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Q: What is the Club Center url?
A: http://my.brandeis.edu/clubcenter/
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Q: What can "regular" person do at Club Center?
A: A person who is not logged in can view public club information. Club Center lists all of the official clubs on campus, their contact information, meeting times, and a link to their website. Regular users can also suggest clubs, which puts them into a queue checked regularly by the Secretary of the Student Union (or their designate). Assuming everything's fine, a newly posted club should be approved and show up within a few days. Please be patient as we work everything out, but if you must email someone for status, contact secretary@brandeis.edu.
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Q: What can a club leader do at Club Center?
A: A club leader can do many things at club center.
Change ACS Club info: At the top of each club page at club center, there is some information about the club. Clicking on Change ACS Club info lets you change this information.
Administrate Club: If you click on this link, you will be taken to the clubadmin pages. Once there, you can view the status of you club's bank account, make funding requests for any ongoing allocations marathon, fill out any required forms, and see you answers to previous submitted forms.
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Q: What can a Student Union official do at Club Center?
A: Everything. When a privileged Student Union member goes to the clubcenter homepage, at the bottom of the page, there is a link to "Administrate Club Center." If you click on it, you will be taken to the Club Center Administration page. There you can add forms for club leaders to fill out, add, edit, approve clubs, enter data into club checkbooks, create, enable, and disable allocation marathons, and allocate money to clubs.
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Q: How do I add/suggest a club?
A: To add or suggest a club, scroll down to the bottom of the clubcenter homepage. There should be a link to add or suggest a club. You will be asked what type of group you want to create: select Student Club. Then fill out the form:
Group Name: The name of the group, as you want it to appear in Club Center.
Short Name: A shortened version of your group's name. This will be used to generate URLs, so you may only use alphanumeric characters and hyphens. This name must also be unique. In otherwords, if the psychology department already claimed "psychology" as their short name, the psychology club would have to pick something else - like psychology-club. You are recommended to try use your UNET group name - the name used to form the url of your webpage on UNET.
Group Admin E-mail: The e-mail of the person in the group who will be taking care of the group's presence on the website.
New Member Policy: You probably want to choose 'open'
Spam Policy: Select 'closed.' (Actually, this field doesn't matter, because the website does not support this feature).
Website URL: The URL of your website, if any. Be sure to include http://
Club Description: The description of your club, as you want it to appear in Club Center. You must limit yourself to 4000 characters.
Club Contact Name: Name of club officer that people should contact if they have any questions.
Club Contact Email: Email of club officer whose name is listed in Club Contact Name
Club Lyris Mailing List mailing list (doesn't have to be Lyris).
Club Meetings: Information about when your club meets. Try to update this regularly. (If applicable, you can put "see website", but this is not recommended).
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Q: I suggested a club, but it's not there....
A: When you suggest a club, it gets put into the approval queue until a Student Union member approves it. If you have any questions about why the approval process for your club is taking so long, you need to contact the Student Union. Keep in mind that only official Brandeis clubs are listed on Club Center. To become an official club, you need to go through the chartering process.
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Q: Club Admin: Can't find clubadmin pages
A: Before answering this question, I'm going to assume your club has been chartered, added to Club Center, and approved. I'm also going to assume that you are logged in to the website.
Go to the Club Center homepage. Find your club's name on the list and click on it.
Now scroll down to the section called Administrate Club and click on the appropriate link - probably Financial and Student Gvt Info.
If you do not see the Administrate Club section, check the Club Administrators list. If your name is not on that list, and you think it should be (you are a club officer), contact one of the people on the list and ask them to make you that club's administrator. If the list is empty, contact the Student Union and ask them to add you to the list of administrators for that club. Be sure to include that club's name, your name, and your UNET username.
If you are a member of the Club Center Administration group, or your name is on the list of administrators for that club, that means you found a bug. Please contact the site administrator.
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Q: Club Admin: How do I change information about my club once I've added it to the website?
