Committees Website and Schedule of Meetings
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This section considers the role of Committee Secretary and outlines their main responsibilities. It also looks at the role of Committee Chair and provides some tips for what makes a good Chair and Committee member.
3.1 Committees Website
The Committees Website, overseen by Registry, includes general committee information including the basic details about each committee such as meeting dates, Composition and Membership and Terms of Reference.
Committees webpages are public-facing, so are accessible to all staff, students and members of the public. Information such as the Terms of Reference and Composition should always be publicly available.
Committee secretaries are responsible for ensuring that the information on the website for their committee is up-to-date. If you need assistance, or have a question, about maintaining your committee webpage please contact the Assistant Registrar Governance and the Registry Web Manager.
3.2 Schedule of Meetings
The University makes a Schedule of Committee Meetings publicly available on the web. This is so that committee members and others can easily access relevant information about the Committee and so that the University is transparent about its governance and how it is run.
The Committee Schedule includes information on the date, start time and venue for each meeting of the main University committees. The Schedule of Meetings is produced two years in advance and is constructed each year in the Spring by Academic Registry. A draft version is shared to all Committee Secretaries and to Senior Staff to ensure that the Schedule is feasible in terms of key members’ diary commitments and room bookings.
The draft Schedule of Meetings is derived from the previous year’s Schedule, taking account of changes in the start and end dates of terms and semesters and the date of Easter.
The Schedule is designed so that the sequence and timing of committees allows them to report to their parent Committee or to other bodies as appropriate. The timing should allow for the minutes of a meeting to be written and approved by the Chair so that a report of that meeting can be included in the agenda for the parent committee.
The Committee Secretary is responsible for ensuring that the published web version of the Schedule of Meetings is updated to include any changes to the date, start time or venue of meetings.