Procedure: Downloading committee documents

When to perform

This action is performed by UCT community members when they want to view or download committee documents.

Only approved committee documents of open committees are accessible to UCT community members.

You must have

You must have the name of the committee cluster and/or committee and the meeting date which applies to the documents to be viewed or downloaded so that you can find it easily in the list of committees and meetings. If you do not find it in the navigation, then you can search for the committee document/s using the search box.

Procedure

The steps may vary for different file formats, e.g. Microsoft Word files or PDF files.

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 Committees page
Viewing or downloading the committees document/s when you know which:

Opening the Committees page

In Governance - Governance page, select Committees section.
The Committees - Home page opens.

Viewing or downloading committee document/s

If you know which ...	then...
Committee the committee document/s are in, Note: This is documented for open committees as all UCT Community members will have access to open committees.	click Open Committees. The Committees - List All Committees page opens displaying a list of All Open Committees to which you have access. Find the committee in the list, if necessary scroll down the page. Select the committee Name to show the documents and meetings. Continue to step 5 outside of table.
Cluster the committee document/s are in,	click Committee Clusters. The Committees - List By Clusters page opens displaying a list of committee clusters and the committees which fall under them. Find the Committee Cluster in the list, if necessary scroll down the page. Select the committee Name to show the committee documents and meetings, if necessary expand the cluster to view committees. Continue to step 5 outside of table.
Cluster the committee document/s are in, and that the committee is a Parent Committee	click Parent Committees. The Committees - View By Parent Committee page opens displaying a list of committee clusters and the Parent Committees which fall under them. Find the Committee Cluster in the list, if necessary scroll down the page. Select the parent committee Name to show the committee documents and meetings, if necessary expand the cluster to view committees. Continue to step 5 outside of table.

The Committees - List All Committees page reopens displaying the terms of reference document, members list document and the list of meetings/chair's circulars.
If you want to view the terms of reference or committee members list documents, select the applicable document Name.
- The document opens in Microsoft Word online as [Viewing].
- Either open the drop-down menu and choose Download or Download as PDF to download the file for future reference;
- Or click Close to close the tab.
If you want to view documents for a particular meeting, select the applicable meeting Name.

The <Meeting or chair's circular name> page opens displaying the meeting or chair's circular details and, if applicable, a list of documents which have already been added.
Select the applicable document Name.
The document opens in Microsoft Word online as [Viewing].
Either open the drop-down menu and choose Download or Download as PDF to download the file for future reference;
Or click Close to close the tab.

The <Meeting or chair's circular name> page or Meetings - <document name> reappears.
Click Committees.

The Home Committees page reopens.
The committee document has been viewed or downloaded.
If you want to download more documents, repeat from step 3 until all the documents have been downloaded.
Either continue working in the Governance Intranet.
Or log out, see: Logging out.