A: Only club leaders and Student Union members may change information about clubs. If you are a club leader, go to the Club Center homepage. Select your club's name from the list of clubs. You will be taken to your club's Club Center page. Scroll down to the bottom to the Administer Club's section and click on Change Above Info. You will see a list of fields followed by their current values. Click on any field you want to change and enter the new value.
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Q: Club Admin: How do I add/remove club members?
A:
1. Go to the Club Center homepage.
2. Select your club's name from the list of clubs
3. Goto Manage Club Members
4. The rest should be self explanatory. If you are removing administrators, be sure to leave at least one administrator in the club at all times.
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Q: Club Admin: How do I fill out forms for my club?
A:
1. Go to the Club Center homepage.
2. Select your club's name from the list of clubs.
3. Click on Financial & Student Gvt Info in the Administrate Club section.
4. Towards the bottom you will see a section labeled Unfilled out Forms. Underneath there is a list of forms you need to fill out.
5. If a form has the word required next to it, you have to fill it out. If it has the word optional next to it, you may ignore it.
6. To fill out a form, click on it. Then follow the instructions on the form.
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Q: Club Admin: How do I request funds for my club on-line?
A:
1. Go to the Club Center homepage.
2. Select your club's name from the list of clubs.
3. Click on Financial & Student Gvt Info under the Administrate Club section
4. Scroll down to the Allocation Marathons section and click on the appropriate marathon.
5. Click on Add Request.
Description: Enter a description of your request. Omit your club's name - it will be recorded automatically.
Quantity: The amount of items you want to buy with the money. For example, if you are requesting funds to buy 100 paint brushes, enter 100 into this field.
Cost Per Item: How much each of the items costs. If you are buying 100 paintbrushes for 25 cents each, enter 0.25 into this field. Do not use any dollar signs.
Total Cost: This field is computed automatically using a JavaScript. Do not bother trying to change this number.
If you are requesting a block grant - for example, to buy as much paintbrushes as $100 will buy, enter 1 into Quantity and 100 into Cost Per Item.
Note: you may also have to fill out a separate form. Check your club's unfilled out forms list.
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Q: Club Admin: How do I view / edit / delete funding requests?
A:
1. Go to the Club Center homepage.
2. Select your club's name from the list of clubs.
3. Click on Financial & Student Gvt Info.
4. Choose the appropriate marathon from the ones listed in the Allocation Marathons section.
If a marathon is disabled, you are only allowed to view it. You will see a list of all of your allocation requests.
Description: Description of the request.
Quantity: The amount of items you wanted to buy
Cost Per Item: Cost of each item you wanted to buy
Requested: The total amount you requested for that item.
Allocated: If this column has a dash in it ( '-' ), this means that the Allocations Board hasn't made a decision about that item yet. If it has a 0 in it, that means the item was rejected. If it has a number value in it, that is the amount that you were allocated. This number does not necessarily have to equal the amount you requested. You may contact the Allocations Board for more details.
At the bottom, all of the relevant columns are totaled, so you can see the total amount of money you are requesting and the total amount of money you were allocated.
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Q: Club Admin: Where can I see if my funding requests have been approved?
A: Go to the Club Center homepage. Find your club's name on the list of clubs and click on it. You will be taken to your club's clubadmin page. Click on the Financial & Student Gvt Info link. Then find the marathon you are interested and click on it. Next to each funding request, in the Amt Recieved column, you will see how much money was allocated to you. If the column has a dash in it ( - ), that means that your request has not been considered yet. If it has a 0 in it, that means it was rejected. If there is a number value in the column, that is how much money was allocated to you. In the bottom blue row, you can see the sum of all the money allocated to you.
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Q: Club Admin: Where can I learn my bank account balance?
A: Each club listed at Club Center has a virtual checkbook. Information is entered into the checkbook by the Senate. It is supposed to reflect the status of your actual bank account, as maintained by the Senate. This is not an authoratative checkbook, but it should give you a rough idea about the balance of your bank account.
