Online EPlans Training

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Online E-Plans Training
ASI will be every students connection to the
ultimate college experience
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• This step-by-step guide will help you to create
  and submit an E-Plan to the University Union
  Epicenter electronically

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Getting Started
Select Online E-Plan
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Authentication

• Club officers must authenticate their identity
  through the my.calpoly portal

Enter username
Enter password
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Creating a New E-Plan
Click here
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Selecting Your Club
Use the down arrow to choose your club. You can
also type in the first few letters of your club
name
Click Continue once you have chosen your club
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Contact Information

• After you select your club, the below screen will
  appear

Your club name account will generate
automatically
Enter Club officer info Note must be on charter
Enter your event name and headcount
The clubs advisor name and contact information
will generate automatically
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One Day Event
If it is a one day event, select no and a date
from the drop down menu
It is encouraged to enter a 2nd and 3rd option
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Multiple Day Event
If it is a multiple date event, choose yes from
the drop down menu
Select quarter
The dates chosen will generate automatically in
the text box
Select dates
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Location of Event

• Next, type in the desired location for your
  event. It is encouraged to enter a 2nd and 3rd
  alternate

Type in preferred location
Type in 2nd choice
Type in 3rd choice
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Time of Event

• Enter your event times. Include any set-up or
  take-down times that your club may need.

Be sure to type am or pm
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Event Details
If yes is chosen, the Event Description will be
sent to the Cal Poly events calendar.
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On Campus
As you make your selections, campus policies that
pertain to your event will appear . It is
important to thoroughly read these messages and
contact the appropriate departments if needed.
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Off Campus
As you make your selections, policies pertaining
to off campus events will appear. Please read
through them carefully and contact departments as
necessary.
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Sandwich Boards
Select location choices
Select start date and end date
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Submitting Your E-plan Club Officer

• Check the box next to Club Officer Signature
  and your e-mail address and the date and time
  will appear

Click Save to submit the E-Plan
Check this box
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Advisors Role

• The advisor must approve the E-plan at least 2
  weeks prior to the event.
• If the advisor does not approve it at least 2
  weeks in advance, the online system will not let
  them approve it.
• It is suggested that the advisor looks over all
  the details of the event before approving

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Advisors Role
Advisors will receive an e-mail from the UU
Epicenter notifying them of a pending E-Plan
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Advisors Role

• Club advisors must authenticate their identity
  through the my.calpoly portal

Enter username
Enter password
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Advisors Role
Once logged in, advisors will see a list of all
E-Plans initiated by the club(s) they advise
View the E-Plan, and review it thoroughly
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Advisors Role
Check the advisors box
Click denied, if denied and contact the club
officer that submitted the E-Plan
Advisor name will automatically generate.
Click Approve, if approved
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Final Steps

• Officer will receive email notification that
  Advisor has approved/denied the request.

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Process Complete

• The Club Officer and advisor will receive a
  Tentative Confirmation that the request has
  been received and entered.
• All requirements listed on the confirmation must
  be fulfilled (including contacting the necessary
  campus departments).
• Once all requirements have been fulfilled a
  confirmed e-mail will be sent to the Club Officer

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Questions???