9. Committee Name Abbreviations, and Numbering of Agendas, Papers and Minutes
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This section covers numbering conventions for committee agendas, papers and minutes. Using the agreed system means that agendas, items, papers and minutes can be easily identified and allows for consistency across committees.
9.1 Committee Name Abbreviations
9.2 Agenda and Minute Numbering
9.3 Paper Numbering
9.4 Agenda and Minute Item Numbering
9.1 Committee Name Abbreviations
Each Committee has an abbreviated name, usually 2, 3 or 4 letters, which is used to reference the committee’s agendas, papers and minutes. Some examples are:
- COUN – Council
- SEN – Senate
- ARC – Audit and Risk Committee
- SPaRC – Strategic Portfolio and Resources Committee
9.2 Agenda and Minute Numbering
The agenda and minutes for each committee meeting are numbered starting with the first meeting of the calendar year:
| Agenda | Minutes | |
|---|---|---|
| First meeting of calendar year (March) | COUN24-A1 | COUN24-M1 |
| Second meeting of calendar year (June) | COUN24-A2 | COUN24-M2 |
| Third meeting of calendar year in (October) | COUN24-A3 | COUN24-M3 |
9.3 Paper Numbering
Each committee paper should be numbered on the top right-hand corner of the paper.
Papers are referenced in the same format as minutes and agendas on a continuous basis throughout the calendar year, starting with the first paper for the first meeting:
- COUN24-P1,
- COUN24-P2,
- COUN24-P3 etc.
The second meeting of the calendar year will start with the next consecutive paper number e.g. if the March meeting of Council finished on paper COUN24-P25, the paper numbers for the next Council meeting in June would start COUN24-P26.
(Note: paper numbers will not usually match the agenda item to which they relate!)
Paper numbers should appear on the agenda/minutes alongside the item they relate to, immediately under the item heading and before the committee action in agendas and in minutes before the relevant minute.
See Section 12 for an example agenda and Section 20 for example minutes.
9.4 Agenda and Minute Item Numbering
Agenda and minute Items and sub-paragraphs should be numbered as follows.
Agendas
Agendas begin at 1. for each meeting:
1.1 Strategy Update
(a) sub-heading
(i) sub-heading
1.2 KPIs
Minute Items
Minute items are numbered on a continuous basis throughout the calendar year (Note: this will not match the agenda item number for the corresponding meeting except for the first meeting of the year). If the last minute in the March Council minutes was 24/35, the second set of minutes in June should begin with minute section 24/36.
COUN24-M1
24/1 Strategy and KPIs
24/1.1 Strategy Update
24/1.2 KPIs
24/2 Finance Update
24/3 Student Recruitment
COUN24-M2
24/4 Strategy and KPIs
24/4.1 Core Plan Update
24/4.2 KPIs
24/5 Academic Quality and Standards Assurance Report
24/6 Financial Statements
Etc.