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Help for NENA-ADM-008 Agenda and Notes Form (view source)

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Note: This is draft page to accompany a draft version of the NENA-ADM-008 Agenda and Notes form. Both the form and this page are subject to change.
 
== Introduction ==
The NENA-ADM-008 Draft Agenda and Notes form is used for NENA meetings to prepare the proposed agenda and to document the essential results of the meeting.
 
This Help Page is divided into two sections that reflect the two primary uses of the form and the separate responsibilities of persons who edit the form.
The person preparing the agenda completes the fields shown in salmon/tan/orange and the meeting's note taker completes the sections in light blue. The note taker should distribute the form as soon as possible after the meeting to serve as DRAFT notes/minutes.
 
# The [[Help for NENA-FRM-008 Agenda and Notes Form (DRAFT)#Preparing the Agenda|Preparing the Agenda]] section is intended for the person preparing the agenda for the next meeting. That person completes the sections shown in peach.
# The [[Help for NENA-FRM-008 Agenda and Notes Form (DRAFT)#Taking Notes|Taking Notes]] section is a guide for the note-taker who captures the significant discussions and decisions made during the meeting and then processes the notes for distribution. The notes are entered in the white spaces that are part of the light blue sections. The note taker should distribute the form as soon as possible after the meeting to serve as DRAFT notes/minutes.
 
=== Recent Update ===
TheThis NENA-ADM-008Help Page formsupports wasthe recently updated to version 45 (NENA-ADM-008.45-20212024) withthat incorporated these changes.:
 
* Moved the document number from the top of the first page into the footer.
* Replace the references to TurboBridge and join.me with guidance on using Zoom.
* Updated links that reference NENAkb pages.
* Removed opening questions and statements and text about Attendance tracking, the IPR and Antitrust Policy and NENA's Code of Conduct and placed links to them in the Meeting Etiquette section.
* Removed Zoom, Action Items, and Attendance Report hyperlinks and added instructions in the Help form on how to add the hyperlinks to the text for each of these.
 
* Removed the opening questions about Patent IPR and Duplication of Work and placed a Duplication of Work and Patent IPR statement in the Meeting Etiquette box along with a check box to indicate if any Patent IPR was disclosed during the meeting.
=== Accessibility ===
* Added a section at the bottom of the form to record Patent IPR disclosed during the meeting.
The '''ADM-008 Agenda OR Notes''' form is designed to satisfy the Accessibility tests in Microsoft Word. Formatting options are restricted to help keep the form from violating the accessibility rules. Once edits are made, you can verify that accessibility has been preserved by running the accessibility test. That is done by clicking on '''Check Accessibility''' in Word's '''Review''' tab. Among the kinds of edits that can cause accessibility warnings is the insertion of a graphic without entering '''Alternative Text''' information or inserting tables with specific styles.
 
=== The form is restricted. Locked. Protected. But you can stop the protection. ===
The form is distributed with formatting restricted to a limited number of formats as shown in its '''Styles''' group in the '''Home''' tab of Word. This avoids rogue fonts from being introduced into the document when content is copied and pasted from other documents, chat functions, etc. As distributed, it conforms to Word's accessibility standards. If it is necessary to stop the editing protection, you can click on '''Restrict Editing''' in the '''Protect''' group in the '''Review''' tab of Word, then click '''Stop Protection''' at the bottom of the '''Restrict Editing''' panel. Be aware, however, that the some formatting changes may threaten the accessibility status of the document. To re-enable protection, click on '''Yes, Start Enforcing Protection''' under item 3 on the '''Restrict Editing''' panel and then '''OK''' on the pop-up (adding password protection is optional).
 
== Preparing the Agenda ==
These steps assume that you have already set up the meeting in NWS (NENA Workspace) and that the notes for the previous meeting have been uploaded to the group's notes folder. Download the latest '''[https://dev.nena.org/higherlogic/ws/groups/ed9b432e-644e-48be-ab9f-c8cffce3a079/documents/forms130/document?document_id=32062 NENA-ADM-008 Agenda and Notes]''' form from NENA Workspace.
 
=== The header ===
The header contains the Community Group Name, Agenda/Notes identifier, and Meeting Date. It appears at the top of all pages in the form.
 
To edit the header, double-click in the header area. Once the header area is selected, the three sections may be edited.[[File:SelectHeader FRM008.png|none|alt=Screen print for selecting header|600x600px]]
 
[[File:Select header 2020-08-19 19-30-16.png|alt=Screen print for selecting header]]
==== Group Name ====
Enter the Community group name.
 
