What is Virtual EMS?
The EMS (Event Management Systems) software solution from Dean Evans and Associates for University at Albany is a flexible campus-wide online room reservation and event management system. It enables us to be more efficient, agile stewards of our campus "space". EMS is the system of record for academic scheduling.
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 a browser. 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 fair, transparent process for making the best use of University facilities.
- The system can be accessed from any web browser.
- Campus customers and UA website visitors will know 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).
Frequently Asked Questions
Q: How do I Log in 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.
After logging in, select "Reservations" from the menu and then choose the area you are interested in reserving.
Off campus schedulers: if you will be requesting University spaces on a more regular basis, you may request an EMS account by submitting your request to EMSaccount@albany.edu.
Please note: all off campus users of University facilities will need to apply for a Revocable Permit.
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: This probably means that you need to clear your browser cache.
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?
Q: Whom do I contact about Academic Scheduling?
A: Karen Chico Hurst, University Registrar 442-5540 scheduling@albany.edu
Q: Whom do I contact about scheduling in the Campus Center?
A: Alicia Cowan 442-5490 acowan@albany.edu
Q: Whom do I contact about scheduling a Campus Recreation event?
A: Peter Kay 442-3335 campusrecreation@albany.edu
Q: Whom do I contact about scheduling Outdoor Facilities?
A: Stacy Stern 956-8120 sstern@albany.edu
Q: Whom do I contact about scheduling in the Performing Arts Center?
A: Patrick Ferlo 442-3995 performingartscenter@albany.edu
| Development | Production |
|---|---|---|
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Working with the Mobile Version of VEMS
If you access VEMS from a mobile device you are redirected to the mobile version
EMS Support Team
Karen Chico Hurst University Registrar 442-5540 scheduling@albany.edu | Amy Johnson Lead Business Analyst, Student Records Business & Enrollment Systems Team 437-3882 ajohnson@albany.edu |
|---|---|
Patrick Ferlo Director, Performing Arts Center 442-3995 performingartscenter@albany.edu | Stacy Stern Assistant to the Vice President, Division of Finance and Business 956-8120 sstern@albany.edu |
Phase I Venue Managers
Academic Scheduling
| Karen Chico Hurst | 442-5540 | |
|---|---|---|---|
Campus Center
| Alicia Cowan | 442-5490 | |
Campus Recreation
| Peter Kay | 442-3335 | |
Outdoor Facilities
| Stacy Stern | 956-8120 | |
Performing Arts Center | Patrick Ferlo | 442-3995 |
UAD Product Manager - Jason Maloney, Senior Programmer/Analyst jmaloney1@albany.edu
BEST
ITS DB Team
ITS Training
Anyone can look at events as a Guest and can select one of the two options under the Browse menu:
The University's public calendars may be found at: events.albany.edu
Need Help?
Where to find it? Log in here. 
If you are unable to find what you are looking for, please submit a Service Desk Request.