MEETING REGISTRATION SYSTEM NC ADMINISTRATION GUIDE

Transcription

1 MEETING REGISTRATION SYSTEM NC ADMINISTRATION GUIDE Page 1 / 31

2 1 Intrductin 4 2 Definitins / Rles 4 3 Defining rles at the General Meeting 4 4 The MRS Main Menu 5 Main menu fr the NC Admin 5 Main menu fr the HC Organizers 5 Main menu fr the NC Accreditrs 5 5 Assigning rights at TC/SC Meetings (NC Admin) 6 Check Accreditr(s) / Organizer(s) details and name persns, as required 6 6 Opening a meeting and first crucial steps 8 7 Meeting Organizatin (HC Organizer) 9 Tab 1 - Details 10 Tab 2 Meetings 11 Tab 2 General Meeting nly: add a new meeting and Meeting type 12 Tab 2 General Meeting nly: add a new meeting and Meeting type 12 General Meeting: Meeting types and default access rules 13 Tab 2 TC/SC Meetings nly add a new meeting and Meeting type 13 Tab 2 Add a new meeting, next steps (bth TC/SC meetings and General Meeting) 14 Change meeting status (fr bth TC/SC Meetings and the annual General Meeting) 15 Assign Rms t meetings (fr bth TC/SC Meetings and the annual General Meeting) 15 Tab 3 Rms 16 Tab 4 Htels 16 Tab 5 Visas 18 Tab 6 Events 18 Tab 7 Practical Inf 19 Tab 8 Admin: fr TC/SC meetings nly (HC Organizer) 20 Tab 8 Admin: additinal tabs fr the annual General Meeting 21 Tab 9 Lists fr the HC Organizer fr TC/SC meetings 22 Tab 9 Additinal lists fr the HC Organizer at the General Meeting 23 8 Lists fr the NC Accreditr 24 9 TC/SC Meeting participatin 25 Wh may attend General Meeting participatin 26 Cuncil Statutry Sessin 26 Cnfrmity Assessment Bard (CAB) and the Standardizatin Management Bard (SMB) Meeting accreditatin NC Accreditrs 27 Accreditatin by default 27 Other situatins Meeting accreditatin TC/SC Secretaries 28 Page 2 / 31

3 Respnsibilities 28 Access t web applicatins and dcuments 28 Meeting dcuments TC/SC Ntificatins 29 Ntificatins sent t the participant 29 Ntificatins fr cancelled r rescheduled meetings 29 Ntificatins sent t the TC/SC Secretary 29 Ntificatins sent t HC Organizer 29 Ntificatins sent t NC Accreditr 29 Ntificatins sent t the NC Secretary 29 Htels General Meeting Ntificatins 30 Ntificatins sent t the participant: 30 Cancelled Registratin 30 TC/SC Secretary 30 Cancelled r rescheduled meetings 30 Daily Ntificatins sent t Central Office 30 Ntificatins sent t Hst Cmmittee 30 Htels Frequently Asked Questins r «Hw t»? 31 Page 3 / 31

4 1 Intrductin The IEC s Meeting Registratin System (MRS) is a web applicatin designed t manage the IEC s technical meetings (TC/SC) as well as the General Meeting (GM). The acrnym MRS refers t the applicatin described in this user guide. 2 Definitins / Rles D remember that any individual wh is t use MRS must have an IEC username and valid passwrd prvided by Natinal Cmmittees! NC Accreditr(s) and HC Organizer(s) must be named by the Natinal Cmmittee Administratr (see belw) in the nline Meeting Registratins System (MRS) fr each meeting. NC Admin the NC Administratrs are individuals within an NC wh manage access, rles and permissins within Expert Management (EMS). This privilege is visible in EMS under an individual s prfile, in the tab IEC Perms. NC Accreditr the NC Accreditr is respnsible fr the accreditatin fr particular meetings, f Delegates and the Head f delegatin frm his r her NC (and must be an NC staff member). During the General Meeting the Accreditr will be the NC Secretary by default. MRS sends weekly ntificatins t the Accreditr, as reminders f pending applicatins. HC Organizer NC staff frm the Hst Cuntry, wh prvides the necessary TC/SC meeting infrmatin and rganizatin required t pen the nline registratin prcess fr a particular meeting. Infrmatin includes, but is nt limited t: scheduling meetings and events, prviding htel and event infrmatin r a list f cuntries requiring visas. It is pssible t assign the rles f NC Accreditr and HC Organizer t ne persn, prviding that the NC is hsting the meeting. TC/SC Secretary the Officer wh has been fficially nminated in this rle; this persn is respnsible fr sme specific cases f accreditatin f delegates (Mre details in sectins 9-13). TC/SC Officers (Chairman and Assistant Secretary) may als carry ut this rle, as backup, if necessary. Participant a persn wh wishes t register t an IEC meeting using the nline Meeting Registratin System (MRS) at General Meeting Administratrs are IEC staff members wh have administratin rights in MRS. Prfessinal Cnference Organizer (PCO) The Hst Cmmittee fr the General Meeting usually hires a Prfessinal Cnference Organizer wh needs t have access t the nline Meeting registratin system. Hst Cmmittee (HC) The Natinal Cmmittee which rganises a meeting is called a Hst Cmmittee. Receptin Desk The Hst Cmmittee may install a receptin desk t check in participants wh effectively cme t the meeting. 3 Defining rles at the General Meeting The HC shuld cntact the IEC CO Crdinatin team t discuss and determine rle assignment and respnsibilities, as these may vary, depending n business and reginal needs. Page 4 / 31

