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Welcome, Students!

The Extracurricular Management System helps you discover, register for, and participate in campus events. This guide will walk you through everything you need to know as a student user.

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Getting Started

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Creating Your Account

1

Navigate to the registration page

Visit the platform and click “Sign Up” to create your student account.
2

Complete your profile

Provide your student information including student ID, name, email, and faculty/department.
3

Verify your email

Check your inbox for a verification email and click the confirmation link.
4

Log in

Use your credentials to log in and access your personalized dashboard.

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Discovering Events

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Browsing Available Events

The platform offers multiple ways to find events that interest you: Event Catalog
  • Browse all approved and upcoming events in a paginated view (9 events per page)
  • Events are displayed with key information: title, date, time, venue, and capacity
  • See real-time availability with current registration counts
Search and Filter
  • Use the search bar to find events by keyword in titles or descriptions
  • Filter by event type (Youth Union or Student Association)
  • Sort by date, popularity, or availability
Event Details
  • Click on any event to view comprehensive details:
    • Full description and objectives
    • Event date, start time, and end time
    • Venue location
    • Capacity and current registrations
    • Organizer information
    • Organization type (Youth Union/Student Association)
Events are only visible in the catalog once they’ve been approved by administrators through the multi-tier approval process.

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Registering for Events

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How to Register

1

Find an event

Browse the event catalog and select an event you’d like to attend.
2

Check availability

Verify that the event hasn’t reached maximum capacity and that registration is still open.
3

Click Register

On the event detail page, click the “Register” button to secure your spot.
4

Confirm registration

You’ll receive an immediate confirmation with your registration status set to REGISTERED.
5

Get notified

Check your email for registration confirmation and any event updates from organizers.

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Registration Status

Your registrations can have different statuses:
  • REGISTERED: Successfully registered and confirmed
  • CANCELLED: You cancelled your registration
  • ATTENDED: Marked as attended after the event (by organizers)

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Managing Your Registrations

Access all your registrations from your dashboard: 
GET /api/registrations/me
This shows:
  • All events you’re registered for
  • Past and upcoming events
  • Registration dates
  • Event status updates

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Your Student Dashboard

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Dashboard Overview

Your personalized dashboard provides: Quick Stats
  • Total number of event registrations
  • Upcoming events count
  • Past events count
  • Registrations this month
Next Event
  • Quick view of your next upcoming event
  • Date, time, and venue information
  • Days until the event
Active Events List
  • All events you’re currently registered for
  • Chronological order with nearest events first
  • Quick access to event details
Activity Summary
  • Monthly registration trends
  • Participation history
  • Event categories you’ve participated in
Access your dashboard immediately after login to see all your upcoming commitments at a glance!

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Cancelling Registrations

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When You Can Cancel

You can cancel your registration for an event before it starts:
1

Navigate to your registrations

Go to “My Registrations” from your dashboard or profile menu.
2

Select the event

Find the event you want to cancel from your list of active registrations.
3

Click Cancel

Click the “Cancel Registration” button next to the event.
4

Confirm cancellation

Confirm your cancellation in the dialog box.
Cancellation policies may vary by event. Some events may have deadlines after which cancellation is not permitted. Check the event details before registering.

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Cancellation API

DELETE /api/registrations/{registrationID}
The system will:
  • Verify you own the registration
  • Update the event’s current registration count
  • Free up a spot for other students
  • Send you a cancellation confirmation email

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Event Participation

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Before the Event

Preparation checklist:
  • Check the event location and directions
  • Note the start time and plan to arrive early
  • Review any pre-event materials sent by organizers
  • Add the event to your personal calendar
  • Check for any event updates or changes

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During the Event

Attendance tracking:
  • Organizers will mark your attendance during or after the event
  • You may need to check in upon arrival
  • Some events require signing an attendance sheet

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After the Event

Post-event activities:
  • Organizers may request feedback through surveys
  • Your attendance status will be updated in the system
  • You may receive certificates of participation
  • Event photos and highlights may be shared

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Notifications

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What You’ll Be Notified About

The system sends email notifications for: Registration confirmations
  • Immediate confirmation when you register
  • Registration details and event information
Event updates
  • Changes to event date, time, or venue
  • Capacity updates
  • Event cancellations
Event reminders
  • Reminders before the event starts
  • Last-minute announcements
Post-event communications
  • Feedback survey requests
  • Certificate availability
  • Thank you messages from organizers
Ensure your email address is up to date in your profile settings to receive all important notifications.