==== Agenda ====
Since the Agenda is being prepared, click on the '''Agenda''' check box. and ifIf the Notes box was filled (from a previous meeting), clear it by clicking on it.
 
==== Notes ====
 
When the meeting starts, the note-taker will un-select the '''Agenda''' box and click on the '''Notes''' check box.
 
==== Meeting Date ====
Click on the orangedate to the right of the '''Meeting Date''' text and then the drop-down arrow to open the date selector. Select the meeting date.
 
When editing the header is complete, double-click in the body of the form to selectexit itthe header and begin editing the form.
 
=== Populate the NENA Workspace (NWS) Links ===
{{Note|Note: Text=These instructions and screen prints may not exactly match your version of Word or your browser. Also, some parts of the published form may be updated and may not be identical to screen prints here.}}
The three links to the NWS pages only need to populated one time. They do not need to be changed from week to week if you update previous forms to create agendas or notes.
 
[[File:NWS Links FRM008.png|alt=Screen print: NWS Links to update in agenda header|550x550px]]
The three links to the NWS pages only need to populated one time and do not need to be changed from week to week if you update previous forms to create agendas or notes. Populate each of the three links with the a link for your group (NWS "Community") from the [[NWS Community Links|NWS Community Links page]].
 
'''Zoom Meeting Information''' {{Step|Step=1}}
[[File:NWS Links 2020-08-19 20-41-28.png|alt=Screen print of NWS Links]]
 
Add the hyperlink to your Community '''Events''' NWS page where all upcoming meetings are listed:
First, click on the '''<Get Meeting Information Link>''' link. That takes you to the [[NWS Community Links|NWS Community Links page]] page. (All three of the links in the template's table take you to the same place.)
 
* Navigate to the Community '''Events''' tab {{Step|Step=1a}} in NWS and copy the URL displayed in the address bar {{Step|Step=1b}}.
There, right-click on the link and copy the link.
[[File:NWS Links ZoomInfo FRM008.png|alt=Screen print: Where to get a URL for the Zoom information|550x550px]]
* Go back to the Agenda and highlight the '''Zoom Meeting Information''' text {{Step|Step=1c}} on the header, right click, and click on '''Link''' {{Step|Step=1d}} in the menu. Paste the copied URL into the '''Address''' box.
* Delete '''<add link to this text>''' {{Step|Step=1e}}.
[[File:NWS Links ZoomInfoLink FRM008.png|alt=Screen print: Add Zoom Information link to Agenda|550x550px]]
 
Action Items {{Step|Step=2}}
[[File:Copy Link 2020-07-18 13-13-19.png|800x800px]]
 
Add the hyperlink to your Community '''Workspace''' NWS page where all Action Items are listed:
Next, right-click on the text '''<Get Meeting Information Link>''' and select '''Edit Hyperlink...''' from the menu.
 
* Navigate to the Community '''Workspace''' tab {{Step|Step=2a}} in NWS, click on '''Action Items''' {{Step|Step=2b}} in the left hand menu, and copy the displayed URL in the address bar {{Step|Step=2c}}.
[[File:Edit Hyperlink 2020-07-18 13-23-58.png|alt=Screen print of Edit Hyperlink menu.]]
[[File:NWS Links ActionItemInfo FRM008.png|alt=Screen print: Where to get a URL for the Action Item information|550x550px]]
* Go back to the Agenda and highlight the '''Action Items''' text {{Step|Step=2d}} on the header, right click, and click on '''Link''' {{Step|Step=2e}} in the menu. Paste the copied URL into the '''Address''' box.
* Delete '''<add link to this text>''' {{Step|Step=2f}}.
[[File:NWS Links ActionItemInfoLink FRM008.png|alt=Screen print: Add Action Item Information link to Agenda|550x550px]]
 
'''Attendance Report''' {{Step|Step=3}}
In the '''Edit Hyperlink''' dialog box (Office 2019 for Windows shown here), paste the hyperlink '''Address'''.
 
Add the hyperlink to your Community '''Workspace''' NWS page where the Meeting Attendance Report is listed:
[[File:Edit Hyperlink Address 2020-07-21 22-28-19.png|alt=Screen print of Edit Hyperlink dialog box.]]
 
