Скачать презентацию Guidance for Committee Secretaries in Schools and Research Скачать презентацию Guidance for Committee Secretaries in Schools and Research

e1c84a2f3d2015e012ba8b3b947255d6.ppt

  • Количество слайдов: 16

Guidance for Committee Secretaries in Schools and Research Institutes Guidance for Committee Secretaries in Schools and Research Institutes

Background • Audit Committee – ensure that the University’s core administrative systems continue to 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

Aims of the Session • How to be an effective Committee Secretary • To 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

The Role of a Committee Secretary The role of a Committee Secretary is: • 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

Housekeeping Arrangements • • Book the venue Refreshments (budget permitting!) AV if required Make 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

House Style • Arial 11 • Left and right justified • Margins: – Top House Style • Arial 11 • Left and right justified • Margins: – Top and bottom 2 cm – Left and right 2. 5 cm • 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

Agenda • • Follow the house-style (see example) Printed on yellow paper Numbering should 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

Action Lists • See example • Useful to keep track of actions • Presented 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

Committee Papers • Agenda item in header in top right hand corner e. g. Committee Papers • Agenda item in header in top right hand corner e. g. SPC 5 JUL 12 6, ULTC 25 JUL 3 • Check formatting • Use of cover sheets? (see example) • Page numbers

Chair’s Briefing • Prepare a briefing note for the Chair (see example) • Pre-meet 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

Role at the Meeting • • Sit next to the Chair Build a good 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

Minutes • • • Follow the house style (see example) Produce an accurate and 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

Minutes Continued • Pay attention to spelling, grammar and sentence structure • Write in 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

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

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

Approval of Minutes • Once minutes are drafted they should be sent to the Approval of Minutes • Once minutes are drafted they should be sent to the Chair for comments. • Email 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.