Entering Meetings


Concept


Steps:

  1. Begin by navigating to the Meeting Detail page.

     

    Click the Campus Community link.

    Step 1
  2. Click the Campus Event Planning link.

    Step 2
  3. Click the Meetings link.

    Step 3
  4. Enter the desired information into the Event ID field. Enter

     a valid value
     e.g.
     "000021887"
    .

    Step 4
  5. Click the Search button.

    Step 5
  6. Use the Meeting Detail page to enter meeting details, including date, time, and anticipated attendance.

    Step 6
  7. The Event Meeting field displays the number of this meeting in the list of meetings for this event.

     

    The system automatically enters the next sequential number for each meeting that you add. You can override the number to reorder the list of meetings. When you return to the page, the meetings will be in the specified order.

    Step 7
  8. Select the Primary Meeting check box to indicate that this is the primary meeting for this event.

     

    Click the Primary Meeting option.

    Step 8
  9. The system populates the Description, Short Description, and Campus Meeting Type fields with values from the Event page.

    Step 9
  10. Click in the Meeting Date field.

    Step 10
  11. Enter the desired information into the Meeting Date field. Enter

     a valid value
     e.g.
     "03/04/2008"
    .

    Step 11
  12. In the Meeting Start Time field, enter the time when this meeting is scheduled to begin. The system assumes the time is AM. If not, you must enter PM.

     

    Click in the Meeting Start Time field.

    Step 12
  13. Enter the desired information into the Meeting Start Time field. Enter

     a valid value
     e.g.
     "1:00PM"
    .

    Step 13
  14. In the End Time field, enter the time when this meeting is scheduled to end. The system assumes the time is AM. If not, you must enter PM.

     

    Click in the End Time field.

    Step 14
  15. Enter the desired information into the End Time field. Enter

     a valid value
     e.g.
     "4:00PM"
    .

    Step 15
  16. Refresh the page.

     

    Press [Tab].

    Step 16
  17. In the Contact Minutes field, the system displays the length or duration of this meeting. The system calculates the contact time based on the meeting start and end times. The system recalculates the contact minutes each time that you change the start or end time. You can override the calculated minutes value.

    Step 17
  18. Click in the Expected Attendance field.

    Step 18
  19. Enter the desired information into the Expected Attendance field. Enter

     a valid value
     e.g.
     "200"
    .

    Step 19
  20. Click in the Maximum Attendance field.

    Step 20
  21. Enter the desired information into the Maximum Attendance field. Enter

     a valid value
     e.g.
     "350"
    .

    Step 21
  22. The system displays the number of invited attendees assigned to this meeting on the Event Attendees page.

    Step 22
  23. Click the Meeting Sponsor tab.

    Step 23
  24. Use the Meeting Sponsor page to enter meeting sponsor and contact information.

    Step 24
  25. The Campus Coordinator field is populated based on the data from the Event record. This is the individual at your institution who is responsible for, or should be contacted about, this meeting.

    Step 25
  26. In the Department field, enter the department at your institution that is responsible for this meeting.

     

    Click in the Department field.

    Step 26
  27. Enter the desired information into the Department field. Enter

     a valid value
     e.g.
     "14000"
    .

    Step 27
  28. You can enter additional information about the organization sponsoring the event and other coordinators that may be involved with the event.

     

    In this example, you do not need to enter this information.

    Step 28
  29. Click the Meeting Location tab.

    Step 29
  30. Use the Meeting Location page to enter meeting location information.

    Step 30
  31. There are three types of facilities from which to choose.

    Campus Facility: Indicates that the location for this meeting is a campus facility. The system provides the Facility ID field with a prompt list of facility IDs from the Facility Table page.

    External Org Facility: Indicates that the location for this meeting is a facility at or arranged by an external organization. The system displays the organization ID and description from the Meeting Sponsor page and provides the External Org Location field with a prompt list of locations for the organization from the Organization Locations page. When you select a location number, the system displays the address for that location.

    Other Facility: Indicates that the location for this meeting is a facility other than at your campus or at an external organization in your database. The system displays address fields for you to identify the address or location of the facility.

    Step 31
  32. Click in the Facility ID field.

    Step 32
  33. Enter the desired information into the Facility ID field. Enter

     a valid value
     e.g.
     "FINC3033"
    .

    Step 33
  34. Refresh the page.

     

    Press [Tab].

    Step 34
  35. Click the Meeting Resources tab.

    Step 35
  36. Use the Meeting Resources page to schedule meeting resources.

    Step 36
  37. The data on this page defaults from the Event record. You can add, delete, or modify the rows of data if needed.

    Step 37
  38. Click the Meeting Staff tab.

    Step 38
  39. Use the Meeting Staff page to schedule meeting staff.

    Step 39
  40. The data on this page defaults from the Event record. You can add, delete, or modify the rows of data if needed.

    Step 40
  41. Click the Save button.

    Step 41

You have successfully entered event meeting detail information.

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