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Welcome, Administrators!

As a system administrator, you play a critical role in maintaining quality, safety, and compliance across all extracurricular activities. This guide covers your oversight responsibilities, approval workflows, and management tools.

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Administrator Roles and Departments

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Department Types

Administrators are assigned to specific departments that determine their responsibilities: YOUTH_UNION
  • Reviews proposals from Youth Union organizers
  • Handles Youth Union event updates
  • Processes Youth Union post-event reports
  • Manages Youth Union-specific policies
STUDENT_ASSOCIATION
  • Reviews proposals from Student Association organizers
  • Handles Student Association event updates
  • Processes Student Association post-event reports
  • Manages Student Association-specific policies
FACULTY
  • Provides Level 2 (L2) approval for all proposals
  • Faculty-level oversight
  • Broader scope across organization types
RECTOR
  • Provides Level 3 (L3) approval for all proposals
  • University-level oversight
  • Final approval authority
Your department assignment determines which proposals, updates, and reports you can review. The system automatically filters content based on your department.

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Your Administrator Dashboard

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Dashboard Overview

Your administrative dashboard provides comprehensive oversight: System-Wide Metrics
  • Total student accounts
  • Total organizer accounts
  • Active events count
  • Weekly registration trends
Review Queue Counts
  • Pending proposals requiring review
  • Pending event update requests
  • Pending post-event reports
  • Oldest pending item age
Recent Activity Feed
  • All system activities across users
  • Registration events
  • Approval decisions
  • Report submissions
  • User actions with timestamps
  • Navigation links to review items
Active Events List
  • All currently approved and upcoming events
  • Event status and capacity
  • Organizer information
  • Quick access to event details

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Unified Review Queue

Access your complete review queue: 
GET /api/admin/queue
Returns all pending items requiring your attention:
  • NEW_PROPOSAL: New event proposals awaiting approval
  • MODIFICATION: Event update requests from organizers
Each item includes:
  • ID and title
  • Review type
  • Submission timestamp
  • Event ID (for modifications)
Items are sorted by submission date (newest first) for efficient processing.

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Proposal Review Workflow

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Understanding Multi-Tier Approval

Event proposals go through three approval levels: Level 1 (L1): Department Level
  • Youth Union administrators review Youth Union proposals
  • Student Association administrators review Student Association proposals
  • First line of approval focusing on organizational alignment
Level 2 (L2): Faculty Level
  • Faculty administrators review all proposals that passed L1
  • Academic and resource considerations
  • Campus-wide coordination
Level 3 (L3): Rector Level
  • Rector/University administrators provide final approval
  • Strategic alignment and university-wide impact
  • Final authority on all events
A proposal must pass ALL three levels before becoming an approved, published event. Rejection at any level sends it back to the organizer for revision.

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Reviewing Proposals

1

Access pending proposals

View proposals assigned to your department:
GET /api/admin/proposals
The system automatically filters based on your department:
  • Youth Union dept sees Youth Union L1 proposals
  • Student Association dept sees Student Association L1 proposals
  • Faculty dept sees all L2 proposals
  • Rector dept sees all L3 proposals
2

Review proposal details

Click on a proposal to view complete information:
GET /api/admin/proposals/{proposalID}
Review:
  • Event title and description
  • Proposed date, time, and venue
  • Capacity and target audience
  • Organization type
  • Organizer information
  • Attached supporting documents
  • Previous rejection reasons (if resubmitted)
3

Evaluate the proposal

Assessment criteria:
  • Alignment: Does it fit organizational mission?
  • Safety: Are safety measures adequate?
  • Feasibility: Is the plan realistic and achievable?
  • Resources: Are resource requirements reasonable?
  • Timing: Does the date work with campus calendar?
  • Documentation: Is supporting material complete?
  • Compliance: Does it meet all policies and regulations?
4

Make decision

Choose to approve or reject the proposal with appropriate justification.

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Approving a Proposal

When a proposal meets all requirements: 
PUT /api/admin/proposals/{proposalID}/approve
Content-Type: application/json

{
  "comment": "Optional comment about approval"
}
What happens on approval:
  • If L1: Proposal advances to PENDING_L2 (Faculty review)
  • If L2: Proposal advances to PENDING_L3 (Rector review)
  • If L3: Proposal becomes APPROVED
    • Event is created in the system
    • Event is published to student catalog
    • Organizer is notified
    • Students can begin registering

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Rejecting a Proposal

When a proposal needs revision: 
PUT /api/admin/proposals/{proposalID}/reject
Content-Type: application/json

{
  "rejectionReason": "Specific explanation of issues requiring correction"
}
Rejection best practices:
  • Be specific about what needs to change
  • Reference policies or guidelines violated
  • Suggest how to address the issues
  • Maintain professional, constructive tone
  • Provide actionable feedback
What happens on rejection:
  • Proposal status changes to REJECTED
  • Organizer receives notification with your rejection reason
  • Organizer can revise and resubmit
  • Resubmitted proposal re-enters queue at the same tier
Rejection reasons are visible to organizers and become part of the permanent record. Ensure your feedback is clear, specific, and professional.

