YU Connect Manual
Contents
1. My Involvement gt Memberships Figure 8 Membershi i Events Interests Service Hours SUBMISSIONS Figure 8 Select the Memberships option under My Involvement My Organization Memberships Add Past Membership 2 Click Add Past Membership Current Memberships Past Memberships Co Curricular Record Figure 9 Current Viemberships You have no current organization memberships Figure 9 The My Organization Memberships screen has tabs showing your Current and Past Memberships and a tab to access your Co Curricular Record Add Past Membership 53 Add Photo Organization Name 3 The Add Past Membership page Select by Position allows you to choose Select Postion ther your Organization Memberships Start Date define your position Events l 1 19 2012 within that organization verify Interests End Date Service Hours 1 19 2012 dates of membership Submissions ea and most importantly reflect upon your learning experiences during that time Figure 10 Cancel Figure 10 The Add Past Membership form 3 Add Past Membership 4 Type in the Organization Name Notice how typing populates search results which narrow as you add letters When you see your Organization Name in the list select it Figure 11 Organization Name Yor York Sheridan Design Association York University Sport Administration Association Other York University Mature Studen2. e g Executive Team Members Further you can er Der assign a status to your members through the drop President down menu that will appear Active f pot ct under their title Figure 25 anization s roster Figure 25 Give your members positions and titles Profile Mone s You can also grant limited access to members This function could primarily be used to separate the general members Registration Forms l from the executive committee however you can also use this to manage the responsibilities of your executive team by giving them sole or joint access to the folders they require access to in order to manage their duties Figure 25 Figure 26 Choose file permissions Current 4 Pending 2 Prospective 0 Delete Send Message Message All Members First Name Last Name Ashley To assign positions select Figure 27 gt Roster gt Manage Roster gt Edit Positions Jair Justin O 0O 0 O Stephanie Showing 1 4 of 4 Figure 27 Select the student whose position you want to edit 10 Edit Positions for Justin Ramdewar mi Seeker d Keeper Chaser Ll Beater Edit the position for the student you selected Figure 28 Master Coach Ll Aerial Coordinator LJ Visual Coordinator LI Team Medic LI General Member a ETE ENT ee Figure 28 What do Katie Bell Angelina Johnson James Potter and Justin Ramdewar have in common They re a
3. connect Get Involved Get Connected Get Recognized Joining an Organization Adding Validating Memberships Promoting Events amp Initiatives Using the Co Curricular Record Table of Contents m 2 Join an Organization 3 Add a Past Membership 5 Validating Membership Requests 6 Leave a Current membership 7 Using the Co Curricular Record Clubs and Organization Management in e 8 Customizing Your Page 9 Membership Management 12 Forms 14 News 15 Events yuconnect yorku ca UNIVERSIT UNIVERSITY THE POSSIBLE YO RK Glendon Campus Alumni Research Giving to York Media Careers International York U Lions PREETI WREVEA SITE UREIVER SITY redefine THE POSSIBLE FUTURE STUDENTS CURRENT STUCENTS FACULTY AND STAFF Search yorku ca b GO FACULTIES LIBRARIES YORK U ORGANIZATION DIRECTORS SITE INDEX CAMPUS MAPS Home FAG Contact Uz YU connect Get Involved Get Connected Get Recognized Learn More gt I Register gt Login gt A Figure 1 The yuconnect yorku ca website Passport York Login 1 Go to yuconnect yorku ca Figure 1 CAS 2 Select Login and you will be prompted to authenticate yourself using your usemame Passport York username and password Figure 2 e C Change my Passport York password after login Login My Involvement I My Shortcuts Messages Hep k Log Out t Figure 2 Passport York Login YU C nnec Get Invo
4. 35 Mae Quidditch Try Outs By Jair Kalhdumbil on May 19 2012 Try outs for the 2011 Quidditch team are now open Last year we became World Champions and we want to repeat Who wants to become a Champion Figure 35 Example of News bulletins News If you have an event created and active it ae Quidditch Try Outs By Jar Kalidumbu Quidditch Club May ig 2013 Try outs for the 2011 Quidditch team are now open Last year we homepage like Figure 36 will appear in the news feed of your Figure 36 News feeds on your homepage scroll automatically Quidditch Try Outs Try outs for the 2011 Quidditch team are now open Last year we became World Champions and we want to repeat Who wants to become a Champion This is the announcement that all York Quidditch fans have been waiting for You can choose if you would like your news to show up as a feed ed sompeted around the world From the Eastern European Cup to the Gryffindor on the home page of YU Connect as well so that Everyone can see wvitational we have made name for ourselves over the last a2 years it An event like a food drive or charitable event may be posted heer daana repa rant reek a here for everyone to see whereas events that are only open to Dt CC members may be only viewable within the organization s profile theme pope or tates aoe rite yo bopi Mea 36 If you click on the article tab it will direct you to the page which fevardtoseing youin the