* Navigate to the Community '''Workspace''' tab {{Step|Step=3a}} in NWS, click on '''Roster {{Step|Step=3b}}''' in the left hand menu, and click on '''Meeting Attendance''' {{Step|Step=3c}} next to '''REPORTS.'''
Enter the '''Text to display''' and '''ScreenTip''' fields'''.'''
[[File:NWS Links AttendanceInfo FRM008.png|alt=Screen print: Where to get a URL for the Attendance Information|550x550px]]
* '''C'''opy the displayed URL in the address bar {{Step|Step=3d}}.
[[File:NWS Links AttendanceInfoReport FRM008.png|alt=Screen print: Where to get a URL for the Attendance Information - second page|550x550px]]
* Go back to the Agenda and highlight the '''Attendance Report''' text {{Step|Step=3e}} on the header, right click, and click on '''Link''' {{Step|Step=3f}} in the menu. Paste the copied URL into the '''Address''' box.
* Delete '''<add link to this text> {{Step|Step=3g}}'''.
[[File:NWS Links AttendanceInfoLink FRM008.png|alt=Screen print: Add Attendance Information link to Agenda|550x550px]]
 
Test the three links to confirm they go to the correct NWS pages. This is what the populated links should look like:
Here are recommended '''Text to display''' values for the three NWS links:
 
[[File:Completed NWS Links FRM008.png|alt=Screen print: Agenda header with NWS Links populated|600x600px]]
'''Meeting Information'''
 
=== Attendance ===
'''Action Items'''
No preparation is required for the Attendance section of the Agenda.
 
=== Previous Notes Review and Approval ===
'''Attendance Report'''
 
==== '''Enter the link to previous notes on NENA Workspace''' ====
It is recommended to use the link for the NENA Workspace folder where meeting notes are located rather than the link to the meeting notes document. By doing this, you only populate the link once - when the second agenda is created. For all subsequent agendas, just change the date as shown in step 1 below.
 
1. Click on the date {{Step|Step=1}} and then the drop-down arrow to open the date selector. Select the meeting date.
 
[[File:PreviousNotes FRM008.png|alt=Screen print: NWS link to update in Previous Notes section|550x550px]]
Here are recommended ScreenTip values for the links:
 
2. To get the URL, navigate to the Community Workspace tab in NWS {{Step|Step=2a}}, select Documents {{Step|Step=2b}} in the left hand menu, click on the '''Folder Navigation''' icon {{Step|Step=2c}}, click on the '''Notes''' folder {{Step|Step=2d}}, and copy the displayed URL in the address bar {{Step|Step=2e}}.
'''Link to NWS Meeting Information'''
 
[[File:PreviousNotes GetLink FRM008.png|alt=Screen print: Where to get a URL for the Previous Notes|550x550px]]
'''Link to NWS Action Items'''
 
3. Go back to the Agenda and highlight just the '''Notes''' text {{Step|Step=3a}} in the Previous Notes Review and Approval section, right click, and click on '''Link {{Step|Step=3b}}''' in the menu. Paste the copied URL into the '''Address''' box.
'''Link to NWS Attendance Report'''
 
[[File:PreviousNotes AddLink FRM008.png|alt=Screen print: Add Previous Notes link to Agenda|550x550px]]
Hyperlink ScreenTips are required for Accessibility conformance.
 
4. Delete '''<add link to Notes page>''' '''{{Step|Step=4}}.'''
[[File:Edit Hyperlink 2020-07-22 22-24-21.png|alt=Screen print of Edit Hyperlink dialog box.]]
 
==== Previous Notes Review and Approval Disposition ====
Click '''OK''' in the Set Hyperlink ScreenTip box and '''OK''' in the Edit Hyperlink box.
Many groups simply consider the previous notes to be approved if no one objects. For them, no additional preparation is required.
 
 
 
Repeat the steps until all three links are populated. The '''Action Items''' link should be copied to the '''Review Action Items''' table (Section 5.1). It is probably a good idea to test the links. This is what the populated links should look like:
 
[[File:Populated Links 2020-07-21 22-39-34.png|alt=Screen print of populated NWS hyperlinks.]]<br />
 
=== Opening Questions & Statements ===
No preparation is required for the Opening Questions & Statements section.
 
=== Previous Notes Review and Approval ===
 
===='''Enter link to previous notes on NENA Workspace'''====
[[File:Previous Notes and Approval Table v63.png|alt=Screen print of previous notes.]]
 
