User Manual for MUN-directors
Contents
1. Form 1 pages 1 and 2 Prepayment Amount Given the delegation kinds you selected and after clicking next MUNIS will determine your prepayment amount It does this by taking the largest amount among the prepayment amounts of the delegation kinds you selected Clicking next actually brings you to page 2 of the form The first section also called prepayment amount contains the calculated prepayment amount You can always click the back button in this section to revise the information in the first page and recalculate the prepayment amount However if you have already entered some information on page 2 it will not be saved Form 1 page 2 Delegation Preferences Please select and prioritize your preferred delegations in this section You do this by selecting up to 10 delegations and if configured by the conference organizers delegation kinds into 10 slots where slot 1 is the most desired and 10 the least For instance suppose you have provided the following list Afghanistan Albania Any ECOSOC Delegation Algeria BWIN cp This would indicate that you really want to represent Afghanistan and to a lesser extent Albania Failing that you would like to represent any other ECOSOC delegation If none of those are available you will also be content representing Algeria There is never a guarantee that you will be awarded one of the delegations of your choice but you can severely increase that likeli2. you have now submitted your form 2 p User Manual for MUN directors Page 10 of 10
3. feel overwhelmed by all the errors appearing as you start working on it It is not a bad strategy to ignore them initially and just fill in the different parts of the form Once you are done there should only be a few errors left and they become easier to understand and to deal with Step by step guide to filling in form 2 The following sections attempt to guide you through it step by step If items in the main menu are mentioned you can find them as sub items underneath the menu item Form 2 which is itself ranked underneath the conference and school under consideration The rules and regulations regarding composing the delegations that have been awarded to you can typically be found on the conference organizers website Some conferences require you to provide badge photos They have a maximal size so you may need to reduce their size before submitting them Please help the conference organizers by submitting cropped photos no white edges around them that show just the area of the face it should look like a passport picture Step 1 Delegates 1 Click on the menu item named after a delegation you have been assigned Spain Interpol etc You will see an empty table Click add existing student if you want to link a student to this delegation who has participated before Supply the student s ID number and choose the forum Click save The student now appears in the table as a delegate You can click add new student
4. not exchanged between various conferences This means you will in fact maintain a separate account for each conference The one exception is the collection of THIMUN organized conferences these do share their data About this document In this document we address MUN directors of schools who participate in a conference that is managed through MUNIS and who will therefore come into contact with the MUNIS online registration application The document introduces this online application and provides a step by step guide for performing the more complex tasks Particularly we will look at three tasks in more detail 1 Getting started making a user account and finding your way around the application 2 Filling out Form 1 and 3 Filling out Form 2 Not every conference is the same This document attempts to explain all features of the MUNIS online registration application It is however possible that a given feature is not provided for a particular conference by choice of the conference organizers So if you encounter a feature in this document that you don t see in the application itself this is probably the reason In this document when describing a feature that may not be provided this will be mentioned Getting started with MUNIS Technical requirements Since the MUNIS registration application functions exactly like a website all you need is an internet connection and one of the major browsers MUNIS is tested on Firefox Opera Chrome Sa
5. to create a delegate from scratch if the student is new to MUNIS Choose the forum and fill in the personal details If MUNIS asks for a badge photo you can leave it the badge photo blank if you don t have it yet MUNIS will remind you later Click save The new student now appears in the table as a delegate In the table with delegates you can change a student s position personal information and or badge photo by clicking edit In the table you can remove a delegate from the delegation by clicking remove This doesn t remove the student from MUNIS if the student is registered for some other conference too Many delegations require that you appoint one of the delegates as head of the delegation sometimes called ambassador Above the table you can choose this delegate and click go There may be some restrictions on which delegate can become head of delegation see the administrative handbook When you are done check beneath the table If there are any errors left you may need to move some delegates between forums or add some badge photos Step 2 Individual participants 1 Click on the menu item ndividual participants You will see a table with all the students who have been awarded a position that they applied for There may be student officers press team members or members of other individually assigned forums APQ ICI etc You can click edit after each student to add or change the badge photo if they are r
