UNIVERSITY OF ESSEX
GUIDE TO COMMITTEE DOCUMENTATION FOR COMMITTEE SECRETARIES
INTRODUCTION
This guide is intended to support committee secretaries with the task of preparing and publishing of
committee papers. The preparation and publication of committee papers in accordance with the standard
model adopted by the University of Essex ensures maximum consistency and accessibility of committee
papers for members of committees and others.
The primary focus of this guide is to give detailed guidance on the preparation of agenda sheets, agenda
papers, minutes and reports to parent committees. The publication of committee papers is governed by a
Governance Office policy available at:
http://www.essex.ac.uk/records_management/policies/publication_schedule.aspx . From 2004/05 University
of Essex committee papers are published online in accordance with this policy.
1. PREPARATION OF AGENDAS
Agenda papers are made up of two elements: the agenda sheet which lists the items to be considered and
the associated agenda papers.
(a)
Preparation of Agenda Sheet
Use the Word template which is in table format to set up agenda sheet (see example).
Column 1:
(optional) indicate with asterisk items starred for discussion (if committee uses starring
system). N.b. if your committee does not use starring, discuss with the Chair whether it
might be introduced, since it makes the meeting more efficient.
Column 2:
indicate why the item is on the agenda:
 General business
 For approval
 For discussion
 To note
 For information
 Or any combination e.g. For discussion and approval
You will need to be clear about this and seek guidance from the person with responsibility
for the item.
Column 3:
agenda item number
Column 4:
title of item with details of any papers which are attached. The title of the item should
normally be the same as the title of the associated paper. (When drafting minutes, the same
title should be used as a heading to ensure ease of reference.)
Use the standard abbreviations for paper numbers:
Paper numbers start at 1 for the first meeting in the calendar year, so the first paper
considered by ASC in the Spring term 2004 will be Paper ASC/04/1, and the first paper in
Spring term 2005 will be Paper ASC/05/1.
Each paper should have a 'corner' to identify it, in the top right-hand corner of page 1 (rightjustify the block in Word or stick on a label at the last minute):
Academic Standards Committee
20 November 2003
Agenda item: 6
Paper: ASC/03/45
1
Terminology for papers:
 Paper attached: sent out with agenda
 Paper to follow: not ready to be sent out with the agenda but you are confident you
will be able to send it out in a later circulation
 Paper to be tabled: paper will be given out (‘laid on the table’) at the meeting. If a
paper is tabled then it must be starred for discussion (since members will not have
had the opportunity to consider it in advance) unless it is definitely just for
information.
Note that it is very bad practice to table a paper of more than a couple of sides which needs
to be discussed – if you have to do so then make sure the Chair is going to give people an
opportunity to read it before the discussion. You can always send it out specially by email in
advance just to give that extra bit of time – but still take hard copies.
Column 5:
(optional) Page no. For large agendas the papers must be numbered sequentially from the
first to last pages. However, it is not essential to number the full set of agenda papers if they
are not extensive. In some instances, where the agenda is made up of the agenda sheet
and two or three substantial papers which exist as documents in their own right (eg IS
Strategy), it may be appropriate to retain existing page numbering within each of the
attached papers. Where an agenda has to be numbered throughout, page numbering
obviously cannot be finalised until the very last minute.
At the end of the agenda put the Secretary’s name, title and date, eg
Deanna Walker
Assistant Registrar
November 2004
In order to enable online publication of your agenda sheet (if required by the publication schedule) you must
use the file naming system set out at http://www.essex.ac.uk/committees/restricted/index.html#name. This
should be included at the very bottom of the agenda sheet to allow swift retrieval of the electronic version;
this is especially important if you become unavailable at a crucial point, eg because of illness. Think about
using shared drives. Consider having a folder for the Committee containing a separate folder for each
meeting. You must not to use an automatic footer on Minutes, papers and agendas, as it is intrusive and
often conflicts with page numbering–just include the reference at the end.
2
Example of agenda sheet
Note that Membership and Terms of Reference is normally the first standard item on the agenda for the first
meeting of any Committee at the beginning of the academic year. The paper will simply be a statement of
membership and terms of reference and can easily be based on the relevant entry in the University
Calendar.
UNIVERSITY OF ESSEX
COUNCIL
Monday 13 October 2003
There will be a meeting of the Council of the University of Essex at Wivenhoe Park, Colchester, on Monday
13 October 2003 at 2.15 p.m. The meeting will be held in the Council Room (6.02) in the Mathematics
Building off Square Two.
AGENDA
UNRESERVED BUSINESS
Page
*
General
business
1
Correspondence and Announcements
*
General
business
2
Starring of Agenda Items
For approval
3
Members are asked to indicate under this item any item which they wish to star
for discussion or question, including Matters Arising and Any Other Business.