To get the link (1) to the previous meeting notes, follow these steps:
 
#Type a label for a link in the "Link to previous notes on NENA Workspace" in the form '''yyyymmdd Notes'''.
#Log on to NWS from your browser.
# Click on '''Communities/My Communities/'''
# Select your group (community) from the '''Community Navigator''' box.
# Click the '''Workspace''' tab.
# Select '''Documents'''.
# In the Documents folder selector box, select the '''Notes''' folder.
# In the '''Notes''' folder, click on the name of the notes file for the last meeting.
# Copy the URL (all of the characters in your browser's address bar).
#Edit the hyperlink text. (Right-click the text and select '''Edit Hyperlink...''' .
#Paste the hyperlink you copied in Step 9 into the '''Address:''' field.
#Click on '''ScreenTip...''' and add the screen tip '''Link to download Notes.'''
#Click '''OK''' and '''OK''' to exit '''Edit Hyperlink'''.
 
==== Previous Notes Review and Approval Disposition ====
If your group requires that acceptance of previous notes be formally approved with a motion, second, and vote, add labels for those steps when preparing the agenda:
 
Line 125 ⟶ 110:
# Add '''Motion to Accept''': and '''Second''': and enter a carriage return.
 
=== Agenda Review and Approval ===
Many groups simply consider the previous notes to be approved if no one objects. For them, no additional preparation is required.
Many groups simply consider the agenda approved if no one objects. For them, no additional preparation is required.
 
==== Agenda Review and Approval ====
If your group requires that agendas be formally approved with a motion, second, and vote, add labels for those steps when preparing the agenda:
 
# Place the cursor in the field below the text '''Disposition'''.
# Add '''Motion to Accept''': and '''Second''': and enter a carriage return.
 
Many groups simply consider the agenda approved if no one objects. For them, no additional preparation is required.
 
=== Announcements ===
The meeting organizer may choose to prepare the Announcements section for anticipated announcements prior to the meeting.
 
[[File:Announcements v63Announcements_v63.png|alt=Screen print of announcements with numbered steps.]]
 
To add rows to the announcement table, follow these steps.
 
# Click somewhere in the row that you want to copy/paste ({{Step|Step=1)}} .
# Click the '''+''' sign ({{Step|Step=2)}}.
# The row is automatically copied and pasted directly below, expanding the table.
# Do this as many times as necessary to expand the table to the correct number of anticipated announcement sources.
Line 152 ⟶ 135:
 
==== First Actions ====
"First Actions"These are agenda items that should be addressed before any other items. There are several reasons that agenda items would be in this category:
 
* Some attendees or guests involved with the topic may have limited time to participate.
* Some items will take only a short time and the remaining items may consume the rest of the meeting.
* Some items are time-sensitive and need to be addressed before the next scheduled meeting.
'''Add Action Items Link'''
 
The first designated Item in '''First Actions''' is '''Review Action Items'''.
===== Action Items =====
The first designated Item in '''First Actions''' is '''Review Action Items'''.
 
Copy the '''Action Items''' text and link from the NWStop linksof tablethe Agenda and pastehighlight itthe '''Action Items <add link to Action Items here:text>''' text.
 
[[File:Review Action Items 2020-08-19 19-39-44FirstActionHighlight.png|alt=Screen print: for ReviewHighlight Action Items text to replace in First Actions|600x600px]]
 
To replace the highlighted text, right click, and '''Paste''' the text copied from the NWS links table.
No further action for the Agenda preparation is required but the Agenda preparer may choose to add background or links to documents that will be shared when discussing Action Items.
 
[[File:FirstActionAddLink.png|alt=Screen print: Replace Action Items text with link in First Actions|600x600px]]
 
No further action for the First Action Agenda preparation is required, but the Agenda preparer may choose to add background or links to documents that will be shared when discussing Action Items where indicated.
 
==== Unfinished Business ====
Line 176 ⟶ 163:
The general form for Agenda Items include the peach-colored agenda section and the blue meeting section:
 
[[File:Agenda Item 2020Agenda_Item_2020-08-19 1919_19-48-32.png|alt=Screen print of Agenda Item]]
 
The '''Agenda Item: <Title>''' section shows the one or two line title. The Title row gets repeated when the table extends to additional pages. Replace '''<Title>''' with a short title.
 
The second row will contain the supporting background information. This may be a short summary of previous discussions. If documents are expected to be shared, links to them may help the presenter open them quickly. Because this second row in Agenda Items may have more material, it is not duplicated when the table extends to additional pages.
 
The NENA-ADM-008 template file contains Agenda Item tables for each of the three categories: '''First Actions''', '''Unfinished Business''', and '''New Business'''. Duplicating Agenda Items and Tasks is easy. The instructions for using the duplication feature are below.
 