5. Drop Down List will quickly realize that creating a functional form is easy Instructions single Check Box Ranking amp File Upload Figure 33 Click for help Full Name Student I am applying as a New Member who has never been a part of the organization before You can make forms for anything B ieuna Menber you want Registration is only the an Alumni Member beginning Some examples of forms O a York Faculty Staff Member you may want to create may be for event ideas nomination forms etc I wish my membership status to be considered fo r Enek at at ances Figure 34 L General Membership Attend events and participate in member only games F Competitive Membership Compete in the Quidditch League games and all tournaments I herby confirm all above information is accurate and up to date and that I understand the terms and conditions of membership in this organization Figure 34 Forms are highly customizable You can make a form to suit any of you needs 13 Section 4 News MOST RECENT A Legend Ends on a High Note If you create a news By Jair Kalhdumbil on May 16 2012 article it can be Coach C retires after 11 glorious years found in the news section of your profile by clicking on JFT A Champion is Made the news tab in the By Jair Kallidumbil on May 26 2022 Story on the team s journey to become a Champion margin to the left They will be listed like in Figure
6. Message Elections Michelle Armogan Want to swap roles with President Shoukril ia Well your wish can come true Just submit an updated resume and either a 500 word short essay video essay answering the following question What would be your top three priorities that would directly impact students if you were appointed president of York xe Yorkis Y University YorkisU Manage Check out the webste for more details rules and application orkisU Hey Guess what procedure http www yorku ca president pres4aday York is U Retreat amp 0 0 ji Figure 5 Clicking JOIN ORGANIZATION allows you to submit a request to isa the organization for the current academic year York is U Student Alumni Program York is U Student Alumni Program 5 When you click Join Organization you will see a green confirmation bar indicating your request 144 Members 8 Upcoming Events 5 Photo Galleries 37 2 5 has been sent Figure 6 York is U is the student and alumni praean of York a Our Eke ry Figure 6 A E to join nthe wen has been sent My Involvement O My Shortcuts O Messages 1 C nnect 6 When the request has been approved you will receive a i t w Get Involvi message Figure 7 Figure 7 When a Club Validator accepts your request you will receive an email and a message to your YUConnect inbox 2 ADDING A PAST MIEMBERSHIP My Involvement O My Shortcuts 1 Along the top grey Personal Navigation Menu select gt
7. sky has the full news article which could look Figure 37 Comments Figure 37 Let everyone know about Quidditch Try Outs on the YU Connect homepage 14 Section 5 Events Event planning is simple with YU Connect because the site allows you to detail what you would need in order for an event to be successful u z Create Event In the left margin select the tab Events gt iP Once you are on this page fill in the necessary fields You can define who the event is open to and allow only members of the 5 bi ublic organization to see the event details or make the information Camasi public Figure 38 Crqanization Only Invitation Onl Figure 38 Who s in RSVP Option You can also choose whether or not you want to have an RSVP option Figure 39 This can be really handy to track and create attendance sheets and plan appropriately for events Figure 39 Respondez s il vous plait Change Cancel days since When Wednesday June 15 11 30 AM event The event s home page Location Nat Taylor Cinema tools Manage Hosted by Love of Laughter View Submission 1 Microsoft Outlook and iCal calendar integration Invite People Q View RSVPs 2 Send invitations and a View Flyer notification to YU Connect and Come ane come all to Love of Laughter s annual donate to laugh event where for a amp Track Attendance York email accounts very small charge yOu can enjoy watching a hilarious
