This manual describes Meetings features and functionality in the iRIS™ system.

Note that while the screenshots shown in this manual are from specific iRIS™ modules (e.g., COI, IRB, etc.), Meetings features and functionality are the same across all modules where Meetings functionality is in use.

Navigation in iRIS™

iRIS™ includes two standard navigation tools on all pages nested one or more levels beneath the primary Workspace page of the module currently in use (e.g., Post Award Management, Conflict of Interest Assistant, Animal Resource Center, etc.): a Path directory tree, and Back buttons.

Path Directory Tree

The Path item at the upper left of iRIS™ pages provides a hyperlinked menu directory tree, allowing the user to quickly navigate back through the path they followed to get to their current location. Path appears on all pages nested at least one level beneath the main workspace.

NOTE: screenshots in this manual are primarily taken from the Animal Resource Center (ARC) module, but notification functionality and features shown are the same in Post Award Management.

In the example shown the user is viewing the Broadcast Notice Add a new notice page. This page is nested three levels beneath the main workspace page, as indicated by the three links available in the Path directory tree: Home, board admin and broadcast notice.

Click on broadcast notice in the Path to navigate up one level in the directory tree, to the main Broadcast Notice page. There are now two levels in the Path directory tree: board admin and Home.

Click on board admin in the Path to navigate up one level in the directory tree, to the Board Administration page. There is now one level in the Path: Home.

Click on Home in the Path to navigate up one level in the directory tree, to the main Workspace page. No Path item is displayed here because the user is now at the top-most level of the directory tree.

Back Button

The second navigation tool is the Back button, which appears on all pages nested at least one level beneath the main workspace. The Back button takes the user to the same location as the last link shown in the Path.

In the example shown above, both the Back button and the broadcast notice link in the Path return the user to the Broadcast Notice page:

Clicking the Back button on the Broadcast Notice page returns the user to the Board Administration page, as indicated by the last link in the Path directory tree shown in the screenshot above.

Note that where the Back button appears on a page with editable fields or document upload controls, clicking the button before saving changes returns the user to the same location as the last link shown in the Path without saving changes.

Meeting Manager

The Meeting Manager page, accessed via the Meeting Manager link in the main workspace menu ([Module] > Meeting Management > Meeting Manager link, see screenshot below), provides access for review board administrators to view meeting agendas, set meeting attendance and set items to be reviewed at the meeting.

Access to this menu item is controlled via rights assignment in the Role Access matrix under Review Board Administration. See the Conflict of Interest – Review Board Administration manual for more information.

The Meeting Manager page lists all meetings defined in the system for the current review board. By default, meetings are listed in descending order from most recent to oldest meeting date.

Use the Item Search Filters section at the upper left of the page to filter the list of meetings by date. Click the provided calendar buttons to enter a date range in the Display Meeting(s) Between field, or to enter a specific date in the Display Meeting(s) On field, then click the Find … button to apply filter criteria. Click the Reset Filters button to clear filter criteria.

Columns shown in the result set on the page are:

Open — click the icon in this column to open the meeting minutes processing area for the corresponding meeting date, as shown below

Committee — name of the board committee to which the corresponding meeting is assigned

Meeting Date — date on which the meeting is scheduled

Start Time — time at which the meeting is scheduled to begin

Agenda State — displays agenda status; status can be “Draft”, “Finalized,” or assigned a revision number (e.g., “Revision 1”, “Revision 2”, etc.)

Notify Reviewers — if set to “Enabled”, all applicable email notifications are created and sent to designated reviewers when the agenda is finalized, alerting them to a submission review assignment; if set to “Disabled”, applicable email notifications are not sent when the agenda is finalized

Date Draft Published Minutes Sent for Comments — date a published draft version of the minutes was emailed to board members for review

Date Final Published Minutes Approved by Committee — date the final, published minutes were approved by the committee; in cases where a motion to approve a previous month’s minutes is added to a meeting, the date the applicable minutes are approved is captured in this column

Date Final Published Minutes Sent to the Meeting Attendees — date when a final copy of the minutes is sent to meeting attendees, where applicable (see screenshot below); note that sending a final copy of minutes to attendees is optional, and in that case this column remains blank

Availability — click this icon to open the Meeting Availability page (see the Meeting Availability section of this manual for more information)

Edit/View Reviews & Minutes — depending on the status of the meeting minutes for that meeting date, a View Draft Minutes or View Finalized Minutes and a Submissions Review button(s) populate in this column

Scheduling a Meeting

Navigate to the Meeting Manager page ([Module] > Meeting Manager link) and click the Meeting Schedule button at the upper right (see screenshot below).