Only starred items will be discussed at the meeting; all other items will be deemed
noted and/or approved by Council as appropriate
Minutes of meeting held on 30 June 2003
(previously circulated) (copy attached for new members)
*
General
business
4
Matters Arising from the Minutes
For discussion
5
Vice-Chancellor’s Report
1
(paper C/03/41 attached)
6
Reports from Committees
*
For discussion
*
For discussion
& approval
7
Research Park and Student Residences (paper C/03/43 to follow)
For information
8
Capital Building Projects – update (paper C/03/44 attached)
13
*
For discussion
& approval
9
Review of the Role of Heads of Department (paper C/03/45 attached)
19
*
For discussion
10
Funding Higher Education (paper C/03/46 attached, prepared by Students’
34
Finance and Strategy Committee (8 September 2003)
(paper C/03/42 attached and Strategic Plan to follow)
7
Union)
For approval
*
(a)
For discussion
11
Financial Covenants (paper C/03/47 attached)
12
Performance Indicators
(a)
41
Research Income and Business Development Activities – 2002/03
45
(paper C/03/48 to follow)
(…………..cont)
3
STANDARD ITEMS
Some items on agendas for large committees are standard, eg the Senate always receives a termly report
from several of its sub-committees, including the School Boards. If the committee or Board has nothing to
report, you must still include it on the agenda sheet using the following formulation:
6
To note
Reports of Faculty
(a)
Humanities & Comparative Studies held on 21 May 2006
No items to report.
7
DEALING WITH ITEMS OF RESERVED OR CONFIDENTIAL BUSINESS
‘Reserved business’ is an internal University term used to cover items to be discussed when student
committee members are not present. Reserved business typically covers items that include personal or
sensitive data relating to individual members of the University. In 2004/05 the University formally changed its
policy about how reserved business items should be dealt with in committee papers. However, the change of
policy cannot be enacted until the Privy Council has approved amendments to Statute XXXI. See Appendix
A for further details.
Reserved business papers containing personal details or any information specified by Statute XXXI should
continue to be produced in the normal way, until further notice.
However, the term ‘reserved business’ may also be used to describe confidential items of University
business and these should be handled differently. There are two categories of confidential business:
(i)
Items that may be discussed with student committee members present, but which are
confidential to the University. (The minutes of discussion of such items will not be published
beyond the University.) Such items should be included on the agenda sheet as normal and any
supporting agenda paper should be attached to the agenda for all members.
(ii)
Items that the Chair determines are not only confidential to the University but which must not be
discussed in the presence of student committee members. Such items should be included on the
agenda sheet in a separate section at the end. Any supporting agenda papers must not be
distributed to student members of the committee. Placing such items at the end of the agenda
enables the Chair to bring the ordinary business of the meeting to a close, to thank the student
representatives and to ask them to withdraw. It also helps with the preparation of two sets of
agenda papers!
An example of how to include a category (ii) confidential item on the agenda sheet is set out below:
For information
14
Report of Chair’s Action (paper C/04/59 attached)
15
Delegation of Authority
For approval
(a)
Formal Delegation of Powers (paper …. attached)
(b)
Delegation of Authority for the Summer Period
Council is asked to authorise the Chair to take action on its behalf
during the summer period.
General
business
17
Any other unreserved business
RESERVED BUSINESS
18
Reports of Committees
4
103
105
(a)
General
business
19
Remuneration Committee (paper …. attached)
109
Any other reserved business
TEMPLATE FOR AGENDA SHEET
Template for the agenda sheet, showing the grid lines. Each column is formatted for the correct font and
size. The table is set up for a page with 2cm margins all round.
5
(b)
Preparation of Agenda Papers
The task of preparing agenda sheets and agenda papers has to be shared between the Secretary to the
Committee, his or her secretary and anyone who submits papers for consideration by the committee. For
some smaller committees or working parties all agenda papers will be prepared by the Secretary to the
Committee. However, for large committees such as Senate, Council and many of their sub-committees
agenda papers are drawn together from a variety of sources. The onus is on the person producing the paper
to provide it in an acceptable format. In practice, if they are not ‘regulars’ the format may not be completely
appropriate and you may find it just as quick and easy to amend the format yourself, provided you have an
electronic version.
Note that a style sheet is currently in preparation for use by anyone who needs to prepare a committee
paper. This should eradicate the problems some committee secretaries have because papers are submitted
in a variety of different formats.
Rules for preparing agenda papers
1. Ideally the paper should be produced for the purpose of being considered by this committee.
2. If it is being written specially then it should start with a clear statement of purpose and identify
whether the committee is being called to make a decision. One way of doing this is to include a box
(use a Word table) at the top of the paper, just under the heading, eg
The Committee is invited to approve the introduction of tuition fees and to comment on proposals
for an associated bursary scheme.
3. If the paper is short, perhaps a page or two of A4, it may be more appropriate to include a
concluding paragraph starting with ‘The Committee is invited to …….consider/discuss/approve, etc’.
4. If appropriate, the paper should suggest the wording of any formal recommendation the committee is
being asked to approve. If it is not a highly controversial matter then it should be possible to set the
case out in such a way as to permit the item to be approved without discussion.
5. If an item is not starred and not discussed then it is assumed that any recommendation within the
paper is approved, and approval will be recorded in the minutes.
6. If the paper is not specially produced for the committee but was commissioned for another purpose
then it needs a cover sheet (nb see below) or introduction which makes it clear who the original
audience was and why it is now going to this committee – and what they are being asked to do with
it.
7. If you need to add a cover sheet to a paper then consider whether it really needs to be separate or
whether you could add an introductory section to the existing paper – even if that means changing
the formatting. This should not be difficult as long as you have an electronic version. The aim it to
minimise the number of separate sides of paper which have to be reproduced.
