Committees Working Party Executive Officer – Briefing Session April 2013

Committees Working Party - Overview Established by Registrar Aim to improve the administrative efficiency and effectiveness of the committee system within the University’s decision making processes Within context of ‘Working Smarter through Committees’ review Affirm or modify existing principles and introduce further efficiencies

Phase One Efficient flow of business through the committee system Effective use of committees complemented by efficient administration and management Streamlined management of agenda and minute documentation Impact and efficient use of technology in provision of agendas and minutes Timeline:July 2012– June 2013

Phase Two Update and/or formulation of appropriate documentation, templates, standard operating procedures and websites Formulation of staff development workshops on the role of the executive officer Timeline:July - December 2013

Progress to Date Reviewed and modified principles from 2005 review Reviewed recommendations (20) from 2005 review – uptake and impact Considered and drafted definitions / categories of committees Electronic device friendly agendas – trialled by Academic Board / Academic Council Use of sharepoint for electronic dissemination of documentation Currently reviewing agenda template, possible formulation of minute template

Electronic Device Friendly Agendas Vice-Chancellor and Chancellor are keen to move to paperless board meetings Committee members increasingly prefer to bring a ‘device’ to meetings to view an electronic copy of agenda Agenda formatted as PDF document with bookmarks Bookmarks used to navigate through an agenda rather than scrolling View example agenda View ability to annotate electronic agenda

Viewing Options Laptop ipad / other tablet Mac notebook Can be printed in usual way for members who prefer paper copy

Circulation options as an attached document Publish on a web page (maximum upload of 5mb) Publish on a SharePoint site (no upload limit) View sample SharePoint site – Senate sample

TRIM Interface Interim solution Future Plans Interface between TRIM and SharePoint / website

How to guides Guides for EOs – How to Guide - Compiling PDF versions of agendas – How to Guide – preparing Electronic ‘Device Friendly’ agendas – How to Guide – Creating a SharePoint page – How to Guide – using TRIM Guide for Committee Members – How to Guide – Device Friendly Agendas - Information for committee members Available from n/how_to_guides n/how_to_guides Help: Information technology, available from the I.S. helpdesk- or For SharePoint advice please address the request to Mr John

Questions