6. S will remember everything you have done in previous settings which means that it is perfectly feasible to leave MUNIS and come back to it at a later stage Just be sure to hit save buttons wherever they are provided Form 2 Preparing yourself In order to fill out the form 2 you are going to need the following information 1 Personal information regarding all the people both students and adults that are going to participate You will need to know their names nationalities and in the case of students dates of birth There are two exceptions a Students enrolled in individual assignments not related to one of the delegations that you have been assigned such as student officers press members etc Their information is already available in MUNIS because they applied earlier b People students and adults who have already attended a previous conference on behalf of your school and who are therefore already available in MUNIS You may need to consult your records from previous conferences in order to obtain the person s unique ID number 2 Forsome conferences badge photos are required Generally if they are available photos in your school s registration system are your best bet Otherwise you may invite everyone for a quick photo taking session 3 For some conferences and nationalities the conference organizers assist with visa applications For this you need to upload a scan of the picture page of the person s passport MUNIS
7. User Manual for MUN directors Using the MUNIS online registration application Jochen Vermeulen September 2012 last updated September 2015 for MUNIS version 2 2 8 tech thimun org Contents Contents p 2 nYrInas c 3 About this documiert iiie ideni so os anas o oup s o o ERR R4 2a SERERE RR SE RRRNRROBERRRRRSRARSRERRRRRROBERRRRRGDRRRRR 3 Getting started with MUNIS 5 5o oo erano ba so haeo nh oae hh ora aon ba SR RR So REPRE So EE SPRR Se RR ERAN S RR ERAN SR RE SPRR 3 Technical requibemerts 2 nidi eese desc aaa a pacte c cosas ede pacto eee lead depu mt ed esp esee deese eee ouod 3 Firsttime LOSI M sitene eet ensi e pace does gtdete reto aaea an deas ud eene adde guest eng eus ass oen TuRNS 4 MGM SIA MEU socero cca cases sti cases oet a eur eu ee aul ce gea dice ea Ui eR aa EU eceesaatceuavacdecceusiddeuasdidecaassate 4 Coriference participation ies tee rir tree este e ae Ee e E P ea EE UE E ER E PER HENCE ER Re o Pee EFE RN ERES PESE CE RUE 4 The five stages of your participation eeee eese eeee eee eene eene nennen nnne n ennt nn nonne nasa n anser nn nn 5 Filling OUt psg M 5 Form 1 page 1 Number of students ccccssssscecececesseneaeceecescesseseaeeeeecsseeaaeaeeeeecessesesaeaeeeeeeesee
8. and is divided into the following sections which you are encouraged to fill out in order you may treat this as a step by step guide for filling out Form 1 Form 1 page 1 Number of students Please enter the maximum number of delegates that you anticipate being able to bring to the conference This number does not include students with individual appointments such as student officers or IC members but just delegates students who participate as part of a delegation that was awarded to your school The number that you enter here is used by the conference organizers to determine what kind of and how many delegations to award you So please consider it a commitment from your side Form 1 page 1 Delegation Kind Preferences Please select at least one and at most five delegation kinds categories that you are interested in representing by checking them in the list Each delegation kind has its own size range please note User Manual for MUN directors Page 5 of 10 that you cannot choose a delegation kind that requires more students than you committed to in the previous section Each delegation kind also has a prepayment amount which will be used to determine your school s prepayment amount the next section has the details Please note that you will be asked to prioritize your choice of delegation kinds on page 2 This section is just about identifying them and consequently you should select any delegation kind that you are interested in
9. e this adult and click go When you are done check beneath the table for errors Step 4 Accommodation 1 2 8 Click on the menu item accommodation You will see an empty form Fill in the contact phone number Ideally this is the mobile phone number of the person who was designated the contact person in step 3 item 7 Less ideally this could be the telephone number of the hotel that the contact person is staying in together with a room number if available Below that select the best description for the accommodation situation If you specify that you are staying at home during the conference you are done Click save at the bottom of the form If you chose one of the other two options you need to specify the hotel where you will be staying Under choose accommodation you can select one of the commonly used hotels from the list If your hotel is not in the list select the hotel is not in list option If your hotel was in the list you are done Click save at the bottom of the form If your hotel was not in the list you need to supply the details of the hotel under provide accommodation details Click save at the bottom of the form Step 5 Visa applications This step only applies to those conferences that offer the online registration of visa applications Currently these consist only of Qatar based conferences If the conference that you are registering for does not offer this service plea
10. equired When you are done check beneath the table for errors User Manual for MUN directors Page 8 of 10 Step 3 Attending adults 1 2 8 Click on the menu item adults You will see an empty table Click add myself as MUN director or add myself as chaperone if you will be attending the conference as MUN director or chaperone respectively The buttons will not be clickable if you are already registered for this conference Click add existing adult if you want to link an adult to this conference who has participated in a conference before Supply the adult s ID number and choose the forum Click save The adult now appears in the table as an attending adult You can click add new adult to create an adult from scratch if the adult is new to MUNIS Choose the forum and fill in the personal details If MUNIS asks for a badge photo you can leave the badge photo blank if you don t have it yet MUNIS will remind you later Click save The new adult now appears in the table as an attending adult In the table with adults you can change an adult s position personal information and or badge photo by clicking edit In the table you can remove an adult by clicking remove This doesn t remove the adult from MUNIS if the adult is registered for some other conference too MUNIS requires that you appoint one of the adults as contact person during the conference Above the table you can choos
