e Agenda Board Agenda Secretary

Transcription

1 Overview The Board Agenda Secretary s functions in e Agenda include the preparation, monitoring and reviewing of the content of the Agenda Prep, Committee, and School Board Meetings prior to and during the meetings. The Board Agenda Secretary is able to take minutes, make annotations to the Agenda content and publish them. The Board Agenda Secretary flags or withdraws Agenda Items, solicit votes on Agenda Items and displays final vote counts in real time. The processes for finalizing, releasing and publishing Agendas are required for each meeting. Getting Started Open the Microsoft Internet Explorer browser on a PC within the M-DCPS network. This site is best viewed using the latest version of Microsoft Internet Explorer. From the Internet, Go To The Employee s Page on dadeschools.net Select e Agenda from the Tool Box, Add this site to your Favorites for quick access in the future. Type Username (Assigned by e Agenda Administrator) Type Password (Assigned by e Agenda Administrator) Role Select Board Assistant from the Role list box Click Log-In Note: If you cannot log in, the system administrator at e-agenda@dadeschools.net Miami-Dade County Public Schools 1

2 Creating a School Board Meeting Agenda A School Board Meeting Agenda must be created in e Agenda before Agenda Items can be moved from the Committee Meetings and/or Agenda Prep Meeting into the School Board Meeting Agenda. Committee Liaisons will create their own Committee Meeting Agendas and select the Agenda Items from the Agenda Prep Meeting Agenda. On the Agenda Manager page, Create Agenda Click The Create Agenda button The Agenda Manager : Create Agenda page is displayed. Meeting Date, Meeting Type, & Meeting Description Next > Type The date of the meeting in the Meeting Date field (mm/dd/yyyy) Select The appropriate Meeting Type from the list box Miami-Dade County Public Schools 2

3 Type The meeting date and meeting type in Meeting Description field (i.e. October 5, 2005 School Board Meeting Agenda) Click The Next > button The Agenda Manager : Create Agenda Step 2 page is displayed. Presenter s name & time Fill in each appropriate field as necessary by entering the presenter s name and/or time in the space provided. Click The Finish button located at bottom right of page The Agenda Manager page is redisplayed and the Agenda is available for the Board Secretary to move Agenda Items from the Committee Meeting Agenda and Agenda Prep Meetings. Miami-Dade County Public Schools 3

4 Moving an Agenda Item to a School Board Meeting Agenda The Board Secretary moves the Committee Meeting and Agenda Prep Meeting Agenda Items to the appropriate School Board Meeting Agenda. Item to Be Moved Click The Link of the item to be moved The Agenda Manager : Edit Agenda page is displayed. Move Item Click The Move Item button The Agenda Manager : Move Agenda Item page is displayed. Miami-Dade County Public Schools 4

5 On the Agenda Manager : Move Agenda Item page, Category Agenda Select The appropriate Agenda Select The appropriate Category Click The Move button The Agenda Manager : Compile Agenda page is redisplayed. Repeat the process to move all items. After moving all items, the items can be placed in correct order by using the up and down arrows. Miami-Dade County Public Schools 5

6 Moving Multiple Agenda Items to a Committee Meeting Multiple agenda items can be moved simultaneously within the same agenda. From the Agenda Manager page, select the appropriate Agenda Title, Click The Compile button to display the Meeting Agenda The Agenda Manager : Compile Agenda page is displayed. Move Items Click The Move Items button The Move Multiple Items page is displayed. Miami-Dade County Public Schools 6

7 On the Move Multiple Items page, Category and Sub-Category Select The Category and Sub-Category from which you want to select the agenda items. All available agenda items will be displayed in the Selected Items box. In the Selected Items box, Selected Items Hold The [Ctrl] or [Shift] keys to highlight and select the agenda items to be moved. In the Move to Agenda field, Select The Active or Finalized agenda to which you want to move the selected agenda items. The Move button becomes available. Click The Move button. The selected agenda items are removed from the current agenda to the selected agenda. Miami-Dade County Public Schools 7

