relevant for the mailing list: If the event is published in the events calendar of the university persons who have subscribed to the mailing list of this topic will be informed. |
| Organiser | |
| Organiser, co-organiser | Depending on the central settings at
Independent of central settings, the co-organiser can always be either entered into a text field or selected from the lists. |
| Contact persons | |
| Contact persons | Enter any text. |
| Applicant | Depending on the central settings of
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| Conditions | Here, you can give different additional information, e.g. payment and registration conditions for interested persons and participants of the event. |
| Resources | |
| Time and place | This option is only available if you have the right to book the time and place of the event yourself or if you are responsible for the organisation of events. You must save the event before the place and time can be determined. The time/place management is part of the date/room management of
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| Preferred building areas, place and time | If you are not authorised to determine the place and time yourself you enter your wishes in the mandatory field "Desired place and time". Optionally, you can specify your preferred building area by choosing the area using the edit icon. |
| Services/ resources, techn. infrastructure |
If you have the right to specify place and time you can enter details in the areas "Services/resources" and "technical infrastructure" for information purposes. If you are not authorised to determine place and time these details will serve to specify your wishes regarding the equipment of the room and further aids. After all details have been filled in and you have completed the form the responsible department will handle your request. |
| Status | Depending on your personal rights and central settings you can either see the status of the event or set it - see step 3. |
| Documents | |
| PDF document, JPG picture | Here, you make additional information about the event available as PDF file or JPG picture file. The picture file is displayed in the event detail view under the description of the event; the PDF file is available for download. |
Step 3: Complete your entries
A) If events are managed centrally by the responsible department (applies to students, external persons, users who are not logged in as well as authorised staff members opting for central management): If you are not allowed or do not want to organise the dates and room resources for the event yourself you must close your entries by clicking "Finish" to allow the department responsible for the events management to further handle the event entries. After you have sent the request the department will be informed by e-mail and will see that the date and time requirements are met and organise the desired rooms, if possible. As soon as a date for an event is entered, the event will be published in the events calendar and shown in the category "current".
Please note: After you have clicked "Finish" you can no longer edit the entered details of the event (except you have the specific rights).
B) If you are responsible for the planning of dates and resources of events (members of staff with right(s) for the management of events): Determine the status of the event by marking the applicable radio button and save your entries. The following options are available:
- scheduled
The event is planned; time and place are not confirmed yet. This status serves as preliminary information to other persons planning events and allows yourself to add any details and missing information before you finally confirm the event (status "confirmed") and e-mails are sent to persons subscribed to the respective mailing list. As soon as a date is entered the event is published in the events calendar (category "current"). - confirmed
If you have specified the date or all dates of the event you can set the status to "confirmed". When setting this status all persons subscribed to the mailing lists of the selected subject areas will be informed about the new event entered. - cancelled
All dates of the event will be cancelled. The status "cancelled" cannot be changed later on. Cancelled events are shown in the category "without date". - deleted
This status is only available as long as the status "cancelled" has not been set. When saving the status "deleted" all dates of the event will be deleted. Events with this status are only displayed in the category "without date".
If you wish to remove a cancelled event from the events calendar you must delete all related dates first. Then, you can delete the event by clicking the button "Delete" and the event will no longer be shown in the calendar.
Contact persons for central management of events
In case you have any questions or problems please contact the person who has the right 'Event management' at university level or the