==== How to set up Agenda Items ====
Line 189 ⟶ 176:
Here are the suggested steps to set up an Agenda Item:
 
# Replace '''<title>''' next to '''Agenda Item''' with a short title for the topic to be discussed.
# On the line below the title, enterreplace the '''<Background, with links to documents to be shared.>''' text with the background information about the topic. The background should include links to any documents or sites that are expected to be opened during the meeting. This not only saves time during the meeting but also gives attendees the opportunity to preview the material before the meeting.
# When applicable, include a brief summary from the last time this topic was discussed or key decisions previously made to keep the discussion on track and to avoid rehashing decisions previously made. '''Note: Accumulating all previous meeting notes is not recommended.'''
{{Note|Note Text=Do not enter information in the Discussion Summary section prior to the meeting. That section is reserved for notes taken during (or after) the meeting. The notes in this section are intended for one meeting only. When preparing an agenda for the next meeting, the preparer may copy the notes from the Discussion Summary into the peach-colored Agenda Item section for the next meeting's agenda.}}
 
Do not enter information in the Discussion Summary section prior to the meeting. That section is reserved for notes taken during (or after) the meeting. The notes in this section are intended for one meeting only. When preparing an agenda for the next meeting, the preparer may copy the notes from the Discussion Summary into the peach-colored Agenda Item section for the next meeting's agenda.
 
==== How to duplicate Agenda Items ====
Only one Agenda Item and Task is included in the basic form. An automatic duplication feature can be used to duplicate the Agenda Item and Task table. The duplication feature copies the selected table and its contents and pastes the copy directly below it. If you know how many Agenda Items you need for your meeting preparation, copy the blank tables first, using this process:
 
# Click somewhere in the peach-colored field ({{Step|Step=1)}} to select the table.
# Click the green '''+''' sign ({{Step|Step=2)}} to duplicate the Agenda Item.
 
[[File:Duplicating Agenda Items 2020Duplicating_Agenda_Items_2020-08-19 2019_20-12-40.png|alt=Screen print for duplicating Agenda Items]]
 
Repeat the process until you have enough Agenda Items.
Line 208 ⟶ 194:
 
==== How to delete Agenda Items ====
To delete a duplicated or previously completed '''Agenda Item''', right-click somewhere in the table ({{Step|Step=1)}} and then click on '''Delete Agenda''' ({{Step|Step=2)}}. This method may not work for the original template's Agenda Items.
 
[[File:Deleting an Agenda Item 2020Deleting_an_Agenda_Item_2020-08-19 2019_20-19-02.png|alt=Screen print for Deleting an Agenda Item]]
 
=== Patent IPR Disclosed During this Meeting (for Agenda preparation) ===
This section is for the recording of any Patent IPR that is brought up during the meeting. No preparation of this section is needed prior to the meeting except deleting text from a prior meeting if you are using the previous meeting notes form as the template for the agenda.
 
=== Zoom Attendance Report (for Agenda preparation) ===
The Zoom Attendance Report is where the attendance details from the Zoom meeting are copied after the meeting. No preparation of this section is needed prior to the meeting except deleting text from a prior meeting if you are using the previous meeting notes form as the template for the agenda.
 
=== In-Meeting Chat Box (for Agenda preparation) ===
The In-Meeting Chat section is where the In-Meeting Chat contents are copied at the end of the meeting. No preparation of this section is needed prior to the meeting except deleting text from a prior meeting if you are using the previous meeting notes form as the template for the agenda.
 
=== Check Accessibility (for Agenda preparation) ===
Run the accessibility test. Click on the '''Review''' tab, then '''Check Accessibility''' in the '''Accessibility''' group. Resolve any flagged accessibility issues.
 
=== Saving the Agenda ===
The recommended file name format when saving an Agenda file is '''Agenda <group name> Agenda YYYYMMDD.docx,''' (e.g., '''Agenda References WG 20200331Agenda 20240130.docx.'''). Agenda files are uploaded to the '''Agenda''' folder in the group's NENA Workspace documents section. If an agendaAgenda is revised after it is posted, the revised agendaAgenda should be uploaded as a revision to the previously saved agenda file.
 
== Taking Notes ==
The designated note-taker will use the NENA-ADM-008 Agenda form as the basis for taking the meeting's notes.
 
=== Preparing the NENA-ADM-008 form for noteNote-taking ===
In preparation for a meeting, the note-taker edits a copy of the agenda for the meeting by unchecking the '''Agenda''' check box in the form's header and checking the '''Notes''' box instead.
 
