Protocols - Meetings & Agendas

Overview

As described in the Protocols - Committees article Meetings must be first added in a protocol Committee via the 'Add Schedule' option.  Once added the meetings are available in the Meetings & Agendas to review, edit, and generate meeting agendas and minutes.  Each meeting can be accessed to make edits, updates, manage meeting agendas, minutes, attendance, and voting to help your institution administer the protocol meetings.  

Accessing Meetings & Agendas

Users assigned to Administrator role(s) have access to Meetings & Agendas on the Administrator Dashboard.

In the Meetings & Agendas menu all available meetings can be viewed, edited, or further meeting actions taken to help your institution best manage protocol review. 

In the top header you have the same lookup  and filter  options available to search through your Meetings and the similar gear icon that allows you to customize the columns displayed.

All past and future committee meetings will be listed which you can narrow down via the filter functionality if you desire.  The Status field indicates at what stage the meeting is in and what actions can be taken.

STATUS:

• Scheduled - the meeting has been added to the Committee with a Date, Location, and Start Time
• Planned - an admin has opened the meeting and starts making additions for agenda items, etc.
• Published - the meeting Agenda is final and the 'Publish' action has been taken; locking down the agenda.  Please note, only after the Agenda is published can Committee members view the meeting Agenda in 'Meetings & Agendas'.
• Started - the 'Begin Meeting' action has been taken and the meeting is currently in progress
• Held - the 'End Meeting' action has been taken and the meeting is over
• Cancelled - the 'Cancel Meeting' action has been taken and the meeting is no longer active

Adding Agenda Items

Within a meeting you can see the Protocols assigned to the given meeting automatically but also a meeting Agenda can be drafted to add additional Business Items to discuss.  This allows you to put meeting topics, to-dos, and attachments for review within the meeting which can be viewed by committee members.  You can also publish the agenda once complete and print for distribution if needed.

After initially adding the Agenda Section it will be listed as 'untitled' but you can click in that field to edit the section text.  You can also drag agenda items around to reorder them to your desired position by holding the icon.

Once the section has been renamed you can add detail to the agenda item by clicking the 'Add Item' button which opens the Agenda Item popup window.  This is where text and attachments related to the agenda item can be added.  Click 'Save' to retain the added item or 'Cancel' to return to the Meeting.

At any point prior to ending the meeting you can view the entire Agenda via the 'Agenda Summary' button which will allow you to view all sections of the agenda:  General Info, Committee Attendance, Agenda Items, Protocols for Review, Protocols for Information-Only.  It will also give you the option to print the Agenda via the 'Print Agenda' button which will open the agenda in a print friendly window.

Taking Minutes, Attendance, and Voting 

Once the 'Start Meeting' action has been taken (meeting status is Started) then you can taken the necessary meeting minutes on the Agenda and also take meeting attendance on the meeting.

Within the Committee Members section of the meeting it will list all current members and the Attendance dropdown allows you to select either 'Present' or 'Absent' for each person.

Within the Agenda you can add notes by simply clicking on the specific Agenda Item link which will bring up a text entry window.  Once the note is 'saved' it will now have a  indicator next to the Agenda Item.

It also allows you to take a motion and record a vote by each committee member for each protocol by clicking on the Vote indicator which will either show 'Vote Pending' or 'Vote Completed'.

When you click on the Vote field it will open the voting popup that allows you to enter a description of the Motion and select a vote of Yes, No, Abstain, or Absent for each committee member.  Once you click 'Save' it will record the vote and update the vote indicator to Vote Completed but you can always get back into the Voting window and edit prior to taking the 'submit minutes' action.

At any point prior to ending the meeting you can view the entire Minutes via the 'Minutes Summary' button which will allow you to view all sections of the Minutes:  General Info, Committee Attendance, Agenda Items, Protocols for Review, Protocols for Information-Only, and all associated notes, votes, and recorded attendance.  It will also give you the option to print the Minutes via the 'Print Minutes' which will open it in a print friendly window.

Removing Protocols and/or Reportable Events

To remove a Protocol and/or Reportable Event from a meeting, navigate to the Protocol and/or Reportable Event you would like to remove and clear the meeting date in the Review Assignments panel. Ensure the date field is left blank, as shown below, to completely remove the protocol. Then, click "Assign" to save the changes.

Please note, once a meeting has been completed and minutes submitted, the protocol or reportable event cannot be removed from the agenda.

Meeting Action Buttons

Users assigned to Administrator role(s) have access to make edits, additions, and take meeting actions on the listed meetings in the Meetings & Agendas menu.  Depending on the Status of the meeting (described above) will dictate the available actions.  Below goes through the various action buttons available and their functions.

Any changes that are made in the meeting (like adding agenda items) will require clicking the 'Save' button.

If a meeting is canceled or you no longer want you can click on the 'Cancel Meeting' button to set it with the status of Canceled.  Once a meeting is canceled no further action can be taken.

Until the meeting is ended you can select the 'Agenda Summary' that will open the agenda in view mode to easily read in it's entirety with all sections of General Info, Committee Attendance, Agenda Items, Protocols for Review, Protocols for Information-Only.

Within the Agenda Summary you can click the 'Print Agenda' button which will generate the agenda in a separate browser window in a print friendly display.

Once the Agenda is complete you can click the 'Publish' button which locks it down from further edits.  It also changes the meeting status to Published.  Please note, only after the Agenda is published can Committee members view the meeting Agenda in 'Meetings & Agendas'.

If published before the start of the meeting you can Unpublish if you want to send it back to status of Planning.

When you are ready to start the meeting you can click the 'Begin Meeting' button which will change the status to Started.  Once the meeting is Started it will allow edit of the member attendance and the option to add notes to the Agenda Items.

Once the meeting is over you can click the 'End Meeting' button which changes the meeting status to 'Held'.  Once a meeting is ended the minutes and attendance are still editable until the 'Submit Minutes' is selected.

Once the meeting ends and the minutes are finalized you can click the 'Submit Minutes' which will lock down the minutes from further edits.

Once the meeting is ended you can click the 'Minutes Summary' that will open the minutes in view mode to easily read in it's entirety with all sections of General Info, Committee Attendance, Agenda Items, Protocols for Review, Protocols for Information-Only with all notes and voting information.

Within the Minutes Summary you can click the 'Print Minutes' button which will generate the minutes in a separate browser window in a print friendly display.