8. If it is a long document then there must be an executive summary at the beginning, to enable
committee members to decide whether they really need to read all the details. But consider whether
the full document really needs to be circulated? Providing a one page summary and access to the
full document on the web, or on request, or available in someone’s office might be equally
acceptable.
9. Agenda papers often need to indicate additions and deletions to an existing document. It is good
practice to use the Word ‘Track Changes’ facility for this purpose. More recent versions of Word
offer two options for showing tracked changes. It is essential to set up your options to use the
version which shows the changes within the text of the document and not in ‘balloon format’. The
standard set-up for Word is ‘balloon format’. To change this set-up select Tools from your main
menu bar, then Options, then Track Changes and then remove the tick from the box next to ‘Use
balloons in Print and Web layout’. If you receive a paper with tracked changes, please double check
that they still show when you have printed the document. Some committee secretaries and their
support staff have found that tracked changes have either been lost or text has disappeared
altogether when printing a document from a different PC and to a different printer from those used by
the originator!
6
10. If the agenda paper is to be discussed under the ‘Confidential Business’ heading on the agenda
sheet you should mark it as confidential at the top of the first page, or on the cover sheet where
there is one.
11. A practical note: agenda papers should always be backed (printed double-sided) to save paper.
However, where the agenda consists of an agenda sheet and several different agenda papers, each
new paper should start on a facing page (odd page number). If the new paper would automatically
start on a reverse page (even page number), insert a blank sheet before that paper into the master
that is sent for photocopying. The blank sheet should be numbered before printing and should
always have an even number.
(c)
Preparation of Reports (rather than Minutes) from other Committees
All committees send a report rather than full minutes to their parent committee. There are two types of
report: one for committees that routinely report each term to the parent committee. e.g. Senate; and one for
committees that report annually. Formally it is the responsibility of the Chair to determine what goes in the
report to the parent committee, but in practice it is usually the Secretary who prepares the reports, in
consultation with the Chair as necessary.
Termly Reports
A template for termly reports is included below. There should be separate numbering for reports as
illustrated in the example below, with each item being a new number and using 2.1, 2.2, 2.3 style for
subdivisions within an item.
Sometimes the report to the parent committee needs to include a paper that has already been considered,
eg when the parent committee needs to see the detail associated with a particular recommendation. In this
case the recommendation would read as follows:
Recommended to Senate
that the recommendations of the Sub-Degree Framework Working Group be
approved as set out in Appendix A attached.
It is important to avoid unnecessary duplication and wasted effort so committee secretaries should think
carefully about whether the parent committee needs the original paper. If it does not the alternative is to refer
to the original paper in the recommendation, eg:
Recommended to Senate
that University Regulations, as set out in paper ASC/04/24, be amended with effect
from 2004/05.
Where papers need to be appended to the report to a parent committee they should be labelled Appendix A,
B, C and so on. If you are extracting appendices from a series that is already labelled (already has a
‘corner’), eg you want to send appendices B, D and E to the parent committee, they should be ‘re-numbered’
as Appendix A to C for the report to the parent committee, ie add a new ‘corner’ to the paper.
If you need to report an item of reserved or confidential business, which was discussed without student
members present, and it needs to be received and/or discussed by the parent committee in the absence of
student members, you must produce a separate report and indicate that it is confidential business (see
template below). Note that this is likely to be very unusual. It is custom and practice, for example, that the
nomination of a Dean, which is handled as reserved business in the agenda papers, becomes unreserved
business at the reporting stage. Similarly Senate considers nominations for the appointment of HoDs as
reserved business but reports these as unreserved business to Council.
Template for report format
UNIVERSITY OF ESSEX
NAME OF COMMITTEE
7
REPORT TO eg COUNCIL OCTOBER 2003 [insert (Confidential Business) here if required]
Report from the Meeting of Name of Committee held on date
ITEMS FOR DECISION
ITEMS FOR INFORMATION
Name of Secretary
Title
Date
(reference at end of final page)
In order to enable online publication of your committee report (if required by the publication schedule) you
must use the file naming system set out at: http://www.essex.ac.uk/committees/restricted/index.html#name.
This should be included as the reference at the very bottom of the report.
8
Extract as example of report format for termly reports
UNIVERSITY OF ESSEX
ACADEMIC STANDARDS COMMITTEE
REPORT TO SENATE JUNE 2004
Report from the Meeting of Academic Standards Committee held on 26 May 2004
ITEMS FOR DECISION
1
STUDENT REFERENCES
Received
The report from the Working Party on Student References.
Recommended to Senate
(i)
(ii)
(iii)
2
that the Procedures for Providing Student References be approved for
implementation from October 2004, as set out in Appendix A;
that Departments and Centres be encouraged to adopt the procedures
for the current cohort of graduating students;
that the Staff Development Office be invited to develop a face-to-face
training session and an online tutorial for academic staff to develop the
guidance in Section B of the Procedures, with the use of examples of
good practice and practical training.
ACADEMIC OFFENCES
Received
The report from the Academic Offences Working Party.
Noted
It had been decided that because of the changes that were necessary to the
University Regulations concerning academic offences, the Regulations as a whole
should be reviewed to make them clearer. The main changes were to order the
material in terms of the duties and responsibilities of the office holders, and in
addition there was some clarification of the range of offences that could be dealt with
by Heads and Deans.
