Ending Committee Participation

Modules > Committee > Participation > List Committee Participants > Committee Participant Profile

Committee participation is controlled by the Start/End Date fields. As long as the current date is between the participant's start date and end date, they are considered to be active. Participant's whose start date is set to a future date are considered a future participant. Those participant's whose end date has already passed are considered former participants.

This topic will cover the various methods of ending committee participation.

Ending Committee Participation for a Participant

Occasionally, a committee participant will no longer be able to serve on a committee due to other commitments or priorities. Because you want to keep the history of your committee, it is unwise to simply delete the participant record (which is an option). Instead, you want to be able to view the former participant on the former participants child form, as you see above.

There are several ways to modify the end date for a participant. It can be modified from the active participants child form, from the Manage Participants hyperlink on the Committee Profile, and from the Committee Participant Profile.

Update the End Date from the Active Participants Child Form

To update the end date for a participant from the active participants child form, complete the following steps:

  1. Go to the Committee Profile.
  2. Click the Primary tab.
  3. Expand the Active participants child form to view the list of active participants.
  4. Click the Edit icon next to a participant's name.The Edit - Committee Participation pop-up window appears.

  5. Modify the EndDate field to the date when the committee participation will end. If it is ending immediately, you can set the end date to a date that has already passed. The Activeparticipants child form will update and display the new end date. If the end date was set to a date in the past the individual will no longer appear on the active participants child form. Instead, this individual is now visible on the Former participants child form which is located under the History tab.

Note: It is also a good idea to change the Status field on the individual to former once their participation has ended.

Update the End Date for a Participant Using the Manage Participants Hyperlink

To update the End Date for a participant using the Manage Participants Hyperlink :

  1. Go to the CommitteeProfile.
  2. Click the Manage Participants hyperlink. The Edit - Committee pop- up window appears.

  3. Enter the date the committee participation is ending in the EndDate field. If it is ending immediately, enter a date in the past. Only click the delete flag? check box if you wish to delete this participant's record from the committee history. This is permanent and cannot be undone.
  4. Click the Save button. The Activeparticipants child form will update and display the new end date. If the end date was set to a date in the past the individual will no longer appear on the active participants child form. Instead, this individual is now visible on the Former participants child form which is located under the History tab.

Note: It is also a good idea to change the Status field on the individual to former once their participation has ended.

Update the End Date for a Participant from the Committee Participation Profile

To update the end date for a participant from the Committee Participation Profile, complete the following steps;

  1. Go to the Committee Participant Profile for the individual whose committee participation you wish to end.
  2. Click the Edit button. The Edit - <Committee Name> pop-up window appears.

  3. Enter the date the committee participation is set to end in the EndDate field. If the participation is to end immediately, enter a date in the past.
  4. Click the Save button. Once the individual's end date passes the Current committee positions child form will update and remove that committee from the list. That committee is now visible on the Historical committee positions child form. If the end date was set to a date in the past, this change occurs immediately.

Note: It is also a good idea to change the Status field on the individual to former once their participation has ended.

Only use the delete flag? check box on the Manage Participants form if you want to totally remove all history from this participant from the committee.

Setting the end date to end participation will preserve a history of that participant's participation in the committee.

Whenever participation ends for a participant, it is good practice to go and modify the Status field to former.