The Setup Board Meeting Dates page opens, as shown below.

Recurring meeting patterns are listed in the upper table. Individual meeting dates, whether automatically scheduled as part of a recurring pattern or scheduled manually, are listed in the lower table. Recurring meeting patterns can be created to automatically schedule meetings up to twelve (12) months in advance.  

Only meetings that have not yet occurred are listed.

Recurring Meeting Pattern

Click the Add a New Reccurring button at the upper right of the Setup Board Meeting Dates page (shown below).

The Setup Board Meeting Recurring Pattern page opens, as shown below.

Enter details of the recurring meeting pattern as follows:

Recurring Pattern Name — name of this pattern

Start Date — click the calendar widget and navigate to the date from which the recurring pattern should take effect; note that this need not be the day of the first meeting

Start Time and End Time — enter planned meeting start and end times

Meeting Type — select the applicable review board committee name from the list

Meeting Location — enter the intended meeting location

Comments — click this icon to open a text editor for entry of any desired comments about the recurring meeting record

Change Recurrence Pattern — select “Weekly” or “Monthly” to populate the corresponding Pattern type in the fields below, then specify desired recurrence pattern in those fields (shown below)

Click the Save Meeting Schedule button. The Setup Board Meeting Recurring Pattern page closes, the recurring pattern is saved to the list, and the system generates 12 months’ worth of meeting dates based on the pattern.

Existing recurring patterns can be revised via the applicable icon in the Edit column of the recurring pattern list, but doing so does not update details of meetings that have already been generated based on the existing pattern. These must be individually revised via the applicable icon in the Edit column of the list of individual meeting dates. 

Existing recurring patterns can be deleted by clicking the applicable icon in the Delete column of the recurring pattern list, but doing so does not delete meetings that have already been generated based on the existing pattern. These must be individually deleted via the applicable icon in the Delete column of the list of individual meeting dates.

Add a New Meeting

Click the Add a New Meeting button at the center right of the Setup Board Meeting Dates page (shown below).

An add panel opens, as shown below.

Enter details of the meeting as follows:

Start Date — click the calendar widget and navigate to the date from which the recurring pattern should take effect; note that this need not be the day of the first meeting

Start Time and End Time — enter planned meeting start and end times

Meeting Type — select the applicable review board committee name from the list

Meeting Location — enter the intended meeting location

Comments — click this icon to open a text editor for entry of any desired comments about the recurring meeting record

Click the Save Meeting Schedule button. The add panel closes and the meeting is saved to the list.

Existing meetings can be revised via the applicable icon in the Edit column of the meeting list. 

Existing meetings can be deleted by clicking the applicable icon in the Delete column of the meeting list.

Meeting Agenda and Minutes Processing

At the time a meeting is held or shortly thereafter, meeting agenda details and options for the meeting are entered from the Meeting Manager page. Click the icon in the Open column for the applicable meeting.

The Meeting Minutes from [date] page opens, as shown below.

If the meeting agenda has not yet been generated for this meeting, the Meeting Agenda Options section displays as shown in the screenshot above. Additional icons and links populate as meeting agenda processing proceeds.

Click the Click to Open the Meeting Agenda folder icon to open the meeting agenda.

The Meeting Agenda is opened for review and/or revision, as shown below.

See the Meeting Agenda section of this manual for more information about working with the Meeting Agenda. Click the Back button to return to the previous page.

Change Meeting Status from “Draft” to “Finalized” when it is time to generate the agenda.

Change Enable Reviewer Notifications from “No” to “Yes” in order to notify reviewers of their review assignments for the corresponding meeting date; note that assigned reviewers immediately receive an email notification and homepage task as soon as the option is set.

It is now possible to send the published version of the agenda to board members.

A Finalized Agenda section populates immediately when Meeting Status is changed from “Draft” to “Finalized”. Click the new Generate A Finalized Agenda Document link.

The system pulls in any pre-configured agenda template previously set up in the system and adds three new links to the Finalized Agenda section.

After the agenda is generated, click the Check-Out The Finalized Agenda For Editing In Word link to open a dialog box for download of the agenda document for editing on the local computer. The link changes to read Check-In Finalized Agenda and the other two links are hidden, as shown below.