11. fari and Internet Explorer For the best result you are strongly encouraged to have JavaScript enabled in your browser which is the default setting in all browsers mentioned before 1f you are you interested in using MUNIS for your own conference please get in touch with the THIMUN office in The Hague For more information see www thimun org User Manual for MUN directors Page 3 of 10 First time login To obtain a username or password the login page contains a link titled first login After clicking on it you will be asked to submit your email address An email will be sent to that email address shortly containing a computer generated username and password The email address that you provide needs to match your personal email address that MUNIS has on record MUNIS won t accept the school address or any alternative addresses you may have provided After receiving the email message with the new username and password you can log onto MUNIS using the regular login screen You may then change the username and password as you wish For security purposes it is important that you change your username and password immediately see the main menu below You can choose any username you want of four letters or longer provided that no other user has claimed it yet Passwords need to be at least six characters long and can t consist of only letters Both username and password are case sensitive Your MUNIS account and its username and
12. hood by giving as many preferences as possible Also bear in mind that there are some countries that many schools would like to represent please list plenty of countries that are not as popular In general the more restrictive you are the harder it is for the conference organizers to accommodate your wishes and the more likely it is that you end up with a delegation you don t like Please note that the Any option i e the option to select an entire delegation kind may not be available for some conferences Form 1 page 2 Additional Remarks optional You may provide additional wishes or elaborate on those you have already indicated in the provided text field but this is optional If you have a specific reason to request a particular delegation for instance your students have done a project on the country in question and are therefore particularly well equipped to represent it you are encouraged to inform the conference organizers of this so that they may take it into account User Manual for MUN directors Page 6 of 10 Form 1 page 2 Submission In this final section you can use the submit button to submit your Form 1 Once you do you may review it and print it using the Form 1 link in the main menu underneath the appropriate conference Filling out form 2 This is probably where you will spend the most time in MUNIS You fill out the form in small steps This means that you don t have to do in one sitting MUNI
13. isa applicatiorns oro ERE PF ERE EXER Er eua Eee NUS Rees taa E ae ERE eniai 9 Step 6 Form s bmissiOn inire erri Rr ae RENE Fo Ea SP EUN En ete pasan sundaes rus uela EAE E ve ye x Tran ues EEE 10 User Manual for MUN directors Page 2 of 10 About MUNIS The MUNIS registration application has been created as part of an effort by the THIMUN Foundation to streamline and digitalize the exchange of information between it and its customers MUNIS has become a success and several affiliated conferences are now also organized through it Broadly speaking the function of the MUNIS registration application is twofold 1 Itreplaces and enhances the paper versions of Forms 1 and 2 thus providing you with a modern and more robust way to handle the registration details For some conferences Form 2 also includes the possibility to add badge photos and register for the visa application assistance service 2 It provides a way for the conference organizers to report back to you when and wherever you want regarding a whole range of issues from your personal details and those of your school s to information regarding the conference registration such as participants and finances We hope you will find MUNIS useful and encourage you to make suggestions for its improvement As several conferences are organized through MUNIS it may be that you encounter it for more than one conference you participate in Please note that information is
14. n form with financial guarantee has been received During this stage you are requested to submit your form 1 which you can also do through MUNIS provided the conference organizers have chosen to allow this No delegations have been assigned yet 2 Form 1 received This means that the conference organizers have received your form 1 3 Form 2 created This means that the school s attendance is confirmed and there should be delegations assigned During this stage you will fill out the form 2 and submit it 4 Form 2 submitted This stage is brief it happens when you have submitted the form 2 but the conference organizers have not yet had the chance to look at it 5 Form 2 accepted This is the final stage It means that the form 2 is accepted by the conference organizers This is of course not the complete picture there may be many facets to participating at a MUN conference But these are the five stages that are relevant to MUNIS Filling out form 1 If conference organizers have opted to use the digital Form 1 capability in MUNIS you will see a link named Form 1 in the main menu underneath the applicable conference which will give you access to this form If you have already submitted your form 1 the received data is displayed However if you haven t yet submitted a form 1 this link allows you to do so This section is concerned with the second case and describes how to fill out and submit form 1 The form consists of two pages
15. password remain valid so if you participate again you can reuse them The login page contains a link titled I don t remember my credentials in case you forget your username and password the process is similar to that for a first time login The main menu Once you are logged on you will see the main menu on your left All options are available through the items in that menu On the right is where the content will be displayed Some general options at the very bottom of the main menu are the following e Home Brings you back to the page you see upon login e Account settings Allows you to see the personal information that MUNIS has on file Also this is the place to change your username and or password e Schools This link will list the school s for which you are the MUN director If any of this information is not right the conference organizers would really like to hear this from you e Sign out Through this link you are able to safely leave MUNIS In addition to these general options the main menu shows several options pertaining to your school s participation in a conference We will cover those in the following sections Conference participation The bulk of the main menu is composed of links relating to a school s participation to a MUN conference There may be multiple conferences and arranged underneath them multiple schools so it pays to double check this information For each participation there are two links that alwa
