Procedure: Updating meeting/chair's circular details

When to perform

Servicing officers can update or edit meeting/chair's circular details to reflect any changes made to the meeting, to make corrections or to request agenda items.  

You must have

Access to the Governance Intranet as a servicing officer of the committee.

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 View My Meetings.

  1. The Committees - View My Meetings page opens displaying a list of links to meetings and chairs circulars.

  1. The <committeeabbreviation-meetingdate-Meeting/ChairsCircular> page opens displaying the summarised meeting details as well as listing the meeting documents.

  2. In the meeting properties section, click Edit Properties.

  1. The Meetings - <meeting/chair's circular name> dialog box appears displaying the meeting properties fields for editing.

Follow the steps in the table below to edit the properties, as necessary:

In field...

Then...

Content Type

  • If it is no longer a Meeting, select Chair's Circular, or vice versa.

Name*

  • No editing is necessary, the system will adjust the name to reflect any changes made.

Meeting Date*

  • Edit meeting/chair's circular date, if applicable.

Request Agenda Items

  • If you need to request agenda items, select the Yes radio button.

  • If you do not need to request agenda items, ensure that the No radio button is selected.

Agenda Email Body Notes

  • If you selected Yes in the previous field, enter any additional notes that will be added to the body of the email template.

  • A message will be sent to all members of this committee requesting agenda items for this meeting.

Servicing Officer

  • The system will display the servicing officer assigned to the committee, only change the servicing officer if the servicing officer has changed.

Committee*

  • Only change your committee selection if an error has been made and the wrong committee was selected for this meeting.

  1. The <committeeabbreviation-meetingdate-Meeting/ChairsCircular> page reopens displaying the summarised meeting details and reflecting applicable changes made.