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Office of the Deputy Vice Chancellor (Academic)

Meeting Preparation and Minute Taking

Clare JonkerOffice of the Deputy Vice Chancellor (Academic)6338 6110cjonker@csu.edu.au

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Office of the Deputy Vice Chancellor (Academic)

The Office of Academic Governance

• Services Academic Senate and its committees, including Faculty Boards, Courses Committees, Assessment Committees

• Manages the Universities Course Information: UCPC, CASIMS, University Handbook

• Service Compliance Committees: Ethics in human and animal research, Biosafety, Radiation Safety, Chemical Safety.

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Office of the Deputy Vice Chancellor (Academic)

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Office of the Deputy Vice Chancellor (Academic)

References

•Style Manual for Agenda’s and Minutes of University Committees (CSU, 1997)

www.csu.edu.au/acad_sec/manuals/stylemin.htm

•General Policy on Boards and Committees, Rules for the conduct of meetings of Academic Committees B1.3 (CSU, 2011)

•Joske’s Law and Procedures at Meetings in Australia (Magner)

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Office of the Deputy Vice Chancellor (Academic)

Managing the Meeting Process

• General Tasks- Scheduling Meetings

- Booking venues

- Maintaining Committee Lists

- Issuing notice of meetings

- Calling for items

• Building Agendas• Recording Minutes• Preparing Action Sheets, promulgating decisions etc.

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Office of the Deputy Vice Chancellor (Academic)

General Tasks• Scheduling Meetings (12-18 months in advance)

http://www.csu.edu.au/acad_sec/meetingschdule/

• Maintain member information• Manage (filter, organise, keep) the Information• Distribute Information

- Notice of Meeting & Agenda (5 working days before the meeting)

- Late papers (2 working days before the meeting)

• Booking / Confirming Venueshttp://wsww01/vcbookings

http://www.csu.edu.au/division/dit/services/service-catalogue/video-conferencing/docs/pdf/maps/Campus.pdf

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Office of the Deputy Vice Chancellor (Academic)

Preparing the Agenda

• Time frame: calling for items; agenda close; circulation• Agenda Content:

- Name of Committee

- Date, Time, Venue

- List Business in order it will be dealt with

- Standing items

- Other items specific to the committee

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Office of the Deputy Vice Chancellor (Academic)

Preparing the Agenda (cont.)

Standing Items:Acknowledgement of Country

Apologies

Starring of Items

Confirming previous minutes

Business arising

Reports (Presiding Officer, Sub-Committee’s)

General Business

Urgent (Late) Business

Date of next meeting

Closure

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Office of the Deputy Vice Chancellor (Academic)

Preparing the Agenda (cont.)

• Title and numbering of items• Draft resolutions for each items to focus committee’s attention• Distribution List – membership and others

Review Example

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Office of the Deputy Vice Chancellor (Academic)

Preparing the Agenda (cont.)

Other considerations?

•Electronic Agenda’s•Drop Box

•Tips for preparing agenda’s

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Office of the Deputy Vice Chancellor (Academic)

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Office of the Deputy Vice Chancellor (Academic)

Recording the MinutesMinutes are a complete and accurate record of everything that is done at a meeting.

- Nature of the meeting, date, time, place

- Names of those present, the presiding officer and apologies

- New & departing members

- Confirmation of the minutes from the previous meeting

- Record of the business of the meeting in the order in which it is done

- All decisions arrived at by the meeting

- Notes of dissent from a resolution

- Verbal reports provided at the meeting (bullet points OK)

- Where account of discussion is considered necessary to put resolution in context

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Office of the Deputy Vice Chancellor (Academic)

Recording the Minutes (cont.)

• Page Numbers- Continuous Numbering. Header: YY CODE PG# (e.g. 12 FBA 15)

- Footer: Date: DD MONTH YYYY (e.g. Date: 1 November 2012)

• Resolutions: written record of committees decision, passed by a simple majority of votes.

- Commence with the words: “The (name of committee) agree...”

- Stand alone

- Numbered consecutively e.g CODE YY/# (e.g. FBA 12/45)

- Continuous Numbering

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Office of the Deputy Vice Chancellor (Academic)

Recording the Minutes (cont.)

• Numbering Items- Record the item in the sequence that they were considered at the

meeting (but record the original agenda item number in brackets after the title in the minutes)

•* Starring of Items: Denotes items for discussion (each unstarred item is adopted automatically)• Confirm Minutes: Presiding Officer Signature, Archive signed copy• Quorum (half +1)

Review Example

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Office of the Deputy Vice Chancellor (Academic)

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Office of the Deputy Vice Chancellor (Academic)

Action Sheet

Issues by committee secretaries after each meeting to ensure that action arising from each meeting is notified to, and taken by, the appropriate person.

- Name of Committee & Date of meeting

- Item or Resolution Number

- Action

- By Whom

- By When

- For Information