Manage Committee Meetings
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About this page
This page is used to search for, create and manage ethics committee
meetings, for example, for ethics eForm application reviews.
This is designed for Research Office staff or RME administrators who
manage and support the research-related eForm application processes, and
committee secretaries; those responsible for setting up eForm review meetings
and monitoring applications assigned for review at each meeting. There
is no export functionality for committee meetings.
To close bulk Committee Meeting records, you can use the Scheduled Task
feature. See Scheduled Tasks and the Committee
Meeting Record Update task example.
Menu path: RME
menu > Ethics > Manage Committee Meetings
Search for a committee meeting
1. From the RME
menu, select Ethics > Manage Committee Meetings.
2. In the Basic tab, enter
search criteria in one or more of the available fields to find the meeting/s.
Fields include: Application ID, Application Title, Meeting Status, Meeting
Between: From and To (dates).
The following statuses are used for meetings:
3. To start the
search, click Find on the toolbar
or press <Enter> on your
keyboard.
4. Search results
display in the Results tab. The
grid displays the Meeting ID, Status, Scheduled Date, Assigned Applications,
and Committee by default.
5. To view the
meeting details, click the Open icon
next to it in the grid. For field
descriptions, see: Add a new committee meeting,
step 2.
Create a new committee meeting
You can create a new meeting by following the steps below. Alternatively,
you can copy an existing meeting and edit it to suit. See: Copy
a meeting below.
You can also edit meeting details provided the status is not Closed.
1. On the Manage
Committee Meetings page toolbar, select the New
button.
2. Enter the
new meeting details into the fields provided, using the table below as
a guide:
3. In the toolbar, click Save. To
go back to the previous page, click it in the breadcrumb trail or use
your browser Back button.
4. Next
steps: Assign eForm applications, add more attendees and add
meeting emails.
Copy a meeting
Prerequisite: The Copy
page action for this Page View (ETH015M) must be assigned to your role
or User record.
You can copy an existing meeting with a status of scheduled,
closed or cancelled and change it to suit, as a quick way to create meetings
with similar details.
1. View
the details of the meeting you want to copy.
2. In the toolbar,
click Copy. The Copy Record
popup displays.
3. In the Meeting ID field, enter an ID for
the new meeting.
4. Select the
related items to copy. It defaults to Select
All. If you only want some of them, un-tick Select
All, and then tick each related item you want to copy for the meeting.
5. Click OK.
6. The new meeting
is created with the Scheduled
status. The committee, location, meeting information, attendees and other
details for selected related items are copied to the new meeting. These
can be changed as needed to suit the new meeting.
7. Complete other
fields as needed, using the field table above in Create
a new meeting as a guide.
Attendees
The Attendees grid displays
after you create and save a meeting. It will automatically include
all the current members of the selected committee. You can add or change
the attendees provided that the meeting status is not Closed.
1. To add an
attendee, go to the Attendees
section in the meeting record.
2. Select Add at the far right. The Meeting attendees popup displays.
3. In the Personnel lookup, search
for and select attendees to include in the meeting, from a list of
current personnel. You can select more than one. An attendee cannot be
the investigator of an eForm application that is assigned to the meeting.
If they are, the Conflict of Interest?
indicator will be ticked when you save and refresh the page.
4. Click OK to add the selected attendee/s
to the meeting.
The Attendees grid includes
attendee name and code, as well as the following columns, which are used
to manage meeting attendees:
• To view attendee
details, click the Open icon
next to it in the grid, such as their name. Most details display in the
grid by default, except for read-only organisation information.
• To delete an
attendee, select the checkbox to the left of the entry in the grid and
click Delete at the top right.
Assign and manage eForm applications
The Applications related item is used to add or manage eForm applications
assigned for the meeting. You can change the eForm applications that are
assigned provided that the status is not Closed.
You can reassign an eForm application from a closed meeting to scheduled
meeting.
1. To add an
eForm application, go to the Applications
section in the meeting record.
2. Select Add at the far right. A popup displays.
3. In the Application lookup, search for and
select the eForm application you want to add. The list will display in-progress
applications filtered by your data security access. You can search by
Application ID, (version
in brackets, if applicable) and
Title. For search details, see:
Search. You can select more than one.
4. Click OK to add the selected eForm/s to
the meeting.
The Applications grid includes
eForm application ID and title, as well as the following columns which
are used to manage meeting attendees:
• Open an eForm
application, click the Open icon
next to it in the grid, if you have the required access and permissions.
• To remove an
eForm application from the meeting, click the checkbox to the left of
the entry in the grid, and select Delete
at the far right.
Minutes
You can add minutes to a meeting record
provided the status is not Closed.
1. View
the meeting details.
2. Go the Meeting Minutes field, under the
Applications section.
3. Click in the
field to enable editing.
4. Enter the
minute text. You can use the text
editing toolbar to format the text if required.
5. In the toolbar, click Save. To
go back to the previous page, click it in the breadcrumb trail or use
your browser Back button.
You may need to click the Refresh
button to view your changes.
Action items
After the meeting, you can add action items and assign each against
the person responsible for completing it.
1. View
the meeting details.
2. Go to the
Action Items section in the meeting
record.
3. Select Add at the far right. The Create
Committee Meeting Action Items popup displays.
4. Complete the
fields to define the action item, using the table below as a guide.
5. If you want
to add another item, tick the Create
Another checkbox. The item you added will be saved and fields will
be cleared so you can add a new item.
If you don't want to add another action item, just click Save.
The popup will close and the action item will be saved.
• When viewing
action items, you can use the Next
and Previous buttons to scroll
through them.
• To delete an
action item, select the checkbox to the left of the entry in the grid
and click Delete at the top right.
Emails
Email templates for eForm domains are created in RME
> System > eForm Email Templates. Templates save time and
ensure consistency, but you don't need to use a template to create a meeting
email.
1. View
the meeting details.
2. Go to the
Emails section.
3. Select Add at the far right. The Committee
Meeting Email page displays. See: Committee Meeting
Email for field details.
Cancel or close a meeting
If a meeting won't take place, you can edit the meeting details to change
the Meeting Status to Cancelled.
When all the meeting activities have been completed, you can change
the Meeting Status to Closed
so that the details cannot be edited.
To close bulk Committee Meeting records, you can use the Scheduled Task
feature. See Scheduled Tasks and the Committee
Meeting Record Update task example.
Once the Meeting Status
has been changed to either Cancelled
or Closed, the status cannot be
changed. The details cannot be edited.
Delete
a committee meeting
You
can only delete a committee meeting if it does not have any assigned eForm
applications.
To delete a committee meeting:
1. Search
for the meeting.
2. In the search
results grid, select the checkbox to the left of the meeting entry.
3. Select the
Delete button in the toolbar.
4. In the confirmation
popup, click OK to confirm deletion.
Required access
and permissions
To successfully manage committee meetings, users should have the following
Page Views assigned to a role allocated to them,
or assigned to them in their user record using the User Page Views tab:
Related topics
• Ethics
eForms
• Manage
eForms
• Manage
eForm reviews
• Committees
• Panels
Product key:
Modules - Ethics
Page ID: ETH015M.htm