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Event Update Request Review

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Understanding Update Requests

After events are approved and published, organizers may need to modify details. All changes require administrative approval. Common update requests:
  • Change of venue
  • Modified date or time
  • Updated capacity
  • Revised event description
  • Adjusted logistics

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Reviewing Update Requests

1

Access pending updates

View all pending event update requests:
GET /api/updates/pending
2

Review update details

Examine what’s being changed:
GET /api/updates/{requestID}
You’ll see:
  • Original event details
  • Requested changes (highlighted)
  • Justification from organizer
  • Current registration count
  • Event status
  • Supporting documents
3

Assess impact

Consider:
  • Impact on registered students
  • Necessity of the change
  • Validity of justification
  • Timing of the request
  • Whether students need notification
4

Make decision

Approve with optional notification, or reject with explanation.

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Approving Update Requests

PUT /api/updates/{requestID}/approve?notify=true
Notification parameter:
  • notify=true: System sends email to all registered students about the changes
  • notify=false: Changes applied silently
Use notification for:
  • Date or time changes
  • Venue changes
  • Significant capacity adjustments
  • Major content modifications
Skip notification for:
  • Minor description clarifications
  • Small capacity increases
  • Non-critical updates
What happens on approval:
  • Event details are updated immediately
  • Students are notified if specified
  • Update request marked APPROVED
  • Organizer receives confirmation

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Rejecting Update Requests

PUT /api/updates/{requestID}/reject?notify=false
Content-Type: application/json

{
  "rejectionReason": "Explanation of why update cannot be approved"
}
Rejection reasons might include:
  • Requested changes too close to event date
  • Insufficient justification
  • Impact on students too significant
  • Better alternatives available
  • Policy violations

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Post-Event Report Management

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Report Review Responsibilities

After events conclude, organizers submit comprehensive post-event reports. Administrators verify accuracy and approve certificates. Report deadlines:
  • Youth Union events: 14 days after event
  • Student Association events: 7 days after event

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Accessing Reports

View reports for your organization type: 
GET /api/reports?status=SUBMITTED
Optional status filters:
  • NOT_SUBMITTED: Reports not yet submitted (track overdue)
  • SUBMITTED: Ready for review
  • LATE_SUBMITTED: Submitted after deadline
  • APPROVED: Already approved
  • REJECTED: Previously rejected, awaiting resubmission

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Reviewing Report Details

GET /api/reports/detail/{reportID}
Reports include: Attendance Data
  • Organizer count
  • Total attendee count
  • Walk-in participants
  • Detailed attendance records with student information
  • Certificate eligibility flags
Media and Promotion
  • Event photos (5 for Youth Union, 10 for Student Association)
  • Photo naming compliance
  • IUYouth article links
  • Social media post URLs
  • Google Drive links
Feedback
  • Feedback file
  • Feedback count
  • For Student Association: Verify ≥50% of attendees provided feedback
Financial
  • Total budget reported
  • Comparison with proposed budget
Metadata
  • Submission timestamp
  • Whether submitted late
  • Submitter information

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Report Validation Checklist

1

Verify photo requirements

  • Youth Union: Exactly 5 photos
  • Student Association: Exactly 10 photos
  • Photos follow naming convention
  • Photos are of adequate quality
  • Photos represent the actual event
2

Check attendance data

  • Attendance Excel format is correct
  • Student IDs are valid
  • Counts match (organizer + attendee + walk-in = total)
  • Registered students marked appropriately
  • Walk-ins documented separately
  • Certificate eligibility properly flagged
3

Validate feedback

  • Feedback file is included
  • Feedback count is accurate
  • Student Association: Feedback ≥ 50% of attendees
  • Feedback content is substantive
4

Review financial data

  • Total budget is reasonable
  • Matches or explains deviation from proposal
  • Documentation supports figures
5

Verify links and documentation

  • URLs are valid and accessible
  • IUYouth article mentions the event
  • Social media posts are appropriate
  • Drive folder contains relevant materials
6

Assess timeliness

  • Note if submission was late
  • Consider impact on organizer’s record

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Approving Reports

POST /api/reports/{reportID}/approve?adminID={yourAdminID}
What happens on approval:
  • Report status changes to APPROVED
  • Certificate template can now be prepared
  • Organizer receives approval notification
  • Event is marked as fully completed
After approval:
  • Upload certificate template for the event
  • Organizer downloads template to generate certificates
  • Once downloaded, attendance data is locked

