MINUTES FORMAT: FORMAL MEETING

Minutes of Meeting
FoIA Restricted – Not for Publication
Reserved Area Business - Not for Publication

Meeting: COMMITTEE

Date and Time: eg Thursday 16th October 2007 at 2.15 pm

Venue: Council Chamber

Note: These minutes contain information which the University has declared will not be routinely published
under the Freedom of Information Act for the reasons specified:

Minute 11804: Information that might prejudice the University’s commercial interests
Minute 11805: Information that might jeopardisethe health and safety of staff, students or the public.

Present: Professor G Breakwell (Chair)

List Members and the capacity in which they are serving

e.g. Professor K Edge* Pro-Vice-Chancellor (Research)

* Alternate for (if required)

Observers: List Name and Post

In Attendance: List Name and Post

Include Secretary to the Committee
Add list of thise present to speak to specific items with relevant minute no
e.g. Prof S Skevington (Minute 3)

Apologies: list Members and the capacity in which they are serving

ACTION
1. MINUTES OF THE PREVIOUS MEETING

The minuted of the meeting of the Committee held on xxx were approved as a
correct record of the proceedings (and signed by the Chiar – if they were!)

2. MATTERS ARISING

(1) Minute No, Title of Minute

(2) Minute No, Title of Minute

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MINUTES FORMAT: FORMAL MEETING

3. ITEMS OF BUSINESS

A separate consecutively numbered minute with relevant heading to be prepared

for each item of business in order discussed at the meeting.

The format of each minute as follows:

Past Tense and Not Colloquial;

an introductory paragraph which sets the scene, refers to any previous
discussion (include previous minute ref) and identifies the relevant agenda
paper;

Subsequent paragraphs setting out the main points discussed – remember to
ensure balanced record (use bullet points where complicated debate);

Final paragraph to set out recommendations for action/decision of the
Committee (see format below);

Action Column to be completed (if applicable);

Refer to people by post not name.

*********************************
Example:

The Committee considered its draft annual report to Council for the 2006/07 Year
(Paper EQ07/08-1 refers).

Particular attention was drawn to the need to include the following information on
the work of the Network in the report:

• the decision of the Network to appoint an officer of the Students' Union to act
for students.
• the number of cases dealt with by both student and staff advisers during the
year.
• the number of attendees at open meetings of the Network.

AGREED that Paper EQ07/08-1 be approved for submission to Executive

Committee and Council, subject to the inclusion of the information set out above.*

*If more than one decision, set out each decision as follows: i), ii), iii), iv) on
separate lines, eg:

AGREED that:

i) xxxxx
ii) xxxxx

Substitute 'RECOMMENDED that' for 'AGREED that' when your Committee is

making a recommendation to its parent body.

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MINUTES FORMAT: FORMAL MEETING

4. RESERVED AREA BUSINESS (IF REQUIRED)

The meeting then procedded to reserve area business (Minutes xxx to xxx refer).

The meeting concluded at x.xx p.m.

Notes On Format

Minutes to be numbered consecutively from the previous set

Prepare separate set of minutes with signature line for approval by the Chair

Margins 1" Left/Right and Top/Bottom

Heading: Minutes of Meeting Arial 18 Bold

Heading: FoIA Restricted / Reserved Area Business (if required) Arial 14 Bold

Meeting / Date and Time / Venue: Arial 11 Bold

Notes: Arial 9 Bold Italics

Minutes: Arial 11

Left Justification

Page Numbering: Arial 10 and located in the footer

If note required at the end of the minute:
eg.
Note: Professor X declared an interest in this item of business but remained in the
meeting at the invitation of the Chair.
Note: Following the meeting, the Students' Union confirmed that they were satisfied with
the proposed amendment. The revision of the document was therefore confirmed.

Action allocated to postholder
eg.

Vice-Chancellor VC
Deputy Vice-Chancellor DEP VC
Pro-Vice-Chancellor (Learning and Teaching) PVC (L&T)
Pro-Vice-Chancellor (Research) PVC (R)
Dean of Humanities and Social Sciences DEAN
HSS
Dean of Engineering and Design DEAN
E&D
Dean of Science DEAN
SCIENCE
Dean and Head of the School of Management DEAN
MGT
Head of the School for Health HEAD
HEALTH
Director of Lifelong Learning D of LL
Heads of Department HEAD
Architecture & Civil Engineering A&CE
Biology & Biochemistry B&B
Chemical Engineering CHEM ENG
Chemistry CHEM
Computer Science COMP SCI
Economics ECS
Education EDUC
Electronic & Electrical Engineering E&E ENG
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MINUTES FORMAT: FORMAL MEETING

European Studies & Modern Languages ESML

Mathematical Sciences MATH SCI
Mechanical Engineering MECH ENG
Pharmacy & Pharmacology P&P
Physics PHYSICS
Psychology PSYCH
Social & Policy Sciences SPS
Director of Finance D of F
Director of Development and Alumni Relations D of D&AR
Director of Policy and Planning D of P&P
University Secretary UNI SEC
Director of Human Resources D of HR
Director of Estates D of E
Director of Sport D of S
Director of BUCS D of BUCS
Librarian LIB
Academic Registrar AC REG
Chair CHAIR
Secretary SEC

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