Go to the Club Center homepage. Find your club's name in the list of clubs and click on it. Click on the Financial & Student Gvt Info link. Click on the link to View Financial Status. You should now see a table listing all of the recent transactions in your bank account. The rightmost column records the balance in your account after each transaction. Use the more & less links to alter your view of your vitual checkbook.
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Q: Club Center Admin: Can't find Club Center Administration page
A:
1. Make sure you are logged in.
2. Go to the Club Center homepage.
3. Scroll down to the bottom of the page and click on the Administrate Club Center link.
If the link is not there, that means you are not a member of the Club Center Administration group. Contact a Student Union member and ask to be added to that group. Note: the Club Center Administration group is only for Student Union members and other equally privileged users. Club leaders only need to be administrators of their own clubs.
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Q: Club Center Admin: How do I add a form for all club leaders to fill out?
A: To add a form you need to first create it in the survey module and then to add it to club center.
Creating a Survey: Go to http://my.brandeis.edu/survsimp/admin/ . If you get an access denied error, that means you are not a member of the Simple Survey Administration Staff group. You need to ask the system administrator to add you to that group.
Click on Create a new survey. Fill out the form. IMPORTANT: At the bottom of the form, you will be asked whether the survey is for users or for groups. You must set it to groups. Also, keep in mind that if you set a surve to be anonymous, there will be no way for you to find out how each individual group answered each survey. You will be able to see all of the responses at once, with no identifying information.
Follow the remaining instructions for adding questions to the survey. When you are done, click on Enable Survey at the top of the survey page.
Adding the Form to Club Center: Now that you have created the survey, go to the Club Center Administration page.
Click on Add a Form. Select the form you want to add from the list of forms provided and click Submit. You may select multiple forms. The form will then be added to Club Center.
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Q: Club Center Admin: Can't find the survey I want to add.
A: Three conditions need to be met in order for you to add a form to Club Center:
1. The form/survey must exist in the survey module.
2. The form/survey must be enabled. You can only do this through the survey module.
3. You must be the creator of the form - Club Center only lets you add forms that you created.
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Q: Club Center Admin: How do I make a form optional/required
A: Once you've added the form, go to the Club Center Administration page. At the top of the page you will see a list of forms. Some of the forms have the word optional next to it, others the word required. If you want to switch between the optional and required status of a form, click on the word optional (or required). The page will reload and the new value will be set.
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Q: Club Center Admin: How do I remove a form?
A: Go to the Club Center Administration page. At the top of the page you will see a list of forms. To the right of each form's name is a link to remove the form. Click on that link. The website will prompt you to double check whether you really want to remove the form. Click on "Yes."
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Q: Club Center Admin: How do I make a form invisible to club leaders without deleting it permanently?
A: When you delete a survey from the survey module, you erase it permanently, along with all groups' answers.
When you remove a form from Club Center, you simply sever the link between Club Center and that form. It still exists in the survey module, along with all groups' answers. You can always restore it by clickin on Add Form and selecting it from the list of surveys.
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Q: Club Center Admin: How do I view club leader's responses to the forms?
A: If the form still exists in Club Center, you can go to the Club Center Administration page, and under the Required Forms click on the "Form Summary" link.
You will be taken to a page that lists every club and a link to their answers to a form. If a club has not responded to a form, instead of the link, the word optional or required will appear, depending on the status of the form. If the form is set to be anonymous, there will be a link in every single row leading to all of the club's answers, which are assigned Respondent Ids based on the order in which the club's responded.
If the form no longer exists in Club Center, you can go to the survey module admin pages http://my.brandeis.edu/survsimp/admin, select the survey you are interested, and look at responses that way.
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Q: Club Center Admin: How do I set a deadline for filling out forms?
A: On the day that the deadline for filling out your form has passed, go to the Club Center Administration Page (or the survey module administration page) and click on the name of the expired form. Then select Disabled for the status at the top of the page.
