Procedure: Adding a new/updated membership list

When to perform

• Servicing officers add their committee's membership list document to the Governance Intranet when it is new or has been updated.

• The membership list must only be added when they have received inputs from all parties and have compiled the final, approved version.

You must have

The final, approved version of the membership list in electronic format.

Procedure

Below are links to the parts of this procedure, either follow the procedure sequentially or jump to the part that you need help with:

• Opening the upload page

• Uploading a membership list

Opening the add/upload page

1. Log in to the Governance Intranet. See: Logging in.

2. In Governance - Governance page, select Committees section.  

3. The Committees - Home page opens displaying the Manage Committees menu.

4. In the Manage Committees menu, choose Upload TOR or Membership List.

4. The Committees - Upload TOR or Membership List page opens displaying a list of committees which you service.

5.  In the Select Committee to upload  TOR or Membership List to section, select the Name of the  committee to which you would like to add the membership list.

5. The Committees - Upload TOR or Membership List page reopens displaying the list of meetings or chair's circulars in the selected committee, if applicable.

6. To add a membership list, click New  and choose TOR or Membership List.

6. The Upload Document page opens displaying the Upload Document section and Destination Folder section with the chosen committee Folder.

7. If applicable, ensure that the Overwrite existing files check box is selected.

Uploading a membership list

• In the Name section, click Browse.

7. The Choose File To Upload dialog box appears.

8. Navigate to the membership list to be added for the selected committee.

9. Select the file and click Open.

8. The Upload Document page reopens and the file path and name appears in the Name field.

9. Click OK.

10. The Processing message asking you to be patient appears on the page.

9. The Meetings - <Document file name> page opens displaying a message confirming that the document was added successfully and that you can use the form to update document properties.

9. Ensure that the file name complies with the file naming convention, correct if necessary.

10. Ensure that the title is correct, edit if necessary.

11. Click Save.

10. The <Committee name> - All Documents page opens displaying the membership list that has just been loaded with a New icon next to the Name.

11. The membership list has been successfully added.

12. If you have more documents to add (e.g. terms of reference), repeat from step 2 until all documents have been added. See also: Adding a terms of reference

13. Either continue working in the Governance Intranet,

14. Or log out, see: Logging out.