Event Proposal Request Process
Important
Information and features vary according to the roles to which you belong and the permissions associated with those roles. For more information, contact your module manager or your campus support team.
Event Proposal Approval Process
To help manage events, the event request process requiring users to submit an event proposal for review is available. This process utilizes the Events Administrator and Events Approver roles and requires users to have the appropriate permissions in order to submit a proposed request and review and approve a proposed event.
When a user who is also assigned to the event approver role creates an event, their event proposal is automatically approved. When no one at your school is a designated event approver, the event approval process does not take place and new events are automatically in the Proposal Approved status.
Note
Postponed and canceled events and related sub-events are not impacted by the new approval process.
Recurring Event Proposal Approval Process
Recurring events will still go through the event proposal process. Similar to multi-part events where the sub-events inherit the main event's approval status, individual occurrences within a recurrence series will inherit the event approval status of the series.
Step 1: Proposal Approval. Requests for recurring events are submitted for proposal approval. If the requester has Event Approver permission, the request is automatically approved.
Step 2: Location Selection. A location must be selected for each occurrence within a recurring series.
Step 3: Location Approval. If all the selected locations would have automatic approval, the event coordinator can simply Schedule the recurring event. If one or more occurrences require approval, the coordinator should submit each occurrence for location approval. After they are submitted for location approval, if the coordinator has location approval permissions for requested locations, those locations are automatically location approved. Similarly, locations that do not have an assigned location approver are also automatically location approved. The remaining occurrences will need to be location approved by another user.
The series remains in Proposal Approved status until all the occurrences have been location approved. A single recurring series could have multiple locations and/or location approvers. Designated location approvers can approve or deny locations for any locations where they are defined as an approver. If an occurrence’s location request is denied, the coordinator can delete the occurrence or select a new location and/or date/time and re-submit the request for location approval.
Note
If an occurrence's date/time is changed, that occurrence is considered an exception to the series pattern.
Step 4: Scheduled Event. After all occurrences are location approved, the event moves to Scheduled status. As the scheduled time arrives and passes, individual occurrences can be completed or canceled. When an occurrence starts, the whole event moves to an In Progress status; after the occurrence is completed, the recurring event returns to a Scheduled status. After the last occurrence is completed, the whole recurring event is marked Completed.
Note
The coordinator can also postpone the entire series, which updates the status for all scheduled and in progress occurrences to Postponed. If an event series is postponed, individual occurrences that have not yet been completed or canceled can be edited and re-submitted for location approval, or the entire recurrence pattern could be changed.
Changing the recurrence pattern for a series removes all previously defined occurrences that are not complete and clears all location selections.