WEBVTT

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Welcome.

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In this training,
we'll walk through how to manage

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committee meetings from start to finish.

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Using the meeting management process.

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We'll cover how to create a meeting,
prepare the agenda, conduct the meeting,

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record committee decisions,
and close out the meeting.

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To create a meeting,
go to the Meetings area by clicking the

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IRB tab, then the Meetings tab.

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Select Create New Meeting and complete
the Smart form.

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Choose the committee for the meeting,
select the meeting date and start time,

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the location,
and optionally you can add in the meeting

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name.

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When you're done, click OK.

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Now that the meeting has been created,
the Meeting workspace opens.

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This workspace is your central location
for managing the agenda, documents,

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minutes, and decisions for the meeting.

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From the meeting workspace,
designated committee administrators can

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manage submissions, reviewers,
and agenda items.

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Start by assigning submissions to the
Meeting agenda from the Submissions

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workspace.

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You'll do this by opening a submission,
then selecting Assign to Meeting.

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Here you can see the meeting we just
created.

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Click OK.

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The status of the submission has now
changed to Committee Review.

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Now that the submission is assigned to
the meeting, you can assign reviewers.

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To do this,
return to the meeting workspace and

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select Assign Reviewers.

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Click Update, then Add.

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Select the name of a reviewer.

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Click OK and select their role.

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Click OK.

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Select either Yes or No.

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If you want to notify all assigned
reviewers now, I'll click now.

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When you're done, click OK.

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You can also upload supporting documents
to the meeting,

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such as reference materials or reports,
by clicking Update Documents.

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When your agenda is ready,
generate it directly from the meeting

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workspace by clicking Prepare Agenda.

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Select a template to generate a draft of
the agenda or upload your own copy.

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Click OK.

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You'll see the status of the meeting has
now changed to Scheduled.

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Send the agenda to committee members.

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The meeting can only be started after the
agenda has been sent out.

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Select the attendees who will receive
emails.

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If you don't want them to receive an
e-mail,

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deselect their name when you're done.

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Click OK.

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Now that the agenda has been sent out,
the status changes to Agenda Sent and the

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Task Convene meeting appears.

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During the meeting,
the committee administrator typically

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prepares meetings and records discussion
details before or during the meeting.

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You may generate a meeting minutes
document from a template by clicking

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Prepare Minutes.

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Select the template and click Generate,
or alternatively,

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if you already have minutes,
you can upload your own copy.

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Click OK.

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When the meeting begins,
click Convene Meeting to officially start

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it in the system.

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The status will change to Meeting
convened when the meeting has ended.

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Click close Meeting.

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After the meeting.

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The committee decisions must be formally
recorded in the submission workspace,

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so we'll go back to submissions.

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And select Submit Committee Review.

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Select the committee's determination.

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If there's uncertainty about the
determination,

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reference the related worksheets,
select the risk level and if continuing

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review is required, adding your rationale.

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If continuing review is required,
if you click no, it disappears.

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Enter the dates.

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They're good,
so I'll leave them as is and enter the

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votes from the meeting.

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Adding any other necessary information as
needed and supporting documents.

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Then when you're ready to submit the
review, click Yes and then click OK.

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Once the meeting is complete,
the final wrap up activities begin.

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Generate the final meeting minutes from
the meeting workspace by clicking Prepare

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Minutes.

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View the minutes to make sure all the
meeting details are correct,

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make any edits as needed,
and upload a revised version if needed.

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Do this by clicking on the three dots and
clicking Upload Revision.

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When you're done, click OK.

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When you're ready,
approve the meeting minutes in the system

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by clicking Approve Meeting Minutes.

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Check the box confirming that you
approved the minutes and click OK.

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You have now completed the process of
managing a committee meeting from start

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to finish.

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For additional information,
please visit the training page.

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Thanks for watching.