8. cations to join your club You can search ewe for a particular applicant by clicking on the column headers Figure 16 Profile Note The Current tab shows approved members for the current academic year Events The Pending tab shows the number of students the organization has invited to join ae by way of the YUConnect message email system sler Manase Roster Invite Peop Manage Roster Manage Positions Prospective 1 Ts Messaging Message All Members Photo Gallery z A First Name Last Name Positions Figure 16 The Manage Roster screen allows you to view everyone currently affiliated Figure da The OrBarization with your club or organization Menu Bar confirm l l 4 Under the Prospective tab you will be able to Are you sure you want to approve this user Approve or Deny a student s request Selecting Approve will cause a Confirmation Screen to pop up Figure 17 Approve User Cancel Figure 17 Are you sure 5 Leave a Current Membership My Involvement O My Shortcuts 1 Login to YUConnect Memberships Events i 2 Select gt My Involvement gt Memberships Figure 18 Interests Service Hours Submissions Figure 18 My Organization Memberships amp Add Past membership 3 Click the down arrow Current Memberships Fast Memberships Co Curricular Record associated with the club or organization Figure 19 Current Memb
9. d colours of text Figure 23 identifies which font will be changed University Student toveren i STUDENT i i lD GOVERNMENT Aboul Ls Headings Head i UUELILATY i ics i if mam rd chi r rri 1 lia d ie L eT LLP a a L Fi iani j Pi W r hie i r aa di i eee ete ginanian Figure 23 Font changes affect different text areas on your organization s page 8 To update the colours 003333 002233 042238 You may choose one of the pre set colours from the drop down menu For additional choices simply enter the hexadecimal number for the colour you d like to update to An index of Hexadecimal colours can be found at http colour pro or http O0to255 com Click Submit at the bottom of the page to save your updates To update the header image Go to Manage gt Organization Header Images gt Add Header Image yy tl Note You may upload a picture no larger than 960px wide by 150px high formatted as a jpg png or gif file limit size is 100KB RGB not CMYK Header images look best if they are exactly 960px wide but kept within the height boundary To add a profile picture Go to About Us gt Click on Edit Make all the changes you feel are necessary to the Profile Page including uploading a picture This is the picture that will appear publicly many organizations use this space for their official image that represents the organization such as a logo S
10. e 13 4 VALIDATING CURRENT YU connect Get Involved Get Connected Get Recognized M E M B E RSH P REQU ESTS Home iii Events Administration Campus Links Browse Orgs Organizations Directory akate kans sm A students application to join an iieii A l My au A Mother s Wish Charity Organization AMW O rga nization on YU Co nnect req uires t hat i C D A not for profit organization that is determined to fulfill A Mother s Wish organizations Primary Contact to Validate OP QRS A C E PEFORMING ARTS GROUP A C E I WX E 3 A C E PERFORMING ARTS GROUP is an organization comprised of liked individuals linked 1 1 together Together these individuals form a network of positive eneray Making a positive and the a ppl ication everlasting impact is the ultimate goal of 4 C E Cheers gt Search 5 i Active Living Challenge 1 Login to YUConnect and go to Categories yeUVING GET ACTIVE LOG YOUR HOURS BECOME AWESOME WIN PRIZES Sign up now under FORMS Become a member to be kept in the loop your Organizations Home Page Recommendations Active Minds at York University Active Minds York Figure 14 Figure 14 The Organizations Directory the portal to every student club and organization is 2 On the left side of the page is the Organization Menu Bar Select gt Roster gt Manage Roster Figure 15 ot ati whl y T eon ae i Edit Profile Home 3 Select the Prospective tab to see all appli
11. e a member to be kept in the loop Recommendations our case we are looking for York is U Figure 4 Clicking the ORGANIZATIONS link aged ja to the Organizations Directory where you can search for your club or organization live laugh lead York University 0 York is U Student Alumni Program 3 Once We have selected York is U we Student Alumni Program l l l l are brought to their YUConnect web York is U Student Alumni Program York is U Student Alumni Program page filled with news events and 144 Members 8 Upcoming Events 5 Photo Galleries re z social med ia shortcuts Ej Like 1 Share Share York is U is the student and alumni program of York University Our Visit U mission is to be a diverse yet non political organization that provides ata engaging leadership opportunities through campus wide events and g f amp Profile programs for students and alumni thus Read More Join Organization Home News Events Hiii Contact Info Feed s o 4 Click Join Organization to join York 172 South Ross Building om Vork i is U fosa Drive for the ent Er North York F 4700 Keele Street York sarig is U Figure 5 oronto ON Canada Roster Photo Gallery m Bring your non npa food items to the food drive and receive c shailak yorku ca P 416 736 2100 x44519 Documents 74 F 416 736 5461 Wall Forms fa PAitary Contact i OE NETS aj Post Shaila Khan Service Hours Send