While the Committee supported the principles of the procedures and guidelines, it
was noted that further work would need to be undertaken in relation to their
implementation. The work of the Working Party on Programme Specifications and
Learning Outcomes was also likely to impact upon academic offences policy.
Resolved
that the Working Party should resolve any outstanding issues relating to the
implementation of the procedures.
Recommended to Senate
that the revised Academic Offences Regulations and the new Academic Offences
Guidelines, which incorporated minor amendments agreed by ASC, as set out in
Appendix B, be approved for implementation from 2004/05.
3
DISTANCE LEARNING
Received
Revised recommendations on distance and online learning and teaching proposed
by the Dean of the Graduate School following discussions at QEG and consultation
with the Learning and Teaching Development Officer.
Noted
The revised QAA Code of Practice section on Collaborative Provision now included
distance learning and that the University’s approach to distance learning might need
to be revised to take account of this. However, it was agreed that the principles set
9
out in the paper provided a provisional framework for the operation of distance
learning at the University.
Recommended to Senate
that the principles and procedures as set out in Appendix C be approved as a
Framework for Distance and Online Teaching and Learning with immediate effect.
4
ANNUAL QUALITY REPORT: PERIODIC REVIEW
Recommended to Senate
that the revised Procedures for Periodic Review of Degree Schemes leading to
University of Essex Awards, as set out in Appendix D, be approved with effect from
2004/05.
5
USE OF DICTIONARIES IN EXAMINATIONS
Recommended to Senate
that with effect from 2004/05
(i)
the entitlement of students whose first language is not English to take a
translation dictionary into examinations be abolished;
(ii)
where a dictionary of any sort is permitted to be used, it be permitted for
all students taking that examination and be specified clearly in the rubric
of that examination.
6
ATTENDANCE MONITORING
Recommended to Senate
that University Regulations, as set out in paper ASC/04/24, be amended with effect
from 2004/05.
(Note for Senate: these recommendations are incorporated into a separate Senate
agenda item on Proposed amendments to Regulations and Procedures)
Rachel Lucas
Quality Enhancement Officer
6 June 2004
(insert reference based on the standard file naming system at end of final page)
Annual Reports
The report of a committee that reports annually to its parent committee, e.g. Senate, is more likely to be
discursive than a termly committee report. Such reports are typically reflective and evaluative, and will
highlight key areas of the committee’s business for the previous or forthcoming academic year, depending
on the committee’s reporting cycle.
Annual reports to parent committee should use the same heading as termly reports, i.e.:
UNIVERSITY OF ESSEX
NAME OF COMMITTEE
REPORT TO, eg SENATE [MONTH & YEAR, eg OCTOBER 2006]
They should start with an introduction that highlights what the report will cover. If the report is long (more
than four pages of A4) you should consider including an executive summary at the beginning.
New items of business should be clearly indicated by a sub-heading and each item should be numbered, eg:
1.
INTRODUCTION
10
The report of the Disciplinary and Membership Panel for 2005/06 will cover the following issues:
(a) Student Discipline
(b) Disciplinary Procedures
(c) etc. etc.
2.
STUDENT DISCIPLINE
In 2005/06 there was a significant increase in ……………….
Where appropriate you should end your annual report with a ‘conclusion’ or ‘summary’. You should include
your name, title and the date of writing at the bottom of the report, as follows:
Name of Secretary
Title
Date
(reference at the end of final page)
In order to enable online publication of your committee report (if required by the publication schedule) you
must use the file naming system set out at: http://www.essex.ac.uk/committees/restricted/index.html#name.
This should be included as the reference at the very bottom of the report.
11
4.
MINUTES
Below is the table format for creating minutes. As with the agenda, the lines are shown initially to make it
easy to complete the chart, but you remove them before printing. You will need to add/subtract rows with the
different formats according to the flow of items, but that is easy if you ensure you have the correct icons on
your toolbar.
UNIVERSITY OF ESSEX
NAME OF COMMITTEE
DATE OF MEETING
(Start and end time)
MINUTES
Chair
Present
Apologies
Secretary
In attendance
By invitation
[optional line]
At the end of the minutes put the Secretary’s name, title and date, eg
Deanna Walker
Assistant Registrar
10 November 2004
(insert reference based on the standard file naming system on last page)
In order to enable online publication of your minutes (if required by the publication schedule) you must use
the file naming system set out at: http://www.essex.ac.uk/committees/restricted/index.html#name. This
should be included at the very bottom of the minutes.
Note that you should use a new row in the table for each new paragraph as well as for each new item in the
minutes. You should not include more than one paragraph in one row in the table.
12
RECORDING ATTENDANCE
Example of how to complete the template:
Chair
Present
Apologies
Secretary
In attendance
By invitation
Professor Sherer, Pro-Vice-Chancellor (Academic Development)
Give name and office for the Chair (no office for Lay members)
Dr Andrews, Professor Bloggs, Mrs Chamberlain, Professor Rogers,
Mr P Smith, Mr Turnip, Dr Unwin
Give the title and surname (without offices) of members of the committee
who were present in alpha order. Only use initials if it is a common or
duplicated surname. Do not split surname from title. The only exception is
the Vice-Chancellor who is always referred to by office rather than name.
Dr Black, Professor White
Give the title and surname (without offices) of members of the committee
who sent apologies in alpha order. N.b. use discretion about including
someone who didn’t actually send apologies but where you think that was
just an oversight!
