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Staff Services - PCC Portal tutorial

Viewing, Editing Meetings and Adding Meeting Documents

Click View Meetings to View, Edit, Duplicate or Delete meeting information. HINT: Duplicate is a fast way to create a new meeting date or a recurring meeting that is similar to another meeting you have already created, and make minor changes like the date.

NOTE: If you edit a meeting date that has previously been approved by your Dept. Admin. in order to Publish to Dept. or by Public Relations for Publish to PCC, the system returns the record's Publication Status to Draft. You must reset the Publication Status and, if necessary, re-submit the item for the appropriate approvalsfor publication. Users are limited to viewing the meetings within their department and can only edit, or delete meetings that he/she created.

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(*) denotes some editing features are available only to Department Administrators

 
 
  1. Select News & Events and then Meetings to go back to the Meetings menu and View Meetings to view, duplicate, edit or delete a meeting record
  2. You can sort the view list of meetings according to Meeting Title, Department, Meeting Date or Publication Status. To change the order, click on the heading link. To sort in the opposite order, i.e. oldest events first, click the heading again. To change how many events are displayed, scroll to the bottom of the web page and select 5, 10, 25 or 100 records per page.
  3. Click View to reveiw a particular meeting record, Edit to revise a meeting, Duplicate to copy and make a new draft meeting, or Delete to remove your meeting date. NOTE: deleting will remove the meeting date and all of its documents.
  4. Click the Edit link to change meeting information, or to add, replace or delete documents.
    • NOTE: If you need to Edit a meeting that has already been approved for publication to either a Department page or to PCC main pages, the system returns the record's Publication Status to Draft. You must reset the Publication Status and, if necessary, re-submit the item for the appropriate approvals for publication. Users are limited to viewing the meetings within their department and can only edit, or delete meetings that he/she created.
    • Adding or replacing additional documents to an existing meeting record.
      • To add an Agenda to the meeting date, you will click on the Browse... button next to Agenda Document and locate the file on your computer (this can be an html, doc, txt, xls or pdf format only) and select it and click the open button. The system will automatically create the link and upload this document when you click the Submit button at the bottom of the Edit Meeting form.
      • To add Minutes after the meeting date, click on the Browse... button next to Meeting Document and locate the file on your computer (this can be an html, doc, txt, xls or pdf format only). The system will automatically create the link and upload this document when you click the Submit button at the bottom of the Edit Meeting form.
      • If you have another document other than Agenda or Minutes that you want to make available for the meeting or after the meeting, you can add one miscellaneous document. Click on the Browse... button next to Other Document and locate this file on your computer, select it and click open. Then type the text in the field Other Description that you wish to appear as the link to this document, i.e. Budget Report.
      • To Replace a document with a revised one, simply click on the Browse...button and locate the newer file on your computer and it will be replaced when you click on the Submit button at the bottom of the Edit Meeting form.
    • Deleting a document: if a document is no longer needed for a meeting date, you delete it by checking Check to Remove. The file and link to it will be removed when you click Submit button at the bottom of the Edit Meeting form.
  5. You may Duplicate a previously published meeting in your Department to make a new meeting date and change the date.
    • HOT TIP! If you have recurring meetings, this is a quick way to create them. The Duplicated item is always a Draft by default and does not include any of the other meeting's documents. Be careful to review all the fields for the new information when duplicating an item.
  6. Delete:
    • Clicking on the link text Delete will result in a screen confirming that you wish to delete the entire meeting date and record, and when you click Yes, the meeting record and all the documents are removed.
    • HINT: If a meeting is cancelled and your audience may already have noted the date, you may wish to keep the date and change the title and description to indicate a previously scheduled meeting that has be cancelled.
  • All meetings, once past their Meeting End Date, remain on the Department Meetings page for the current fiscal year. Once the fiscal year is past, the meeting dates and files are available in the Department Meeting Archive by year for 3 fiscal years. If you do not wish the meeting information to be retained for this duration, you should delete the meeting records when appropriate.
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