5 4 The MRS Main Menu The main menu appears n the left-hand side nce a user has signed nt MRS and displays available ptins which vary, depending n the user prfile. Depending n the types f meetings taking place, it shuld be nted that the TC Officers may als see the Meeting Accreditatin menu (see belw). Fr mre infrmatin, please refer t the TC/SC Secretary s Sectin. Click n the little white arrws t hide/shw menu ptins. Click n the black arrw t hide/shw the Main menu. Figure 1 - Hide/shw menu ptins Main menu fr the NC Admin My Meetings: meetings yu have registered fr. Meetings pen fr registratin: Meetings pen fr registratin n MRS. Meeting administratin: name NC Accreditrs and HC Organizers fr each TC/SC meeting here. Figure 2 - The NC Admin f the Hst Cmmittee is prmpted t name Organizers and Accreditrs. Figure 2 - This is the NC Admin s Main Menu. Main menu fr the HC Organizers My Meetings: meetings yu have registered fr. Meetings pen fr registratin: Meetings pen fr registratin n MRS. Meeting rganizatin: Manage the meeting frm here. Main menu fr the NC Accreditrs Figure 3 This persn is the HC Organizer fr ne TC/SC meeting. My Meetings: meetings yu have registered fr. Meetings pen fr registratin: Meetings pen fr registratin n MRS. Meeting accreditatin: A shrtcut fr users with accrediting rles. Figure 4 One meeting requires accreditatin frm the NC Accreditr. Page 5 / 31

6 5 Assigning rights at TC/SC Meetings (NC Admin) The Natinal Cmmittee Administratr names the NC Accreditr/HC Organizer in MRS: Figure 5 The NC Admin will g t Meeting Administratin, click Meeting accreditrs/rganizers t view the list f TC/SC meetings n MRS. It is necessary t select a specific meeting t view infrmatin n its accreditrs/rganizers. Check Accreditr(s) / Organizer(s) details and name persns, as required Selecting the apprpriate TC/SC meeting (as shwn in Figure 5) allws the NC Admin t view infrmatin abut NC Accreditr(s) and HC Organizer(s). A successful assignment f rights using the Search functin will autmatically retrieve user details frm the Expert Management System (EMS). Figure 6 The Hst Cmmittee (Germany) has nt yet named any NC Accreditrs r HC Organizers fr this meeting. It is the respnsibility f the NC Admin t name the individuals wh will undertake these rles. In the example abve, the HC Organizer s mailbx has already been created and cntains 3 addresses, where HC ntificatins will be sent. D remember, ONLY the NC hsting the TC/SC meeting has the pprtunity t name HC Organizer(s). Page 6 / 31

7 Figure 7 In the abve example, the Hst Cmmittee may name bth Accreditr(s) and Organizer(s). Nte that ne persn may be assigned bth rles and that the search has retrieved three users frm Expert Management. Select as required. (Remember these are fictitius users!!) Figure 8 - Name NC Accreditrs in the example abve. Figure 9 - Rles f individuals wh have been appinted as Accreditr and Organizer. Check Mailbx fr HC Ntificatins t be sent t the HC Organizer. Page 7 / 31

8 6 Opening a meeting and first crucial steps In accrdance with ISO/IEC Directives, an NC prvides meeting infrmatin t the relevant IEC Administrative Assistant and/r Technical Officer, requesting t pen a meeting. Infrmatin includes dates and which grups are scheduled t meet. The IEC Central Office issues a Meeting Annuncement by means f an AC (Administrative Circular) and pens a registratin area n MRS. Once the meeting has been created by CO; it autmatically appears in MRS in real time. Hwever, the meeting still des nt appear in the Main Menu, as seen t the right. The NC Administratr (frm the NC hsting the TC/SC meeting), will then name HC Organizer(s) and NC Accreditr(s) fr its wn NC, in MRS and fr each TC/SC meeting, as explained in Sectin 5. One persn may receive bth rles. Figure 10 - An HC Organizer may have been named, but essential meeting infrmatin has nt yet been added. The HC Organizer fills in mandatry infrmatin, listed in Sectin 7, ntably the meeting registratin start date, meeting timetable, participating cuntries, events as well as recmmended practical infrmatin such as visa and htel infrmatin, useful brchures, etc. Fr the General Meeting, these infrmatin are filled in by the IEC Central Office and/r the HC Organizer upn agreement between bth parties Figure 11 All essential infrmatin has been added by the NC Organizer, and the meeting is nw under the menu Meetings pen fr registratin. Once this infrmatin has been cmpleted and nce the registratin start date has passed, the meeting will appear in the Main menu, under Meetings Open fr Registratin. Page 8 / 31

9 7 Meeting Organizatin (HC Organizer) Meeting Organizatin is managed with 9 tabs. It is the respnsibility f the Hst Cmmittee t prvide the infrmatin and t place it in the right area. Meetings cncerns meeting structure and date. Meetings are added int the system and managed frm here. Rms is used t create/add meeting venues and lcatin. Figure 12 - Tabs fr meeting rganizatin. Depending n yur needs, the HC Organizer (r Prfessinal Cnference Organizer) may wish t create Cnference Rms befre creating the meeting structure. If s, please refer t sectin Tab 3 - Rms. Page 9 / 31

