M-DCPS MEETING ANNOUNCEMENTS

Transcription

1 M-DCPS MEETING ANNOUNCEMENTS Table of Contents Introduction Getting Started Posting a Meeting Find a Meeting Edit / Cancel Meeting Whom to Call for Assistance Miami-Dade County Public Schools 1 Information Technology Services Revised June 2012

2 Introduction Information Technology Services (ITS) with the Citizen Information Center has developed a Web-based system for official Miami-Dade County Public Schools (M-DCPS) meeting announcements. Through the Internet, the general public will have convenient access to M-DCPS meeting announcements. This system will allow meeting originators to enter meeting information that will be posted on the Web site, upon approval. Official meeting notices are located in the Citizen Information Center. *** IMPORTANT *** Notice of meetings at schools or administrative locations, which are open to the public, must be announced and notice posted at the location and the MDCPS Citizen Information Center at least five days prior to the meeting. The day of posting counts as the first of the five days so long as the notice is posted before 10:00 am. The day of the meeting will count as the fifth day if the meeting begins after 4:30 pm. The official time of posting is when first available at the Citizen Information Center. Posted announcements will be added to this WEB page as soon as possible after posting. If a person, wishes to appeal any decision made with respect to any matter considered at these meetings (hearings), such person should ensure the preparation of a verbatim record of the proceedings including the testimony and evidence upon which the appeal is to be based. Miami-Dade County Public Schools 2

3 Getting Started From the home page, Click Discover M-DCPS Select Meetings The Post a Meeting page will display. Miami-Dade County Public Schools 3 Information Technology Services Revised June 2012

4 Posting a Meeting Meeting organizers have the ability to enter meeting information to be posted on the Meeting Announcements Web site. From the Post a Meeting - STEP 1 page, you must enter your employee number and address to verify employment information. Type your employee number Type your birth month and year (mmyyyy) Type your address (ex, sample@dadeschools.net) Click Enter The Post a Meeting STEP 2 page will display. Miami-Dade County Public Schools 4

5 The Post a meeting - STEP 2 page is divided into two sections; the top section displays the employee information; the bottom, Meeting to Post, is used to enter the meeting information. [See page 6 for detailed information.] Miami-Dade County Public Schools 5

6 Meeting to Post Click Category drop-down menu Select a category Click Enter Date button to open the calendar Select the meeting date Click Close to close the calendar The date will display in the Meeting Date field. Miami-Dade County Public Schools 6

7 Continue by selecting the Meeting Time and Meeting End Time, Click Enter Time button Select time meeting starts Click Close to close the time box The time will display in the Meeting Time field. Repeat the steps above to select the time for the Meeting End Time (optional). Miami-Dade County Public Schools 7

8 Type the required information to complete the Meeting to Post and finalized the meeting. Type school or department for the meeting Type address and room number Type the meeting s subject Type name of the contact person Type telephone number Miami-Dade County Public Schools 8

9 When finished, Verify all information entered is correct Click Add Meeting A Confirmation page will display. A meeting ID number and password will be assigned to the meeting. Write the password for future reference, you will need the password to edit or cancel the meeting, after it has been approved. The meeting is pending approval by the appropriate office according to the category selected for the meeting. Once the meeting has been approved, it will be posted and available for viewing, edit and/or cancel. A confirmation will be sent upon approval or disapproval of the meeting. Miami-Dade County Public Schools 9

10 Find a Meeting Once a meeting has been approved, it will be available for viewing in the Categories page. The Categories page can be accessed through the Meeting Announcements Home page. To access the Categories page, select Home from left column menu. The left column menu is available from any of the Meeting Announcements pages. Click Home The Categories page will display. Miami-Dade County Public Schools 10

11 Meeting announcements are divided into categories. The approval/disapproval process is handled by the office responsible of that category. [For contact information See Whom to Call for Assistance on page 17.] All Meetings and Events District Advisory Committee Meetings Major District-wide Functions and Events Other Meetings for School Site Administrators Other Meetings for School Site Staff School Board and School Board Committee Meetings School Meetings Select All Meetings and Events to view all the meetings or select a category to view meetings posted in that category. Click on a category (All Meetings and Events was used in this example) The list of meetings posted, in the selected category, will display. Miami-Dade County Public Schools 11

12 Note that the meetings in the All Meetings and Events category are color coded to identify the meeting s category. Meetings are listed starting from the current date. Meetings that were revised or cancelled will be identified with the word revised or cancelled, in the Details column. You can search for a meeting announcement when partial information is known about the meeting or to avoid reading through a lengthy list of meetings. The Find a Meeting search options will help to narrow your search. These are the different search options: Click Current Meetings drop-down menu Select one of the options, (Today or This Week or This Month or All) Or, Click Search by Date drop-down menu Select Day, Week, or Month Or, Click Search by Keyword Miami-Dade County Public Schools 12

13 If Search by Keyword is selected, the Search Meeting Announcements page will open. Select and type information to be used for searching. Click Select a field drop-down menu Select field to search by (subject, or School/Dept., or Address/Room, or Contact Person) Type keyword(s) known about the field selected Click Search All meeting announcements with the search criteria will display. To view the details for the meeting, Click the folder icon, under the Details column The Meeting Details page will display. Miami-Dade County Public Schools 13

14 You can print the Meeting Details page for your records. If you are the meeting originator you can make changes to the meeting and/or cancel the meeting. [See Edit / Cancel Meeting starting on page 15.] To return to the list of meeting announcements, Click Back to Listing link Miami-Dade County Public Schools 14

15 Edit / Cancel Meeting The originator can edit and/or cancel a meeting. The meeting ID number and password assigned upon confirmation will be needed for verification. Please note that to change the date or time of a meeting, you must cancel the meeting and post a new meeting. Past meetings cannot be changed. From the Meeting Details page, Type the meeting assigned password Click Go The page will change to display the Cancel Meeting option, on top of the page, and to allow changes to the Meeting Information section. [The date and time of the meeting cannot be changed. Meeting must be canceled and a new one must be created.] If you have forgotten your meeting password, click Forgot the password? An can be sent to your address of record with the password. Miami-Dade County Public Schools 15

16 To cancel the meeting, Click the check box Cancel Meeting Click Submit The message Your meeting will be cancelled pending approval will display. A cancellation confirmation will be sent when the meeting has been cancelled. To go to the Categories page, Click Home The cancelled meeting announcement will remain on the list of meetings. [Cancelled meetings cannot be changed.] Miami-Dade County Public Schools 16

17 Whom to Call for Assistance For questions or comments, please complete a HEAT Self Service Incident at: Official meeting notices are located in the Citizen Information Center. For assistance, contact their office at (305) Miami-Dade County Public Schools 17