Board Member Record Page
The Membership
panel on the Board Member page is divided into three sections: Board and Seat, Appointment
Status, and Member Characteristics.
Six additional tabs let you track Referrals,
Reviews, and Background
Checks, and let you send Mail, initiate
Workflow, and attach
files. The Status
Log panel displays a basic audit trail of information on changes to
the Board Member record. To save a Board Membership record, you must enter
information in the Board and Status fields. If the Status is Current,
you must also enter dates in the Term
Begins field.
Membership Panel
The Name and Mailing address of the Board Member are
displayed at the top of the Membership
panel. Click the name link to go to the people record. If the people record
contains an affiliation code with pop-up text, that text will appear in
red below the Board Member name and mailing address.
Fields in three sections of the Membership
panel let you record information about the Board member.
Board – Click the search icon next
to this field and select the board to which you want to assign this person.
You must enter information in this field before you can save the Board
Member record. If you've accessed this page from the Board record, this
field is already completed.
Seat – Click in this field and select
the seat to which you want to assign to this person. If you do not assign
a seat, you can do so later from the Seats panel by clicking
the Assign Seat button next to
this person's name.
Appointed
By – Click
in this field and select the appointing authority for the Member. The
available codes for this field are those defined in the Board record's
Appointing Authority
field. For example, a Member is associated with a Legislative Board which
only allows Governors and Legislators to appoint members, so the available
codes for this field would be GOVERNOR and LEGISLATOR.
Appointment Type
– Click in this field
and select the type of appointment from a list of user-defined types.
You can use information recorded in the Appointment
Status section of the Membership record to report on appointment,
vacancies, and departures under Membership Activity reports.
Status – Click in this field and select
the member’s status from the user-defined list that appears. Statuses
may include Applicant, Current Member, Former Member, Formal Candidate,
Inactive, Nominee, and so forth. You must enter a status in this field
before you can save the Membership record. You must select a Seat for
this member before you can select a status of Current.
Application Received
On – Enter
the date on which the member’s application was received by typing
a date in the field or clicking the calendar icon next to the field and
selecting a date from the calendar that appears.
Term Begins
– Enter
the date on which the member’s term begins by typing a date
in the field or clicking the calendar icon next to the field and selecting
a date from the calendar that appears. You must enter the date on which
the term begins before you can save the Membership record. This date is
independent of the Seat Begin Term date. It is stored in the Membership
record and is specific to the member and not the seat. If the Membership
Term Begins date differs from the Seat Begin Term date, Quorum gives you
the option to overwrite the Seat Begin Term date when you save the Membership
record.
Term Ends – Enter
the date on which the member’s term ends by typing a date in
the field or clicking the calendar icon next to the field and selecting
a date from the calendar that appears. You must enter the date on which
the term ends before you can save the Membership record unless you've
selected the At Pleasure check
box. This date is independent of the Seat End Term date. It is stored
in the Membership record and is specific to the member and not the seat.
If the Membership Term Ends date differs from the Seat End Term date,
Quorum gives you the option to overwrite the Seat End Term date when you
save the Membership record.
At Pleasure
– Select this check
box to indicate that the board member is serving at the pleasure of the
Governor, Mayor, Supervisor, or other government head. When this option
is selected, the Term Ends field
is unavailable for entry of a date.
Appointed On –
Enter the date
on which the member was appointed to the Board by typing a date in the
field or clicking the calendar icon next to the field and selecting a
date from the calendar that appears. You must enter a date in this field
if the Membership Status is Current. There must be a date in this field
if you've selected a seat for this person. If you don't
enter a date, and if the status is Current and you've selected a seat,
Quorum automatically enters the current date when you save the record
if your system configuration is set to do so. If automatic date entry
is not set for this field, you must enter a date before you can save the
record. You cannot change this date if your system configuration settings
are set to no edit for the Appointed On date.
Confirmed On –
Enter the date
on which the applicant was confirmed for membership on the board by typing
a date in the field or clicking the calendar icon next to the field and
selecting a date from the calendar that appears.
Executive Order #
– Enter the number of
an Executive Order if one pertains to this member's appointment.
Sworn In – Select this check box to indicate
that a member has been sworn in if you want to track this information.
Reason for Departure
– Click in this field
and select a user-defined reason for departure from the board. Departure
reasons may include such things as family emergency, relocation, or death.
(Note: This field does not automatically
update the Status field, for example
from Current to Former.)
Departed On
– Enter
the date the date on which the member left or resigned from the board
by typing a date in the field or clicking the calendar icon next to the
field and selecting a date from the calendar that appears.
This section of the Membership
panel lets you record particular characteristics of the Board member.
You can search for and report on members based on these characteristics
using the Member Characteristics
option under Membership Activities.
Marital Status
– Click in this field
and select the member's marital status from the user-defined list that
appears.
Gender – Click in this field and select
the member's gender from the user-defined list that appears.
Political Party
– Click in this field
and select the member's political party from the user-defined list that
appears.
Occupation – Type the member’s current
occupation.
Race/Ethnicity
– Click in this field
and select the member's ethnic origin from the user-defined list that
appears.
Disabled – Click in this field and select Yes or No
from the list to record whether or not the member is disabled.
Notes – Record any additional relevant
information about the member. You can check the spelling of notes by clicking
the spell check icon next to this field. This field allows for embedded
HTML
code so that you can highlight text. For example, you can use <b></b>
to begin and end bold, <i></i> to begin and end italics,
and <u></u> to begin and end underlining.
Recommendation Notes
– Record recommendation
information. You can check the spelling of notes by clicking the spell
check icon next to this field.
When referrals
are made for a Board applicant, a referral workflow is automatically generated
and linked to the Board Member record. The link to the workflow, along
with a link to the People record of the referring individual, appears
on the Referrals panel.
Qualifications
– Record any relevant
information regarding the member’s qualifications for the seat (for
example, current position, past experience, years of service). You can
check the spelling of notes by clicking the spell check icon next to this
field.
If reviews
have been initiated or completed for the Board Member applicant, they
appear on this page. Click the Review ID link to view the complete review
record.
Any correspondence
sent to the Board member appears on this panel.
Any workflow records attached to the Board member record
appear on this panel.
Documents, images, or other files attached to the Member
record appear on this panel after they've been attached or scanned.
Fields on this panel of the Member record let you record
information about the applicant’s background review.
Assigned To
– Click the search icon
next to this field and select the staff member assigned to do the background
review of the applicant.
Assigned On
– Enter the date on
which the background review was assigned to a staff member by typing a
date in the field or clicking the calendar icon next to the field and
selecting a date from the calendar that appears.
Background Type
– Click in this field
and select, from the user-defined list that appears, the type of background
check required for the applicant.
Due By – Enter the date by which the
background review is to be completed by typing a date in the field or
clicking the calendar icon next to the field and selecting a date from
the calendar that appears.
Background Status
– Click in this field
and select the current status of the background review from the user-defined
list that appears.
Completed On
– Enter the date on
which the background review was completed by typing a date in the field
or clicking the calendar icon next to the field and selecting a date from
the calendar that appears.
Background Notes
– Record any relevant
information regarding the member’s background check (community regard,
political contacts). You can check the spelling of notes by clicking the
spell check icon next to this field.
The Status Log
panel shows a history of actions taken on the Board Member record, including
the action date, the user who performed the action, and a description
of the action.