If you have a Student Club, you will need to follow the steps below if you want to perform an activity within the scope of the course or within the department.
→Login to EBYS system with the Advisor or as Event Organizer,
→ Select the relevant tab of ''Event Organization Form / Student Club Event Organization Form / Course Event Organization Form '' at EVENT FORMS section,
→ You should choose the Director/ Dean (for Academic Personnel) and Unit Director (for Administrative Personnel) as Document Signing Authority,
→Write a very short slogan about your Event under the title Subject of Document,
→ For Document File Plan; select the relevant one from Scientific and Cultural Meetings,
→ At ADDITIONAL UPPER DATA, you will see the section where you will explain the event, For this reason, all sections need to be filled in completely, fully and clearly. Also, do not forget to pay attention to the writing rules. We need to be able to learn all the details on the document in order for an event to be realized without any problems.
→ If you want to make your event more valuable, you may think that ADDITIONAL UPPER DATA would not be enough for you; in that case, you can send your project file at ATTACHMENTS tab with full details! Nevertheless, you should not skip filling the ADDITIONAL UPPER DATA section.
→ After filling all the sections; select ''Save & Send without Signature'' or '' Sign & Send '' and the document will be sent to us.
►DO NOT FORGET: It is your responsibility to follow-up the document regularly from the system and to act together with Health, Culture and Sports Department after the documents is signed by the Rector's Office.
►How do you Follow-up the Document?
♦In EBYS, under DOCUMENT FOLLOW-UP tab, you can click on "Query From my Documents Waiting for Signature Approval" to see your document.
♦Under ROUTE INFORMATION, you will be able to see where your document is for signing.
►What Should I Consider?
♦In order to organize an event, you should enter Event Form into the system at least 15 days before.
♦UNFORTUNATELY we cannot process the forms with no entry at least 15 days before in our agenda!
♦ You must think about all the details and enter the system with all the details. It is really hard for us to make any changes/transactions regarding the details not included in the form...
♦ You can ask us questions via firstname.lastname@example.org for anything that you want.
EVENT OWNER: This the individual who plans an event or an organization.
→Next Stage after Event Planning is the implementation of event.
→First step in order to implement an event is to obtain an approval from the Rector's office. For this purpose, the planned file presentation should be processed into the system in a clear, understandable way, where all requests are stated.
→ After receiving the required permissions, Event Owner should control the request. The process should continue in coordination with Health, Culture and Sports Department.
Work Flow Between Units;
→ It is the responsibility of the Event Owner to obtain official permits on the EBYS in order for an event to take place within the Istanbul Gelisim University.
→ Event Organization Request Form will be generated by Event Owner on EBYS system.
→ Student Club Event Request Form will be generated by the Advisor on EBYS system.
→ Course Activity Request Form will be generated by the Event Owner on EBYS system.
→Event Owner will coordinate the Invitation/ Announcement process.
→Event Owner will coordinate the preparations of Invitation, poster, identification badges, speech cards etc. with the related unit.
→Social content of programs will be prepared by Event Owner. If social activities are planned in the event and the event is budgeted, the planned trip will be coordinated by the Event Owner. If the event is not budgeted, the planned social activities are organized in the direction of the institutions in the External Stakeholders of the Health, Culture and Sports Department and the budget calculation is subject to the approval of Board of Trustees.
→ Details such as the seating arrangement and the protocol arrangement will be coordinated by the Event Owner.
INFORMATION TECHNOLOGIES DEPARTMENT
- Technical equipment in Event venue, such as;
♦ Microphone; Lapel, Hand, Desk, Lectern
♦ Display / Projection/ Electronic Lectern, Totem LED Screens
are coordinated by the Information Technologies Department.
→ The visuals to be applied to Projection, Electronic Desk or Totem Led Screens within the scope of the event should be sent to the Information Technologies Department (email@example.com) at least 1 (one) business day before.
→ Regarding the contents of event that necessitate technical equipment such as Skype etc., written or oral information should be given to Information Technologies Department at least 1 (one) week before the event.
→ The Simultaneous Interpretation support to be used within the scope of the events will be coordinated with the Purchasing and Information Processing Department and Health, Culture and Sports Department. All venues, except for Gelisim Tower Auditorium, need to have a cabin installed.
→ Information Technologies Department is responsible for the technical follow-up of the events.
