Deanship of E-Learning and Information Technology

Overview

The User Manual for the Committee Management System (Second Edition) for Qassim University provides a detailed and comprehensive explanation for committee members, faculty members, and university staff on how to utilize the system. The manual offers practical steps with illustrative images covering all aspects of system usage, from logging in to logging out. It includes explanations on how to modify personal data, view all committees and meetings, display topics and discussions, comment on topics, add private notes, request to speak in meetings, and participate in official voting. The manual also covers the process of approving and rejecting meeting minutes, with the necessary reasons provided.

Goal

Enable Qassim University committee members to effectively and fully utilize the electronic committee management system. Provide an easy-to-understand reference that explains all the system’s features and capabilities. Enhance active participation in electronic meetings. Facilitate decision-making processes through organized voting and discussions. Improve the efficiency of managing academic and administrative committees at the university.

Key themes:

▪ Purpose of the guide: Introducing the user to the system's contents and how to interact with it, covering login, personal data, and browsing committees.

▪ System Login: Use the electronic system link, single sign-on via My QU or username and password (email and its password). The homepage displays all committees, meetings, and statistics.

▪ Edit Core Data: The ability to easily update personal data and the member's account through the profile.

System Master Lists: Committee icon for quick access, and a sidebar that includes Home, Meetings, Minutes, and Reports.

▪ Managing meetings: View meetings of different committees, view scheduled meeting topics, comment on topics, add special notes.

During the meeting: Accepting or rejecting meeting invitations, requesting to speak for participation and intervention, voting on proposals and topics.

Acceptance of meeting minutes: Review the meeting minutes after they are prepared by the chairperson or secretary, the possibility of approving or rejecting them with reasons for rejection when necessary, signing the documented minutes.

Log out Log out via the logout icon in the main menu, or automatically after 60 minutes of inactivity, or by closing the browser.

Target Audience:

Members of the committees at Qassim University, faculty members, university staff participating in academic and administrative councils, department heads, members of various councils and committees, and meeting chairs.