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Meeting Documentation

It is recommended here that documentation of a given meeting should be contained in a single document that includes:

  • Date/time and location of meeting
  • Link to Agenda document
  • Link to Minutes document for previous meeting
  • Name of Minutes document for current meeting (for later linking of to minutes)
  • Link to Documents to Review

Meeting Document Organization and Style

Meeting documents should make use of styles to help organize their content.  Heading styles should be used consistently starting with heading 1 and using heading 2, heading 3… etc for sub-sections of the document.  Use list styles for lists.

For more information see: CLAS Committee Meeting

Meeting Document Naming Convention

The name of meeting documents should use the following syntax:

<<name of committee>> <<date of meeting>>
(e.g. Administrative Council January 01, 2015 Meeting)

Meeting Documentation Workflow

Documentation of a meeting should use the following workflow.

Navigating to a Council/Committee Folder

Before uploading, adding or editing Google Docs it is important to navigate to the appropriate folder.  Each folder has been set up so that its contents are shared with the appropriate users (i.e. members of council/committee).

  1. Log in to this site:
    1. Go to https://clas-pages.uncc.edu/clas-administration/wp-admin
    2. Type in your NinerNET username and password and click “Log In” button
    3. Click on “College of Liberal Arts & Sciences” at the top of the page
  2. Go to the appropriate page on this site (e.g. Administrative Council) and click on the link to Google Doc folder.

Creating a Meeting Document

All information about a given meeting should be contained in single document that includes:

  • link to meeting agenda document
  • link to previous meeting minutes (with indication of approval status)
  • text for current meeting minutes (to be linked to actual minutes when that doc has been drafted)
  • links to documents to review
Here’s how to create a new meeting document:
  1. Log into this site:
    1. Go to https://clas-pages.uncc.edu/clas-administration/wp-admin
    2. Type in your NinerNET username and password and click “Log In” button
    3. Click on “College of Liberal Arts & Sciences” at the top of the page
  2. Go to the appropriate page on this site (e.g. Administrative Council) and click on the link to Google Doc Collection.
  3. Make a copy of the previous meeting document:
    1. Open the previous meeting document
    2. Chose File > Make a copy…
    3. Update the name of the file (i.e. change date to that of new meeting)
    4. Update the file contents (i.e. remove old links and text and replace with new links and text for new meeting information)
  4. Move new meeting document to a folder if necessary.
    1. Google Folderchosing File > Move to Folder
    2. Click on the triangle icon beside the folder you want to put the new meeting document into and/or
    3. Click to the left of the folder icon of the specific folder your want to put the meeting document into (a checkmark will confirm its location)
  5. Add a link to this meeting document on the appropriate page on the CLAS Page site(i.e. this site) as follows:
    1. Copy the URL (i.e. web address) of the meeting document
    2. Edit the page on this site where a link to this meeting document should be included
    3. Add information about the meeting that will become the link to the meeting document
    4. Select the “meeting info text” typed above and click on the “link” tool in the editing bar for the meeting page
    5. Paste the URL to the Google Doc that was copied in step A and click on the “Add Link” button
    6. Click on the “Update” button
    7. Click on the “view page” link to see the update
  6. Email committee members informing them of the date/time and location of next  meeting and including a link to the page on this site that contains the link to the meeting document

Adding Links of other Documents to the Meeting Document

Once the meeting document has been created, a link to the meeting agenda should be created.  In addition, if a given committee/council publishes minutes these should also be linked.  Finally some committees/councils will have documents they want members to review.  Links to these documents should also be made in the meeting document

  1. Navigate to the committee/council collection (the name of the committee/council collection should be highlighted in red text)
  2. Click on the “Upload” button and browse to each of the files that are part of the meeting, selecting each for upload.
  3. Open each new document (e.g. agenda, minutes, documents to review… etc) and copy its url (i.e. web address)
  4. Open the main meeting document, select the text that will become the link to a given document and click on the Google link tool.
  5. Paste the url into the Link field and click the “Okay” button
  6. Repeat for all other documents that need to be linked to the main meeting document

Publishing Meeting Minutes

After the meeting, upload meeting minutes to Google Drive and link to the next meeting document for review by committee members

  1. Upload meeting minutes or locate in Google Docs
  2. Open the meeting minutes document and copy its url (i.e. web address)
  3. Open the main meeting document and add a link to the meeting minutes document:
    1. If the meeting minutes have NOT been approved, indicate this be adding “(needs approval)” after the link
    2. When the meeting minutes have been approved (usually at the next meeting, remove the “(needs approval)” text

 

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