What is Virtual EMS?   

Specifically Virtual EMS, provides University at Albany with real-time scheduling information online.  Website visitors can browse building schedules or search for specific events from any computer with internet access. Authorized users (employees, meeting organizers, facility staff, customers, etc.) can, depending upon the level of access granted, submit room requests or create self-service reservations directly from the web through a secure, intuitive interface. 

  

There are many benefits to the new Event Management System:

• EMS provides a Virtual EMS provides a fair, transparent process for making the best most efficient use of University facilities.
• The system can be accessed from most modern web browsers (Internet Explorer 11.0/10.0, Firefox 30+, Google Chrome 30+, and Safari) .
• Campus customers and UA website visitors will know visitors can see immediately if a space is available.
• All rooms and reservations feed into a master calendar (the University's public calendars can be found at:  events.albany.edu).
• EMS is the system of record for academic scheduling.

Frequently Asked Questions

Q. How do I reserve space on campus?

• Academic Space (specific buildings/rooms available M-F, 7:15pm-11pm):   Virtual EMS.
  
  
• Campus Center:  Submit reservation request through Virtual EMS.
  
  
• Performing Arts Center:  Submit reservation request through Virtual EMS
  
  
• Campus Recreation Facilities: Complete required reservation forms (see website ) submit to Peter Kay, Associate Director of Campus Recreation at pkay@albany.edu.
  
  
• Athletic Department Venues: Complete the Athletic Facility Request Form  submit to Eric Fletcher, Assistant Director for Game Management and Event Operation, at efletcher@albany.edu.
  
  
• Residential Life Conference/Meeting Rooms: Forms and policies are specific to each quad.  A list of phone numbers is available in the “housing options” section of the Res Life website.
  
  
• Outdoor Venues (including non-athletic fields, hard-scape spaces outside of the residential areas, 5K routes):  Submit by email to Jennifer Anderson, Associate Director of Student Involvement & Leadership, at janderson@albany.edu for consideration as a special request event. 

Q: How do I Log in to Virtual EMS?

Q: Is there documentation, a "how to" guide?

A: Naturally....please see the tutorial here.  You may also read the vendor's complete user manual here.

Q:  What browsers are compatible with Virtual EMS?

A:  Per DEA documentation: the web components (Virtual EMS, Web Client and the CPI) will work with:  Internet Explorer 7.0-11.0  Firefox, Google Chrome and Safari

Q:  Who has access to Virtual EMS?

A: Faculty/Staff and Students affiliated with an approved Student Group may log in to the Event Management System (EMS) using their University NetID and password.

Q: I have an error message that states:  "The date(s) you requested violates your last allowable booking date" 

A: You have requested a date outside of the available time to make a request

Q: The "browse for events/facilities/space" and the "reservations" features are not working properly.
A: You may need to clear the cache in your web browser.  See the AskIT wiki How to Clear Browser Temporary Internet Files or Cache  or  https://wiki.albany.edu/x/EASX.      

Q: Why should I be using EMS? 

A: It will help you coordinate many vital campus services like dining, catering, multimedia support, and housekeeping for event programming.

-----  we are working on answering these ----   

Q: Do I need an Account?

Q: How do I create an account for the Reservations system?         

Q: How long will it be before my User Account is approved or denied?  

Q:  How long between when a request is placed and when I am told it is confirmed? ( What is the turnaround time for approval? )

Q:  Can we use this for departmental rooms?

Q:  Can I be copied on a reservation request for a student group?

Q:  Weekend events, what if on weekends the posted building hours are closed but I wanted to book a space there for the weekend?

Q:  Do I need to rebook my event if it's in the fall and I made the reservation in the spring?

Q:  Will the Campus Center renovations be reflected in EMS (offline rooms)?

Q:  In the classrooms- is food allowed?

Q:  What's prohibits people from taking up high demand space when they may not have an actual need?

Q:  What if there is a fee associated with the room? Where do I see that?

Q:  Can you cancel the reservation after it's been confirmed?

Q:  How do I search for audio visual?

Q:  Will there be a reminder for people to come back into the system to cancel their reservation if they don't need the space?

Q:  Troubleshooting and support?  Who do we call?

Q:  How are multiple requests for the same room handled?

Q:  Can you see who has the room reserved?

Q:  Is there a way for a supervisor to be notified if one of their employees places a request?

Q:  Can more than one person receive a confirmation for one event/reservation?

Q:  Can you search my feature?

Q:  Will doors open for reservation?

Q:  How often are patches applied?

Working with the Mobile Version of VEMS

 If  In many cases Virtual EMS is your only means to making a reservation request.

Q:  Is there a mobile version of VEMS?   

A: Yes, if  If you access VEMS from a mobile device you are redirected to the mobile version

EMS Support Team

Phase I Venue Managers

Academic Scheduling

Karen Chico Hurst

442-5540

scheduling@albany.edu  

Campus Center

Alicia Cowan

442-5490

acowan@albany.edu  

Campus Recreation

Peter Kay

442-3335

campusrecreation@albany.edu 

Outdoor Facilities

Stacy Stern

956-8120

sstern@albany.edu  

Performing Arts Center

Patrick Ferlo

442-3995

performingartscenter@albany.edu  

UAD Product Manager  - Jason Maloney,  Senior Programmer/Analyst   jmaloney1@albany.edu 

BEST

ITS DB Team

ITS Training

.  It does not require a client download,  the web application is dynamically reformatted for use on a mobile device.