If another user views this page while the agenda document is checked out they will see that it is checked out, along with the name of the user who currently has it checked out. They will not be able to view, modify, or publish the agenda until the document is checked back in.

Click the Check-In Finalized Agenda link to open a dialog box for upload of the revised agenda document back to the system. The link changes back to Check-Out The Finalized Agenda For Editing In Word and the two other links re-populate.

Click the Edit The Finalized Agenda Within The Browser link to view and optionally make changes to the generated agenda in a text editor in the browser, as shown below.

Click the Insert Template Language button to pull in any desired pre-configured section(s) of boilerplate text.

A popup window containing a list of available boilerplate sections opens. Click the desired item to insert it into the text editor in the cursor’s location.

The window updates to add the inserted template language.

The meeting agenda page refreshes, inserting the selected boilerplate language where the cursor is located in the document. Click the Save Change button at the top right of the page to save changes, then click the Back button to close the text editor.

Click the Publish The Finalized Version Of The Agenda link to publish the agenda.

The Word document version of the agenda is converted into a PDF and the Meeting Minutes from [date] page links update as shown below.

The agenda is now locked against editing. Click the Unpublish The Finalized Agenda link to reset the agenda and recall the draft agenda check out and revision links. If any changes are made to the agenda, it must be published again.

Click the View The Finalized Agenda Document button to view the agenda document in a new window in PDF format.

Click the Send The Finalized Agenda Document To All Members link to email the published agenda to all board members in preparation for the meeting. This link only displays if Enable Reviewer Notifications is set to “Yes” and the agenda is published. A confirmation message displays, as shown below.

Generating Meeting Minutes

When a meeting date has passed, a new Meeting Minutes Options section populates on the Meeting Minutes from [date] page. It is now possible to generate minutes for that meeting. Note that many of the screenshots in this manual section are taken from the IACUC module, but minutes processing is the same in the other modules.

Click the Generate The Minutes From The Agenda link. The system pulls in any pre-configured minutes template previously set up in the system and adds four new links to the Meeting Minutes Options section, as shown below.

After the minutes are generated, click the Check-Out The Minutes For Editing In Word link to open a dialog box for download of the expedite report document for editing on the local computer. The link changes to read Check-In The Minutes and the other three links are hidden, as shown below.

If another user views this page while the expedite report document is checked out they will see that it is checked out, along with the name of the user who currently has it checked out. They will not be able to view, modify, or publish the expedite report until the document is checked back in.

Click the Check-In The Minutes link to open a dialog box for upload of the revised agenda document back to the system. The link changes back to Check-Out The Minutes For Editing In Word and the three other links re-populate.

Click the Edit The Minutes Within The Browser link to view and optionally make changes to the generated minutes in a text editor in the browser, as shown below.

Click the Insert Template Language button to pull in any desired pre-configured section(s) of boilerplate text.

A popup window containing a list of available boilerplate sections opens. Click the desired item to insert it into the text editor in the cursor’s location.

The window updates to add the inserted template language.

Click the Save Change button at the top right to close the text editor and return to the Meeting Minutes from [date] page.

Click the Publish A Draft Version Of The Minutes link to send out a draft copy of meeting minutes for review by board members. The Word document version of the minutes document is converted into a PDF and a confirmation dialog box displays, as shown below.

The Meeting Minutes Options links section of the Meeting Minutes from [date] page is refreshed, as shown below.  

Note that publishing draft minutes does not lock the minutes document against editing. If any further changes are made to the minutes document, draft minutes must be published again.

Click the Publish The Final Version Of The Minutes link to publish a finalized version of the minutes; the Publish link changes to an Un-Publish link, the system generates a PDF version of the minutes document and locks it against editing. If modifications are later needed, the minutes must be un-published before revisions can be made.

Click the Send Out A Copy Of The Draft Minutes To The Meeting Attendees link to send a copy of the draft minutes to the attending members of the meeting. The system generates an email with the draft minutes PDF attached and sends it to anyone who was marked present at this meeting. The Draft Meeting Minutes Document Recipients window opens for selection of recipients.

Click the Add recipient from directory button to add a system user to distribution for the document. The Search User Directory page opens for user lookup and selection.

As shown in the screenshot above, the user directory can be searched by full or partial Last Name or First Name, by Department, or by any combination of the three. Enter desired search criteria in the top section of the form and click the Find button. Search results display in the lower part of the page.

