Create a Cycle for Bureau Awards Committee Follow

Create a Cycle to Assign SHA Nominations 

Before sending nominations to Bureau Awards Committee members to review and vote, you will be required to create a cycle. A cycle is defined by the Bureau Awards Coordinator to include a set period of time the cycle will remain open and role assignment of voting members and committee chair. An awards cycle can be modified at any time after it is created. It is possible to create concurrent multiple cycles. Voting members and committee chairs can be changed during the process without issue at anytime.

Accessing Cycles

You can create a new cycle and access existing cycles from the Cycle Area. New cycles can be created as needed and existing cycles can be modified at any time.

From the Bureau Coordinator Area, click on Cycles.

When you click Cycles, a list of all existing cycles will appear. Once a cycle is created, it cannot be deleted. If you created a cycle which you do not need, you can just modify the cycle by selecting Edit. 

Create a New Cycle

In the upper right corner, click +New Cycle button.

Cycle Dates

You will see the Cycle Settings page with the Basic & Dates tab highlighted, start by filling out all the fields on this page. Click Save once you are finished.

Cycle Year is the year in which the cycle is opened this will be combined with the Name to create a unique Cycle Name. When choosing the Cycle Year, choose the same year you will use in the Opening Date. 

Name will be used for the specific cycle, you can use the same Name for multiple cycles as long as the Year and Name combination are not the same. You can always change the name at a later time.

Opening Date is the first day you can assign a nomination to this cycle.

Closing Date is the last day of the cycle. No nominations can be assigned on this day or afterwards unless you open the cycle and extend the date.

Voting Start Date is the first date the Bureau Awards Committee can review and record their vote on a nomination.

Voting End Date is the day the Committee Members will no longer be able to record their vote on a nomination. The Voting End Date must end before the Closing Date.

Assign Roles

Once you have have saved the Basic & Dates you will need to click Roles to make the role assignments for this cycle.

Bureau Committee Chair will be able to review all nominations, monitor the Bureau Committee Member voting and sign off on nominations once the Bureau Committee Members have entered their vote. It is possible to assign multiple users to this role, when doing this a pool of approvers will be created. 

Bureau Committee Member is the voting member on the committee. 

Modify Existing Cycle

As mentioned, you will be able to modify existing cycles at anytime. To modify a cycle, you will need to click on the Pencil icon in the Edit column of the cycle you want to change.

The details of the cycle you selected will display. The Basic & Dates page will automatically open first, to change any information click on the text box or pop-up calendar icon and make your changes. The only field which cannot be changed is the Cycle Year.

If you are going to accept nominations and make assignments after the saved Closing Date you will need to extend the cycle by opening the Closing Date calendar and choosing a future date. 

Repeat for the Voting End Date, making sure you choose a date which comes before the Closing Date of the cycle. Click Save when finished.

Update Role Assignments

You might need to change or add users to the Bureau Committee Chair or you may need to add or remove users to the Bureau Committee Member roles for voting.

Click on Roles next to Basic & Dates, this will  open the user role assignments. To remove a member click on the "X" next to their name. To add a user, type the name of the user you want to assign and their name will populate in the field. Click Save to finish.