When you do this, the form will still be visible from Club Center to you and to all club leaders. However, club leaders will no longer be able to submit answers to the form.
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Q: Club Center Admin: How do I edit information about a club?
A: Go to the Club Center Administration page. Click on the link to Manage Clubs. You will be taken to a page with a long list of clubs. Click on the name of the club that you are interested in. A form will appear for you to fill out, with all of the current values preset.
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Q: Club Center Admin: What is the difference between approved and unapproved clubs?
A: If a club is approved, all users can see it on the brandeis website. It will be included in the list of clubs on Club Center and in the group pages. If a club is not approved, it is completely invisible to everyone except administrators.
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Q: Club Center Admin: Where can I see a list of all clubs waiting approval?
A: Go to the Club Center Administration page. Scroll down to the Manage Clubs section. Next to the Manage Clubs link, you will see a message telling you how many clubs there are, and how many of them are waiting to be approved. If you want more details, click on the Manage Clubs link. At the top of the page you will see a list of all clubs waiting approval.
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Q: Club Center Admin: How do I approve/unapprove a club?
A: Go to the Club Center Administration page. Click on Manage Clubs. Two tables will appear. The top table has a list of clubs waiting for approval and the bottom table has a list of clubs that have already been approved.
To Approve a Club: Find the club's name at the top of the table. Click on the Unapproved link. The page will reload, with and the club will now be listed in the approved clubs table. Note: Before approving a club, you may want to check its ACS club info by clicking on its name.
To Unapprove a Club: Find the club's name in the bottom table. Click on the link that says Approved. The page will reload and the club will be listed in the unapproved table.
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Q: Club Center Admin: How do I delete a club?
A: Go to the Club Center Administration page. Click on the Manage Clubs link. Find the club you want to delete. In the column to the right of the club's name there is a Delete link. Click on it.
You will be prompted to make sure you really want to delete the club. Select yes.
Note: Deleting a club is a drastic action. There is a known bug in which under certain circumstances a club cannot be deleted. If you try to delete a club and get an error, notify the system administrator. The club would have to be deleted manually.
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Q: Club Center Admin: How do I add an administrator to a club?
A: Go to the Club Center Administration page. Click on Manage Clubs. Find the club you are interested in. Look in the New Admin column. If it says "Needs Admin" in red letters, that means that the club currently doesn't have any administrators. If it says "Add Admin", that means the club has at least one administrator. You should be wary of adding administrators to clubs that already have one - because a club administrator should be able to add other administrators themselves.
Regardless of what the column says, if you want to proceed with adding an administrator, click on the link in the New Admin column. Enter the username of the person that you want to make an administrator and click submit. You will then see a list of people whose username matches what you entered. Select the user you are trying to add. This will make that person an administrator of the club.
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Q: Club Center Admin: What is a virtual checkbook?
A: Each club has a virtual checkbook. The contents of this checkbook can be modified only by Club Center Administrators. Since the information in the checkbook is private, it is visible only to club leaders.
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Q: Club Center Admin: How do I view / edit the contents of a club's virtual checkbook?
A: Go to the Club Center Administration page. Click on Manage Clubs. Find the name of the club you are interested in and click on the word Edit in the Finances column.
You will see a table listing all transactions that took place for that club. For more or less concise views, click on the more or less links at the top of the table. To modify a transaction, click on its name. To delete a transaction, click on the delete link. You can rearrange the order of the transactions by using the "swap up" option. To add a transaction, click on the "Add Item" link at the bottom of the page.
Field Definition
Item Name: Short name describing the transaction. That is what you would see in the abridged view.
Item Description: Long description giving all necessary information about the transaction.
Item Type: Choose credit for deposits, debit for withdrawals, fudge up if you are adding money but for a strange reason, fudge down if you are withdrawing money for a strange reason.
Value: The amount deposited/withdrawn. Must be a positive number. (The program automatically makes withdrawals negative).
