How to Submit an Event Request for Coursedog Users

This guide details how Coursedog users can submit event requests directly through the Coursedog platform.

Logging into Coursedog

Select the Coursedog icon on the myStevens landing page.

The Coursedog icon on the myStevens landing page.

On the following page, select the Click to Sign In button to access Coursedog.

The Sign In screen for Coursedog. The Coursedog logo is at the top with a "Welcome to Coursedog!" message in the middle. The blue Click to Sign in button is below the welcome message and is highlighted.

Submitting an Event Request

Step 1: On the Coursedog landing page, select Request an Event on the right side of the page under Actions.

The Coursedog landing page for Events. On the left is a menu that users can open with the Stevens logo next to it. On the right side of the screen is an Actions menu with three options: Request an Event, My Requests, and View Public Events Site. The Request an Event option is highlighted.

Step 2: On the following page, open the Request New Event dropdown menu and select the type of event you are requesting. Once you have made your choice, select Continue to move to the next step.

The Request New Event dropdown menu is open showing the two types of events the user can choose from: DeBaun Performing Arts, or General. Below this menu is a highlighted blue Continue button.

Event Information

Step 3: To submit an event request form, fill out all the information on the Event Information screen. Many of the fields are required and are marked as such.

The Event Information screen showing text fields for Event Name, Hosting Organization, Co-Hosting Organization, and Event Description. There is a red Required message next to any required text field.

The question “Should this event display on the internal campus events calendar?” defaults to No. Select Yes if you want the event to be displayed for any user on the internal events calendar. This allows any Stevens user to see the event listing.

The Yes/No question asking if this event should display on the internal campus events calendar. The default answer is No.

For Event images, the dimensions of the uploaded image must be 300px by 300px. Directions for a free resizing tool are provided next to the Event Image section.

The Event Image field with a blue Add Image button in the middle of the field. To the right there is a description letting the user know the parameters of the image they can upload and providing a free resizing tool to make sure their image is the correct size.

Please Note: IT and catering services are managed separately. Please submit an IT support ticket through the Stevens Support Portal, or a catering order through Stevens Dining Catering, if needed. (Reservation numbers are no longer needed for catering services.)

If your event requires Attila the Duck, golf carts or portable radios, contact universityevents@stevens.edu to confirm need and availability.

Notes and Additional Details, and a Files section with a blue Add files field. There is also a note at the bottom of the screen giving directions on how to utilize IT or catering services, if necessary.

Meetings and Locations

Step 4: Under Meetings & Locations, select +Add New Meeting to enter meeting details.

The Meetings & Locations section with the +Add New Meeting button highlighted for the user. Below this button is an empty form.

Click anywhere within the Meeting box and the editable text fields will appear. Enter information for Start Date/Time and End Date/Time. Setup and Teardown Times default to one hour before and after the event time listed but can be altered for your needs.

The Meetings and Locations section with fields for Start/End Date, Start/End Time, and Location. These fields are all required. Additionally, there are fields for Setup and Teardown Times that are optional.

To make an event repeatable, click on the Repeat field.

The highlighted Repeat field.

In the Recurrence popup window, select from the predefined options or create a custom recurrence through the “Repeat every” dropdown menus. To set an end date for these recurring meetings, either select a specific end date or number of occurrences. Select Done.

The Recurrence pop-up window showing predefined recurrence options at the top of the window (None, Daily, Weekly, Workdays). Below is a dropdown menu for selecting a recurrence rate (Repeat Every), with an option to end the recurrence on a certain date or after a specific number of occurrences. There are two buttons at the bottom: a gray Cancel button and a blue Done button.

Select Location to see a list of room options.

In the Location pop-up window, there are numerous ways to select a space. In the Search for rooms text field, you can type a specific location, filter your search by Type and Features, or browse through the list of available rooms.

For each location listed, the button on the right gives additional information about the room: Notes, Room Type, Room Capacity, Room Features, and Building.

If you have not yet chosen a location, choose the Select TBA option at the bottom of the Location menu.

Please note: For events in the Tech Flex Space in the University Center Complex (UCC), there are multiple entries to choose from. You can select UCC Tech Flex Space A (the back section of the space), UCC Tech Flex Space B (the middle section of the space), or UCC Tech Flex Space C (the front section of the space).

If you would like to request the entire auditorium, first create the meeting to select Space A, then duplicate the meeting twice to select Spaces B and C.

If there is a need to create an additional meeting time/location for this event, select +Add New Meeting. Select +Copy Existing Meeting, to copy the exact date and time for the original meeting. You can then change the information if a different time/location is needed.

The +Add New Meeting button and the +Copy Existing Meeting button.

Add Resources

Step 5: Open the Resources text field to select resources to be provided for your event. For each resource you select, it displays the quantity of that resource available. If you click on that quantity, you are then able to specify how many of those resources are needed for the event.

Once you have chosen all needed resources, select Save to exit this screen.

The Resources text field with the Select Resources popup window open. It shows the type of resource, category, cost, and quantity available. One resource is open to show that the quantity available option can be used to specify the number of that resource needed for the event. At the bottom of the screen is a highlighted blue Save button.

Add Contacts

Step 6: In the Contacts section, enter the contact information for the Event Coordinator or edit the existing information. Select +Add New Contact to add contact information for additional coordinators.

The Contacts section is open to show the required Name and Email fields, the optional phone number and address fields, and the toggle for sending email notifications. The +Add New Contact button is highlighted for the user to add any additional contacts for the event.

Submit the Request

Step 7: Once all the event information is entered, select Submit Event Request.

The Submit Event Request button.

View Request and Request Toolbox

Step 8: The following screen confirms that your event request has been submitted. You can select Return to Home to return to the Coursedog Events landing page or select View Request to see your event information.

The confirmation screen letting the user know that their request has been submitted. On the left is a large blue paper airplane logo. Below the confirmation message are two buttons: A white Return to Home button and a blue View Request button.

The View Request screen shows the Event Request information entered in the previous screen.

The View Request screen shows the user's entered information for the Event Request. The tope has the Request Type, Author, Event Name, and Event Type. The second section shows the Event Information, including the Event Name and Hosting Organization.

On the right side of the View Request screen, the Request Toolbox allows the user to edit, archive, or delete their request.

The Request Toolbox section of the View Request screen shows three options for the user: Edit Request, Archive Request, or Delete Request. Below the Request Toolbox title, the request status is shown as Pending and the Decisions tracker shows one green checkmark and an open yellow circle to represent the steps in the approval process.

The Request Toolbox also has three tabs the user can access with useful information.

The Decision tab shows where the request is within the decision process.

The Request Toolbox Decision tab shows the current step of the approval process and its status.

The Workflow tab shows each step in the request process.

The Request Toolbox Workflow tab shows each step of the request process: Author and status, as well as all additional steps and where the request is located in the process.

The Activity tab shows all edits and submissions made for this specific event request.

The Request Toolbox Activity tab displays all edits and submissions made for this specific request, including the user's submission of the event request and any edits that were made within the request.

Please direct questions or issues to the Office of University Events at universityevents@stevens.edu.