8 Viewing a School Board Meeting Agenda The Board Agenda Secretary compiles the Agenda Items to view the complete structure after the Agenda Items have been entered and approved in e Agenda. From the Agenda Manager page, to select the appropriate Agenda Title, Agenda Titles Compile Click The radio-button to the left of the School Board Meeting Agenda Click The Compile button to view the School Board Meeting Agenda The Compile Agenda page is displayed with the entire School Board Meeting Agenda. Miami-Dade County Public Schools 8

9 Editing a School Board Meeting Agenda From the Agenda Manager page, to select the appropriate Agenda Title, Edit Click The radio-button to the left of the School Board Meeting Agenda Click The Edit button to view the Edit Agenda page Next With the exception of the Meeting Type field, all of the fields on this page can be edited. When all of the changes have been completed, Click The Next button to view the Agenda Manager : Edit Agenda Step 2 page Click The Finish button at the bottom right of the page Miami-Dade County Public Schools 9

10 Finalizing a School Board Meeting Agenda Once an Agenda is finalized, Item Authors can no longer submit new Agenda Items and Approvers can no longer approve Agenda Items through the e Agenda. The Board Agenda Secretary will add and/or edit Agenda Items throughout the remainder of the meeting process. (Refer to the e Agenda Item Author user guide for instructions on how to enter an Agenda Item). From the Agenda Manager page, Select The Agenda to be finalized Click The Compile button to view the School Board Meeting Agenda Finalize Agenda Click The Finalize Agenda button A pop-up window is displayed. To lock the agenda and prevent others from submitting additional Agenda Items, Click The OK button Note: If all items have been approved when the Agenda is finalized, a lock icon to the right of the Agenda name is displayed. If the Agenda is finalized and some Agenda Items lack approvals, an information icon is displayed. Miami-Dade County Public Schools 10

11 If it is decided not to finalize the Agenda at this time, Click The Cancel button Releasing a School Board Meeting Agenda to School Board Members When a School Board Meeting Agenda is released, all School Board Members and Staff Members are able to view the Agenda online. An Agenda must be finalized before the release process occurs. Edits to the released Agenda Items can be made by the Board Agenda Secretary. From the Agenda Manager page, Select The Agenda to be released Click The Compile button to view the Compile Agenda page Release Agenda Click The Release Agenda button A pop-up window is displayed. Click The OK button to release the Agenda Miami-Dade County Public Schools 11

12 Publishing a School Board Meeting Agenda Before the School Board Meeting, the Board Agenda Secretary publishes the School Board Meeting Agenda to the Internet for public viewing. From the Agenda Manager page, Select The School Board Meeting Agenda to be published Click The Compile button The Compile Agenda page is displayed. Click The Publishing Options button The Agenda Manager - Publish Agenda page is displayed. Preview Agenda Publish Agenda To display a preview of the School Board Meeting Agenda, Click The Preview Agenda button After previewing the School Board Meeting Agenda, Click The Close Window button The Publish Agenda page is redisplayed. Click The Publish Agenda button The Publish Agenda page is displayed. Miami-Dade County Public Schools 12

13 To publish the School Board Meeting Agenda, from the Select a Destination drop-down box, Select Public Website Click The.HTML radio button Click The Publish button The School Board Meeting Agenda is published on the Internet. The processes for finalizing, releasing and publishing Agendas are required for each Agenda Prep, Committee Meeting, and the School Board Meeting. Deleting Agenda Items In e Agenda, if you select Delete, you will permanently delete the Agenda Item. Withdrawing an Agenda Item temporarily removes an Agenda Item so that it can be reinstated at a later time. To delete an Agenda Item, Select The agenda with the Agenda Item to be deleted Click The Compile button to view the Compile Agenda page Click The name of the Agenda Item to be deleted Click The Delete button A pop-up confirmation window is displayed. Note: It is important to verify that the Agenda Item is to be deleted since this action can not be reversed. Click OK The Agenda Item is permanently removed from the Agenda Meeting. Miami-Dade County Public Schools 13