16. s 5 Form 1 page 1 Delegation Kind Preferences sessi eene eene nnn nnns nnn 5 Form 1 pages 1 and 2 Prepayment Amount esses nennen enne nnne nennen nnns ensi 6 Form 1 page 2 Delegation Preferences cccscssccccecsssesssseceeeeecssseseeaeeeeecesseseaeaeeeescesseseaeseeeesenees 6 Form 1 page 2 Additional Remarks Optional cccccccccssscecssssececsessececssssececsesaeeecsesaeeeesesaeeeeseaas 6 Form 1 page 2 SUDMISSION ccssccssccececsesssnsecsececeesssseaeseseceesesenucensesecessesesaaansececessessaaeansecteeeseaas 7 Filling dpWpspA MR 7 Form 2 Preparing yourself cscsssccccececsesssnseccececeessnseaseeseceesesenuseusececessesesuaensececessesseaeansectesesess 7 Form 2 Dealing with error M SSABES ccccseesssssceeececessesneaeeeeeeecessesaeaesececeseeseaaeaeseeecesseeaaeaeeeeseesees 7 Step by step guide to filling in form 2 ocior erri teer rore teneant roy oo nena sa rry E ERR oth aya Sapa ERE 8 Step 1 DalBgdbes ETE ATIE E E oe AAIE ee eee eer 8 Step 2 Individual particiPants c cccccccesssssssececececessesseaeceeeeecseseseeaeeeceesceeseaeseseeeeeseeseaeaeeeeseeeseseaeas 8 Step 3 Attending adults rtr or EHE R EUH ar E HEN RR ARE Ersten esae Xe E reca Ret Us 9 Step 4 Accommodation sess nennen enhn nenne enti ni senis Enaria Eeri saei setas a sans sss enne aan as 9 Step 5 V
17. se skip this section and continue with step 6 form submission Click on the menu item visa applications You will see a table with all the people students and adults participating on behalf of this school They are sorted alphabetically by last name In order to add a visa application for one of the people in the list click the add button next to the person in question You will be able to upload a file that contains a scan of the passport page The maximum size of this file is 0 5 Mb It is possible that the add button from the previous step is made unavailable This is the case when the nationality of the person in question is excluded from the visa application service The most common cause is that people of that nationality are able to enter the User Manual for MUN directors Page 9 of 10 country without a visa or can get their visa on arrival at the airport Please consult the administrative handbook for more information Step 6 Form submission 1 Click on the menu item status and submission You will see a page with headers equal to the steps we just went through 2 Below each header is specified whether there are any errors with the information you provided If there are problems in red you can click click here to jump to the page where the problem is If everything checks out everything is green the submit button will become available 4 Ifyou are sure that you have everything right click it Congratulations
18. will typically not contain personal records of any session held before its introduction for the specific conference for which you are registering If a person participates for the second time it may be tempting to create a second record for this person as opposed to having to go back to your school s administration to get the ID number of the student We kindly ask you to put in the effort and help us maintain our data by avoiding the creation of double records A complete personal history is important when awarding executive positions to students or inviting schools to participate You would be helping your school your students and yourself Form 2 Dealing with error messages MUNIS is fairly strict regarding the information that you submit This is done to avoid having to contact you for clarification after submitting the form However it does mean that you may be facing quite a lot of error messages on the pages of the form Some are syntactic errors regarding the information you provided in one of the form fields e g leaving the family name blank and they obviously have to be dealt with before data can be saved But many are semantic relating to the composition of the group of people attending the conference It is important to remember the following User Manual for MUN directors Page 7 of 10 Such semantic error messages don t always mean that you did something wrong There is technically a lot wrong with an empty form and you may
19. ys show up e Account financial This links to a printable financial overview regarding that conference When your form 2 is accepted an option becomes available to download a Microsoft Word or PDF version of the statement of account which becomes an invoice if your submitted form 2 is accepted and there is an outstanding balance e Form 2 This will give you a printable overview of the current stages of the participation see below including information on all the participants Also when it is time to fill out your form 2 extra options appear underneath this menu item giving you access to the various parts of this form User Manual for MUN directors Page 4 of 10 A third link appears in the specific case that the conference organizers have chosen to use the MUNIS online form 1 capability e Form 1 This will open your form 1 for you to fill out and submit If you have already submitted your form 1 this link will display a printable version of the submitted data as well as the option to download a Microsoft Word or PDF version of the form 1 invoice for the prepayment amount if a prepayment is necessary Please note that it is no longer possible to download this invoice after you submit your form 2 as your actual costs can then be determined The five stages of your participation Your participation goes through 5 stages 1 Invited This means that a school is invited either conditionally or unconditionally and the registratio
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