Ms Turton, School Administrator
Give title and surname and role or office
Academic Registrar, Ms Fisher, Ms A Jones,
Give the title and surname (without offices) of non-members of the
committee who were present in alpha order, except where the person holds
a substantive senior post, eg Registrar and Secretary, Director of Estate
Management.
Ms Observer, Mr Internal Auditor (MM.xx-yy/05)
Give title and surname. If they came for only part of the meeting then make
it clear when they were there by reference to the minute numbers.
The above information would appear as follows on the final version:
Chair
Present
Apologies
Secretary
In attendance
By invitation
Professor Sherer, Pro-Vice-Chancellor (Academic Development)
Dr Andrews, Professor Bloggs, Mrs Chamberlain, Professor Rogers,
Mr P Smith, Mr Turnip, Dr Unwin
Dr Black, Professor White
Ms Turton, School Administrator
Academic Registrar, Ms Fisher, Ms A Jones,
Ms Observer, Mr Internal Auditor (MM.xx-yy/05)
13
Unapproved minutes
[include this on web version of minutes until they have been approved by the next meeting]
UNIVERSITY OF ESSEX
COUNCIL
13 OCTOBER 2003
(2.15–5.05pm )
MINUTES
UNRESERVED BUSINESS
Chair
Mr Melville-Ross
Present
Mr Blundell, Professor Busfield, Mrs Cardew, Ms Colston, Professor Crewe,
Professor Dowden, Dr Elston, Professor Foweraker, Mr Harker, Mr Hayman, Mr Hughes,
Mr Jones, Mr Jordan, Mr Lewis, Mr Mack, Professor Massara, Professor Millard,
Sir Robin Mountfield, Professor Muthoo Professor Nedwell, Mr Pertwee, Mr Rainbird,
Professor Richmond, Mr Shamsaddini, Professor Sherer, Dr Steel, Ms Stevens, Dr Venn,
Professor Wright
Apologies
Mr Burrow, Mrs Haynes, Ms Hodges, Mrs Macmillan, Lord Newton
Secretary
Mrs Collett, Academic Registrar
In attendance
Registrar and Secretary, Director of Finance, Director of Personnel Services, Director of
Information systems, Planning Officer, Mrs Corcoran (Item 9), Dr Perkins (Item 7),
Ms Starling
CORRESPONDENCE AND ANNOUNCEMENTS
Noted
The Chair welcomed new members of Council elected by Senate and the new
student member, Mr Shamsaddini, Vice-President (Finance and Services).
78/03
Council was the first of the University’s formal committees to adopt the new format
for presentation of committee papers. The Chair invited members to let the
Academic Registrar know after the meeting if they had any comments.
79/03
STARRING OF AGENDA ITEMS
Noted
No additional items were starred for discussion in addition to those indicated on the
agenda. The unstarred items of the agenda were then deemed to have been
received or noted and approved by Council as appropriate.
80/03
The Minutes of the meeting held on 30 June 2003 (Unreserved business) were
signed as a correct record.
81/03
MINUTES
Approved
14
MATTERS ARISING FROM MINUTES
None.
82/03
VICE-CHANCELLOR’S REPORT (C/03/41)
Received
The Vice-Chancellor’s Report covered developments in South East Essex and
Suffolk and progress on the Capital Buildings Programme.
83/03
Student Recruitment 2003-04
Noted
The Vice-Chancellor reported that he had been more optimistic about student
recruitment in his report (written two weeks earlier) than had proved to be the case.
There had been a much larger than expected proportion of overseas students who
had not taken up their places. It was too early to know whether this was specific to
Essex or was a more widespread situation. On the positive side the University
would meet its contracted student numbers and there would be no financial
clawback from the Funding Council. Home and EU numbers were about 2% up for
undergraduates and the numbers of students enrolling on University schemes at
South East Essex College were well up on last year. It was too early to have firm
figures, but registrations appear to be about 9% below target for overseas
postgraduate students. If there were 90-100 fewer overseas students than had
been budgeted for, there would be a shortfall of approximately £¾m on tuition fee
income. This would entail trimming some expenditure this year in order to ensure
that the University had a reasonable surplus for 2003/4. Further information would
be available when Budget Sub-Committee had had the opportunity to consider all
the details.
84/03
Noting concerns about the University’s plans for continued expansion, the ViceChancellor indicated that it was too soon to know whether the shortfall in overseas
students was a one year blip, signalled a plateau in recruitment or was the
beginning of a decline. If it were to be viewed as a blip then the University would not
intend to change the strategy for expansion, but if it was believed that overseas
recruitment was likely to decline, then there would be serious implications for
planning.
85/03
REPORT OF FINANCE AND STRATEGY COMMITTEE (C/03/42)
(i) Strategic Plan 2003/04-2007/08
Noted
The Strategic Plan would be submitted to HEFCE in November. It had two main
purposes: it was required by HEFCE and other external agencies and was also it
served an important internal function. It was reviewed periodically but revised
annually. The latest version had adopted a more concise style than the previous
plan, concentrating on performance indicators rather than detailed targets. The
University’s broad strategic aims remained essentially unaltered, although their
order had been revised to reflect a more outward-looking approach.
86/03
Resolved
that the University Strategic Plan be approved, subject to minor amendments.
