Protocols - Committees

Overview

In the Protocols module you have the ability to manage the various committees that are involved in the protocol review process.  Within each committee you can maintain the committee members and schedule upcoming meetings for the given committee.  By configuring the committees and maintaining the upcoming meetings this allows you to assign protocols to the various committees and specific meeting times which also allows you to take advantage of the agenda and minute functionality in the Meetings & Agendas menu option.

Accessing Committees

Users assigned to Administrator role(s) have access to Committees on the Administrator Dashboard.

In the Committees menu all available committees can be viewed, edited, or new committees added to meet your institutional needs. 

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

Adding New Committee

Once in Committees you can see the existing Committees or add a new one via the 'Add Committee' button.

Within a new Committee creation you will need to fill out the Name, Type (IRB or IACUC), Lead Unit, Members, and Schedules.  The Name, Type, and Lead Unit will drive where this Committee will be available (i.e in IRB protocols, for specific Lead Unit (or at top level of hierarchy 000001).

Below outlines further the steps to adding Members and Schedules.

Adding Members

Committee Members allow you to track all members associated with the given committee and being a member gives you rights to the protocols that are assigned to the given committee. When clicking on the 'Add Member' icon you will be provided the below enter screen with a number of attributes for the committee member.

• Member: This field is tied to your Core users; once you start typing a name it will find available users matching the entered text.
• Start Date: Start Date of the Committee member's tenure on the committee.
• End Date: End Date of the Committee member's tenure on the committee.  This field can be left blank if there is no current end date for the individual.  Once the end date is passed for a member you can 'Remove'.
• Role:  Each protocol type has a distinct set of available roles detailed below.
• Voting:  Indicates whether it's a voting member of the committee.

Note: Only members of a committee who are marked as Voting, and who's term covers a given committee meeting date will be allowed to vote on items at that meeting.

All Protocol Type Roles

• Chair
• Member
• Affiliate
• Alternate
• External
• Ex Officio

IACUC and IBC Roles

• Vet

IBC Only Roles

• Plant Expert
• Animal Expert
• Community Member
• Biosafety Officer
• Vice Chair

Adding Schedules

Adding schedules to a Committee will give you the option to manage committee meetings and also assign protocols to future upcoming meetings.  In the 'Add Schedule' button it will give you the options of Specific Date or Relative Date.  The Specific Date will let you select your desired date, whereas, the Relative Date will give you options for reoccurring dates around days, months, etc.  

Once you select the Date Type for the Schedule it will then add a row to list where you can specify the Date, Location, and Start Time of the Meeting.

Once a Schedule is added and the Committee is saved the date will be highlighted in the calendar layout displayed in the bottom of the Committee screen.  If you click on that highlighted date it will take you to that specific Schedule in the Meetings & Agendas menu where you can see detailed information on the meeting.  Within the Meeting it will allow you manage the agenda, minutes, attendance, etc. for that specific meeting.  Further information on the Meetings & Agendas functionality can be found in the Protocols - Meetings & Agendas article.

After all the new Committee information is complete you will need to click the 'Save' option or 'Cancel' if you choose to not proceed with the committee creation.

Once saved it will show in your list of available Committees and when you click on the link it will allow you to edit attributes - more on that in the next section.

Committee Edits

All the created Committees can be edited by simply clicking on the hyperlink for the given Committee.  Once you click on the Committee you want to edit it will open the Committee information and allow edit on Name, Members, and Schedule options (similar to when you created). After any addition, edit, deletion is complete for the Committee you will need to 'Save' to have the changes take affect or 'cancel' if you wish to return to the Committees menu without saving.