Virtual Meeting Resources

Microsoft Teams

Microsoft Teams is the primary video conferencing platform for UWM governance meetings. You can schedule meetings directly in the Teams app or through your Office 365 calendar.

Zoom

Zoom is also available as an alternative video conferencing option.

Notice Meetings

All meetings must include public notice of the date, time, location, and purpose to ensure an opportunity for the public to attend and observe.

For meetings that are not held in a physical location, an alternative method for the public to listen or observe must still be provided.

Voting in Virtual Meetings

Voting in virtual meetings may be conducted by voice, by a show of hands, through a Microsoft Forms or Qualtrics ballot, or by roll call if requested.

Closed Session

To enter closed session during a virtual meeting:

  • Make and second a motion to move into closed session.
  • Note the time the closed session begins and the time it ends when returning to open session.
  • Ensure participants who should not be present leave the meeting:
    • Check the participant list and confirm they have left, or
    • Start a separate Teams meeting for the closed session (most committees just monitor the participant list).
  • Do not use the chat function during closed session.

Written Ballots

If a committee is meeting virtually and a ballot vote is required, ballots must be:

  • Submitted during the meeting, and
  • Counted with results announced before the meeting adjourns.
  • All ballots must be attributable to a specific committee member (if not, it is considered a secret ballot).

Committees may use either of the following methods to collect ballots:

Physical/Written Ballot

  • Members complete a physical ballot, then scan or take a photo of it.
  • Ballots are sent electronically (email, Teams chat, etc.) to the designated vote collector during the meeting.
  • The collector tallies and announces the results before adjournment.

Qualtrics or Microsoft Forms

Use a digital ballot form during the meeting:

  • Share the ballot link in the meeting chat.
  • Members complete the ballot online (include their name to ensure attribution).
  • The designated vote collector tallies and announces the results before adjournment.

Either Qualtrics or Microsoft Forms may be used:

Qualtrics
  1. Log in to Qualtrics with your UWM credentials.
  2. Create a simple survey with a required name field and your ballot question(s).
  3. Share the survey link in the meeting chat.
  4. Results are emailed to the creator and visible in Qualtrics.
  5. Announce results before adjourning.
Microsoft Forms
  1. Open Microsoft Forms from your Office 365 apps.
  2. Create a new form or duplicate the sample ballot template provided below.
  3. Share the ballot link in the meeting chat.
  4. Responses appear in the Responses tab in real time.
  5. Announce results before adjourning.

Sample Microsoft Forms Ballot Template

“No secret ballots may be utilized to determine any election or other decision of a governmental body except the election of officers of such body in a meeting.”
Wisconsin Statute §19.88