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Hello Student Organization Leaders,
As you begin planning your events for the Spring 2026 semester, we want to make sure your submissions in 312 move through the approval process smoothly and on time. Here are a few key reminders to help you avoid delays:
Submit events at least two weeks in advance.
Many approvals in 312 involve reviewers outside the Office of Student Life, including the Co-Curricular Committee, Chartwells, Advancement, Career Services, and others. Depending on your event, your submission may go through 5–7 approval steps, and in some cases more.
Events with catering, external guests, or career-related content need extra time.
These typically take 4–5 business days for full review from all teams involved. Submitting two weeks early ensures everything is finalized before your event date.
Avoid re-submitting to “skip the line.”
Once an event is submitted, any edit will send your request back to the beginning of the workflow. This means your event must go through every approval step again, even if your change seems small. Edits often lead to significant delays, and in some cases, events do not finish the workflow in time.
To help you avoid re submissions, here are alternatives that allow you to adjust information without restarting the approval process:
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Use “To Be Determined” for your location in Section Three
If you are still securing a space, you can select To Be Determined as the location. Students can still register, and once your space is confirmed, you can message all registered attendees with the updated location directly through 312. This prevents the need to edit the submission.
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Finalize key details before submitting
Confirming your date, time, and general event structure before creating the event request helps reduce the need for later changes.
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Use your event description for flexible details
If something is still being finalized, you can add a note such as: “Additional details will be shared with registered attendees.” This communicates clearly to participants without triggering a workflow reset.
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Contact OSL before making a change if you are unsure
If you are not certain whether something counts as an edit that restarts the workflow, OSL can clarify the best path forward. A quick check-in can save you several days of delay.
Planning ahead is the best way to secure your space and ensure your event receives full approval on time. If you ever have questions about your workflow or need help understanding how to submit events, please feel free to reach out. More helpful tips are coming soon!
Best regards,
Lyzzette Torres Rodriguez
Student Engagement Specialist
ILLINOIS TECH | Stuart School of Business
www.stuart.iit.edu | 312.906.6548 | Pronouns: She, Her, Hers
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