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Rejecting Reports

POST /api/reports/{reportID}/reject?reason={explanation}&adminID={yourAdminID}
Common rejection reasons:
  • Incorrect photo count
  • Missing or incomplete attendance data
  • Insufficient feedback (Student Association)
  • Invalid student IDs in attendance
  • Poor photo quality
  • Missing required documentation
  • Inaccurate information
What happens on rejection:
  • Report status changes to REJECTED
  • Organizer receives detailed rejection reason
  • Organizer can correct and resubmit
  • Previous rejection reason is stored for reference

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Certificate Template Management

For approved reports:
1

Prepare certificate template

Create Excel template with:
  • List of certificate-eligible attendees
  • Student IDs and names
  • Event details
  • Date and venue
2

Upload template

POST /api/reports/{reportID}/upload-cert-template?adminID={yourAdminID}
Content-Type: multipart/form-data

certTemplate: [Excel file]
3

System notification

  • Organizer receives email notification
  • Report status changes to CERT_TEMPLATE_PENDING
  • certExportLocked flag is set
4

Organizer downloads

  • Organizer downloads template
  • Generates certificates
  • Distributes to students
Once a certificate template is uploaded and downloaded, attendance data cannot be modified. Ensure all attendance information is accurate before uploading templates.

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User Management

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Managing User Accounts

Administrators can view and manage all user accounts: 
GET /api/admin/users?page=0&size=10&role={STUDENT|ORGANIZER}&accountStatus={ACTIVE|SUSPENDED}&search={query}
Filters:
  • role: Filter by user role (STUDENT, ORGANIZER, ADMIN)
  • accountStatus: Filter by account status (ACTIVE, SUSPENDED, PENDING)
  • search: Search by name, email, or student/organizer ID
Returned information:
  • User ID
  • Full name
  • Email
  • Role
  • Account status
  • Organization (for organizers)
  • Registration date
  • Last login

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Changing User Account Status

Suspend or activate user accounts: 
PUT /api/admin/users/{userID}/status?status={ACTIVE|SUSPENDED}
When to suspend accounts:
  • Policy violations
  • Fraudulent activity
  • Repeated no-shows (students)
  • Incomplete or false reports (organizers)
  • Harassment or misconduct
Suspension effects:
  • User cannot log in
  • Students cannot register for events
  • Organizers cannot submit proposals
  • Existing registrations may be cancelled
Account suspensions should follow institutional policies and provide users with clear explanation and appeal processes.

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Changing User Roles

Update user role assignments: 
PUT /api/admin/users/{userID}/role?role={STUDENT|ORGANIZER|ADMIN}
Common scenarios:
  • Upgrading student to organizer
  • Downgrading organizer to student
  • Promoting to administrator
  • Role corrections
Role changes affect user permissions immediately. Ensure role changes are authorized and documented.

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Best Practices

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Efficient Review Workflow

Prioritize your queue:
  1. Time-sensitive items (events happening soon)
  2. Oldest pending items
  3. Resubmissions (organizers waiting for second review)
  4. New submissions
Batch similar reviews:
  • Review all L1 proposals together
  • Process update requests in a dedicated session
  • Review reports systematically
Set review schedules:
  • Check queue daily during peak periods
  • Process reviews within 48 hours when possible
  • Communicate expected review times to organizers

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Providing Quality Feedback

For proposals:
  • Reference specific proposal sections
  • Cite relevant policies or guidelines
  • Offer constructive suggestions
  • Acknowledge proposal strengths
  • Be clear about deal-breakers vs. suggestions
For update requests:
  • Explain impact analysis
  • Suggest alternatives if rejecting
  • Clarify policy constraints
  • Consider organizer’s perspective
For reports:
  • Specify exact corrections needed
  • Provide formatting examples
  • Explain validation criteria
  • Guide toward compliance

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Maintaining Consistency

Create review guidelines:
  • Document common approval criteria
  • Establish department-specific standards
  • Share with fellow administrators
  • Update based on lessons learned
Coordinate with other departments:
  • Communicate across approval tiers
  • Align on policies and standards
  • Share challenging cases for input
  • Maintain consistency in decisions
Track patterns:
  • Note frequently rejected issues
  • Identify organizer training needs
  • Improve proposal templates
  • Update guidelines proactively

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Supporting Organizers

Educational approach:
  • Rejections are learning opportunities
  • Provide resources and templates
  • Offer to answer questions
  • Recognize improvement over time
Communication:
  • Be responsive to inquiries
  • Clarify policies when asked
  • Explain rationale for decisions
  • Build collaborative relationships

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Common Scenarios

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Scenario 1: Proposal Approved at L1 but Concerns Remain

1

Document concerns

Add comments in approval noting items L2/L3 should examine closely.
2

Communicate with next tier

Inform faculty or rector administrators about specific concerns.
3

Allow next tier to assess

Trust the multi-tier process to catch issues.
4

Learn from outcome

If rejected later, refine your L1 criteria.

