Board Record Page
Fields on the Board
Record page let you enter information
about the board you’re adding. The Board
panel contains the primary information about the Board. The remaining
panels let you record additional information about Board Members and others
associated with the Board. These panels include: Board,
Seats, Summary, Name,
Addresses, Relations,
Mail, Workflow, Events,
Status Log, Attachments
and Discussion.
This panel provides three sections for entry of different
types of information about the Board: Name &
Type, Status & Chair, and Background & Legal.
In addition to the board name, this section provides
the following fields:
Appointing
Authority – Enter the governing body or bodies that have
appointing authority for specific seats or members. Type the code for
the appointing authority or click the search icon next to the field and
select an appointing authority from the list that appears. Appointing
Authority codes are defined and maintained by your organization. The codes
selected in this field appear in the Appointed
By field in the Board Member record.
Board Type – Click in this field and select
the type of board from the user-defined list that appears. Board types
may include such things as Licensing, Statutory, Federal, Regional, and
so forth. If you selected a Board type in the Add
Board dialog box when you created this Board, it appears in this
field.
Category – Click
in this field and select a category for this Board. Categories are defined
and maintained by your organization. They might include such things as
Board, Commission, and Authority. If you selected a Category in the Add Board dialog box when you created
this Board, it appears in this field.
Enabled Date
– Enter
the date on which the board was created 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.
Number of Members
– If you entered a number
in the Number of Members field
in the Add Board dialog box, it
appears in this field. When seats are added or deleted, this field is
automatically updated. It is recommended that you do not update this field
manually.
Expiration Date
– Enter
the date on which the Board expires 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. If this is a permanent board with no expiration
date, leave this field blank.
Chair's Term End Date
– Enter
the date on which the current Chairman's term expires 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.
Current Chair(s)
– This field will be
empty until there are current Board members. Select the Board Chair by
clicking the lookup icon next to the field and selecting one or more names
from the list that appears.
Legal Authority
– Type the legal authority
number to create a link to the Web page for that section of the statute
under which the board, commission, or other entity was created. Entering
this information enables you to use the Lookup
button next to the field go directly to the linked Web page.
Purpose – Type a description of the
board's purpose or objective. You can search for Boards based on text
entered in this field.
Seat Restrictions
– Record any restrictions
or guidelines that apply to seats on this Board, for example, limits to
the number of seats, Members' background requirements, vacancy fulfillment
requirements, and so forth. You can search for Boards based on text entered
in this field.
Meeting Time and Place
– Type a brief description
of the required frequency of meetings, and meeting time and location if
that is known. You can search for Boards based on text entered in this
field.
Compensation
– Record any compensation
for Board members, including travel expenses and per diem, or not if members
are required to serve without pay. You can search for Boards based on
text entered in this field.
The Seats panel
provides information about the seats on the Board. Once you've added seats
to this Board, you can assign
members to those seats. The Select
Member Status field at the top of the panel lets you view seats
for a single status, or you can select [Any]
to view all seats. To select multiple status, press
the CTRL key while clicking on
the status codes. The only statuses available in this field are those
of members on this Board.
Seats may appear multiple times. For example, if you're
viewing Applicants, a seat appears for each Applicant; if there are multiple
applicants, the seat appears multiple times, once for each applicant.
If you're viewing Any seats, seats appear multiple times for applicants,
current and former occupants of each seat. When you select Current, you'll
see only the current seat whether it's occupied or vacant.
The following information appears in columns on the
Seats panel. You can sort the
information on this panel by clicking on any column heading.
Seat – The seat name appears in the
Seat column. Click the seat name
link to view and change the seat name, term length, Confirmation
Required and Active Seat
check boxes, and notes. If the Confirmation
Required check box is selected, (confirmation
required) appears in the Board Member record next to the Confirmed On date. Also, if the Term Length field contains information,
that information appears in the Board Member record next to the Term Begin date. The Active
Seat check box is used to activate or deactivate a seat.
I –
An asterisk appears in this column if the seat is Inactive. Inactive seats
appear only if the Show Inactive Seats
check box is selected at the top of the page. To inactivate a seat, click
the seat name link and clear the Active
Seat check box in the Seat Information
dialog box.