Click the checkmark icon in the Select User column to add a single user to the distribution list.

The results list may include multiple names of users to be added to the distribution list. In that case select the checkbox(es) at far left for all applicable users and click the Save Selected User(s) button. The selected user(s) are added to the Recipient List section of the page, each with its Send if checked box pre-selected.

Enter any applicable Association in that field, to the left of the Send if checked box.

The Additional Recipient(s) on the Draft Meeting Minutes Document Recipient page is used to add persons who are not system users to the list of recipients. Click the Add recipient manually button at the top of the page (shown in screenshot below) to add persons who are not system users to the distribution list for the document.

The Meeting Minutes Additional recipients page opens, as shown below.

Click the Add a Recipient button (shown in screenshot above) to add a new row for entry of the recipient’s Name and E-mail Address. Repeat this process as many times as are necessary to add all desired recipients. Click the Save and Return button to save changes and close the page.

Click the Send to selected recipients button to send the document.

After the page refreshes, a date field populates underneath the link used to send the draft minutes. The field automatically populates with the date on which the draft minutes were sent out.

Click the View The Draft Version Of The Minutes link to view the PDF version of the draft minutes in a separate window.

Select “Yes” for Do you want to route the minutes for approval? to email the minutes to a specific board member or group of members for review.

A Click here to generate the routing list link populates on the page.

The Meeting Minutes Routing Selection List page opens, as shown below. There are two methods to add a user to approve and sign off on the draft minutes on this page.

Use the Add Review Board Routing field to add any review board member by selecting their name from the drop down list.

Click the Add Non-Review Board Routing button to add any system user to distribution for the document. The Search User Directory page opens for user lookup and selection.

As shown in the screenshot above, the user directory can be searched by full or partial Last Name or First Name, by Department, or by any combination of the three. Enter desired search criteria in the top section of the form and click the Find button. Search results display in the lower part of the page.

Click the checkmark icon in the Select User column to add a single user to the distribution list.

The results list may include multiple names of users to be added to the distribution list. In that case select the checkbox(es) at far left for all applicable users and click the Save Selected User(s) button. The selected user(s) are added to distribution, as shown in the screenshot below.

Columns on this page are:

[select] — click to select the associated name

Order Number — specifies the order in which the document is routed from member to member for signoff

Name — name of the user assigned to review the minutes  

Signoff — if the logged in user is assigned a signoff task an icon populates in this column; the logged-in user can click the icon to sign off on the minutes

Approved — status of the minutes after the user has approved or denied them

Include Signature — where set to “Yes” the user’s electronic signature is required to approve the minutes

Date Received — date the user receives the minutes for signature

Date Completed — date the user applies their electronic signature (where applicable)

Comments — comments the user may have entered upon sign off

When all routing selections are made select the “Yes” radio button for Have you completed your selection of required signatures? to enable selected users to sign off.

Back on the Meeting Minutes from [date] page, the link updates to reflect the status of the routing (shown below).

Any user assigned to review the draft minutes receives a task on their homepage, as shown below.

A new page opens when the user opens the task. The page displays the PDF within the browser, with details to the left of the PDF.

Meeting Type (the committee name) and Meeting Date are included in the details shown in the left hand sidebar.

An “Approve” or “Deny” dropdown select option and comments field are also provided in the sidebar. The user makes desired entries and clicks the Save Meeting Minute Review button. This causes the status of the routing to update.

If draft minutes are approved, processing of the minutes can continue.

If draft minutes are denied, a link is provided to view any comments the reviewer(s) have left. In that case it is necessary to make the requested changes, regenerate the minutes and publish another draft version for review.

Click the Publish The Final Version Of The Minutes link to publish the finalized version of the minutes after all changes, if any, are complete. The Word document version of the minutes is converted into a PDF and locked against further editing, and links in the Meeting Minutes Options section update accordingly, as shown below.

Click the Unpublish The Final Version Of The Minutes link to reset the minutes and recall the draft minutes links. If any changes are made to the minutes, the final minutes must be published again.

Click the View The Final Version Of The Minutes button to view the minutes document in a new window in PDF format.

The Date Final Minutes Approved by Committee field populates beneath the link to view the minutes with the date the minutes were approved by the committee. Minutes are typically approved when a motion is created on the Meeting Agenda page that pulls in minutes from this meeting. Approval date can also be manually set here by selecting a date and clicking the Set button.

