Academic Senate Data Management System

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1 Academic Senate Data Management System User s Guide for Committee Members 9/22/2015 The Academic Senate uses the Data Management System (DMS) for managing, sharing, and archiving council and committee issues. This guide describes the features of DMS and how to access the agendas and other materials associated with your council or committee meetings.

2 TABLE OF CONTENTS Logging into DMS... 3 Accessing My Councils and Committees... 4 Accessing Upcoming Meetings and Associated Materials... 4 Accessing Past Meetings... 6 Accessing Membership Listing... 7 For assistance, contact 2

3 LOGGING INTO DMS 1. Visit the Academic Senate Data Management System (DMS) at: 2. Click on the UCInetID Login button at the top right corner of the page. 3. Enter your UCInetID and Password. Note: When you have finished your session, log out by clicking on the Sign Out link at the top right corner of the page. Be sure to completely exit your browser to protect your privacy. Sessions will automatically timeout after 60 minutes of inactivity. For assistance, contact 3

4 ACCESSING MY COUNCILS AND COMMITTEES 1. Once logged in, the committees that you have access to will be listed under Councils & Committees. 2. To access meeting information and associated materials, click on the committee name. If you don t serve on a committee, you will not see any committee names. 3. To view all committees, click on Councils & Committees Listing. ACCESSING UPCOMING MEETINGS AND ASSOCIATED MATERIALS 1. After clicking into a committee you serve on, the Upcoming Meetings tab will allow you to view all upcoming meetings scheduled for the (current) committee. By default, the next immediate meeting will be expanded. a. The meeting date, time and location appear on the first line. b. If an agenda is available, it will be listed. c. If the draft minutes of previous meetings are available for review, they will be listed. d. Issues associated with the meeting will be listed next. The due date (if assigned) will also be listed on each line. For assistance, contact 4

5 e. To expand the issue and access the associated documents individually, click on the double arrow. Clicking on the document title will open the PDF file in a new window. f. The Reference Items section (below) houses additional materials provided by analysts for consideration. g. To view the entire meeting materials as a singular consolidated PDF, click on the Meeting PDF link at the right. This consolidated PDF includes the Agenda, Table of Contents, and all issues associated with the meeting. h. Similarly, to view all the documents within an issue as a consolidated PDF, click on the Issue PDF link at the right. For assistance, contact 5

6 ACCESSING PAST MEETINGS 1. Click on the Past Meetings tab to view the past year s meetings associated with the committee. By default, the last immediate meeting is expanded, and the meetings are sorted in reverse chronological order. 2. To access earlier Academic Years, use the navigation arrows (< Previous/Next >) or drop-down, located at the top right. For assistance, contact 6

7 ACCESSING MEMBERSHIP LISTING 1. Click on the Membership tab to view the committee roster. a. To send an to all committee members, click on the Current Members link found above the addresses column towards the right hand side. Note: The Current Members option does not exist for previous years though clicking on individual addresses will allow you to a specific member. b. To view the roster for previous or future years, use the Academic Year dropdown menu or click on Previous or Next links. For assistance, contact 7

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