14 Updating the Sequence of School Board Meeting Agenda Items To rearrange the sequence of Agenda Items, from the Agenda Manager page, Select The School Board Meeting Agenda containing the Agenda Items Click The Compile button to view the School Board Meeting Agenda The Compile Agenda page is displayed. up & down arrows Click The up or down arrows next to the appropriate Agenda Items The Compile Agenda page is redisplayed and the Agenda Items are re-ordered in the sequence defined. Click The back to agenda manager link located in the upper left of the e Agenda page to return to the Agenda Manager page. Miami-Dade County Public Schools 14

15 During School Board Meetings, the Board Agenda Secretary must complete attendance lists online, add minutes and directives to Agenda Items, initiate votes and update television monitors to display current data. Attendance must be taken for the voting functionality to operate properly and is taken once the meeting is called to order by the School Board Chair. Updating the School Board Meeting Agenda Attendance List From the Agenda Manager page, Select The Released School Board Meeting Agenda that contains the meeting attendance list to be updated Click The Compile button The Compile Released Agenda page is displayed. Scroll to the bottom of the page. Attendance Click The Attendance button The Meeting Attendance page is displayed. Click The appropriate buttons to identify whether School Board Members are Present, Absent, or Present (Out of Room) Note: All Board members listed as present must cast a vote to complete the voting process. Click The Continue button The Compile Released Agenda page is redisplayed Click The back to agenda manager link to return to the Agenda Manager page Miami-Dade County Public Schools 15

16 Updating School Board Member Activity Boxes Three Activity boxes are shown in the right half of all e Agenda pages displayed to School Board Members and Staff Members. Activity Boxes Top Activity box During School Board Meetings, as the Board Agenda Secretary selects the current Agenda Items, the top Activity box changes to indicate to School Board Members and Staff Members which Agenda Item is currently under discussion. Middle Activity box - For School Board Members, the middle box indicates when it is time to vote. When the Board Agenda Secretary initiates a vote, a Vote Now link appears for all School Board Members. Bottom Activity box The bottom box informs School Board Members and Staff Members of final voting results. Miami-Dade County Public Schools 16

17 Updating Monitors and Personal Computers During School Board Meetings, the large-screen monitors connected to e Agenda are updated by the Board Agenda Secretary. As a new Agenda Item is selected, Update Monitor Click The Update Monitor button The monitor(s) displays the title and descriptive text associated with the Agenda Item, as it was written by the Item Author. Individual personal computers are also updated. Flagging an Agenda Item for Discussion or Consent When an Agenda Item is flagged, the item moves from the Consent category within the Agenda into the Discussion category. Likewise, if an item in the Discussion category is flagged, it will move to the Consent category. To flag an agenda item from the Agenda Manager page, Select The Released School Board Meeting Agenda containing the Agenda Item to be flagged Click The Compile button The Compile Released Agenda page is displayed. Click The radio-button of the Agenda Item to be flagged Click The Flag button Miami-Dade County Public Schools 17

18 A pop-up confirmation window is displayed. Click The OK button to confirm the move of the flagged Agenda Item into the Discussion category To move a Discussion item back to Consent, repeat the same process. Documenting Motions/Recommendations Related to an Agenda Item During School Board Meetings, The Board Agenda Secretary has the ability to quickly document motions and amendments relating to Agenda Items in e Agenda. From the Agenda Manager page, Select The Released Agenda containing the Agenda Item for which a motion was made Click The Compile button The Compile Released Agenda page is displayed. Click The radio-button of the Agenda Item to be flagged Click The Action button The View Item Actions page is displayed. To create another action, Click The Create Action button The Create an Action page is displayed. From the Action drop-down list, Select The type of action to be documented Note: If Motion on Original Recommendation or Motion to Amend is selected, the text from the Agenda Item s original recommendation is automatically added to this page. In the Action Description field, enter a brief description of the suggested action. Click The radio-buttons next to each School Board Member s name to indicate the School Board Members who motioned and seconded the action. Miami-Dade County Public Schools 18