If a final copy of minutes is sent to attendees, the Date Final Minutes Sent to the Meeting Attendees field auto-populates with the date the minutes were sent. A date can also be manually entered here by selecting a date and clicking the Set button.

Meeting Agenda

Meeting details can be viewed by date on the Meeting Agenda page ([Module] > Meeting Management > Meeting Agenda link, see screenshot below).

Users in a review board administrator role use this page to prepare for upcoming meetings. Other users can access the page to view submissions placed on a particular meeting date. Roles that have read/write access to this page can be setup under Setup Role Access in Review Board Administration.

The meeting agenda page opens to the next upcoming meeting by default. Use the left- and right-pointing green arrows on either side of the selected meeting date to page through past and future meeting dates, respectively.

Meeting details shown to the left of the selected meeting date include:

Agenda State – displays “Draft” if the agenda template is still in setup mode, “Finalized” if the agenda is ready for the meeting

Reviewer Notifications – displays “Enabled” if reviewers for conflict matches assigned to the selected meeting date have been notified of their assignments, “Disabled” if reviewers have not yet been notified

Items to be reviewed at [committee name] Meeting – items to be reviewed at the selected meeting

A left hand sidebar menu provides access to Meeting Attendance, Call to Order, Old Business, New Business, Miscellaneous, Closing Comments, Meeting Motions and Review Documents tabs, as shown below.

Details of these tabs are provided in the following manual subsections.

Meeting Attendance

Meeting attendance is tracked in the Board Meeting Attendance page (accessed via [Module] > Meeting Management > Meeting Agenda > Meeting Attendance tab link). The page lists all available members and staff of the review board. Selected user profile details are shown for each member (see screenshot below).

Note that alternate board member records include a drop down list field in the Voting Member Name column for selection of the associated, primary board member name.

Attendance details are initially empty, and are typically entered the day of the meeting. To mark a user present for the meeting, select the checkbox in the Present column for the applicable user.

Click the Click here to modify the guest list link (above the guest table, see screenshot above) to add any guests who are present at the meeting. The Board Meeting – [date] Guest list page opens, as shown below. This page lists any guests added to the meeting.

To add a meeting guest who is an iRIS™ system user, click the Search User button. As shown below, the Search User Directory page opens for lookup and selection of the applicable user.

Enter desired search criteria and click the Find button.

In the results list, click the icon in the Select User column to add that user to the guest list. To add multiple users from the results list, select the applicable checkboxes in the Check for Multiple column and click the Save Selected User(s) button.

To add a meeting guest who is not a user in the iRIS™ system, click the Add Meeting Guest button. An add panel opens, as shown below.

Enter the Guest Name, select his or her Specialty, enter his or her Affiliation and click the Save Guest Info button to save the record.

Note that the Specialty drop down select list is configured under System Administration > List Configuration and Maintenance > Site List Setup > Study Management > Specialty link.

As shown below, the guest is added to the guest table.

If a guest is added in error, click the icon in the Delete column to delete that guest from the list.

When guest list changes are complete, click the Back button to return to the Board Meeting Attendance page. As shown below, the guest list is added to the attendance list for the meeting.

After entering attendance for the meeting, click the Save Changes button to save changes and return to the Meeting Agenda page. As shown below, the Meeting Attendance tab area is updated with attendance details.  

Note that attendance can be modified any time before the Meeting Minutes are published for the meeting.

Call to Order, Old and New Business, Miscellaneous and Closing Comments

The Call to Order, Old Business, New Business, Miscellaneous and Closing Comments tabs (accessed via [Module] > Meeting Management > Meeting Agenda > [tab name]) allow for entry of remarks in a text editor.

Text entries can be made in these areas prior to the meeting, or during the meeting, and can be pulled into the Meeting Minutes template using Merge Codes (see the Using Merge Codes in Document Templates section of this manual for more information about working with Merge Codes).

Click the applicable tab link (Call to Order, Old Business, New Business, Miscellaneous or Closing Comments ) to open a rich text editor popup window, as shown above. Enter desired text and click the Apply button to save the entry, close the popup and return to the Meeting Agenda page. In the example below, entries have been made in all five (5) tabs.

Meeting Motions

The Meeting Motions tab (accessed via [Module] > Meeting Management > Meeting Agenda > Meeting Motions tab link) is used to capture non-COI motions being put to a vote, board member votes on motions, and approval of previous meeting minutes. Note that attendance must be set before voting can take place.