12. ection 2 Membership Management Adding Members There are two ways to add members to your organization 1 Have them access your organization s home page see Page 2 or 2 The primary contact or those with administrative access can invite members to the organization directly Invite People 4a Back to Roster Click Roster in the left margin gt Invite People Invite by E mail Note Only add members via their York email addresses Any other email addresses will not work Figure 24 Please use a school associated e mail edu when inviting users to this organization separate e mail addresses with line breaks or commas E mail addresses dh Add E mail Addresses Figure 24 Only use York email addresses 9 Registration Forms Whether a student chooses to join your organization or you invite them you have the option to require completion of a registration form Section 3 Forms details how to set up a form Once the form is created it can be accessed by any person on YUConnect When a student submits their registration form in application to your club or organization a notification is sent to the group s Primary Contact and they can accept the student into the group after reviewing their registration form Managing Positions Click Roster gt Manage Positions You will be brought to a screen Pactan aac where you can create a title for YF Internal one person e g Vice President
13. erships wily York is U Student Alumni Program Figure 19 The Current Memberships tab shows all of the clubs you are affiliated with ae U York is U Student Alumni Program al H Category Social and Networking i e Students forthe Exploration amp Approved Service Hours 0 4 Select Leave Orga nization Development of Space Figure 20 Member Jan 2072 Present Organization Site Reflection 7 Click to edit Leave Organization Figure 20 Here you can choose to leave the organization visit the organization s website or update edit your reflection as it would appear on the Co Curricular Record 6 Using the Co Curricular Record My Involvement o My Short Memberships Events Experiences interests Service Hours Submissions Co Curricular Record Figure 21 My Transcript Login to YUConnect Select gt My Involvement gt Co Curricular Record Figure 22 Deselect the positions you do not want to show on your Co Curricular Record Click View when finished to generate the transcript in a new window York is U Student Alumni Program M Show Accepted Service Hours V Member 1 19 2012 1 24 2012 M Include Self Reflection for Member Position Create PDF Figure 22 The Co Curricular Tab allows you to customize which experiences display when you View or create a PDF of your Record 3 When you have finished selecting which organizations you want to include in yo
14. ll Quidditch Chasers Only the primary signing e Primary Contact Change Primary Contact to authority can assign Justin Ramdewar Save Cancel positions Once her his term is finished she he Jair Kallidumbil may change the primary Stephanie contact from themselves Figure 29 Justin makes Jair the Primary Contact when his term has finished to another person as well Figure 29 Take advantage of the other tools that YU Connect offers to you No matter what duty or responsibility one of your members has YU Connect can help them to accomplish their tasks This begins with messaging Messaging Messaging is in some ways easier than emailing your members you can choose who you want to email using a simple interface Message sent to members from YU Connect will reach both of their York U email and YU Connect inboxes Messages g Send Message Select gt Roster gt Messaging Justin Ramdewar welcome successtul 6 57 4011 3 01 06 Phe Figure 30 Created By Subject Status Sent showing 7 7 of 7 Figure 30 The YU Connect messaging system for all groups clubs and organizations 11 Send To Total recipients 4 If you click Send Message you ll be directed to a page where you can choose l who you want to message This is niy Cerain Members bi Wemnbers simpler than email because you can holding these and these specific choose who you want to email much Pel ans Wadia Members Ect fa
15. lved Get Connected Get Recognized Home Organizations Events Campus Links 3 Success Welcome to Club Registration is open until January 20 Click on Organizations the YUConnect Website A Exciting Leadership Opportunity here Figure 3 Gi Add Photo 1f you are looking for SCLD forms ie tabling please click here Events and News Show All Events Add To Your site amp Edit Profile Update mobile to send and receive SMS texts Figure 3 The YUConnect Website 1 JOIN AN ORGANIZATION YU connect Get Involved Get Connected Get Recognized Home Organizations Events Administration Campus Links 1 Click Organizations on your Navigation Menu Figure 4 Browse Orgs view All x Organizations Directory Showing 1 10 of 381 Directory l A Mother s Wish Charity Organization AMW A not for profit organization that is determined to fulfill A Mother s Wish 1 2 Under the Left hand Browse Orgs A C E PEFORMING ARTS GROUP A C E A C E PERFORMING ARTS GROUP is an organization comprised of liked individuals linked M e n u yo u ca n SO rt th rough ove r 300 p e A E a together Together these individuals forma network of positive energy Making a positive and everlasting impact is the ultimate goal of A C E Cheers student clubs and organizations using FESS o i i r Saiegories E ees BECOME AWESOME WIN PRIZES Sign up now under FORMS the Directory Search or Categories In Becom
