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Initial Submission of an ATF Meeting Report Form

 

Preparing the Form

 

• After the ATF Meeting, your ATAC Facilitator will initiate an ATF Meeting Report form, and fill in some of the information requested by the form.  The ATAC Facilitator will then contact you to let you know that there is a form waiting for your review.

 

• Go to http://az.transfer.org/cas and click on the 'Faculty' tab.  Then click on the quicklink to "ATF Chatlines, Contact and Meeting Manager application".

 

• Enter the username and password that you've received via email (contact the Arizona CAS Transfer Analyst for help with your username and password).

 

• You'll see a message that you have a new form to complete.  Click on that message to access the form.

 

• Click on the "View" button to the left of the form relating to the ATF Meeting for which you were chair.

 

• Fill in the form.  You'll see that some fields will have already been completed by the ATAC facilitator.  You may edit those fields, or leave them as they are if you feel they are accurate.

 

Adding Attachments

 

You may have documents (such as meeting notes, membership updates, or CEG changes) that you'd like to append.  The form does not REQUIRE that you attach these documents - but it accepts as many attachments as you would like to include, and you are encouraged to attach the three documents referenced above.  There are three steps for adding an attachment.

 

Step 1 - upload the attachment:

 

You will see a box that says "File Upload"  - click on the "Browse" button to the right of that text box, and navigate to the file you'd like to attach (this works a lot like adding an attachment to an email message does).

 

Step 2 - identify the file type

 

Use the file type drop-down menu to identify the type of file the attachment is - the system supports MS Word, RTF, HTML and Plain Text files.

 

Step 3 - name the attachment:

 

If you're adding a list of membership updates, you could type "Membership Updates", for example - just enter a name that explains what this attachment is for.

 

Then click the "Save Attachment" button - and your attachment will be accessible through the meeting form.  You may add as many or as few attachments as you would like.

Sending the form back to the ATAC facilitator for review

 

• When you're done with the form and are ready for the ATAC facilitator to review it, simply click on the "Save" button at the bottom of the form.

 

• If you feel that the form is complete, and accurate, click "final submit".  Once you click "final submit", the form will no longer be editable.  If you still have questions or issues that you'd like to discuss with your ATAC facilitator, you do not need to click "final submit" at this stage.

 

• You may continue to edit the form and send it back and forth to the ATAC facilitator as many times as is needed, until you're ready to click the 'final submit' button.

 

• You'll want to contact the ATAC facilitator at this point to let him/her know that there's a Meeting Report form waiting for them to review!

 

Final Approval of the Chair Report

 

At the point where you and your ATAC facilitator agree that the form is complete and accurate, the ATAC facilitator will set the form as "approved".  At that point it is considered the official chair report for the meeting.

 

Review of Pending and Completed ATF Meeting Reports

 

At any time, you may review all the ATF Meeting forms in the system.  To do so, you would access your account in the ATF Membership Database just as you did above.  Then you would click on the button that says "Query Forms".  If you want to enter specific search criteria, you may, or you can just click the "Query" button on the search engine.

 

You'll see a summary list of the forms that are in the system - just click on the "view" button to the left of the form you'd like to review, and you'll be able to see the content of that form.

 

Forms will be marked with one of three statuses:

 

·        Pending Review = the form has been initiated by an ATAC member, but not yet reviewed by the ATF Chair

·        Pending Approval = the form has been reviewed by the ATF Chair, but not yet marked for final approval by the ATAC facilitator

·        Approved = the form has been stamped as 'final' by both the ATF Chair and the ATAC member.