1. Guidance for Committee Secretaries in Schools and Research Institutes

2. Background
Audit Committee – ensure that the University’s core administrative systems continue to operate effectively and equal standards are set and maintained
Dramatic increase in FOI requests
Students are more savvy – DPA requests
External scrutiny e.g. Quality Assurance Agency Institutional Review

3. Aims of the Session How to be an effective Committee Secretary
To promote high standards, an excellent level of service and consistency across all Committees
The role of a Committee Secretary before, during and after the meeting
House style
Reporting arrangements
Decision making

4. The Role of a Committee Secretary
The role of a Committee Secretary is:
to provide the University’s Committees with a professional support service
to ensure that the University’s business is dealt with efficiently, effectively and appropriately without compromising the quality of the decisions that emerge
to provide an accurate and concise record of the meeting

5. Housekeeping Arrangements
Book the venue
Refreshments (budget permitting!)
AV if required
Make arrangements for non-members attending to present an item
Be the main point of contact for members rather than relying on the Chair

6. House Style Arial 11 Left and right justified Margins:
Top and bottom 2cm
Left and right 2.5cm
Agenda items in capitals
When a paper is attached the word ‘attached’ should be in bold
Page numbers
Heading – logo, name of Committee, date of meeting
Formatting – consistent alignment throughout

7. Agenda Follow the house-style (see example) Printed on yellow paper
Numbering should always start at 1
State what the Committee is required to do with each item e.g. approve, recommend approval, receive for information etc. – check the powers/terms of reference
Keep the wording brief – a couple of lines for each item
Do not use the agenda instead of presenting a paper
Starred items

8. Action Lists See example Useful to keep track of actions
Presented at each meeting along with the minutes
Once an action has been completed and reported back to the Committee it can be removed/hidden from the list

9. Committee Papers
Agenda item in header in top right hand corner e.g. SPC 5JUL12 6, ULTC 25JUL 3
Check formatting
Use of cover sheets? (see example)
Page numbers

10. Chair’s Briefing Prepare a briefing note for the Chair (see example)
Pre-meet if required/desired
Apologies
Welcome to new members
Thank you to members who are leaving
Additional people attending for individual items and timings

11. Role at the Meeting Sit next to the Chair
Build a good rapport with the Chair
Record attendance
Check the quorum (40% of full members) as decisions cannot be made if the meeting is not quorate
Keep the meeting to time
Ensure that business is being transacted within the Committee’s powers/terms of reference
Take a spare set of papers
Taking minutes

12. Minutes Follow the house style (see example)
Produce an accurate and concise record of the meeting
Not verbatim – the general thrust of the discussion
Long, flowing sentences
It is important to be clear what a Committee has done with a particular agenda item e.g. received for information, discussed, noted, endorsed, approved, etc. – check the powers/terms of reference
Minutes will normally be available to members of the public under FOI or individuals under DPA
Write sensitively regarding individual student cases – the student has the right to see the minutes

13. Minutes Continued
Pay attention to spelling, grammar and sentence structure
Write in the past tense
Write in the third person to record the consensus of the Committee rather than individuals
When referring to individuals use Professor Jones, Mrs Jones, Mr Jones etc – be consistent
Action points – follow house style e.g. ACTION: FD
Item numbers follow on from the previous meeting for the duration of an academic year

14. Minutes Continued Printed on yellow paper Signed by the Chair
Attach attendance list to the back – follow house style (names not just initials)

15. The Final Test
Will my minutes make sense to someone new to, or outside of, the University reading them in five years’ time?

16. Approval of Minutes
Once minutes are drafted they should be sent to the Chair for comments.
minutes to the Committee once agreed by the Chair – service standard is within 15 working days of the meeting.
Put them on the agenda for the next meeting where they will be approved.
Circulate action points as soon as possible but within 5 working days of the meeting.
Get the minutes signed by the Chair at the following meeting
Send Minutes to the parent Committee.