Committee Handbook 2014-15

Committee Handbook 2014/2015

This Handbook describes regulations and procedures governing the operation and servicing of University committees. Its use is mandatory for staff in relation to Council, Senate and their standing committees. The Handbook also serves as a guide to good practice for University staff responsible for servicing other committees, including those in Colleges and Schools.

Governance Services Unit

GOVERNANCE SERVICES UNIT COMMITTEE HANDBOOK 2014/2015

Governance Services Unit 3 Acton Square University of Salford http://www.governance.salford.ac.uk/page/cttehbook This version saved: 30 July 2014

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http://www.governance.salford.ac.uk/page/cttehbook


Contents Section Page

1. Introduction 4

2. Committee Interrelationships 5

3. Main University Committees

3.1. Terms of Reference and Membership

3.2. Committee Codes

3.3. Schedule of Senate and its Standing Committees 2011/2012

5

5

7

7

4. Roles and Characteristics of Committee Members

4.1 Chair

4.2 Secretary

4.3 Members of Committees

7

7

9

10

5. Access to and Confidentiality of Committee Documents

5.1 Introduction

5.2 Freedom of Information

5.3 Data Protection

5.4 Openness of Committee

5.5 Agendas

5.6 Papers

5.7 Minutes

5.8 Reserved

5.9 Further Information

11

11

11

12

12

12

12

13

15

15

6. Information for Secretaries 15

6.1 Getting to Know Your Committee 6.2 Induction for New Committee Members 6.3 Timetable of Work - Guide

6.4 Before the Meeting:

6.5 At the Meeting

6.6 After the Meeting

6.7 Closed Minutes

6.8 Between Meetings

15

16

16

16

19

20

22

22

7. Handing Over a Committee to a New Secretary 23

8. Committee Self-evaluation 23

9. Further Reading: Publications Used in the Compilation of the Handbook 24

Appendices

1. Standing Orders 25 2. Exemplar Agenda 29 3. Standard Template for Reports and Papers: Senate and its Committees 31 4. Exemplar Minutes 33 5. Exemplar Report to Parent Committee: Extract from the Minutes 41 6. Guidance Note on Chair’s Action 45 7. Committee Annual Enhancement Report of Operation of Committee 47 8. Committee Evaluation: Membership Questionnaire 49



1. Introduction 1.1 Within the context of wider institutional change, the approval in June 2008 of a new Charter and

Statutes enabled the University to distinguish more clearly between governance and management. Reform of governance was undertaken to ensure that the University’s Council and Senate and their committees operate specifically as instruments of governance, i.e. they make decisions that grant authority, define expectations or verify performance. The focus of Senate and its committees is exclusively on academic governance, i.e. on policy making rather than processing issues, with Senate setting the standards and expectations of academic performance and assuring and enhancing academic quality and standards. Management functions connected with strategy, resource allocation and service delivery are undertaken by managers rather than committees. Management aims to provide timely, effective and informed decision-making that complements lean governance processes.

1.2 Senate and its standing committees set out clearly the standards and expectations of academic

performance, both in terms of the academic standards of the University’s awards and the quality of its learning opportunities for its students and also in terms of broad academic practice. Having authorised policy and defined expectations, Senate and its standing committees monitor and review the academic performance of the University and identify measures to improve the effectiveness of academic practice and activity. College and School level committees act in a similar manner with Colleges concentrating upon:

• Strategic and operational planning and resourcing • Portfolio management of academic and research programmes • Management of postgraduate research students • Management of governance • Being a driver of exemplar professional services support for schools and Schools concentrating upon: • Student support/interface

o First point of contact with students once enrolled on programme o First line resolution of issues where appropriate o Signposting to central services, including Student Life, for other services o Support to Programme Leaders regarding pastoral care

• Academic staff support o Administrative support to Heads of Schools and Directors (including any committees residing

within school) o Support to Programme Leaders in the delivery of programmes

1.3 This Handbook has been prepared both as an induction for new secretaries, Chairs and members of

the committees and as an aide-memoire and reference tool for more experienced staff. It is hoped that it will promote high standards and consistency of servicing across the University. Committee Secretaries and Chairs should familiarise themselves with the guide and understand the format of committee documentation which has been adopted as the University’s standard. The Handbook describes practice used by Governance Services staff to service institutional level committees and commends this practice to staff supporting School/College committees. The Handbook supports staff in implementing the Scheme of Academic Governance 2014/151. Separate training and guidance is available to those chairing or servicing Boards of Examiners and bespoke training is provided to Chairs of panels operating under student-facing procedures, i.e. Academic Appeals, Academic Misconduct, Fitness for Professional Practice (College of Health and Social Care only), Student Complaints and Student Disciplinary Procedure.

1.4 The Scheme of Academic Governance outlines the composition and purpose of committees and

other formal bodies of the University which have delegated authority to oversee academic quality, standards and enhancement in core operational teaching and learning, research and innovation and academic engagement activities.

1.5 Committees are a vital part of the fabric of the University but they can be costly, particularly in terms

of staff time. Participants in committee meetings should therefore ensure that business is conducted as effectively and efficiently as possible, without compromising the quality of the decisions which emerge or the accuracy of their recording. There are many factors which contribute to the success of a committee. The Chair has an important role to play in managing the meeting and verifying that the

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record of the meeting is complete, correct and clear. A good Secretary facilitates effective decision making and keeps abreast of relevant developments and policy so that the committee is well informed and has the best advice.

1.6 The Handbook provides an overview of how Freedom of Information and Data Protection legislation may impact upon committee-related tasks such as preparation of agendas and related papers, minute taking and the identification of individuals in minutes and papers. This is especially important given the wider availability of University papers and minutes in electronic format, including the publication on the Governance website of the confirmed minutes of many committees.

