Procedure: Scheduling committee meetings

When to perform

It is recommended that you schedule all the meetings for the year at the beginning of the year, if possible, so that committee members can plan their time accordingly. See: Schedule multiple meetings at a time.

Sometimes it is necessary to schedule an additional meeting or ad hoc meeting or meetings are scheduled one at a time. See: Schedule a single meeting or a chair circular

Before you begin

Ensure that you have confirmed the date/s of the meeting/s to be scheduled and that the venues are confirmed.

See also: Role: Servicing officer and Guidelines: Tips for servicing officers

You must have

The dates and venues of the meeting or meetings which you are going to schedule.

Procedure

This procedure has been documented in Windows 7 operating system. If you are using Windows XP or other operating systems, the steps might vary slightly.

In Governance - Governance page, select Committees section.

The Committees - Home page opens.
In the Manage Committees menu, choose Create Meeting(s).

The Committees - Create Meeting(s) page opens.
Either Schedule a single meeting or a chair circular
Or Schedule multiple meetings at a time

Schedule a single meeting or a chair circular

Complete the fields using the table below:

In the...	complete as follows:
Committee field	Select the committee for which you are going to schedule a meeting or chair circular.
Meeting Type field	Either select Meeting. Or select Chair Circular, if applicable.
Meeting Date field,	Either enter the date (in the format: YYYY/MM/DD) Or click in the field to open the calendar to select a date. The calendar appears showing the current month and highlighting today's date. Click Next or Prev to navigate forward or back to the display the required month, e.g. March 2013. Click on the day to select the meeting date, e.g. 15. The meeting date appears in the Meeting Date field, e.g. 2013/03/15. Note: If your browser blocks the calendar functions, then simply enter the date in the following format: YYYY/MM/DD.

Click Submit.

The Committees - Create Meeting(s) page reopens with cleared fields and a message confirming that your committee meeting date submitted successfully.

In the main menu select Committees.

The Committees - Home page reopens.
In the Manage Committees menu, choose View My Meetings.

The Committees - View My Meetings page opens.
All meetings that you have scheduled, which have been created, are listed there.

The meeting you have just scheduled may not display immediately.

In the main menu select Committees to return to the Home - Committees page.

Schedule multiple meetings at a time

Complete the fields using the table below:

In the...	complete as follows:
Committee field	Select the committee for which you are going to schedule the meetings.
Meeting Type field	Ensure that Meeting is selected.
Meeting Date field	For each meeting enter the date (in format YYYY/MM/DD) or select a date as follows: Click in the field to display the calendar. The calendar appears showing the current month and highlighting today's date. Click Next or Prev to navigate forward or back to the display the required month, e.g. March 2013. Click on the day to select the meeting date, e.g. 15. The meeting date appears in the Meeting Date field, e.g. 15/03/2013. To schedule another meeting click Add. Another Meeting Date field appears. Repeat the above Meeting Date steps until all the meetings have been scheduled.

Click Submit.

The Committees - Create Meeting(s) page reopens displaying a message confirming that Committee meeting dates submitted successfully.

In the main menu select Committees.

The Committees - Home page reopens.
In the Manage Committees menu, choose View My Meetings.

The Committees - View My Meetings page opens.
All meetings that you have scheduled, which have been created, are listed there.

The meetings you have just scheduled may not display immediately.

In the main menu select Committees to return to the Home - Committees page.