RSO System Change

We hope this message finds you well. This communication aims to provide Registered Student Organization (RSO) leaders with the information to plan and schedule their events in preparation for the rollout of 25Live, scheduled for the fall of 2024. As the University transitions to the new system, we will provide relevant instructions and updates via Hopkins Groups, email, social media, and other outlets. All other modules and processes in Hopkins Groups will operate as expected. The only RSO process this communication outlines is the physical room scheduling.

This spring we will implement some process changes, which will also closely mimic and potentially serve as an excellent opportunity to evaluate the transition to scheduling space in the fall of 2024 with the new scheduling system.

Student Engagement (LEED/SES) will not process any event or space requests for the remainder of the fall semester after today, December 15, 2023, through Hopkins Groups since events require a 15-business day submission, which extends to the end of the semester.

Effective Friday, December 15, 2023, any space requests for meetings or events for the spring 2024 semester (January 1 through May 15, 2024) will follow the submission process outlined below.

1. Log into Hopkins Group. The banner above will appear on the Homepage in Hopkins Groups to submit your space reservation.
2. If your event requires a reservable indoor or outdoor space, a classroom, or tabling space, submit a space request using Find A Space directly within the Scheduling & Event Services on-line system, Kinetics (KX).You will receive an automatic email submission outlining your request. This is not a space confirmation.
   1. No further action is needed for RSO for space after your space submission
   2. Wait to receive a space confirmation emailed directly from SES
   3. Once you receive a Space Confirmation – the student organization Student Event Requestor (formerly called Student Event Coordinators) will receive one of the following:
      1. Space confirmation - For weekly meetings or general body meetings which do not require any special approvals from LEED (Leadership Engagement & Experiential Development) staff.
      2. Space Confirmation – Pending LEED Approval
      3. For space requests where the event first requires consultation and approval before moving forward with advertising the event, etc.
   4. Any change to a spring space request must be emailed directly to SES at HomewoodScheduleevents@jhu.edu and cannot be processed through Hopkins Group. However, any changes should always be updated in Hopkins Group by the RSO as well for registration and accurate publication on the calendar, etc.
   5. Only the two designated Student Event Requestors for the student organization may submit requests and will be the only two designated student representatives communicating with SES upon completion of the spring training.
3. Submit the remaining event details in Hopkins Groups. 

Step-by-Step Instructions

The risk management component is an essential element of the scheduling process for RSOs. RSO Student Event Requestors currently meet with LEED Consultants during this portion of the scheduling process. Once the Student Engagement team transitions to this pilot process, requestors must schedule a meeting with LEED Consultants within five business days once the requestors are contacted. Scheduling & Event Services will send the Space Confirmation – Pending LEED Approval message with this link to schedule an appointment. This link is used to schedule time with LEED Consultants in Hopkins Groups.

How some elements of the RSO student event requestor process will change with the new process:

 

Event Training
Thank you to the over 1000 students who attended the training earlier in the fall! As this is a significant change in the system, the Student Engagement team will offer several opportunities to receive training. This training is required to be completed before February 1, 2024. We have several options for students to receive training. The training will be hosted virtually on January 4, 12:00-1 pm and January 15, 8:30-9:30 pm. An in-person training will be held on January 28, 4:00-5 pm at Shriver Hall.

Student Event Requestors

• No more than two designated student event requests will attend training on 1/4/2024, 1/15/2024, or 1/28/2024 on the organization's behalf. Only those designated students who attend training can submit events and make changes on behalf of the organization. All other events submitted by anyone other than the designated Student Event Requestors will be rejected and will need to be resubmitted by the Student Event Requester.
• These students should be listed as officers in Hopkins Groups, specifically as Student Event Requestors.

2024 – 2025 Large-Scale Programming and Conference Planning

1. new initiative Student Engagement will be implemented in the spring is a large-scale programming or conference events meeting. The purpose of this meeting is to provide a space for the RSO Student Event Requestor who intends to host a significant future event or conference. During that meeting, the Student Engagement team, in collaboration with other campus stakeholders who impact the event process, will host individual meetings with groups over a weekend in April, with the goal of the Student Event Requestor leaving those meetings with all the planning and resources scheduled which are necessary to execute the planned event.

There will be additional planning meetings scheduled at the beginning of the semester if you are not prepared in April to plan for the upcoming year. However, we suggest you plan your dates and general event needs for large-scale programming prior to the start of the semester, if possible, to get the desired space.

Important Note: Please consider the following when planning events for the spring semester. None of these procedures have changed from previous semesters.  

Indoor Events

• Event space or general pool classroom requests must be submitted 15 business days before the event date for events that require any scheduled services (i.e., AV support, table/chair rentals, extra waste receptacles, security, additional staffing, or cleaning, unique setup, weekend services)

• 15 business days does not include Saturday/Sundays, holidays, or University holidays.
• If you request a general pool classroom and do not require additional scheduled services (listed above). You can submit the request no less than five business days before the event date.

• The following spaces with a standard fixed setup may be reserved FIVE BUSINESS days or more before the event date if NO SCHEDULED SERVICES (as outlined above) are needed:

• Scott Bates Commons MPR           Classroom style for 30
• Wolman MPR                                  Conference Square for 16
• Conference Room: A                       Conference Square for 16
• Wolman Theater                             Theater style for 42
• Shriver Board Room                       Conference Square for 24
• Academic classrooms                     Vary based on location

Outdoor Events

• Outdoor space requests must be submitted 15 business days or more before the event date.
• The space requested should be conducive to the number of people attending.
• An alternative weather date should be submitted during the initial event request in case of inclement weather.  A final weather call must be made three business days before the event. At that time, the group must determine if the event will be canceled or rescheduled to the alternative weather date/location, which should be on hold. (Internal services, staffing, and rentals must be canceled within the 3 business days to avoid cancellation fees. Please be mindful when scheduling directly with outside vendors of any cancellation charges you may be financially responsible for and understand the terms and agreements)