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EBYS Activity Form Preparation Guide

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EBYS Activity Form Preparation Guide


EBYS Activity Form Preparation Guide

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All non-curricular activity forms (including Student Club activities) must be filled out from the “Activity Form Current” tab.




Activity Form Current “DOCUMENT”






There are two (2) sections to be filled in the “DOCUMENT” tab. The first of these tabs is designated as “Document Initial Authority”. The initialing authority that should be selected in this tab should be a higher title of the document owner who prepared the event (Department Head / Faculty Dean's Office). “ISTANBUL GELİŞİM UNIVERSITY RECTORATE” should not be selected on the event forms!

The second tab “Document File Plan” should be selected according to the activity form.
    Example of Club Activities: 309.00.00.00.00 Student Communities, Unions, etc. > 309.01.00.00.00 Social-Cultural Purposes

Subject descriptions and event details written in the “Document Description” tab will not be taken into account. The relevant data should be found in the “ADDITIONAL SUPPLEMENTARY DATA” tab.

Event Form Current “ADDITIONAL DATA”




In the “Event Owner” tab, the faculty, department, administrative unit or student club that owns the relevant event should be written.

In the “Name/Title of the Event” tab, the name of the event that you want to appear on the posters should be written.

The “Language of the event” tab should be selected according to the language of the event.

The Turkish name of the activity should be written in the “Turkish Name of the Activity” tab.
In the “English Name of the Event” tab, the English name of the event should be written.

In the “Turkish Subject / Purpose of the Activity” tab, all available data related to the activity should be written in detail.

Details:

-Subject of the event,
-Purpose of the activity,
-What to do at the event,
-Why the event will be held,
-How the activity will be conducted,
-How the event will contribute to the participants.

An accurate translation of the above data must be entered in the “English Topic/Topic of the Event” tab. Translation services can be used after checking the accuracy of the text.
   Note: Although the relevant tabs appear small, they do not have a letter limit. If there is not enough data in these tabs, the relevant activity form will be returned directly.
   Note: Relevant details should be collated into a text and written in the relevant spaces. Bulleted explanations will not be accepted.
   Note:There should be no workflow text in the subject descriptions. Related tabs can be used for workflow texts (Event Workflow Bulletin)

In-house or external information of the event should be selected.

In the “Conference Hall” tab, the conference hall where the event will be held should be selected. If the event will not be held in a hall in the list, the area where the event will be held must be clearly indicated in the “Environment Name (Classroom, Garden, Foyer)” tab. If there is a “Conference Hall” selected, “Media Name” should not be written.

Media Name Example: Classroom A Block E209

   Note: For online events, the link to the online platform where the event will take place must be available in the document.

Select the relevant event type in the “Type of Event” tab. When you click on the tab, you may be greeted with a blank page. In this case, you can access the activity types using the scroll bar on the right side of the tab.



In the “Category of the Event” tab, the relevant event category should be selected. The blank page status in the event type description above is also available in this tab. You can proceed as described above.

Note: If the activity is carried out as part of a “Social Responsibility Project”, the “Project File” of the relevant activity must be uploaded under the “ATTACHMENTS” tab in the document.

In the “Date and Time Range of the Event” tab, the date and time range in which the event will take place should be filled in from the left blank to the right blank, starting and ending.

   Note: The relevant EBYS Form must be completed 10 days before the event. Events that do not meet the 10-day limit will be returned directly. It is the responsibility of the event organizers to fill in the event form completely and on time.
The participant status of the person who will attend the event (Student, Staff, External Participant) should be marked in the “Speaker / Guest GSM / e-mail” tab and the participant e-mail, if available, should be written in the blank.

In the “To whom the event is addressed” tab, the audience (Students, Academia, External Participants, etc.) should be selected.

The “Event Workflow Bulletin” should be a text organized according to the workflow of the event.

   Example Workflow: 09:00 Start of the event. 11:00-12:00 Lunch break. 12:00-14:00 Last session of the event. 14:30-15:00 Question and answer session.

You can request a plaque by typing the title, name and surname of the participant in the “Plaque” tab. Plaque requests written as “I request” or “I want” will not be taken into consideration. Where the title is not available, the first and last name is sufficient.

   Note: Plaque requests cannot be made for internal staff.

In the “Sustainable Development Goals (SDGs) of the activity” tab, the UN Sustainable Development Goal to which the activity is related should be marked with at least one (1) goal.

   Note: Events that do not include a UN Sustainable Development Goal will be returned directly.

   Note: The appropriate “Sustainable Development Goal(s)” should be selected according to the content of the event. You can visit https://turkiye.un.org/tr/sdgs to check which goals your event covers.



Check the “Catering Request” tab only if the event will be catered, indicating the time of the event.

   Note: Only available for all-day events

   Note: Meal requests sent by selecting the “I request” option and without details will not be supported and the relevant EBYS Form will be returned.

Please check the “Meal Request for Guest” tab only if you are requesting a meal for an external participant.

   Note: Catering requests that are sent by checking the “I request” option and do not specify the details will not be supported and the relevant EBYS Form will be returned.

Please mark the “Dry Cake Catering/Time Information” tab by specifying the time when you request catering.

Please mark the “Beverage Catering/Time Information” tab by specifying the time when you offer beverages.

You can enter the shuttle requests for your event in the “Event Guest Transportation Request or Transportation Request” tabs. Shuttle requests must be clear and complete. The region and time of departure, the region and time of return, the open address of the destination, the number of people and the contact number of the full-time academic staff who must attend the event must be available.

   Note: In case of missing data in service requests, the relevant EBYS Form will be returned directly.

If there is an invited external participant to the event, the CV of the relevant participant is required.

If there is a technical request related to the event, the relevant request tabs can be filled in the “ADDITIONAL TOP DATA” tab (Laptop, Sound/Light, Microphone, etc.).

After the document is completed, the document should be added to the route by clicking on “Save & Send Unsigned”.