87/03
15
STYLE OF MINUTES
In accordance with the University’s house-style Times New Roman 11 should be used for the text in all
minutes. The minute template includes formatted tables so that text will appear in a standardised format.
RECORDING ATTENDANCE
There is a template for recording attendance which makes it clear how to record the information.
RECORDING DISCUSSION AND DECISIONS
Each new item should be prefaced by the use of active verbs. Where your minutes include several
paragraphs in a row that are prefaced with the same active verb, eg noted or resolved, it is not necessary to
repeat it against each paragraph. The following active verbs should be used:
APPROVED
REPORTED
RECEIVED
RESOLVED
NOTED
RECOMMENDED
ACTION
usually used only for minutes/reports or formal business
to be used when an oral report was made
to be used when a circulated paper was not discussed or did not require ratification
to be used when the decision is within the committee’s remit and can make the final
decision.
can be used for key discussion points
to be used when the final decision is not within the committee’s remit but has to be
referred to a ‘higher’ committee which can then either agree this decision so it is
final, or alternatively make a new decision after discussion of the item. It must say to
which committee the recommendation is made, eg Recommended to Council
if additional action is required then this may be indicated but must say by whom and
by when. Action may not need to be minuted if it is administrative action which
would automatically follow, but it must then be picked up in the Action Notes (see
below for guidance on producing action notes).
HEADINGS
The heading of each item should normally match the title on the agenda, but if when you write the minutes it
is obviously sensible to give it a slightly different title then do so. However, it must be close enough to enable
someone to find the item quickly.
Within the minutes you should add the paper number (literally just the paper number without the prefix
‘Paper’) in brackets after the heading of each item that you report. You can then refer to the paper without
elaborate detail.
STANDARD ITEMS
Some items on agendas for large committees are standard, eg the Senate always receives a termly report
from several of its sub-committees, including the Faculty Boards. If the committee or Board has nothing to
report, you must still include it in the minutes using the following formulation:
REPORT OF THE FACULTY FOR LAW AND MANAGEMENT
Noted.
16
DEALING WITH ITEMS OF RESERVED OR CONFIDENTIAL BUSINESS
As with agenda sheets and papers (see relevant section above) reserved business minutes which include
personal information or any other item listed in Statute XXXI should continue to be produced as normal, until
further notice. Note that reserved business minutes must not be published online.
Reserved business is a term which may also be applied to confidential business. There are two types of
confidential business: (i) items that have been discussed in the presence of student members; and (ii) items
that have been discussed after student members were asked to withdraw from the meeting.
1. Confidential items that have been discussed in the presence of student members should be dealt with as
follows:
(i)
(ii)
(iii)
include in the minutes as usual and distribute to all members;
include a covering note to members of the committee to highlight that the minutes contain
confidential items (you should indicate what they are) and request that these items are treated
as confidential (specify whether they are confidential to the committee or all members of the
University or similar);
edit the minutes prior to publication of the minutes online.
2. Confidential items that have been discussed without student members present should be dealt with as
follows:
(i)
(ii)
3.
produce two versions of the minutes, one for staff and lay members and one for student
members;

the version for staff and lay members should include minutes of all the discussion,
with minutes of confidential business included at the end of the minutes and clearly
marked as confidential business;

the version for students should include only the minutes for items for which student
members were present;
edit the minutes prior to publication online.
Editing for Online Publication
There are two models for editing minutes to show that confidential items have been removed, as follows:
Example 1 (use this when only some minutes or parts of minutes relating to a particular item have been
edited)
Noted
The Vice-Chancellor’s statement to the Senate (Appendix A attached)
covering:



91/05
the implications for higher education of the general election result;
the latest position on applications and admissions for 2005/06;
the University’s financial position.
Administrative Note: M.91/05 has been edited for reasons of confidentiality.
Administrative Note: The text of M.97/05 has been removed for reasons of
confidentiality.
97/05
Example 2 (use this when the whole item has been removed for reasons of confidentiality, either because it
is commercially sensitive or because student members were asked to withdraw prior to discussion.)
BARCLAYS BANK LOAN FACILITY
32/0541/05
COMMERCIAL IN CONFIDENCE
or
17
CONFIDENTIAL
The phrase Commercial in Confidence should only be used for items that are commercially sensitive.If you
require guidance about whether an item of business should be classified as commercially sensitive, please
contact the University Records Manager.
APPENDICES OR NOT?
When writing the minutes you will need to decide how to record decisions which involve reference to chunks
of text, such as changes to regulations or the approval of a new policy or procedure. There are generally
three options for dealing with this:



attach the relevant paper as an appendix to the minutes;
include the text of the recommendations in the minutes (you should only use this option if the
text amounts to no more than half a page of A4)
refer to a previously circulated document.
When deciding which option to take you need to consider how important it is for the person reading the
minutes to have access to the full details of the issues and recommendations again. Much of this
information will already have been included in the agenda papers and as such should be readily available to
any member of the committee. Cross-referral to an agenda paper might be sufficient. However, minutes are
also important to individuals who were not present for the discussion, and they may need access to the
details to be able to make sense of the minutes. Significant changes may have been made as a result of
discussion at the meeting, in which case it may be sensible to include the amended paper again as an
appendix.
