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Defining Committee Structure

Paige Freeman
  • Updated

Using the Committee Structures screen, you can add a new structure and a new position within the structure for the committee.

To define committee structure:

  1. From the Profile Info tab on the Committee Summary, select Committee Structure.
    The Committee Structure screen displays, as shown below.
  2. Click the edit pencil icon to open the fields for edit.
    1. If necessary, set the Enforce Committee Structure toggle to YES.
      When set to YES, this indicates that appointments to the committee must match the structure as defined.
    2. Click Save.
  3. On the Committee Structure screen, click +New Structure.
    The Add Committee Structure screen displays, as shown below.
    1. Enter a Description for the committee structure.
    2. The Begin Date defaults to today. Change this if necessary.
      The Begin Date and End Date identify the time period during which the structure detail records are applicable. Organizations that enforce committee structure rules can change those rules, so this date field tracks when the rule began. The system selects the rule with the date closest to the current date without going into the future.
    3. Click Save.
  4. From the grid on the Committee Structures screen, select the contextual menu next to the appropriate structure and select Manage Positions.
    The Manage Positions screen displays.
    1. Click +New Position to add a new position.
      The Add Position screen displays.
    2. Select the Position that the committee members can hold from the drop-down.
      Values in the drop-down are populated based on the codes defined for the non-fixed COM "POSITION" system type.
    3. If necessary, select the Position Type from the drop-down.
      Values in the drop-down are populated based on the subcodes defined for the codes defined for the non-fixed COM "POSITION" system type.
    4. Select the Term period that is used as a default to calculate the end date of the added members from the drop-down.
      Values in the drop-down are populated based on the codes defined for the non-fixed COM "TERM" system type.
    5. Select the Voting Status from the drop-down.
      Values in the drop-down are populated based on the codes defined for the non-fixed COM "VOTING_STATUS" system type.
    6. Enter the maximum numbers of terms allowed for the position in the Max Allowed field.
      This field is the maximum number of people that can hold a position at the same time. For example, if you enter "2" in this field for a position, only two people can hold that position at the same time.
    7. If this member represents another individual/committee/company, then search for the appropriate customer in the Representing field.
    8. If the position on this committee relies on serving in another committee, perform the following:
    9. Search for the source committee in the Committee field.
    10. Select the Source Position and Committee Position Type for the source committee.
      Values in the drop-downs are populated based on the codes and subcodes defined for the non-fixed COM "POSITION" system type.
    11. Enter any Comments related to the committee structure.
    12. Click Save.