The first time this page is accessed the table of motions is empty. Click the Add a New Motion button to add a motion.

A text editor opens for entry of the motion text, as shown below.

Manually enter or copy and paste in the desired motion language, then click the OK button. The text editor closes and the motion is added, along with fields to indicate how members voted.

Recall that attendance must be entered before voting can take place. If attendance has been entered, the list of members present is displayed as shown above and votes can be entered. If attendance has not been entered, the message shown below is displayed.

To complete a non-anonymous vote tally, for each member click in the Vote drop down list and click an item in the list to select it. Enter any desired Comments for each member. Click the Save All Changes button when all vote information is complete. Votes are saved.

If the system is configured for anonymous voting the vote panel appears like the screenshot below, without member names.

To complete an anonymous vote tally, enter the number of members in each Vote Type category in the Number text fields, as well as any desired Comments for each Vote Type. Click the Save the Vote Summary button when all vote information is complete. Votes are saved.

Approve Minutes from a Prior Meeting

Click the Add Minutes Approval button (shown in screenshot below) to approve minutes from a previous meeting.

A new screen displays containing a list of previous meeting minutes. Only minutes from past meetings in which the minutes were generated and published are listed here. Dates are not listed for meetings in which no minutes were generated and published.

Click the applicable View Finalized Minutes button to open the published minutes in PDF format in a separate window.

Specify a meeting by selecting the applicable checkbox in the Select Meeting column, then click the Save Selected Minutes for Member Approval button.

The approval panel closes and a motion is added with the motion text, “Meeting Minutes Approval for the [committee name] Meeting held on [meeting date]”. Member votes are entered in the same manner as for a new motion.

After all meeting motions are added and the corresponding votes entered, motion summaries display on the Meeting Agenda page to the right of the Meeting Motions tab as shown below.

The motion summary does not display member names, only a total number of votes for each voting category is shown.

Review Documents

Any documents not specific to a submission can be uploaded to the meeting agenda page and opened during the meeting for review in the Review Documents tab of the Meeting Agenda page (accessed via [Module] > Meeting Management > Meeting Agenda > Review Documents tab link). Click the Review Documents tab link to begin.

The Board Meeting Agenda Documents page opens, as shown below. The list is empty if no documents have been added. Click the Add a New Document button.

An add panel opens. Enter the Title and an optional Description of the document.

Click the Upload button to open an upload dialog box, as shown below.

Navigate to the desired file and click the Save Selected File button to upload the file. Click the Cancel button cancel and close the upload dialog box.

When the upload is complete, a document icon displays to the left of the Description field. If a file is uploaded in error, click the Upload button again and navigate to the correct file to select it. Click the Save Document button to save changes and close the upload page.  

The attachment appears in the Review Documents table.

Meeting Start and End Times, Meeting Chair

Actual Meeting Start Time, Meeting End Time, and Meeting Chair are entered on the Meeting Agenda page (accessed via [Module] > Meeting Management > Meeting Agenda link) beneath the Review Documents section (see screenshot below).

The applicable section of the page is shown in isolation below.

Enter the actual Meeting Start Time and Meeting End Time values in those fields and select “AM” or “PM” for each. Note that these two fields can be used as Merge Codes in the Meeting Minutes template. See the Using Merge Codes in Document Templates section of this manual for more information about working with Merge Codes.

Click in the Meeting Chair field and click to select the applicable name from the drop down list of board members and staff.

Click the Save Changes button at the top right of the meeting agenda page to save entries.

Conflict Matches Assigned to the Meeting

Any conflict match that is assigned to the meeting date populates at the bottom of the Meeting Agenda page (accessed via [Module] > Meeting Management > Meeting Agenda link).

Conflict matches appear in one of two groups: Conflicts Assigned to Meeting or Expedited or Administratively assigned to Meeting.

The Conflicts Assigned to Meeting group populates with matches that were placed on the meeting for full board review.

The Expedited or Administratively assigned to Meeting group populates with matches that were assigned the “Expedite” or “Process Administratively” review process and then added to the meeting under the “Outcome” tab of the Conflict Match processing area. Items added to a meeting can be re-ordered by assigning desired order numbers in the Order column. Click the Save Changes button to save the re-ordered list.

