Committees

Fixed Links Consultative Committee

Password Protected Section - Guidelines Document

Contents

1 Introduction

In order to facilitate the electronic circulation of committee papers, while respecting members' wishes for sensitive documents to be disseminated in a controlled and secure way, a password protected section has been set up on the Fixed Link webpages for each Fixed Link committee, where such documents may be stored. The purpose of this guidelines document is to explain:

• How to use the members' section
• The procedure for placing documents in the secure members' section of the Fixed Link webpages
• To state all expectations for document distribution, including deadlines and provision of paper copies at meetings, etc.

2 General Advice on Committee Usernames & Passwords

Each committee will have its own username and password. All members of a particular committee will therefore have the same password to access papers for that committee.

Passwords are at least six characters long, and may be a mixture of alphabetical and numeric characters. They are case sensitive, and must be typed in lower case.

The FLCC Password will be changed twice a year. Members will be informed of the password change in two ways:

• A warning note will be placed on the website just before the passwords change;
• Secretaries will e-mail members at the time of the change

Members are then expected to contact the FLCC secretary to obtain the new password.

3 How to use the password protected members' section

3.1 Entering the password protected members' section

On the FLCC Committee page, you will find a link to the password protected area. Follow this link by clicking on it to obtain the following box. (If you are using Microsoft Internet Explorer as your Browser, this box may appear slightly different):

Enter the username and password for the FLCC members' section. This must be entered in lower case. If you have entered the username and password correctly, the Index page of the protected FLCC section will open.

If you have incorrectly entered the username and/or password, you will be asked to try again. If you cancel this action, you will be shown the following error message (again, if you are using Internet Explorer, this screen will be slightly different):

3.2 Browsing the protected members' section

While logged on, you will be able to browse both within the protected and the unprotected areas.

If you attempt to enter the protected area of another committee, you will be asked to provide the username and password for that particular committee, in the same way as you did to enter the FLCC section.

Important: Once you have finished browsing the password protected area, you MUST exit your browser program (FILE -> EXIT) to ensure that access to the password area is terminated.

4 Procedure for Putting documents onto the members' section of the Fixed Link webpages

4.1 How to ensure your document is put into the protected area

This procedure should operate as follows:

1. Members shall send document(s) to Committee Secretaries by electronic means (preferably via e-mail);

2. The secretary shall verify readability of the file(s), before passing document(s) to the website administrator;

3. The website administrator shall put any documents received into the appropriate members' section (e.g. FLCC);

4. The secretary shall confirm by email to all members that the documents have been successfully placed on the website (if the file was unreadable, the secretary shall contact the document author);

5. The members shall access the protected area of the website by entering the username and password to download all documents;

6. Members will be expected to bring their own working copies of documents to the meetings.

4.2 Deadlines for submitting documents

Members shall submit documents to be tabled at least 7 calendar days before the meeting.

Members failing to meet the deadline will be required to consult with the Chairperson/Secretary on whether the document can be tabled. Failure to meet the deadline could mean that documents may be refused, deferred or tabled for information only, in which case they will only be put on the website after the meeting and with the Chairperson's agreement. If the Chairperson allows the document to be tabled at the meeting, the committee member will be required to bring enough copies of the document to the meeting to distribute to those present.

4.3 RA Commitment

RA will undertake to fulfil the following commitments in making documents available to FLCC members:

Item	Timescale
Draft Agenda	14 Calendar days before meeting
Documents	5 Calendar days before meeting
Minutes	Draft minutes will be placed on the protected section within 14 Calendar days after the meeting. They will then be subject to an approval period of 10 Calendar days, followed by 5 Calendar days' grace, after which they will be placed on the non-protected section.

5 Lifecycle of documents

Documents will be linked to from the main index page for the duration of three meetings, after which they would be placed in an archive under the year the document was produced.

Click to e-mail the FLCC secretary to request details of the FLCC username and password.

Back to FLCC Committee Page