19 To initiate a vote, Scroll To the bottom of the page Click The Vote Now button An Activity box in the School Board Member s screens display the message Vote Now. Initiating a Vote and Viewing School Board Member s Votes To initiate a vote on an agenda item, from the Agenda Manager page, Select The Released agenda containing the Agenda Item for which a vote is to be initiated Click The Compile button The Compile Released Agenda page is displayed. Click The Action button The View Item Actions page is displayed. Click The radio-button next to the action for the vote to be initiated Click The Initiate Vote button The message Vote Now is displayed in the center Activity box of the School Board Members e Agenda page. Click The View Vote button to view the votes of all School Board Members on the Action Item Vote page The voting results appear after School Board Members have cast their vote. After viewing the results, Click The Update Changes button A pop-up confirmation window is displayed. Click The OK button Miami-Dade County Public Schools 19

20 E Agenda updates the voting results and displays them in the bottom Activity box of the School Board Member and Staff Member view. The View Item Actions page is redisplayed. When the voting results no longer need to be displayed, Click The Close button The Compile Released Agenda page is redisplayed. Adding Meeting Minutes to an Agenda Item As Agenda Items are being discussed, the Board Agenda Secretary can immediately add related meeting minutes and associate them to the Agenda Item. From the Agenda Manager page, Select The Released agenda containing the Agenda Item for which the minutes relate Click The Compile button The Compile Released Agenda page is displayed. Click The radio-button of the Agenda Item to which the minutes relate Scroll To the bottom of the Agenda Click The Minutes button The Agenda Item page is displayed. Type The meeting minutes in the field provided Click The Save button The School Board Meeting Agenda is redisplayed. Miami-Dade County Public Schools 20

21 Adding Meeting Minutes to a Motion As motions are discussed, the Board Agenda Secretary has the ability to add related meeting minutes and associate them to the motion. From the Agenda Manager page, Select The Released School Board Meeting Agenda containing the Agenda Item for which the minutes relate Click The Compile button The Compile Released Agenda page is displayed. Click The radio-button of the Agenda Item to which the minutes relate Scroll To the bottom of the School Board Meeting Agenda Click The Action button The View Item Actions page is displayed. Type The motion minutes in the field provided Click The Save button The School Board Meeting Agenda is redisplayed. Adding Annotations and Directives An annotation (or note) can be attached to an Agenda Item and remain attached until it is deleted. A directive is an action item that is compiled into a follow-up report and ed to the Board Agenda Secretary. To add annotations or directives, from the Agenda Manager page, Select The Released agenda containing the Agenda Item for which the annotation or directive is to be added Click The Compile button The Compile Released Agenda page is displayed. Click The radio-button of the Agenda Item to which the annotation or directive is to be added Miami-Dade County Public Schools 21

22 Scroll To the bottom of the Agenda Click The Annotations button The Agenda Item Annotations page is displayed. Type The annotations in the Annotations field Or to add a directive, Type The directives in the Directives field Click The Save button The Meeting Agenda is redisplayed. Adjourning an Agenda Once all items in the Agenda have been addressed, the meeting must be adjourned. To adjourn the meeting, Click On the last item in the Agenda called Adjournment Click The Adjourn button in the lower right of the screen At this point, the meeting is officially ended. However, as Board Agenda Secretary, you can still go back to the agenda and add minutes, document action items, etc. Generating a Follow-up Report All directives related to an Agenda can be generated into a follow-up report and ed to the Board Agenda Secretary. Follow-up reports can only be generated if the Agenda Item contains directives. From the Agenda Manager page, Select The Released agenda for which the follow-up report is to be generated Click The Compile button The Compile Released Agenda page is displayed. Click The Generate Follow-Up Report button A pop-up window is displayed. Miami-Dade County Public Schools 22

23 Click The OK button The follow-up report is ed to the Board Agenda Secretary. Completing an Agenda A meeting should not be completed until the minutes have been finalized and approved. Completing an Agenda locks it and prevents any further changes. To complete an Agenda, from the Agenda Manager page, Select The Released agenda to be completed Click The Compile button The Compile Released Agenda page is displayed. Click The radio-button of the last item in the Agenda Note: The Complete button is active only after all Agenda Items have been addressed and the last item in the Agenda is selected. To close an Agenda, Click The Complete button A pop-up message is displayed. Click The OK button to complete the agenda The Agenda Manager page is redisplayed and the Agenda is marked Completed. For Assistance the e Agenda Help Team at e-agenda@dadeschools.net Miami-Dade County Public Schools 23