10 Tab 1 - Details This is the first tab by default. The meeting start date appears next t the meeting name. The Registratin start date is particularly imprtant as the meeting will appear under Meetings pen fr registratin frm that date nwards. At the General Meeting, sme meetings may take place befre the fficial Meeting start date. Tw additinal date fields, (Timetable start and end date) will autmatically appear after the registratin dates. This summary prvides imprtant infrmatin and shuld cntain all necessary details. Figure 13 - Details tab fr the TC/SC Meetings It is pssible fr the Registratin End date t be identical t the Meeting End date, which allws fr last-minute registratins. D nte that it is always pssible fr applicants t mdify their applicatins t the day f the meeting, regardless f registratin clsing date. Figure 14 - Details tab fr the General Meeting Page 10 / 31

11 Tab 2 Meetings The HC Organizer cmpletes the meeting structure by deciding which grups/subgrups shuld meet, in accrdance t ISO/IEC Directives. Carefully examine the fllwing sequence f actins t rganize the meeting: 1) adding meetings as required, 2) filling in the timetable. It is pssible t link this infrmatin nce meeting venue has been set and added t MRS via the Rms tab. Click Edit t add general infrmatin that applies t all meetings. Click n the meeting name in blue, as shwn in Figure 13, t view, edit, r delete that meeting. Figure 15 The Meetings tab fr the TC/SC Meetings Sme meetings will have already been added t MRS by IEC CO (see Opening f a meeting). Others are added manually (see next sectin under Meeting types ). This view is an alternative t the timetable frmat and prvides a quick summary f aut sign-up, access and accreditatin rules which depend n the selected Meeting type. Figure 16 - View details T get rid f the red warning sign, edit the timetable and indicate the day(s) a meeting will take place and whether in the mrning (AM) r afternn (PM). All scheduled meetings must have a cmpleted timetable. will take place. Allws seeing the rms where the meeting Fig.17 Edit and set timetable details here fr GM Page 11 / 31

12 Tab 2 General Meeting nly: add a new meeting and Meeting type Once Add a Meeting has been clicked, the first step is t select the Meeting type which assigns specific values by default 1) t determine wh may register 2) t set the accreditatin rules. Meetings types have been defined t facilitate meeting rganizatin and are visible in the drp-dwn list when adding a new meeting t the timetable. These meeting types d NOT reflect fficial IEC business naming cnventins and are slely defined t facilitate meeting rganizatin in MRS. Figure 18 - Add a meeting, "Meeting type" fr General Meeting nly. This list is based n infrmatin available at the present time and will envlve. The types are: 1. Affiliate Cuntry Prgramme persns frm Affiliate Cuntries. 2. All NC Presidents fr meetings invlving NC Presidents nly 3. All NC Secretaries fr meetings invlving NC Secretaries nly 4. All TC/SC Chairmen fr meetings invlving TC/SC Chairmen nly 5. All TC/SC Officers cncerns Chairmen, Secretaries and Assistant Secretaries, if applicable. 6. All TC/SC Secretaries fr meetings invlving TC/SC Secretaries, Assistant Secretaries and Acting Secretaries nly. 7. Cuncil Statutry Sessin created t take int accunt specific participatin rules. 8. Management Cmmittee EXCO, MSB, SMB, Cuncil Bard, etc. 9. Other meetings that d nt belng t the abve categries. 10. Other Management self-explanatry 11. TC/SC self-explanatry 12. TC/SC Officers & Cnvenrs fr meetings f a specific TC: all TC/SC Officers and the Cnvenrs, Prject/Team Leaders, etc. f its WG/PT/MT. 13. WG/PT/MT fr all identified IEC WG/PT/MT and ther fficial grups. 14. Yung Prfessinals fr members f the Yung Prfessinals Prgramme at the General Meeting. The summary f access rights belw explains the imprtance f selecting the apprpriate Meeting type. Page 12 / 31

13 General Meeting: Meeting types and default access rules Types Limited Access Aut Sign Up Accreditatin Affiliate Cuntry Prgramme N Y Central Office All NC Presidents Y Y Central Office All NC Secretaries Y Y Central Office All TC/SC Chairmen Y Y Central Office All TC/SC Officers Y Y Central Office All TC/SC Secretaries Y Y Central Office Cuncil Statutry Sessin N N Natinal Cmmittee Management Cmmittee Y Y Central Office/Nne Other N N Central Office Other Management N N Central Office TC/SC N Y Natinal Cmmittee TC/SC Officers and Cnvenrs Y Y Technical Cmmittee WG / PT / MT Y Y Technical Cmmittee Yung Prfessinals Y Y Central Office Table 19 - List f meeting types and default ptins. If these need t be changed, please cntact IEC Central Office at generalmeeting@iec.ch As shwn in Figure 20 by default expert with crrespnding rles are autmatically apprved t the WG/PT/MT meeting, access is limited and the Technical Cmmittee Secretary is respnsible fr accreditatins. Figure 20 - Default values fr Meeting type WG/PT/MT at General Meeting. Applies t TC/SC MEETINGS ONLY. Tab 2 TC/SC Meetings nly add a new meeting and Meeting type TC/SC meeting structure is much simplified and cntains tw Meeting types : WG/PT/MT r Other. Figure 21 Add a meeting - TC/SC Meeting types. The NC Organizer adds WG/PT/MT r Other meetings here. Page 13 / 31