=== Attendance ===
At the beginning of the meeting, either the meeting host or a meeting co-host should review the Zoom Participants Panel to identify participants in the meeting that do not have their full name displayed or only show a phone number. Names should include both a first and last name and phone numbers should be changed to the full name of the caller.
 
There are two goals for this process:
 
*# Let everyone know who is in the meeting. Identifying meeting participants is a normal business courtesy.
*# Verify that the names of the callers are correct. Zoom participant names are a back-up to the NWS attendance and may contain names of guests or other parties who are not listed in the NWS group roster.
 
=== OpeningPrevious QuestionsNotes &Review Statementsand Approval ===
When the previous notes are reviewed, the results should be entered in the '''Disposition''' field. Some groups simply consider the previous notes to be approved if no one objects and enter "Approved" in the '''Disposition''' field.
If there are responses to the '''Opening Questions & Statements''' in Section 1, they should be recorded in the right-hand column as suggested.
 
If the group's policy requires a formal motion, second, discussion, and vote on the acceptance of the previous notes, the details of that process are entered.
==== IPR Policy and Patent IPR ====
If there is a response, note all disclosures here, including name of individual making the disclosure, employer, brief description of the disclosure (the official disclosure will be the responsibility of the individual making it, or their employer, and will be on the applicable official form), and Patent Number(s) (if provided).
 
==== DuplicationAgenda ofReview Workand Approval ====
Agenda changes should be made with a note and a brief summary of the changes made in the '''Disposition''' field. Some groups simply consider the agenda approved if no one objects and enter "Approved" in the '''Disposition''' field.
If there is a response, enter the details of the conflict and the identity of the group performing the duplicative work.
 
If the group's policy requires a formal motion, second, discussion, and vote on the acceptance of the agenda, the details of that process are entered.
=== Previous Notes Review and Approval ===
When the previous notes are reviewed, the results should be entered in the '''Disposition''' field. If the group's policy requires a formal motion, second, discussion, and vote on the acceptance of the previous notes, the details of that process are entered. Some groups simply consider the previous notes to be approved if no one objects and enter "Approved" in the '''Disposition''' field.
 
=== Agenda Review and Approval ===
Agenda changes should be made with a note and a brief summary of the changes made in the '''Disposition''' field. If the group's policy requires a formal motion, second, discussion, and vote on the acceptance of the agenda, the details of that process are entered. Some groups simply consider the agenda approved if no one objects and enter "Approved" in the '''Disposition''' field.
 
=== Announcements ===
If there are any announcements that were not previously added during the Agenda preparation, enter the name of the person making the announcement and the summary of the announcement. If you need more rows for unexpected announcements, add rows as shown above in the '''Announcements''' section for Agenda preparation.
 
=== Agenda Items in First Actions, Unfinished Business, and New Business ===
Enter the essential summaries of the discussions and any decisions made in the '''Discussion Summary''' field of each item. If an Agenda Item starts near the end of a page such that there are only a few lines left on the page for the notes, consider adding a page break before the Agenda Item so that the entire Agenda Item and its notes are pushed down to start at the top of the next page rather than being split onto two pages. This may be especially beneficial when the Agenda Item's background information is lengthy.
 
==== Adding Graphics ====
If graphics (like screen prints) are added to the notes, they '''must''' be annotated with "alternative text" in order to conform to accessibility guidelines. To do this in Word, select the graphic, right click, then select "'''Edit Alt Text'''."
 
=== Meeting Adjournment Time ===
Record the time the meeting ended, including the time zone. If you did not record the time at the end of the meeting, you can check the Zoom Usage Report and use the time when most members disconnected from the call.
 
=== Patent IPR Disclosed During this Meeting (for Notes preparation) ===
If any Patent IPR was brought up during the meeting, note all disclosures here, including name of individual making the disclosure, employer or affiliation, brief description of the disclosure (the official disclosure will be the responsibility of the individual making it, or their employer, and will be on the applicable official form), and Patent Number(s) (if provided).
 
Check the '''Patent IPR Disclosed During this Meeting''' box in the Meeting Etiquette section at the top of the NENA-ADM-008 form. Once the draft Meeting Notes are completed, send an email to [mailto:crm@nena.org crm@nena.org] with a copy of the draft Meeting Notes and inform the CRM that the Notes contain Patent IPR.
 
