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What is Virtual EMS?
- Virtual EMS provides a fair, transparent process for the 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 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):
- Campus Center
- Performing Arts Center
- Campus Recreation Facilities: Complete required reservation forms (see website ) submit to Peter Kay, Associate Director of Campus Recreation at pkay@albany.edu.
- Athletic Venues: Complete the Athletic Facility Request Form and 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. See list of numbers and links found within the “housing options” section of their site. (e.g. http://www.albany.edu/housing/empirecommons.shtml )
- Outdoor Venues: (including non-athletic fields, hard-scape spaces outside of the residential areas, 5K routes) Submit to Jennifer Anderson, Associate Director of Student Involvement & Leadership, at janderson@albany.edu for consideration.
Q: How do I Log in to Virtual EMS?
A: Faculty/Staff may log in using their University NetID and password.
Students once approved by Student Involvement who are affiliated with an approved Student Group may log in to the Event Management System (EMS) using their University NetID and password.
Off Campus Customers
If you will be requesting University spaces on a more regular basis, you may request an EMS account through a Service Desk Request. 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: 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 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. 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. It does not require a client download, the web application is dynamically reformatted for use on a mobile device.
Error Messages
| General Type | Message: | Meaning and what to do: |
|---|---|---|
| Date chosen | The date(s) you requested violates your last allowed booking date | The date and time you have selected is not permitted for that venue for whatever reason. Review their booking rules. For example: student organization events/meetings are not permitted after the last day of classes each semester |
| Start/End Times chosen | Request violates building hours | This should be obvious. if not return to the page for that venue and compare the times you had selected with what is permissible. |
| Criteria mismatch | No space available matching your criteria | No rooms to accommodate the selected set-up type, or you moved the date and tried to book without the requisite number of days notice, or resources you selected are not available in that space (A/V , certain accessories) Bottom Line: there is a conflict status on this booking. |
| Attendance too large | Room type is too small for the number of people | Select a different space. |
Conflict Status | Request would create a conflict with another booking | The room you have selected is already booked. Select a different space and/or change date/times. |
Questions about a particular space? See the venue site for details.
Anyone* can look at events as a Guest* and can select one of the two options under the Browse menu:
University at Albany's public calendar may be found at: events.albany.edu
Need Help using the system? Please submit a Service Desk Request.
Where is Virtual EMS?
*Off Campus Customers requesting University spaces on a regular basis may request an EMS account through a Service Desk Request.
Note: all off campus users of University facilities will need to apply for a Revocable Permit.