An appendix forms part of the official record and should have a new ‘corner’:
Academic Standards Committee
20 November 2003
Appendix A
When cross-referring to a previously circulated document, use the following wording in the minutes:
RESOLVED
that the Procedure for the Approval of Silly Names (as set out in Appendix A to the
Report of Rooms Committee 19/08/03 or Paper RC/03/18) be approved.
What matters is that there is a proper audit trail when a formal decision has been made – that does not mean
everyone needs a copy.
DEALING WITH TABLED PAPERS
Sometimes a paper is not available in time for distribution with the agenda sheet and the relevant agenda
item has included the paper number but indicated that the paper was ‘to follow’. In this case the item should
be handled exactly the same in the minutes as if the paper had been attached to the agenda originally,
including consideration of whether it should be included again as an appendix (see section above) or not.
However, where a paper is tabled unexpectedly and does not have a paper number, there are two options:


if the paper is complex and includes details that a reader of the minutes needs to understand, you
should attach it as an appendix;
if the detail in the paper is not necessary for the reader of the minutes and the content is clear from
the minutes of the discussion, just file the original with your copy of the committee papers to ensure
that it will be archived and available for future reference.
In both cases, you should include reference to the tabled paper in the minutes or in the heading for the
relevant minutes, as in the following example:
(c) Information Systems Services Statistics (tabled)
Noted
13/05
18
(d) Service Incidents (ISSC/05/04)
Noted
14/05
PLAN AND BUDGET 2005/06 AND FORWARD LOOK 2006 – 2009 (ISSC/05/05)
Received
Tabled paper setting out amendments to Paper ISSC/05/05.
15/05
NUMBERING MINUTES
Each paragraph of the minutes should be given a separate minute number, as should each recommendation
(or each section of a recommendation if it is complex). The number is in the form xx/03, starting at 1/03 for
the first meeting in 2003, and 1/04 for the first meeting in 2004, etc. Always check the last number of the last
meeting!
There is a macro for inserting of minute numbers. This enables you to determine where you want minute
numbers to fall and to number automatically once you have set the first number. The macro can be loaded
onto your PC and is available from Carla Constable/Nicky Stephens in the Academic Section.
REFERRING TO MINUTES
If you want to refer to the minutes of a previous meeting (eg in Matters Arising) then the correct form is
ASC.M.23/03, or ASC.MM.23-27/03 if it is more than one minute.
RECORDING DISCUSSION
Remember when writing minutes that the focus should be on recording the outcome of discussion. You need
to record enough of the discussion to enable the reader to get a sense of how a decision was reached if it
was controversial. If the case was put in the relevant agenda paper and the committee can make the final
decision then it should not be necessary to give details of discussion. If however the committee is
recommending action to a higher committee then obviously the minutes must include sufficient information to
allow them to reach a final decision.
You do not need to note all the individual points members make. You would only record a individual’s views
in the extreme situation where the member says ‘I want it minuted that …’. However, if there are a group of
members who are opposed to the eventual decision it makes sense to indicate the gist of their views and,
ideally, indicate why the majority did not agree.
It is rare in our meetings for committees to take a formal vote, but obviously if they did then you would need
to record the details accurately.
When a complex matter is being discussed then the critical thing is to record the main thrust of the thought
processes which led the committee to its eventual conclusion, not to record all the meanderings and deadends on the way.
PUBLICATION OF MINUTES
Committee minutes are ready for distribution to members of the committee (and anyone who receives them
for information) once they have been agreed. However, formally they remain unapproved minutes until they
have been considered and corrected and/or approved by the next meeting of the same committee. Once the
minutes have been approved for publication they should be mounted on the University website, in
accordance with the policy set out at:
http://www.essex.ac.uk/records_management/policies/publication_schedule.aspx . However, it is important
on the web version of the minutes to annotate them as ‘unapproved minutes’ until they have been approved
by the next meeting of the committee. If the committee makes amendments to the minutes, it is important to
change the web version of the relevant minutes and to annotate the master copy of the minutes with the
amendments. It is acceptable to do this by hand, since this will indicate how the minutes came to be
changed if anyone wishes to view the master copy in future.
19
ACTION NOTES
For some University Committees it is good practice to produce action notes for distribution to the relevant
staff together with the minutes. Typically action notes will be used by committees which are large parent
committees that consider material from a wide range of sources, eg Academic Standards Committee, Senate
and Council. Action notes are a useful mechanism for ensuring that follow-up is taken by staff or officers
other than the committee secretary and can be used for any committee. It is useful to generate action notes
in tabular form, eg
MEMORANDUM
To:
insert names of those who need take action (see last column with initials in table below)
From: Joanne Tallentire, Academic Section
Date: 27 July 2004
---------------------------------------------------------------------------------------------------------------
SENATE ACTION NOTES 09 JUNE 2004 - Unreserved Business
57/04
Amend Senate minutes of 17/3/04 meeting.
JT
60/04
Amend Senate membership: co-option of Director for Health
Partnerships.
NS
60/04
Approval of PhD Socio-Technical Studies: note new start date.
LT/GT
71/04
RS
73/04
Note new procedure for providing Student References for
implementation from October 2004.
Note request to Staff Development Office to develop face-to-face
and online training for academic staff on preparation of student
references.
76/04
Implement new Academic Offences Guidelines from 2004/05.