Membership ID
– Click this link to
go to the Board
Member Record page for the member. The Member record contains
information about the member, the appointment status, referrals, reviews,
and background check.
Status – The status of the member assigned
to the seat appears in this column.
Member Name
– This column shows
the name of the member. Click the name link to go to the member's People
record.
Appointed By
– The field in this
column shows the Appointing Authority for the member. You can enter or
change this information by clicking the search icon next to the field
and selecting an authority from the list that appears.
Term Begins/Term Ends
– These fields show
the beginning and ending date of the each member's term. If you entered
dates in the Initial Term Begin/End Dates
fields in the Add Boards dialog
box when you created the board, those dates appear for each seat. If you
change dates in these fields, these dates are automatically updated in
the current Board Member record. The reverse is also true—if
changes are made to the current Member Record, the dates on the Seats panel are updated accordingly.
Appointed By
– Click the search icon
next to this field and select the appointing authority for this seat if
applicable. Appointing authorities on this list are those that were chosen
in the Board record. If you select an item from the list and the Appointed By field in the Membership
record is empty, you are asked whether you want to update the Membership
record with the same information. By selecting No in response to this
prompt, you can record a new appointing authority for a seat but retain
the existing appointment information for the current seat member.
Term Begins
– Enter
the date on which a Seat 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. A date appears in this field if you entered
a begin date when you created the Board record. If you change the date
in this field, the date is automatically updated in the current Board
Member record. The reverse is also true—if
changes are made to the current Member Record, dates on the Seats
panel are updated accordingly.
If you assign someone to a seat with a Begin Term date,
and that person’s Membership record contains a different begin term date,
you will have the option to replace the Seat Term Ends date with the default
term begins date from the Seat record.
Term Ends – Enter
the date on which a Seat 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. A date appears in this field if you entered
a default date when you created the Board record. If you change the date
in this field, the date is automatically updated in the current Board
Member record. The reverse is also true—if
changes are made to the current Member Record, dates on the Seats
panel are updated accordingly.
If you assign someone to a seat with a Term Ends date,
and that person’s Membership record contains a different Term Ends date,
you will have the option to replace the Seat Term Ends date with the default
term end date from the Seat record.
The Summary panel contains selected information about
the Board record and is divided into the following sections: Primary Addresses,
Pending and Completed Mail, Open and Closed Workflow, Calendar and Board
Info.
When you add a Board, a People record is automatically
created and associated with it. This allows you to record the official
address of the Board as well as the name of a contact person. The Name panel lets you record the name
of the Board contact.
Name Fields
– Enter name information
only if you want to record a contact or administrative staff person for
the board. Include the individual’s title in the Title
field if desired.
Other Information
– You can record notes
or assign affiliation codes to the Board People record in this section
of the page. You may want to set
up affiliation codes that apply to Board records only by establishing
a specific prefix for them—for example, BOARDS.EDU
for education boards and commissions, BOARDS.FIN for
financial boards and commissions, and so forth.
Use fields on the Address
panel to record the mailing address for the Board. The Board name appears
automatically in the Organization 1
field, and a primary Address Type
of Business is selected. You can also enter e-mail addresses, phone numbers,
and fax numbers on this panel.
The Organization Contacts
section on the Relations panel
contains links to other People records which contain the same Organization
as the Board People record. Note: If you want to maintain multiple contacts
for a Board who's People records do not contain the same Organization,
you can add them
to the household of the main Board People record.
The Mail, Workflow, and
Events panels show pending and completed mail, open and closed
workflows, and events that are attached to the Board People record. The
number of records of each type that appears per page and their sort order
(ascending or descending) are set in your user
Preferences.
Status Log Panel
The Status Log
panel shows a history of action taken on the Board People record, including
the action date, the user who performed the action, and a description
of the action.
If there are any files attached to the Board record,
they appear on the Attachments
panel. Click the file name link to open the attachment. The Attach
File action on this panel lets you attach files to the Board record.
The Discussion
panel contains a discussion topic tree with topics and their associated
replies. Select the New Topic
action to add a new topic.
The subject of each topic is highlighted in blue and the subjects of the
associated replies are slightly indented below each topic.