14 Tab 2 Add a new meeting, next steps (bth TC/SC meetings and General Meeting) 1. Select the + icn t create a Jint meeting. 2. In mst cases, the descriptins are autmatically retrieved frm the IEC database; thers may be filled in manually. 3. Meeting status may be mdified at any time s that the HC Organizer may schedule, replace, reschedule meetings, r even pst a meeting that is yet t be cnfirmed. 4. By default, the last meeting entered will appear at the end f the list, but yu may chse a specific place in the list using the field Order just after. Hwever it is very easy t change the rder in the timetable, using the white srting arrws. 5. Aut sign-up (fr sme meeting types ONLY): if checked, individuals wh have the apprpriate rles in EMS will be autmatically registered t the meeting nce their registratin prcess has started. 6. Limited access: is pen t any participant but requires accreditatin (pint 7). Figure 22 - Add a new meeting, jint meetings, fr TC/SC meetings. 7. Accreditatin: Optins include: Select n accreditatin IEC Central Office IEC CO prvides accreditatin Natinal Cmmittee NC Accreditr prvides accreditatin Technical Cmmittee TC/SC Officers prvide accreditatin 8. Accreditr 9. Remember date and meeting time must be added separately, in the timetable (using Timetable > Edit timetable) 10. Use the Multiple Rms functin (figure 26)if the meeting rm r venue may change, which may be the case if there is mre than ne sessin t a meeting. Fr example, n day ne, the meeting can take place in CONF1, and n day 2, in CONF2. Figure 23 - Add a meeting, meeting status, fr TC/SC meetings. An HC Organizer wh wishes t mdify default values in pint 5, 6 r 7 shuld cntact IEC Central Office at generalmeeting@iec.ch Figure 24 - Add a new meeting, varius fields, General Meeting nly. Page 14 / 31

15 Change meeting status (fr bth TC/SC Meetings and the annual General Meeting) Active, cancelled, replaced and t be cnfirmed are single-step mdificatins that require ne click. Hwever, rescheduling a meeting requires further actin: Click n Edit - Status Click n Reschedule and then n Save. Click Back t list and Edit timetable ; make apprpriate changes and click Dne. Click the blue meeting label and update Status t Active. A ntificatin will be sent t all ptential participants (pending, n hld, etc. - see ntificatins sectin) Figure 25 Add a meeting TC/SC meeting status. Assign Rms t meetings (fr bth TC/SC Meetings and the annual General Meeting) A meeting lcatin (venue and rm name) shuld be assigned t each meeting s that participants knw where the meetings are taking place: Chse a scheduled meeting and click n its name (blue link) and then n Edit. Assign rm(s), using the drp-dwn list. Rms already attributed t ther meetings d nt appear in this list. Use the Multiple Rms ptin if ne meeting were t have several venues meeting in CONF1 n the first day, and CONF2 n the secnd day, fr example. Select the apprpriate venue fr the date and time (AM/PM) shwn. Yu may update rm arrangements at any time. These changes will be reflected in the rm selectin in the drp-dwn list. Figure 26 - Assign rms t specific meetings, fr General Meeting nly. Page 15 / 31

16 Tab 3 Rms Create rms and a practical drpdwn list under the Rms tab. Indicate building and rm number/name fr clarity. This infrmatin may be mdified at any time under Edit. Fr bvius reasns, rms already assigned may nt be deleted. Figures 27a & b - Add rms (venue and name) ne at a time. Nw that rms have been created, return t the Meetings Tab and assign rms t meetings. First, select the meeting and prceed as shwn under Assign Rms t meetings (fr bth TC/SC Meetings and the annual General Meeting) Figure 28 - Edit a meeting t assign a rm t the sessin r different sessins taking place. Page 16 / 31

17 Tab 4 Htels Yu may add htel infrmatin fr practical purpses; hwever, each TC/SC meeting participant is respnsible fr his/her wn htel reservatin. Figure 29 - Add useful infrmatin and htels in this area. Fr the General Meeting participants may register t htels thrugh an internet link prvided in this sectin. In that case participants are redirected t an external bking system independent frm the IEC. Add htels and links as required, fill in details and add rm infrmatin. The HC Organizer shuld return and update this sectin as required, fr example indicating that the htel is full. Figure 30 - Fill ut htel infrmatin and the list f rms available (twin, single, duble, etc.) here. Page 17 / 31

18 Tab 5 Visas Sme participants may need visas t attend meeting. Click Edit and add a check mark t cuntries that require visas as a reminder t ptential participants. Accmpanying persns are subject t the same visa requirements. It is therefre essential that the infrmatin fields are prperly filled ut, fr bth participants AND Accmpanying persns. Under tab Admin Invitatin Letters, yu will find an excel extractin available fr the HC t merge the file with a wrd frmat fr the invitatin letters. Figure 31 - check names f cuntries requiring visas in this list. Figure 32 Excel extractin Tab 6 Events Yu may add general infrmatin that applies t all events. Use the buttn Add Event t add events t the prgram and Edit timetable t assign time and dates t the events. Click n the event name in blue t view, edit, r delete that event. Participants have the pprtunity t subscribe t events. During the General Meeting the Dinner fr Presidents and Secretaries may be submitted t accreditatin by the HC. Figure 33 Events scheduled. Figure 34 - Details f the event include type, name and fee, t name a few. Page 18 / 31