AT
76/04
Note changes to Academic Offences Regulations and the new
Academic Offences Guidelines from 2004/05 for Calendar.
NS
78/04
Implement revised Periodic Review procedures.
RL
79-80/04
Note new procedure for Use of Dictionaries in Examinations with
effect from 2004/05.
NJ/JM
82/04
Implement Dismissal Guidelines and Procedure for External
Examiners with effect from 2004/05.
RL/DW
83/04
Implement changes to regulations recommended by Sub-Degree
Framework Working Group.
JT
84-85/04
Note approval of collaboration between the ELTC and the
Foundation for International Education.
CN
SY
RETENTION AND ARCHIVING OF COMMITTEE PAPERS
All papers relating to formal University Committees must be retained permanently as a record of the
University’s history and development. It is the responsibility of the Committee Secretary to preserve
permanently a hard copy of the agenda and approved minutes. The retention of papers presented for
consideration by the Committee must be managed in accordance with the “Appendices or not” and “Dealing
20
with Tabled Papers” sections of this guide. It is important that any individual accessing a copy of the minutes
has enough detail to be able to make sense of them and the items that were considered or discussed. As
well as the permanent hard copy, committee papers must also be published online in accordance with the
Policy and Guidance on the Publication of Papers relating to formal University Committees available at:
http://www.essex.ac.uk/records_management/policies/publication_schedule.aspx
From January 2005, the University has legal obligations under the Freedom of Information Act 2000. The Act
provides any individual with access (upon request) to any information held by the University, subject to
specific exemptions. Ensuring that Committee Papers are retained permanently and in an ordered and
accessible way is an important part of the University’s compliance with the Act. The ability to respond to
requests for information relating to the activity of a Committee depends very much on how the papers are
managed and archived by the Committee Secretary. The University contravenes its legal obligations under
the Act if requested information is not disclosed despite its remaining in the University’s possession or if the
University is unable to retrieve some or all of the information despite having in place a policy of permanent
retention. The online publication of minutes will facilitate access to a large proportion of committee papers for
members of the University and the general public.
Moira Collett
Academic Registrar
9 October 2003
Updated by
Joanne Tallentire
Senior Assistant Registrar
August 2006
JT/Senate/Aug 06 Guide to Committee Documentation for Committee Secs
21
Appendix A
DEALING WITH RESERVED AND CONFIDENTIAL BUSINESS IN COMMITTEE PAPERS
‘Reserved business’ is a term that is used in the University to describe items of committee business that are
confidential or sensitive in nature. Reserved business and the way it should be handled is governed by a
University Statute, as follows:
‘Section
XXXI Reserved Business
1. Any student member or members of a statutory body of the University or a committee
thereof shall be required to withdraw from a meeting when it is declared by the Chairman of
the meeting that the meeting is about to discuss a reserved area of business and shall not
return to the meeting until the discussion on the reserved area of business is concluded.
2. Minutes and other records which relate to the discussion of reserved areas of business
shall not at any time be made available to student members.
3. Reserved areas of business include individual appointments and promotions, the method of
appointment, conditions of appointment and service, remuneration, conduct and personal
affairs of staff and the selection, progress, assessment and personal affairs of individual
undergraduate students, graduate students and staff registered for higher degrees.
4. The Chairman of a statutory body or a committee thereof shall decide before the meeting
whether a matter is a reserved area of business or not and his or her decision shall be final.
5. The Chairman of a meeting of a statutory body or a committee thereof may declare any
matter not specified to be a reserved area of business in paragraph 3 of this Section to be a
reserved area, provided that:i.
ii.
at the commencement of such meeting he or she states the general nature of such
matter and his or her reasons for so dealing with it; and
if, after considering any representations that may be made to him or her at the
meeting he or she adheres to his or her decision to treat the matter as reserved, his
or her decision shall be final.’
Essentially the reserved business area of committee papers has been used for items to be discussed when
students or student committee members are not present. These items may include private or sensitive
personal data, or may be matters that are deemed to be highly confidential.
In 2004/05 University policy on reserved business was reviewed and Senate and Council agreed that Statute
XXXI should be amended to read as follows:
‘Section XXXI Reserved Business
1. Any student member or members of a statutory body of the University or a committee
thereof shall be required to withdraw from a meeting when it is declared by the Chair of the
meeting that the meeting is about to discuss a reserved area of business and shall not
return to the meeting until the discussion on the reserved area of business is concluded.
2. Minutes and other records which relate to the discussion of reserved areas of business
shall not at any time be made available to student members.
3. The Chairman of a statutory body or a committee thereof shall decide before the meeting
whether a matter is a reserved area of business or not, consulting as appropriate, and his
or her decision shall be final.
4. The Chairman of a meeting of a statutory body or a committee thereof may declare any
matter not specified to be a reserved area of business in paragraph 3 of this Section to be a
reserved area, provided that:i.
at the commencement of such meeting he or she states the general nature of such
matter and his or her reasons for so dealing with it; and
ii.
if, after considering any representations that may be made to him or her at the
meeting he or she adheres to his or her decision to treat the matter as reserved, his
or her decision shall be final.
22
Since it would be unnecessarily complex to implement transitional arrangements, it has been agreed that
current practice in relation to reserved business papers will continue, until Privy Council approval has been
obtained for the changes to Statute XXXI.
23