GUIDANCE FOR DRAFTING PAPERS FOR CONSIDERATION BY THE VICECHANCELLOR’S EXECUTIVE GROUP AND COUNCIL
There is a need to ensure that business is presented as effectively and succinctly as
possible to the Vice-Chancellor’s Executive Group (VCEG) and Council. Therefore the
following guidelines have been developed to support and assist those individuals who are
tasked with writing reports or papers for VCEG and/or Council.
Structure of Papers/Reports
In general reports should be as concise as possible and should retain a sharp focus. Too
much detail can overwhelm members meaning key points / issues may become lost.
In the case of VCEG it meets weekly and has a large schedule of business annually, so
limiting the amount of time needed for reading background material is appreciated. The
sensible use of appendices is strongly recommended and preferable to lengthy papers.
In the case of Council papers should address the needs of non-specialist members
especially in technical areas such as finance. Authors should avoid the temptation to overelaborate and should ensure plain English is used. Higher Education jargon should be
avoided or explained, and acronyms should only be used either if they are genuinely in
common currency (e.g. HEFCE) or if they are spelt out in full when they first occur in the
text.
Annex A provides a sample template for all reports.
All reports should contain the following elements:
1. Purpose of the Paper
The purpose of this paper is to:
i.
ii.
iii.
iv.
For information.
To make recommendations for approval.
To put forward ideas / discussions for discussion (1st bite of the cherry).
To report back to VCEG / Council on a completed project or campaign.
This section should be short and pithy. Numbering paragraphs can be helpful. VCEG /
Council need to be aware within the first few paragraphs of what they are being asked to do /
what actions they are expected to take / any decisions they are expected to make.
2. Context
A short paragraph or two on context is necessary as an aide memoire to background and
rationale for the paper. If you have provided previous updates to VCEG / Council on the
same issue please provide a summary rather than assume that they will have remembered
every detail. You can also use these sections to flag up changing situations, new
information or stages of long running projects (e.g. REF submission).
3. Executive Summary
Please provide no more than 2 paragraphs that capture the essence of the paper. It might
be useful to include any recommendations here as well as at the end of the paper.
4. Main Body of the Paper
Whilst bearing in mind the overall principle of being as succinct as possible, please include
as much information in this section as is required for VCEG / Council to be able to undertake
the task that you are asking of them.
Please include a specific paragraph on who has been consulted or involved and at what
point, or what plans are in place to consult with or involve colleagues in the future.
By way of a good practice checklist please also give consideration to covering the following
as appropriate:
i.
ii.
iii.
iv.
Strategic plans
Financial and other resource implications
Legal consequences or risks
Equality and diversity – in particular whether an Equality Impact Assessment has
been carried or needs to be.
v. Health and safety
vi. Risks (and mitigation activities)
5. Recommendation to VCEG / Council
Please clearly state what you would like VCEG / Council to decide upon or put into action.
Bullet point lists are the best way to achieve this.
6. Next Steps
You must outline what will happen after the VCEG / Council meeting if the paper is approved
and the expected timeline.
7. Communications
Papers should include a section outlining the communications issues relating to any
proposal/decision, and a full communications plan for VCEG / Council to discuss and
approve if appropriate.
As an example, the following questions should be considered i) what internal / external
communications do we need to put around this initiative? ii) do we need to consult on this
issue before making any further decisions? iii) who is going to do this?
Style Guidance:
a) Pagination - please add page numbers to the bottom right hand of the document.
b) Arial 11pt should be used for all papers as per the University’s visual identity
guidelines.
Annex A: SAMPLE TEMPLATE
LEVEL OF CONFIDENTIALITY
a) Commercial in Confidence OR
b) Legally Privileged OR
c) Strictly Confidential OR
d) Open Document / Not confidential
UNIVERSITY OF EXETER
VICE-CHANCELLOR’S EXECUTIVE GROUP / COUNCIL, XX MONTH YEAR
TITLE
AUTHOR
APPROVED
1. Purpose of the Paper
2. Context
3. Executive Summary
4. Main Body of the Paper
5. Recommendation to VCEG / Council
6. Next Steps
7. Communications
Name of the Author
Title of the Author (including Directorate / College)
Date (and version number if appropriate)