SUPPORT SERVICES DEPARTMENT
→ The Ring Service planned for the Event will be coordinated by the Support Services Department. The possibility of transportation services from Mustafa Kemal Pasa Metrobus Stop to the Faculties under specified Number of People and at Specified Times can be realized upon the approval of Rector's Office.
→ The Ring Services from the Institution to External locations such as Hotels, Airport etc. will be coordinated by the Support Services Department upon the approval of the Rector's office.
→ Regarding the transportation of the event guests to the Faculties; this will be coordinated by the Support Services Department upon the approval of Rector's office for the availability of drivers and vehicles. Regarding the transportation of Guests; Event Owner will coordinate the number of persons, information on persons, their address and contact information and present this to Support Services Department.
→ It is the responsibility of the Support Services Department to clean the space / area related with the event and to clean the materials used.
→ Fixtures such as Water Dispenser, Sofa, Table, Chair, Tablecloth that should be present in the event area are coordinated by Support Services Department.
→ Event Catering requests are organized by Support Services Department. Compliance with the time line for Cold / Hot Beverages, Compliments of Catering Requests are coordinated by Support Services Department.
→ All kinds of materials to be transported to the venue / area within the scope of the event are coordinated by the Support Services Department.
→ Information on the safety implications for the event and the details of the guests who will enter the Faculties will be communicated to the Security Department by the Support Services Department.
→ The partnership / bridging role in the Administrative and Academic part of the planned events is realized by the coordination of the General Secretariat.
→ General Secretariat is the first authority of approval for the administrative positive/ negative aspects of the event after the relevant administrative units.
→Security Department is liable to follow-up the Weekly events.
→ The information of the guests who will attend the institution from outside within the scope of the event should be communicated to Security Department at least 1 (one) day before.
→ The Security Department should be informed about the possible security problems related to the event.
PUBLIC RELATIONS AND PUBLICITY DEPARTMENT
→ Lounge Reservation Procedures will be assigned to the related units during the EBYS Event Form process by Public Relations and Publicity Department following the approval of Rector's office.
→ Coordination / planning of transport and accommodation
→ Intercity, International, In-City, transfer procedures are subject to the approval of Rector's Office. It is organized by the Procurement Unit under the coordination of the Health, Culture and Sports Department. The Event Organizing Form created on EBYS will include details of the transfer and event at least 15 days before the date of event. In the form, guests should be informed of where and when the transfer will be made, and the information should be provided in complete and detailed form. If the Guest arrives from a foreign country, the picture of first page of Passport should be shared in ANNEXES. For each guest to be transported; Turkish ID Number, Guest Information and Name and Surname should be included in the form.
→ Coordination / planning of the accommodation is organized by the collaboration the Health, Culture and Sports Departments and Public Relations Coordinatorship. Accommodation and hotel information is organized by the University's accredited external stakeholder. Istanbul Gelisim University reserves the right to change accommodation.
The name, surname, contact information, Turkish Identity Number of the guests to be accommodated must be clearly indicated on the form and the guest's check-in and check-out dates should be clearly indicated.
→ The introductory materials to be provided to the guests in the event are coordinated by the Public Relations and Publicity Department. Promotion Materials to be used periodically in the may vary according to the material stock information in the warehouse. The materials to be used in the Publicity Bags are determined by the approval of the Public Relations and Publicity Department. The number of the promotional materials must be indicated on the EBYS and coordinated with the Public Relations and Publicity Department in case of any change.
CORPORATE COMMUNICATION DEPARTTMENT
Within the scope of Corporate Communications Department; processes of Graphic Design, Photo & Video, Media Relations and Social Media are managed. In this scope;
♦ Graphic Design provides services such as Poster, Invitation, Roll-Up, Program Book and so on.
It is the responsibility of the Event Owner to share information for each requested material clearly on the Event Form via the EBYS system.
In order to prepare the materials such as Activity Request Form, Poster etc.; information such as Title of Poster, Event Venue, Event Date, Event Time should be present along with Materials Requested Except the Poster (e.g. Badge Card, Invitation Card (Invitation Text).
♦ Photo & Video; During the event, a follow-up with photos and videos can be conducted. For each event, photo planning can be planned along with video follow-up for requested and approved events. Support is provided by the Studio Coordinator and students on video follow-ups.
♦ Media Coordinatorship; Planning of events with a value of news is made by Media Coordinator. News and press service of the news that are deemed appropriate are made by the Media Coordinatorship. Event Owner should inform the planned and requested event (which he/she thinks will be popular in media) to Corporate Communications Department and support should be obtained in terms of press, language and image of event.
