Manage Council Members Screen

The Manage Council Members screen allows you to add, invite, enable, disable, and remove council members, as well as change their member type. The table on the screen lists the members of the selected council round.

Agency-Specific Instructions:
ClosedNTP users: Click here to view the NTP Manage Council Members screen.

NTP Manage Council Members screen

Selecting a council round

The Council Rounds drop-down at the top of the screen limits the page to the selected council round. Although it defaults to the current council round, you may select previous and next rounds.

NOTE: If you select a previous council round, the screen content will be read-only.

Council rounds roll over on the following dates:

Council

Rollover date

January Council

November 1st

May Council

March 1st

August/October Council

July 1st

Council round rollover

The council members added to each council round will be based on the council member's end date and the rollover dates for each council round.

  • If the council member’s end date is prior to the rollover date, then ECB will not roll the member into the council round.

  • If the council member's end date is after the rollover date, ECB will roll the council member into the council round. If you wish to remove a council member due to this, refer to the Disabling Council Members section.

Viewing Council Members for a round

Standing committee members are listed on the Manage Council Members screen each time a new council round is created in ECB. However, there are no council members assigned to the round until they are invited.

1. Select the appropriate meeting from the Council Rounds drop-down in the upper-right corner of the screen. Only members of the current council round can be modified.

Agency-Specific Instructions:
NTP users: Select the appropriate meeting from the Meeting Name drop-down in the upper-right corner of the screen. For information on creating meetings, refer to the Creating a meeting topic.

Selecting Council Members to Manage

Review the Refer to Navigating and Using the UI in eRA Modules topic for information on sorting and filtering the table, bulk selection, and navigating between pages.

1. Select the appropriate meeting from the Council Rounds drop-down in the upper-right corner of the screen. Only members of the current council round can be modified.
2. If necessary, use the Filter Table field to locate the member(s) you wish to manage.
3. Click the checkbox(es) or use the Bulk Actions button Bulk Actions drop-down to select the appropriate member(s).
4. Click the appropriate action button, as described below.

Disabling Council Members

The Disable Council Member(s) button sets the selected member(s)'s status to Disabled, but the member(s) remain in the council list.

NOTE: Disabled members cannot access the external ECB module. If a member was previously enabled, invited, and agreed to the confidentiality and COI rules to access ECB, disabling them will remove their ability to log in. Members cannot log in to ECB unless they are both enabled and invited.

1. Complete steps 1-4 in the Selecting Council Members to Manage section above.
2. Click the Disable Member(s) button. The selected member(s)'s status is set to Disabled.

NOTE: Note that you may also change this setting using the drop-down in the Enabled column.

Enabling Council Members

The Enable Council Member(s) button sets the selected member(s)'s status to Enabled.

NOTE: Members must be enabled before they can be invited to a council round. They cannot log in to ECB unless they are both enabled and invited.

1. Complete steps 1-4 in the Selecting Council Members to Manage section above.
2. Click the Enable Member(s) button. The selected member(s)'s status is set to Enabled.

NOTE: Note that you may also change this setting using the drop-down in the Enabled column.

Inviting Council Member(s)

Standing committee members are listed on the Manage Council Members screen each time a new council round is created in ECB. However, there are no council members assigned to the round until they are invited. The Invite Member(s) button sends an invitation email to the selected member(s).

NOTE: Only enabled members can be invited. If a member is disabled, you must enable them before inviting them. Members cannot log in to ECB unless they are both enabled and invited.

1. Complete steps 1-4 in the Selecting Council Members to Manage section above.
2. Click the Invite Member(s) button. An invitation email is sent to the selected member(s) and a date/time stamp is entered in the Invitation Date column for tracking purposes.

Agency-Specific Instructions:
NTP users: The invitation email is sent to the initiator, not the newly invited council member.

NOTE: If a member is disabled after being invited, they will not be able to log in.

Viewing PDFs for Responsibility, COI, and Confidentiality documents

When a new member logs in to ECB for the first time, they are presented with three documents to read and signs. For more information about these documents, refer to the Initial ECB Login Screens topic.

Agency-Specific Instructions:
NTP users: These PDFs are not displayed as NTP council members do not electronically sign the agreements.

1. To view a PDF of the documents with a timestamp of the member's signature, click the PDF icon PDF icon for that member's agreement. The PDF is opened in a new tab.

Adding a Council Member

The Add Member button adds a person from the eRA database to the council list, where they can then be managed.

Agency-Specific Instructions:
NTP users: Before adding a council member, click the Meeting Name drop-down and select the meeting to which you wish to add a council member. The council member will be added to that meeting only.

1. Click the Add Member button. The Add Member screen is displayed.
2. Enter search criteria. Commons ID and Email ID are particularly useful, as they are unique for each person. If desired, you may use a percent sign (%) for a wildcard representing multiple characters.
3. Click the Search button. A list of matches is displayed.
4. If the member you wish to add is in the search results:
a. Click the checkbox for the member you wish to add.
b. Click the Add Selected Member button. The Add Member screen is closed and the member is added to the council list.
5. If the member you wish to add is not in the search results:
a. First Name, Last Name, and Email are required to create a new member. If necessary, complete any missing fields.
a. Click the Create New Member button. The Add Member screen is closed and the new member is created and added to the council list.
6. Use the Member Type and Enabled drop-downs to set the appropriate options. For more information, refer to the Selecting the member type and Enabling and disabling members sections below.

NOTE: New members must be enabled and have a member type selected before they can be invited.

Selecting the member type

The Member Type drop-down is used to set members to one of three types:

  • Council Member is a standing member that has been selected to sit on a council for two years.

  • Adhoc Member is a temporary member added to a specific council round.

  • Ex-Officio is an NIH staff member who can view discussion items. They may or may not vote.

When members are first invited or added to the council, their member type is not set. In addition, the Member Type drop-down can be used to change council members' type.

NOTE: Members pulled from the Committee Management module will be added as council members.

1. Locate the member in the council list.
2. Click the Member Type drop-down and select the appropriate option.

Enabling and disabling members

When members are first invited or added to the council, their status is not set. In addition, the Enabled drop-down can be used to change council members' status.

1. Locate the member in the council list.
2. Click the Enabled drop-down and select the appropriate option.

Exporting the council list to Excel

1. Select the appropriate meeting from the Council Rounds drop-down in the upper-right corner of the screen.
2. If you wish to export a subset of the council members, use the checkboxes to select them.
3. Click the Export button Export button. The Excel file is downloaded to the browser's default location.

Creating a meeting

Agency-Specific Instructions:
Only NTP users have access to the Create Meeting functionality.

The Create Meeting button is used to create a new meeting.

1. Click the Create Meeting button. The Create Meeting screen is displayed.

NTP Create Meeting screen

2. Click the Committee Name drop-down and select the appropriate option.
3. Complete the Meeting Name field.
4. If desired, complete the Start Date and End Date fields.
5. Click the Save button. The meeting is created and a tab for that meeting is added to the Council Information page. For more information, refer to the Council Information Page topic.