Users assigned to the role of Coordinator or Administrator can process a match by clicking the corresponding icon in the Open column. See the Conflict of Interest – Match Processing manual for more information about match processing.

Users assigned to the role of Board Member can complete a member checklist and view match details for a match by clicking the corresponding icon in the Open column.

Meeting Minutes Archive

The Meeting Minutes link (Conflict of Interest Assistant > Meeting Minutes link ([Module] > Meeting Management > Meeting Minutes link, see screenshot below) provides access to the Meeting Minutes Archive page.

The Meeting Minutes Archive page includes a link for each board meeting held, in order from most recent to oldest.

If minutes have been generated and a finalized version has been published, an active View Finalized Minutes button populates next to the meeting link. Click the button to view the PDF document of the minutes document.

If minutes have been generated and a draft version of the minutes has been published an active View Draft Minutes button populates next to the meeting link. Click the button to view the PDF document of the minutes document. A watermark appears with the word DRAFT printed across the minutes.

If meeting minutes have not yet been published, active buttons are not displayed for that meeting.

Click the icon in the Open column for the applicable meeting to open the corresponding meeting agenda.

Users assigned to the role of Coordinator or Administrator can process a match by clicking the corresponding icon in the Open column. See the Conflict of Interest – Match Processing manual for more information about match processing.

Users assigned to the role of Board Member can complete a member checklist and view match details for a match by clicking the corresponding icon in the Open column.

Meeting Availability

The Meeting Availability link ([Module] > Meeting Management > Meeting Availability link, see screenshot below) provides access to the Board Meeting Availability page.

The Board Meeting Availability page is where users indicate their availability for any future board meetings.

When the logged in user is a system administrator, each meeting date appears on a separate page (shown below).

The name of each member of the board displays in the Members Name column at the left, with columns for Will be Present, Will Not be Present and Available for Review to the right.

The system administrator can set each member’s availability for the meeting date shown at the top of the page by selecting a response in either the Will be Present or Will Not be Present column. When a member is marked as Will Not be Present for the meeting, the user’s name is also flagged as such on the Board Meeting Attendance page as “May not be present” (see screenshot below).

The system administrator can also indicate whether or not each member is available to review documents by selecting either “Yes” or “No” in the Available for Review column.

When this option is set to “No” the board member cannot be assigned as a reviewer for a submission to be reviewed on the corresponding meeting date (see the submission processing screenshot below).

When the logged in user is not a system administrator, the Board Meeting Availability page appears as shown below and the user is only allowed to set their own availability for upcoming meetings.

In addition to the same three columns as those shown to a system administrator, the page shown to the regular user includes a View Calendar column. Clicking the icon shown in in that column opens a new page with a calendar view displaying the month of the meeting, as shown below.

Note that the calendar is informational only, it is not possible to schedule meetings or events directly in this calendar view. Click the Close button to close the calendar.

Click the Save the Availability button to save meeting availability settings.

Using Merge Codes in Document Templates

To insert a Merge Code in a document template, place the cursor in the text editor where the corresponding data value is to appear, then click the Insert Merge Code button to open the Merge Codes pick list.

NOTE: screenshots and examples in this section are primarily taken from the Animal Resource Center (ARC) module, but functionality and features described in this section are the same for other modules.

The Insert Data Merge Code popup window displays. Scroll down to the sections of the list labeled for ARC and select the desired Merge Code. In this example, the Merge Code for “Order Number” is selected.

Click the Cancel button to close the popup without inserting the Merge Code.

Click the OK button to insert the Merge Code. The selected Merge Code is inserted in the template at the cursor location.

In the screenshot below, Merge Codes for “Vendor Name”, “Order Number”, “Date Received”, “Order - Number of Females”, “Order - Number of Males”, “Receive – Number of Females”, “Receive – Number of Males”, and “Order – Order Date” are inserted.

Click the Save Template button to save changes.

Merge Code List

Depending on the user’s data access rights and the institution’s Review Board Administration settings, the Merge Code list can include system data from the following categories:

Most of the Merge Codes in the picklist are grouped under category titles. As shown in the screenshot below, category titles are offset by dashed lines. Selectable Merge Code items are indicated by blue boxes.

Category titles are not Merge Codes and cannot be inserted in a template. If a title item is selected and the OK button is clicked, an error popup window displays.

Merge Codes Applicable to Meetings

Categories and Merge Codes from the list that are most applicable to meetings are summarized in the table below.