Procedure: Viewing meeting details and documents

When to perform

Chair persons and committee members can check meeting details to find out the meeting date, venue, status, or open and save meeting documents.

You must have

Access to the Governance Intranet as a chair person or member of the committee.

Procedure

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

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

  3. The Committees-Home page opens.

  4. In the Lists section, choose List of Committees menu item.

  1. The Committees - List All Committees page opens displaying a list of links to committees to which you have access.

  1. The Committees - List All Committees page reopens displaying a list of links for the selected committee, such as terms of reference, committee members list, chair's circulars and meetings.

  2. Once you have found the relevant meeting or chair's circular:

If you want to...

then...

  • View meeting details only

  1. click the meeting or chair's circular Name drop-down and choose View Properties.
    Tip: The drop-down button appears when you hover over the meeting name, e.g. .

  1. The Meetings - <Meeting/chair's circular name> page opens displaying relevant details (e.g. Name, Meeting Date, Servicing Officer, Committee, Meeting Year etc.)

  2. Once you have finished viewing the details, click Close and continue to step 7.

  • View meeting details and/or

  • View or download meeting documents

  • click the meeting or chair's circular Name to open it.

  1. The <Meeting/chair's circular name> page opens displaying summarised meeting details and a list of links to meeting documents.

To view all meeting details:

  • Click View All Properties.

  • The Meetings - <Meeting/chair's circular name> dialog box appears.

    • Once you have finished viewing the details, click Close (you may need to scroll down to it).

To view or download a meeting document:

  • Click to select the document Name.

  • A Message from webpage dialog box may appear, warning that some files may harm your computer.

    • Click OK.

  • A Connecting to governance.uct.ac.za dialog box appears.

    • Enter your UCT network User name.

    • Enter your UCT network Password.

    • Click OK.

  • The document opens in Microsoft Word (if Word document) or Adobe Acrobat Reader (if PDF).

    • If applicable, save the document to your computer,

    • Once you have finished viewing and/or saving the document, click Close and continue to step 7.

 

  1. The Committees - List All Committees page displaying a list of links for the selected committee reappears.

  2. If you want to view more meetings/chair's circular details and/or view more meeting documents, repeat from step 5.

  3. If you have finished in the Governance Intranet, log out, see: Logging out.