Procedure: Approving minutes of previous meetings

When to perform

This action is performed by the servicing officer on behalf of chair person. Minutes of previous meetings must be approved once they have been finalised and no further changes are going to be made.

Before you begin

Ensure that you have asked for and received approval from the chair and, if applicable, from committee members.

You must have

The names of the documents to be approved and the meeting/chair's circular date to which they apply.

Procedure

This procedure has been documented in Windows XP operating system. If you are using Windows 7 or other operating systems, the steps might vary slightly. We will be documenting all procedures for Windows 7 in due course.

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 Approve Minutes.

4. The Committees - Approve Minutes page opens displaying a list of Minutes of Previous Meetings that need to be approved.

5. Find the document which needs to be approved (i.e. minutes of previous meetings).

6. Select the minutes document that you need to approve according to the relevant date and committee.

7. Click Activate approve minutes.

8. The selected minutes document fields become available for editing.

9. In the Status field click Browse for valid choice. See also: Entering information into fields

5. The Select: Status dialog box appears.

• In the Document Status section select Approved/Final.

• Click Select>>.

• The Approved/Final status appears in the select field, replacing the previous entry.

• Click OK.

• Click Save.

6. The Committees - Approve Minutes page reopens displaying a list of Minutes of Previous Meetings that need to be approved and the status of the document updated.

7. If you want to cancel the status change and revert the document to the previous status (e.g. Draft), click Cancel.

8. If you are sure that you want the status to change to Approved/Final, click Save.

7. The Committees - Approve Minutes page reopens displaying a list of Minutes of Previous Meetings that need to be approved and the minutes of previous meeting that you have just approved no longer appears in the list.

8. The selected minutes of previous meeting status has been updated to Approved/Final.