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Best Practices

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Making the Most of Your Experience

Register early
  • Popular events fill up quickly
  • Early registration gives you more choices
  • You can always cancel if your plans change
Keep your profile updated
  • Ensure your contact information is current
  • Update your interests and preferences
  • Maintain accurate student ID information
Check your dashboard regularly
  • Stay informed about upcoming events
  • Review event updates and changes
  • Track your participation history
Respect event policies
  • Arrive on time for events
  • Cancel in advance if you can’t attend
  • Follow event-specific guidelines
  • Provide honest feedback when requested
Engage with organizers
  • Read event descriptions thoroughly
  • Contact organizers with questions
  • Participate actively during events
  • Share feedback to help improve future events

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Common Scenarios

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Scenario 1: Finding Events in Your Major

1

Use the search feature

Enter keywords related to your major or interests.
2

Filter by organization type

If you’re interested in specific types of activities, filter by Youth Union or Student Association events.
3

Check event descriptions

Read full descriptions to ensure the event matches your interests.
4

Register early

Don’t wait - register as soon as you find a match!

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Scenario 2: Managing a Busy Schedule

1

View your dashboard

Check all your upcoming commitments in one place.
2

Review dates and times

Ensure events don’t conflict with your class schedule.
3

Prioritize events

Register for must-attend events first.
4

Use calendar integration

Add events to your personal calendar with reminders.

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Scenario 3: Event is Full

1

Check regularly

Students sometimes cancel, freeing up spots.
2

Look for similar events

Browse other events with similar themes or organizers.
3

Contact the organizer

Ask if there’s a waitlist or if capacity might increase.
4

Register for future events

Follow the organizer to stay informed about future opportunities.

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Troubleshooting

Possible reasons:
  • The event has reached maximum capacity
  • You’re already registered for this event
  • Registration has been closed by the organizer
  • The event has already passed
  • You need to log in first
Steps to resolve:
  1. Check your spam/junk folder
  2. Verify your email address in your profile settings
  3. Check “My Registrations” to confirm the registration was recorded
  4. Contact support if the issue persists
To cancel:
  1. Go to “My Registrations” in your dashboard
  2. Find the event you want to cancel
  3. Click “Cancel Registration”
  4. Confirm the cancellation
Note: You must be logged in and the event must not have already occurred.
Yes, the system allows you to register for overlapping events. However, you should:
  • Carefully review your schedule
  • Cancel one registration if you can’t attend both
  • Respect capacity limits by only registering for events you can actually attend
Registrations may be cancelled if:
  • You manually cancelled your registration
  • The event was cancelled by organizers or administrators
  • The event was rescheduled and required re-registration
  • Administrative action due to policy violations
Navigate to your profile settings and update:
  • Contact information (email, phone)
  • Student ID details
  • Faculty/department
  • Preferences and interests
Remember to save changes before exiting.
If you register but don’t attend:
  • Your attendance record will show as “not attended”
  • This may affect your ability to register for future popular events
  • Please cancel in advance if you know you can’t attend
  • Repeated no-shows may result in registration restrictions
View your participation history:
  1. Go to your dashboard
  2. Navigate to “My Registrations”
  3. Filter by “Past Events” or “Attended”
  4. View details, dates, and any certificates earned

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Getting Help

If you need assistance: Technical Issues
  • Contact the IT support team
  • Check the FAQ section
  • Submit a support ticket
Event Questions
  • Contact the event organizer directly (shown on event details)
  • Check event updates and announcements
  • Email the organizing department
Account Issues
  • Reset your password using the “Forgot Password” link
  • Contact student affairs for verification issues
  • Update your profile information through settings
Keep your student ID handy when contacting support for faster assistance!

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Privacy and Data

Your information
  • Your registration data is used only for event management
  • Organizers can view participant lists for their events
  • Administrators have access for approval and oversight purposes
  • Your email is used only for event-related communications
Data retention
  • Registration history is maintained for your records
  • Attendance data may be used for certificates and participation tracking
  • You can request data export or deletion through student affairs
Happy exploring! We hope you discover amazing events and make the most of your campus experience through the Extracurricular Management System.

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