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Q: Club Center Admin: How do I create a Marathon?
A: Go to the Club Center Administration page. Scroll down to the very bottom of the page. Click on Create Marathon.
Enter the marathon's name and press enter. You will be taken back to the Club Center Administration page. If you scroll down to the bottom of the page, your new marathon will have been added to the top of the marathon list.
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Q: Club Center Admin: What is the difference between enabled and disabled Marathons?
A: If a marathon is enabled, all club leaders are allowed to submit requests for funding to that marathon. If a marathon is disabled, they can only view the status of their previous requests.
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Q: Club Center Admin: How do I enable / disable a marathon?
A: Go to the Club Center Administration page. Find the marathon you are interested in. Next to it is a link saying whether it is currently enabled or disabled. To change the status of the marathon, click on that link and it will be automatically toggled.
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Q: Club Center Admin: How do I delete a marathon?
A: Go to the Club Center Administration page. Scroll down to the bottom of the page and find the marathon you want to delete. Click on the remove link next to it.
Warning: Deleting a marathon will also delete all funding requests associated with it. However, if some of those requests have been granted, items in the checkbook corresponding to those requests will remain unaffected.
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Q: Club Center Admin: How do I view all funding requests for a particular marathon?
A: Go to the Club Center Administration page. Click on the name of the marathon you are interested in. By default you will see all of the funding requests sorted by club name. If you want to see it sorted by date, click on Sort By Date link. To see a printer friendly version, click on Printer Version.
Column Definitions
Club Name: The name of the club that made a particular request. If this column is blank, assume the row refers to the first club name you would see if you scroll up from that row. This column is visible only in the Sort by Club view.
Date: The day the request was made. If this column is empty, assume the row refers to the first date you would see if you scroll up from that row. This column is visible only in the Sort by Date view.
Description: Description of the request as entered by the club leader. If this is the date view, the club's name is listed at the top of the description in bold letters.
Quantity: The number of items requested.
Cost: The cost of each item
Total: The total amount of money requested for that item. This is the most important column.
Amt Recieved: The amount of money allocated to that request. If there is a dash in that column, that means that nothing has ever been entered for that column.
Amt Left: This column will soon become deprecated. It is supposed to represent how much money of the Amt Recieved the club has left. Since money that allocated to the club using this system is automatically added to the virtual checkbook, it is no longer necessary.
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Q: Club Center Admin: How do I approve a funding request?
A: Go to the Club Center Administration page. Click on the name of the marathon you are interested in.
Scroll down until you find the request you want to approve.
Enter the amount you want to grant in the Amt Recieved column and click on the button marked "< >"
Make sure the amount you enter is in deciman format with at most two significant digits, ex: 3.50. It is okay to have less than 2 digits after the decimal point. Omit the dollar sign.
Warning: When you approve a funding request, an item is automatically added to the virtual checkbook of the club that made the request stating the name of the marathon, the request description, and the amount granted. If you modify the amount granted in the future, the amount in the checkbook will also change correspondingly.
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Q: Club Center Admin: How do I change the amount granted for a funding request?
A: Go to the Club Center Administration page. Click on the name of the marathon you are intersted in.
Scroll down until you find the request you want to modify. Change the value entered into the Amt Recieved field. Be sure to delete the $ sign. Press "< >" to commit your changes.
Warning: When the request was first granted, an item was intered in the club's virtual checkbook. Modifying the amount recieved will modify the amount in the club's virtual checkbook automatically.
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Q: Club Center Admin: Can I put the information in Club Center into a database?
A: It's already in a database. If you want to export that information into another format, you must contact ITS. Please avoid doing this as much as possible - the purpose of having Club Center on-line and database backed is that it would be the only authoratative source of data on clubs and that you should be able to get all the information you need from Club Center without storing it separately. If this is a question of providing a different format for viewing the data on-line, we can talk about creating / or modifying pages on the website.
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