♦ Social Media; News and announcements of the events can be supported via publishing at University's official Social Media accounts. If an announcement is required to be made before the event takes place, that should clearly be requested in Event Request Form. If a news or announcement is planned to be made after the event is over, verbal or written communication should be made with the Corporate Communications Department (firstname.lastname@example.org).
ADMINISTRATIVE AND FINANCIAL AFFAIRS DEPARTMENT AND BOARD OF TRUSTEES
→ The Board of Trustees and the Administrative and Financial Affairs Department coordinate the approval of the planned budget in order to realize an event.
→ Coordination and requests between the Administrative and Financial Affairs Department, Board of Trustees and Event Owner are organized by the Health, Culture and Sports Department.
→ The planned budget for the event should be calculated with all sub sections over the EBYS and the estimated materials and units to be requested (including everything that is reasonable) should be specified.
→ There may be materials that cannot be purchased by Procurement Department. In such cases, if the senior management approves it, the Event Owner purchases the materials requested and invoices on behalf of the university.
→ Requests for catering, food etc. regarding the Event are approved by the Administrative and Financial Affairs Department & the Board of Trustees. This will be coordinated by Health, Culture and Sports Department.
HEALTH, CULTURE AND SPORTS DEPARTMENT
→ Following the completion of Event Organization request form on EBYS by the event owner in accordance with the procedure, this will be forwarded to the units in work flow by Health, Culture and Sports Department.
→ Each event approved by the Rector's Office via EBYS takes is followed-up by the Health, Culture and Sports Department.
→ Health, Culture and Sports Department cannot carry out transactions for documents which are not approved by Rector's Office.
→ Regarding the requests for events not mentioned on the Event request form or in the ANNEXES, Health, Culture and Sports Department is not obliged to add these in Work Flow.
→ The Complimentaries requested for the event are coordinated by the Health, Culture and Sports Department.
→ The Catering service requested for the event are coordinated by the Health, Culture and Sports Department by the contracted restaurant pf the University or any restaurant considered suitable by University.
→ The materials requested in the Event Form are coordinated with the Procurement unit upon approval of management and delivered to Event Owner by Health, Culture and Sports Department at least 1 (one) day before the event.
STRATEGIC PLANNING AND QUALITY ASSURANCE OFFICE
→ If the venue / hall intended to be used within the scope of the events is not the designated conference hall, the suitable days and hours for amphitheaters, classrooms will be obtained from the Planning Office. Day, time, block and location information should be clearly indicated on the Event Form.
CONSTRUCTION AND TECHNICAL DEPARTMENT
→ Space, Cooling / Heating / Ventilation operations are under the responsibility of the Construction and Technical Department.
→ In case of any breakage or damage related to the event venues, the Construction and Technical Department coordinates the necessary follow-up and corrective action.
CHIEF CLERK DEPARTMENT
→ Sharing of the announcement for the event with other institutions and universities is made by the Chief Clerk Department through EBYS.
In order to announce an event to other institutions through EBYS;
→ Sharing of the announcement for the event with other institutions and universities is made by the Chief Clerk Department through EBYS.
→ In order to announce an event to other institutions through EBYS; the event should be initially approved by Rector's office.
→ For the events approved by Rector's Office, an announcement letter is prepared via the EBYS to the relevant institutions and organizations within the Chief Clerk Department.
→ Prepared announcement letter is initialed by Vice General Secretary and General Secretary and signed by the Rector.
→ The announcement of the signed letter is made by the Chief Clerk Department by sending it through KEP, e-mail or post.
⇒The field of activity of the club to be established should not be similar to a previously established active club.
⇒ Applications to establish a Club are completed within four weeks from the start date of each academic year. (Do It Quick)
⇒The Student Club must present the reports of the events planned to be carried out during the semester, together with the date range, while presenting the applications.
⇒ Student certificate of each student to be in the administration of the Club must be added separately. You can obtain a Student Certificate from E-State system.
⇒ Unfortunately, second year students at Vocational School and fourth year students at Faculties / Schools cannot establish clubs or take part in the administration of clubs.
⇒ You can establish MAXIMUM One Student Club and be in the administration of one Student Club.
⇒ The documents required to establish the club are on the main page of the Health, Culture and Sports Department.
NOTE: Documents must be completely filled and handed over to the Health, Culture and Sports Department.