19 Tab 7 Practical Inf Three sectins are available t prvide practical infrmatin, general dcuments and meeting/event dcuments. Practical infrmatin cncerns elements which may facilitate the visit and make it mre agreeable, such as infrmatin abut currency, public transprt, the weather, security, lcal custms, vltage and sckets, etc. Please pst relevant infrmatin fr participants under Dcuments, while dcuments prduced during the meeting (green papers) shuld be psted in Cllabratin Tls, under the TC s TC/SC Meeting Flder. The dcuments upladed in this sectin will shw up in different areas fr the participant, depending n the dcument categry: each categry crrespnds t a tab fr the participant, fr example: the General Inf dcuments will shw up at the end f the Participant s summary. Yu may uplad a dcument fr a specific meeting r event under Meeting/Event Dcuments, the file will then shw up in the participant s meeting r event timetable. Figure 35 Select Edit t add practical infrmatin and Add dcuments t save files nt MRS. Page 19 / 31

20 Tab 8 Admin: fr TC/SC meetings nly (HC Organizer) Varius functins have been created t facilitate certain tasks fr the HC Organizer: Figure 36 - These functins are designed fr the HC Organizer and apply t all TC/SC meetings. 1. Register participants a last name search allws registratin f individuals wh have a prfile in Expert Management system (therefre an IEC user name). An HC Organizer and NC Accreditrs can register participants frm their respective NCs (r Dependency). After clsing date, HC Organizers may register participants, upn request. Type in the last name; if there is a match, yu may click n Register t start the persn s registratin r, if the persn is already registered, click n G t check his registratin. If there is n match, the prfile is nt in Expert Management (EMS) and must be added in EMS by the relevant NC Admin. Warning: T avid duplicatin, befre creating new prfiles, please use the Register Participant ptin t make sure that the persn des nt already exist in Expert Management r MRS. 2. Invitatin letters the participants and Accmpanying Persns listed here have requested Invitatins letters t btain visas t attend the meeting. The Prfessinal Cnference Organizer r HC Organizer handle these requests. Check the bx in the right-hand clumn when a letter has been sent. 3. Check in this ptin is used by the Registratin Desk t check in participants that sign-in at the receptin desk at the pening f a meeting. In this way, it is pssible t knw wh has arrived, htel infrmatin and ther whereabuts. Page 20 / 31

21 Tab 8 Admin: additinal tabs fr the annual General Meeting Varius functins have been created t facilitate certain tasks fr the HC Organizer. 1. NC Accreditrs & HC Organizers HC Organizers and NC Accreditrs are listed here. 2. Accreditatin this ptin is used t check by meetings the number f registratins pendingapprved r disapprved. 3. Register participants a last name search allws registratin f individuals wh have a prfile in Expert Management system (therefre an IEC user name). An HC Organizer and NC Accreditrs can register persns frm their respective NCs. After clsing date, HC Organizers may register participants, upn request. Type in the last name; if there is a match, yu may click n Register t start the persn s registratin r, if the persn is already registered, click n G t check his registratin. If there is n match, the prfile is nt in Expert Management (EMS) and must be added in EMS by the relevant NC Admin. 4. Invitatin letters the participants and Accmpanying Persns listed here have requested Invitatins letters t btain visas t attend the meeting. The Prfessinal Cnference Organizer r HC Organizer handles these requests. Check the bx in the right-hand clumn when a letter has been sent. 5. Check in this ptin is used by the Registratin Desk t check in participants that sign-in at the receptin desk at the pening f a meeting. In this way, it is pssible t knw instantly wh has arrived, htel infrmatin and ther whereabuts. 6. Affiliate Cuntries Participants self explanatry. 7. Hst Cmmittee staff this ptin is used t create a cmplete prfile, including Lgin/Passwrd, fr Hst Cmmittee staff, wh will then have the pssibility t use MRS t register t meetings and events. The Prfessinal Cnference Organizer (PCO) and HC Organizer may use this functin. 8. Guests (Hst Cmmittee & CO) - All requests are managed at the CO CEO Office and shuld be frwarded t TISS. Guests will receive an xm lgin. 9. Htel cnfirmatin Depending n hw htel bkings are managed, the PCO r HC Organizer may use this ptin t cnfirm the participants requests fr htel rms reservatin. 10. Prfessinal Cnference Organizer (PCO) IEC CO GM Crdinatin team adds the , user name and passwrd f the prfessinal rganizing service selected by the Hst Cmmittee. 11. Registratin desk includes the lgin details fr the n-site receptin desk, where PCO staff will amend check-in details (see pint 5). Warning: T avid duplicatin, befre creating new prfiles fr HC/NC guests and HC staff, please use the Register Participant ptin t make sure that the persn des nt already exist in Expert Management r MRS. Page 21 / 31