=== Zoom Attendance Report (for Notes preparation) ===
<u>After the meeting is over</u>, the Zoom Usage Report attendance information must be placedadded intoto the formNotes. It may be entered manually or copied from the Zoom Usage Report and pasted into the form. The Zoom Usage Report is available at https://Zoom.us. It is not available through other zoomZoom URLs.
 
[Other variations for capturing the attendance information may be used, as long as the attendance is captured accurately.]
 
'''Please note:{{Note|Note Text=The following method results in only the names being added to the notes. It is not appropriate to put members' phone numbers or other related information in the Notes.'''}}
 
'''How To Download Zoom Usage Report'''
 
* Sign in to Zoom with the NENA Committee credentials, but uncheck the "'''Stay signed in"''' box to avoid having your identity always reflect the Committee name when you join other NENA zoomZoom calls.
* Upon logging in, you will be located on the Zoom Administrative panel. Click on '''Reports''' {{Step|Step=1}} in the left hand menu and then click on '''Usage''' '''{{Step|Step=2}}.'''
 
Upon logging in you will be located on the Zoom Administrative panel. Click on '''Reports''',
 
[[File:Pick_Reports.png|664x664px|border|alt=How To Download Zoom Usage Report]]<br />
 
'''DON’T USE the Export to csv file link.'''
 
[[File:Don't_use_this_link.png|border|alt=DON’T USE the Export to csv file link.]]
 
 
 
Next, click on '''Usage'''.
 
[[File:Pick_Usage.png|749x749px|alt=Next, click on Usage.|border]]
 
 
 
[[File:ZoomReportsMenu.png|alt=How To Download Zoom Usage Report|600x600px]]
If the desired meeting is not displayed, change the dates in the search line and click on '''Search.'''
 
* If the desired meeting is not displayed, change the '''From''' and '''To''' dates {{Step|Step=3}} to the date of the meeting and click on '''Search''' {{Step|Step=4}}. Note that reports can be retrieved for the last 12 months, with a search range of up to one month at a time.
{{Pink Warning Box|Text=Do not click on Export as CSV File. The file will only list the meetings in the displayed date range and no meeting participants are identified.}}
 
[[File:Enter_date_rangeZoomReportsDateRange.png|1082x1082px|alt=HowScreen toprint: findSet thedate desiredrange meetingfor isZoom not displayedreports|border600x600px]]
 
* Find the Zoom meeting you need the attendance from (confirm date and time since there may be multiple meetings on the same date) and click on the number in the Participants column.
Note that reports can be retrieved for the last 12 months, with a search range of up to one month at a time.
 
[[File:ZoomReportsParticipants.png|alt=Screen print: Where to find the Zoom meeting participants list|600x600px]]
Find the Zoom meeting you need the attendance from (confirm date and time since there may be multiple meetings on the same date) and click on the "number" in the Participants column.
 
* In the resultant pop-up window, check the '''Export with meeting data''' box {{Step|Step=5}} and the '''Show unique users''' box (if present). Then click on '''Export {{Step|Step=6}}''' to download a CSV file.
[[File:Click_on_the_number_in_Participants.png|alt=Click on the "number" in the Participants column.|border]]
 
[[File:ZoomReportsExport.png|alt=Screen print: Exporting the Zoom attendance report|600x600px]]
Check the '''Export with meeting data''' box and the '''Show unique users''' box (if present). Then click on '''Export''' to download the CSV file.
 
* Check to see if the CSV file appears in the Downloads folder (the export may take a few moments).
[[File:Export_steps.png|alt=Check the Export with meeting data box and the Show unique users box (if present). Then click on Export to download the CSV file.|border]]
* Once the file downloads, close the pop-up window.
 
* Open the CSV file in Excel, sort the table alphabetically by name, remove duplicate names (if any), and copy '''just the names''' listed in the Name column.
Note that sometimes the export may take a few moments, and the browser may not know that the download is complete. Check to see if it appears where you saved it to before closing your browser. If it is there you can close your browser and proceed to the next step.
* Highlight the '''<Paste Zoom Attendance here>''' text {{Step|Step=7}} in the Notes form, right click, and paste clicking on the '''Keep Text Only (T) {{Step|Step=8}}''' paste option in the menu.
[[File:ZoomReportsAddNames.png|alt=Screen print: Paste names from Zoom Attendance report into Notes|600x600px]]
 
=== Chat Box (for Notes preparation) ===
Open the CSV file in Excel, sort the table alphabetically by name, remove duplicate names (if any), and copy '''just the names''' in the Name column.
'''BEFORE the Zoom session ends,''' the facilitator and the note-taker must review the Chat content to determine if there is chat content that is relevant for the Notes.
 