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Scenario 2: Event Update Request Very Close to Event Date

1

Assess urgency

  • How many days until the event?
  • Is the change critical?
  • How many students are affected?
2

Expedite if necessary

  • Review immediately for urgent critical changes
  • Contact organizer for clarification
  • Make quick decision
3

Ensure notification

  • Always notify students of last-minute changes
  • Consider additional communication channels
  • Verify students have time to adjust
4

Document the exception

  • Note why expedited review was needed
  • Use as learning for future planning

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Scenario 3: Report with Borderline Attendance Numbers

1

Verify the data

  • Check if attendance sheet matches reported counts
  • Confirm student IDs are valid
  • Review registration data vs. attendance
2

Assess reasonableness

  • Consider event type and capacity
  • Review promotional efforts
  • Check for external factors (weather, conflicts)
3

Make decision

  • Low attendance alone doesn’t warrant rejection
  • Approve if data is accurate and complete
  • Note for organizer’s future planning

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Scenario 4: Organizer Disputes Your Decision

1

Listen to their perspective

  • Allow organizer to explain their viewpoint
  • Consider if new information changes assessment
2

Re-evaluate if warranted

  • Review the proposal/report again
  • Consult with other administrators
  • Check if policies allow reconsideration
3

Explain decision clearly

  • Provide detailed rationale
  • Reference specific policies or criteria
  • Remain professional and respectful
4

Escalate if needed

  • Involve higher-level administrators
  • Follow institutional dispute resolution processes
  • Document the entire exchange

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Troubleshooting

Verify:
  • Your department assignment is correct
  • The proposal’s organization type matches your department
  • The proposal is at the correct approval tier for your role
  • Your admin account status is ACTIVE
Youth Union admins only see Youth Union L1 proposals. Faculty admins only see L2 proposals (all org types).
Options depend on approval tier:
  • L1/L2 approval: Next tier can still reject it
  • L3 approval (event created): Use event cancellation process
  • Report approval: More difficult - consult senior administrators
Always double-check before approving to prevent this situation.
If issues persist after resubmission:
  1. Reject again with even more specific feedback
  2. Offer to schedule a meeting to discuss
  3. Provide example of what you’re looking for
  4. Consider if your standards are clear and reasonable
  5. Involve other administrators for second opinion
Best practices:
  • Reject with specific list of missing items
  • Encourage immediate resubmission
  • Note that late submissions still get flagged
  • Consider organizer’s track record
  • Balance quality requirements with practical realities
Response protocol:
  1. Document the complaint details
  2. Review the event’s proposal and report
  3. Contact the organizer for their perspective
  4. Assess if policies were violated
  5. Take appropriate action (warning, suspension, etc.)
  6. Follow up with the complaining student
  7. Update policies if systematic issue identified
This is a critical situation because data is locked:
  1. Verify the error severity
  2. Check if certificates were already distributed
  3. If not distributed: May require manual unlock by super admin
  4. If distributed: Determine if correction certificates needed
  5. Document the incident
  6. Improve validation processes to prevent future occurrences
Prevention is crucial - thoroughly verify before approving reports.

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Audit and Compliance

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Activity Logging

All administrative actions are logged: Logged actions:
  • Proposal approvals and rejections
  • Update request decisions
  • Report approvals and rejections
  • User status changes
  • Role modifications
  • Certificate template uploads
Audit log details:
  • Action timestamp
  • Administrator ID and email
  • Action type
  • Target entity (proposal/event/report/user)
  • Entity ID
  • Status (SUCCESS/FAILURE)
  • Optional details
Accessing audit logs: Administrators can review recent activity through the dashboard’s activity feed, showing system-wide actions for oversight.

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Compliance Monitoring

Regular reviews:
  • Event proposal approval rates
  • Average approval times
  • Rejection reason patterns
  • Report submission timeliness
  • Certificate processing timelines
Quality metrics:
  • Percentage of events completed successfully
  • Post-event report compliance rates
  • Student feedback scores
  • Organizer satisfaction
Policy enforcement:
  • Ensure consistent application of rules
  • Update guidelines as needed
  • Train new administrators
  • Document exceptions

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Getting Help

Technical Issues
  • IT support for platform problems
  • System administrator for access issues
  • Report bugs through support system
Policy Questions
  • Consult with senior administrators
  • Review institutional guidelines
  • Coordinate with other departments
Complex Cases
  • Escalate to higher authority
  • Convene administrator meetings
  • Document decisions for precedent
Thank you for your service as an administrator! Your diligent oversight ensures that extracurricular activities are safe, compliant, and enriching for all students. Your work enables organizers to create meaningful experiences while maintaining institutional standards.

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