22 Tab 9 Lists fr the HC Organizer fr TC/SC meetings and General Meeting Lists may be generated fr statistical purpses. Figure 37 - Lists fr the NC Organizer fr the TC/SC Meetings 1. Overview f current status f registratins infrmatin is srted by NC, by meeting, and by categry f participants. Generate attendance lists in Wrd frmat frm here. 2. All participants view and srt all participants by NC, type, Status, etc. Click Excel icn t exprt data int an Excel file. A chart is als available. 3. Participants by meeting select a meeting and view participants, check applicatin status, etc. Click Excel icn t exprt data int an Excel file. Click Chart by meeting t view distributin f participants by TC/SC. 4. Participants by event select an event and view participants, check applicatin status, etc. Click Excel icn t exprt data int an Excel file. Click Chart by NC t view distributin f participants by NC and ther rganizatins. 5. Accmpanying persns view accmpanying persns, view visa infrmatin and exprt int Excel if necessary. 6. List f cancelled registratins view cancelled registratins. It is pssible t reinstate r delete a registratin by clicking a persn s name and entering the prfile. 7. Weekly cunts f initial registrants self explanatry 8. List checked-in delegates very cnvenient fr the Cnference rganizers wh can refer t this list t see whether a participant has arrived and signed an attendance list. Page 22 / 31

23 Tab 9 Additinal lists fr the HC Organizer at the General Meeting The IEC GM Crdinatr and the Hst Cmmittee may discuss and fine-tune the ptins as required. 4. List f Yung Prfessinals fr GM nly view and srt Yung Prfessinals by NC, type, Status, etc. Click Excel icn t exprt data int an Excel file. A chart is als available. 10. List checked-in delegates in xls frmat very cnvenient fr the Cnference rganizers wh can refer t this list t see whether a participant has arrived and signed an attendance list. 11. Participants by htel self explanatry 12. Affiliate participants self explanatry 13. Visa requests these participants have requested invitatin letters t assist in btaining visas t attend the meeting(s); NC Organizers shuld remember t check the bx invitatin letter sent t keep tabs n these administrative issues. 14. Cuncil Statutry Sessin in xls frmat self explanatry (attendance list) 15. Full exprt in xls frmat self explanatry 16. Management statistics fr the IEC General Secretary 17. Scial Events in xls frmat may help in case f specific needs (i.e. special diet) t be taken int cnsideratin. Figure 38 - Lists during GM Page 23 / 31

24 8 Lists fr the NC Accreditr The NC Accreditr may view fur types f lists: 1. Overview f current status f registratins infrmatin is srted by NC, by meeting, and by categry f participants. Generate attendance lists in Wrd frmat frm here. 2. All participants view and srt all participants by NC, type, Status, etc. Click Excel icn t exprt data int an Excel file. 3. Participants by meeting select a meeting and View participants, check applicatin status, etc. Click Excel icn t exprt data int an Excel file. Click Chart by meeting t view distributin f participants by TC/SC. Figure 39 - Lists fr the NC Accreditr. If n Event has been added t the meeting, the Event list will nt appear. 4. Participants by event select an event and view participants, check applicatin status, etc. Click Excel icn t exprt data int an Excel file. Click Chart by NC t view distributin f participants by NC and ther rganizatins. Figure 40 - the list f current registratin supplies varius statistics. Page 24 / 31

25 9 TC/SC Meeting participatin Please nte that rules fr participatin at TC/SC meetings may vary during the General Meeting. Wh may attend As stated in ISO/IEC Directives, TC/SC meetings are pen t persns frm participating NCs (P/O Member cuntries). As a result, the number f Meetings listed under Meetings pen fr registratin will vary depending n the user s rle and dependency. In general, any individual with an IEC username AND frm a P/O Member cuntry may submit an applicatin as it will be featured in the menu in MRS. (In case f the General Meeting, the "visuals" are different, as all meetings taking place are featured in MRS) Depending n the participant s rles and the meeting types, sme aspects f the registratin will happen autmatically and thers will require further actin, whether it be in terms f accreditatin, htel bking r request fr invitatin letters, t name a few. Delegates and Head f Delegatin An NC Accreditr assigns these rles t individuals frm its wn cuntry. With the exceptin f TC/SC Officers, participants t plenary TC/SC meetings must be accredited as Delegates r Head f Delegatin. Figure 41 Accreditatin f Delegates and Head f delegatin Liaisn Officers Liaisn Officers see their meeting under the Open fr Registratin menu. If the liaisn is fr a WG/PT/MT, there is n access t the TC meeting. It will either be invisible r the checkbxes t sign up will be disabled. Liaisn Officers may need t be assigned a rle as Delegate r Head f Delegatin fr accreditatin purpses, depending n the meeting the persn wishes t attend. Other Participatin is accredited by the TC/SC Secretary. Cmplementary infrmatin may fund in General Meeting participatin, Meeting accreditatin NC Accreditrs and Meeting accreditatin TC/SC Secretaries. Page 25 / 31

26 10 General Meeting participatin Cuncil Statutry Sessin As stated in the IEC Statutes and Rules f Prcedure, a Cuncil member may be accmpanied by nt mre than three advisrs unless the delegatin cmprises a Cuncil Bard member, in which case the ttal delegatin may be increased t five persns. These advisrs are recrded as Delegates r Head f Delegatin in MRS. Cnfrmity Assessment Bard (CAB) and the Standardizatin Management Bard (SMB) Members and Alternate Members f the Cnfrmity Assessment Bard (CAB) and the Standardizatin Management Bard (SMB) are autmatically apprved t the General Meeting. Each NC may have tw Observers. Any ther participatin must be apprved by the IEC General Secretary and candidates will be recrded as Observers. Cmplementary infrmatin may fund in TC/SC Meeting participatin, Meeting accreditatin NC Accreditrs and Meeting accreditatin TC/SC Secretaries. Page 26 / 31