* Copy the Chat window content directly from the Zoom Chat window by selecting the '''More''' button (three dots) and then '''Save Chat'''.
Place the cursor in the '''<Paste Zoom Attendance here>''' area and select Word's "Keep Text Only (T)" paste option.
 
[[File:ChatBoxSave FRM008.png|alt=Screen print: Copy chat box from Zoom|300x300px]]
=== In-Meeting Chat (for Notes preparation) ===
'''BEFORE the Zoom session ends''' the facilitator and the note-taker must review the Chat content to determine if there is chat content that is relevant for the Notes. If so, the Chat window content can be copied by the note-taker directly from the Zoom Chat window by selecting the More button (three dots) and then "Save Chat."
 
* If the Zoom host did not replace the Committee Name with their name when they logged into Zoom, use Word's Replace function to replace "'''From <Committee Name> to Everyone'''" with "'''From <Zoom host's name> to Everyone.'''"
An alternative method of capturing the In-Meeting Chat is to recover the file that is automatically saved to the computer of the host who started the Zoom meeting. This saving occurs during the meeting, near real-time, and is saved as a .txt file. The default location for that .txt file is a new subfolder under the computer's /Documents/Zoom folder, named with the meeting name, current date, and time. Chat content is continuously added to the .txt file during the meeting.
{{Pink Warning Box|Text=Delete private messages you may have sent or private messages others sent to you, which could contain sensitive information.}}
 
'''Alternate Method of Capturing the Chat Box'''
After the meeting, the host who started the meeting should navigate to their . . ./Documents/Zoom/<Folder with meeting name, date and time> and open the .txt file. Copy the contents of the file.
 
Use the .txt file that is automatically saved to the computer of the host who started the Zoom meeting. Saving occurs during the meeting, near real-time, with chat content continuously added to the .txt file during the meeting. The default location for that .txt file is a new subfolder under the computer's '''/Documents/Zoom''' folder, named with the meeting name, current date, and time.
Place the cursor in the '''<Paste relevant In-Meeting Chat notes here>''' area of the Notes file and select Word's "Keep Text Only (T)" paste option.
 
* After the meeting, the host who started the meeting should navigate to their '''/Documents/Zoom/<folder with meeting name, date and time>''' and open the .txt file. '''Copy''' the contents of the file.
'''Note:''' If the In-Meeting Chat content includes your messages ("From <Committee Name> to Everyone"), use Word's '''Replace''' function to replace "From <Committee Name> to Everyone" with "From <Your Name> to Everyone."
* Highlight the '''<Paste relevant Chat Box notes here.>''' text {{Step|Step=1}} in the Notes form, right click, and paste clicking on the '''Keep Text Only (T) {{Step|Step=2}}''' paste option in the menu.
 
[[File:ChatBoxAddText FRM008.png|alt=Screen print: Paste in text from the Chat Box into the Notes|600x600px]]
You may also want to delete private messages you may have sent or private messages others sent to you, which could be a matter of privacy.
 
It is also important to know that ifIf the host who started the meeting leaves before the meeting ends, the creationupdating of thatthe chat text log ends when they leave. And evenEven if there is another meeting host, Zoom will not begin creating thata chat log on the other host’s computer. If you encounter this situation, someone (note-taker, another host) would need to copy the chat from the Zoom chat window from at least the point where the host who started the meeting exited, or all of the text beyond that point will be lost. At any time
 
=== Check Accessibility (for Notes preparation) ===
Run the accessibility test. Click on the '''Review''' tab, then '''Check Accessibility''' in the '''Accessibility''' group. Among the kinds of edits that can cause accessibility warnings are the use of some text colors (like red), the insertion of a graphic without entering '''Alternative Text''' information or inserting tables with specific styles. Resolve any flagged accessibility issues.
 
=== Saving the Notes ===
The recommended file name format when saving a Notes file is '''Notes <group name> Notes YYYYMMDD.docx,''' (e.g., '''Notes References WG 20200331Notes 20240130.docx).''' Notes files are uploaded to the '''Notes''' folder in the group's NENA Workspace documents section. If Notes are revised after they are posted, the revised Notes should be uploaded as a revision to the previously saved Notes file.
[[Category:Guide]]
[[Category:Forms Help]]
[[Category:Draft for NENAkb]]
[[Category:Proposed Change]]
Retrieved from "https://kb.nena.org/wiki/Special:MobileDiff/7339"