16. movie with your friends right here at YORE All proceeds goto charity and we encourage all to come outfor an evening full of laughter ES Add to Google Calendar 3 Track attendance and view Pe MS Outlook s iCal all non attendees Figure 40 Your event home page Hopefully these 5 sections have shown you the depth and breadth of YU Connect in helping you grow and shape your club group or organization If you have any other questions feel free to contact us at yuconn yorku ca or visit us at Student Community and Leadership Development in Ross S172 15
17. ster and easier Furthermore you can conduct much of your club business Assistant Coach Defense oelecied straight from YU Connect This can also e Assistant Coach Offense be helpful if you would like to message e Aerial Coordinator all your members e Visual Coordinator Figure 31 Figure 31 All members some members all executives some executives you choose Section 3 Forms 1 Go to the Forms tab on the left margin then select Manage Forms and then sw create Form Active Start Time pegureg 06 09 2011 You will notice that you can make the form available to members only or open to all students who are Acie tooa registered with YU Connect If you do not want to activate the form just yet you can create it and activate 0001 it later You can also have it accessible for a certain amount of time as well Once you have decided what Allow Multiple Submissions function this form shall serve you can move on to making the form itself After pressing save you will be Access Restrictions brought to another screen where the creation process Positions with form access begins Figure 32 Allow General Access Allow Member Allow Primary Contact Figure 32 Forms creation 12 7 Check Box List Radia Button List Text Field 3 Using these widgets you can create a form for anything If you are unsure about what the buttons do click on the question marks to get some more information You v
18. t Organization York University Course Opinions and Statistics York University York United Black Students Alliance York Orientation Director s Association York International York Federation of Students World Vision at YorkU Add Past Membership Wokai York University Chapter Waterpolo Club at York University Organization Name UNITY at York University York is U Student Alumni Program Unite For Sight York University Chapter Figure 11 The Organization Name presents search results as you type 5 The Select by Position field options is predetermined by Select by Position york is U Advisor Other Start Date Organization Select your Oo OT 2011 position or if it is not listed write your position in Other End Date 12 22 2011 Note The Reflection text box allows you to write about your Reflection This reflection articulate my experiences as a York is experiences as a member of your club or organization Take the time to write something of substance You will be able to edit your reflection afterwards Figure 12 Take the time to carefully write a well constructed Reflection as well Figure 12 The Involvement Request has been sent Figure 131 Confirmation that your request has been processed 6 Click Add Position and you will see a green bar confirming that your request has been sent to the club s Primary Contact for Validation Figur
19. ur Co Curricular Record select View or Create PDF Figure 22 7 Clubs and Organization Management Since the launch of YU Connect we ve received lots of useful feedback A key desire from users was more documentation on how to make the most of the platform to ensure their page is successful Protip While we have included step by step instructions and screen captures if you have any questions click on the help button which activates a dynamic help function If that doesn t answer your questions feel free to post your question at the YU Connect organization page so that others may see our answer or email us at yuconn yorku ca These 5 Sections are steps you should take to personalize your page Customizing Your Page Personalize your page to make it stand out Membership Management How to get members message them assign roles and access Forms Create forms that you may want your members to fill out News Inform the York U community about what your organization is up to mM AWN Events Use tools to manage plan and advertise for your events and even track attendance Section 1 Customizing Your Page Customizing your organization s profile page is a great way to make your page represent your organization s uniqueness Go to Manage gt Organization Styles Select the Radio Button next to the style you d like to update the text to Different sections of your profile can have different texts an
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