27 11 Meeting accreditatin NC Accreditrs As seen abve (Meeting participatin), a ptential participant must have an IEC username and be frm a P/O Member cuntry, have apprpriate rles in EMS r be accredited by his/her wn NC as Delegate r Head f Delegatin. Accreditatin by default If a participant has been assigned an fficial rle in a TC/SC r WG/PT/MT, as shwn in the participant s prfile in the IEC Expert Management System, then accreditatin is autmatic. This is valid fr the fllwing meetings ( meeting type name is in parentheses) : TC/SC Chairmen (All TC/SC Chairmen) TC/SC Officers (All TC/SC Officers) TC/SC Secretaries (All TC/SC Secretaries) WG/PT/MT (WT/PT/MT) When the registratin is submitted nline, the persn is autmatically registered and apprved t the crrespnding meetings and the status is listed as Apprved t the apprpriate meeting(s). A few grups (steering grups, temprary grups) will require assistance in the accreditatin prcess. If yu encunter a prblem, please cntact Central Office at tiss@iec.ch. Figure 42 The NC Accreditr sees apprved registratins and can nly accredit registratins that have been submitted! Other situatins 1) WG/PT/MT Meetings If a participant is nt a member f the WG/PT/MT, as shwn in the participant s prfile in the IEC Expert Management System, then the registratin must be apprved by the TC/SC Secretary wh is autmatically ntified by nce the participant has submitted his nline applicatin. 2) TC/SC Plenary meetings Apart frm TC/SC Officers, a participant wh wishes t attend a plenary meeting must first be accredited by his/her wn NC. This wuld be the case fr a WG expert wh wishes t attend the plenary meeting f his/her TC/SC. At the General Meeting, participants frm Affiliate cuntries may participate at TC/SC plenary meetings, subject t apprval. 3) Autmatic accreditatin at Management meetings: IEC Officers, IEC Past Presidents, CB Members and MSB members are autmatically apprved t Cuncil Statutry Sessin IEC Officers, IEC Past Presidents and MSB members are autmatically registered t Cuncil Open Sessin IEC Officers are autmatically apprved t CAB and SMB meetings, as well as NC Presidents Wrkshp The Meeting Registratin System transfers requests fr Accreditatin t IEC CO Staff n a weekly basis. Cmplementary infrmatin may be fund in TC/SC Meeting participatin, Meeting accreditatin NC Accreditrs and Meeting accreditatin TC/SC Secretaries. Page 27 / 31

28 12 Meeting accreditatin TC/SC Secretaries Respnsibilities As nted abve (Accreditatin), TC/SC Secretaries apprve the participatin f individuals wh are NOT members f the relevant WG/MT/PT at TC/SC meetings. TS/SC Secretaries shuld remember t check their fr weekly ntificatins with requests fr Accreditatin. Fr infrmatin, a cpy will be sent t the NC Secretary. Access t web applicatins and dcuments Fr accreditatin purpses, access MRS via and g t Meetings Accreditatin menu. Select the apprpriate TC/SC meeting t check whether accreditatin is required. Figure 43 - Select the desired meeting under "Meeting Accreditatin", then click n the TC/SC meeting name t access the accreditatin menu and mdify accrdingly (see figure 39 belw). Select Mdify, then Apprve r Disapprve as required. In case f a negative answer, cmments are mandatry, as the reasn fr refusal is autmatically sent t the participant. Figure 44 - Mdify as required. Meeting dcuments TC/SC Meeting Flders have been added t each TC/SC in Cllabratin Tls. This flder replaces the green papers that were previusly handed ut at meetings. These are the dcuments prepared during the meeting, fr example day reprts, presentatins made during the meeting r reprts frm grups meeting at the same time. Access t the meeting dcuments is granted nce the expert has been apprved t attend a TC/SC meeting. Access is limited in time fr persns such as Delegates and Heads f Delegatin wh d nt have a specific rle fr that TC/SC in EMS. Nte, that dcuments f an fficial nature (CDs, CCs fr example) circulated prir t the meeting will remain n the IEC dcument server. Cmplementary infrmatin may fund in TC/SC Meeting participatin, Meeting accreditatin NC Accreditrs and Meeting accreditatin TC/SC Secretaries. Page 28 / 31

29 13 TC/SC Ntificatins Ntificatins sent t the participant New registratin details, if the participant has been registered by smene else. Submitted registratin details, when the participant submits a registratin. Participatin in meeting disapprved, when the authrized Accreditr has refused a participatin t a meeting. This des nt cancel the participant s registratin. On Hld reminder, every 2 weeks, n the 1st and 15th f each mnth, if registratin is lder than 2 weeks. This ntificatin reminds a user that the registratin is nt cmplete, r simply, that the participant has nt submitted the applicatin. A summary f Registratin details are sent 2 weeks befre the meeting starts, and ONLY t Submitted registratins Ntificatins fr cancelled r rescheduled meetings If a meeting is cancelled r rescheduled, a ntificatin will be sent t the participants wh have registered fr this meeting, even if their status is On Hld, r their participatin has nt yet been apprved. Ntificatins sent t the TC/SC Secretary A list f Pending accreditatins is sent weekly n Mndays t the TC/SC Secretary, wh will apprve participants whse rles and rights d nt cnfer autmatic accreditatin r apprval t the WG/PT/MT f the relevant TC/SC. In shrt, this usually refers t persns wh d nt have any fficial rle (Officer, Member, Liaisn fficer, etc.) in the grup. Ntificatins sent t HC Organizer A reminder t send a letter f invitatin fr the delegate is sent t the HC Organizer, fr participants wh have asked fr a letter f invitatin t btain a visa t travel t the meeting. A reminder t send delegates a letter f invitatin fr the Accmpanying persn is sent t the HC Organizer, fr participants wh have asked fr a letter f invitatin fr his/her Accmpanying persn, t btain a visa t travel t the meeting. Ntificatins sent t NC Accreditr A Peridical Reprt f Pending Accreditatin is sent weekly, every Mnday. Ntificatins sent t the NC Secretary The TC/SC Secretary may receive and apprve requests fr accreditatin frm individually registering t a WG/PT/MT meeting, and wh are nt TC/SC members and nt participating in the TC/SC plenary meeting. In such situatin, participatin is labeled as Other participatin and a ntificatin is sent t the NC Secretary, fr infrmatin. Htels N htel ntificatins are sent t anyne, as each participant is respnsible fr his/her wn htel arrangement. Page 29 / 31

30 14 General Meeting Ntificatins Ntificatins sent t the participant: New registratin details, if the participant has been registered by smene else. Submitted registratin details, when the participant submits a registratin. Participatin in meeting disapprved, when the authrized Accreditr has refused participatin t a meeting. This des nt cancel the participant s registratin. On Hld reminder, every 2 weeks, n the 1st and 15th f each mnth, if registratin is lder than 2 weeks. This ntificatin reminds a user that the registratin is nt cmplete, r simply, that the participant has nt submitted the applicatin. A summary f Registratin details are sent 2 weeks befre the meeting starts, and ONLY t Submitted registratins Cancelled Registratin When a Submitted registratin is cancelled, a ntificatin is sent t the participant, with cpy t the Hst Cmmittee. If a registratin was nt submitted, n ne will receive any ntificatin (because at this stage, the registratin des nt yet exist ). TC/SC Secretary A list f Pending accreditatins is sent weekly n Mndays t the TC/SC Secretary, wh will apprve participants whse rles and rights d nt cnfer autmatic accreditatin r apprval. Cancelled r rescheduled meetings If a meeting is cancelled r rescheduled, a ntificatin will be sent t the participants wh have registered fr this meeting, even if their status is On Hld, r their participatin has nt yet been apprved. Daily Ntificatins sent t Central Office The List f Pending accreditatins (Affiliates) "Peridical Reprt t the Affiliates Manager; The List f pending accreditatins: "Peridical reprt t IEC/CO manager" t the General Meeting Crdinatin team. Ntificatins sent t Hst Cmmittee A reminder t send delegates a letter f invitatin is sent t the Hst Cmmittee, fr participants wh have asked fr a letter f invitatin t btain a visa t travel t the meeting even if the status is On Hld. A reminder t send delegates a letter f invitatin fr the Accmpanying persn is sent t the Hst Cmmittee, fr participants wh have asked fr a letter f invitatin fr his/her Accmpanying persn, t btain a visa t travel t the meeting. Htels Depending n hw htel bkings are handled, submitted registratin details may be sent t the Hst Cmmittee, IF the participant has submitted his/her registratin WITH a htel request. Page 30 / 31

31 15 Frequently Asked Questins r «Hw t»? 1. Why is status On Hld? This term refers t the glbal status f an applicatin: the infrmatin is incmplete fr prcessing fr example, r a participant has frgtten t Submit his applicatin. Check if required infrmatin is missing and whether participant has submitted registratin. 2. Why is status listed as Pending? The wrd Pending refers t the participant s registratin in a specific meeting fr which apprval/accreditatin is required. T see why status is pending, first examine hw the participant satisfies accreditatin requirements; als check wh des the accreditatin and whether that persn has acted apprpriately. 3. Hw t delete a cancelled participant? G t Lists>cancelled registratins and delete the persn frm there. This is a necessary step if yu need t delete a prfile frm EMS (impssible if the persn is registered in a frthcming meeting, whatever the status may be). If that is the case, the prfile must be deleted frm MRS first. 4. Hw t wrk frm the list f NC participants? T wrk frm an NC list, g under Lists>1. Overview f current status f registratins; this view lets yu select persns and click n the Back buttn t return t the NC list. 5. Hw t register a participant nce the clsing date fr TC/SC registratin has passed? After clsing date, the HC Organizer may register participants frm any P- and O- Member cuntry, upn request. IEC CO als has this right, upn request f HC. 6. Hw t answer questins abut htels? TC/SC A list f suggested htels may be available; if s, it was created by the HC Organizer. Hwever, each participant is respnsible fr his/her wn reservatin. Htels General Meeting A participant has tw chices: 1) select a htel and make his/her wn reservatin thrugh the link prvided in MRS befre the date specified by Hst NC; r 2) bk at a separate htel, withut any assistance. 7. Participant can t sign-up t a meeting because the checkbxes are deactivated (General Meeting) A participant wh des nt cme frm a P/O Member cuntry may ntice sme deactivated checkbxes fr plenary meetings in the timetable. Requests t sign-up t the meeting shuld be sent t ne s Natinal Cmmittee, the Hst Cmmittee, the TC/SC Secretary r Central Office, depending n the meeting type. ** END OF DOCUMENT ** Page 31 / 31