1.7 The Committee Handbook 2014/2015 incorporates the report template for Senate and its committees

(Appendix 3). This template can be downloaded from the Committee Handbook webpage http://www.governance.salford.ac.uk/page/cttehbook together with the separate and distinct templates for Executive Board and Council and its committees.

1.8 If you have any comments or queries about the content of this Handbook, please contact Mark Rollinson, University Secretary, on extension 56849 or [email protected]. Queries about a specific committee should be addressed to the Secretary of that committee. The GSU contacts for central committees are provided on the Governance website at http://www.governance.salford.ac.uk/contact_us.

2. Committee Interrelationships

Corporate Governance - Council and its Committees: Figure 1

COUNCIL

LEAD MEMBER MEETINGS:COLLEGES

EQUALITY & DIVERSITYESTATESFINANCE

HUMAN RESOURCESIT

PERFORMANCE

EXECUTIVECOUNCIL

ADVISORYGROUP

AUDIT COMMITTEE

SENATE

NOMINATIONSAND

GOVERNANCECOMMITTEE

REMUNERATIONCOMMITTEE

Academic Governance - Senate and its Committees: See Figure 2 overleaf 3. Main University Committees 3.1 Terms of Reference and Membership

3.1.1 The terms of reference and membership of Council are prescribed by the University’s

Statutes last amended in November 2011 by the Privy Council. 3.1.2 The terms of reference of Senate and its standing committees are set out in the Scheme of

Academic Governance.



mailto:[email protected]

http://www.governance.salford.ac.uk/contact_us

http://www.governance.salford.ac.uk/cms/resources/uploads/File/council/Statutes_Nov11.pdf




Figure 2

SENATE

Academic Programmes & Partnerships Committee

Learning Teaching & Enhancement Committee

Academic Audit and

Governance CommitteeResearch Committee

College Ethical Approval Committee

College Quality, Standards and Enhancement Committee

School Executive

Joint Boards of

Study

Staff/Student Committees

Module Boards of

Examiners

Uni

vers

ityC

olle

geS

choo

l

College Executive

College Research and Innovation

Committee

Programme Boards

of Examiners

Scheme of Academic Governance 2014/15

School Congress

Governance functionGovernance function

Teaching & LearningTeaching & Learning

Programmes and Partnerships

Programmes and Partnerships

ResearchResearch

Consultative GroupsConsultative Groups

Board of Examiners –

Research Programmes

COUNCIL

EXECUTIVE BOARD

The Manchester College Accreditation

Sub-Committee

Blackpool & The Fylde College Accreditation

Sub-Committee

Postgraduate Research Award

Board

Postgraduate Research

Student Consultation Committees

Boards of Study

University Standing Panel

Academic RegulationsStanding Group

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3.2. Committee Codes University committees are coded so that their official documents can be referenced using a standard identifier. Coding of committees should follow the pattern in Table 1 below.

Table 1: Committee codes

Committee Name Code

Council CO Audit Committee COA

Nominations and Governance Committee CON Remuneration Committee COREM

Senate SEN Academic Audit and Governance Committee AAGC

Academic Programmes and Partnerships Committee APPC Learning, Teaching and Enhancement Committee LTEC

Research Committee RC Postgraduate Research Awards Board PRAB

Postgraduate Research Studies Sub-Committee PRSSC Selected other institutional committees/panels

Academic Appeals Panel AAP Collaborative Provision Panel CPP

Disciplinary Committee DC Disciplinary Appeals Committee DAC

Fitness for Professional Practice Panel FPPP Fitness for Professional Practice Appeals Panel FFAP

Student Support Funds Panel SSFP Student Support Funds Appeals Panel SSFAP

3.3 Schedule of Council, Senate and Senate Standing Committees 2014/2015

The dates of meetings of Council, Senate, their committees and other University committees are available collectively in several formats including a Microsoft Outlook Calendar available to all staff through their campus desktop PC (see http://www.governance.salford.ac.uk/almanac). Meetings of Senate and its standing committees are usually scheduled on a Wednesday at 2.00 pm in the Council Chamber, The Old Fire Station. For the benefit of committee members the dates of meetings for individual University committees are also listed on the relevant committee homepage on the Governance website.

4. Roles and Characteristics of Committee Members 4.1 Chair

4.1.1 The principal responsibilities of the Chair are as follows:

• To understand the purpose and objectives of the committee and play the lead part in planning the committee’s business to ensure coverage of the full range of its terms of reference in liaison with the Secretary and, where appropriate, Chairs of parent committees and sub-committees

• To promote and support the work of the committee • To conduct committee meetings so that they are orderly, open and effective,

particularly: o To determine who may speak and in what order o To remind committee members of the standing orders2 and other committee

protocols when necessary o To keep the business of the committee meeting running smoothly o To ensure that business is discharged in a timely fashion

• To make sure, in liaison with the Secretary, that the committee’s decisions are reported and acted upon appropriately

2 The Standing Orders approved by Council and Senate in June/July 2009 establish regulations for the operation of University committees and are provided in Appendix 1.


http://www.governance.salford.ac.uk/almanac

http://www.governance.salford.ac.uk/


• To remain impartial, respect confidentiality and handle sensitive issues with discretion • To represent the committee as required • To contribute to the evaluation of the committee’s work and preparation of an annual

report

4.1.2 To fulfil these responsibilities Chairs should aim to:

• Attend all meetings and maintain an understanding of committee work and related matters between meetings

• Be familiar with the committee’s membership and terms of reference as well as general committee conventions, including standing orders and reporting protocols

• Develop a close and co-operative working relationship with the committee Secretary • Build good working partnerships with University officers • Develop the trust of committee members and value their contributions • Make sure that he or she is well briefed on agenda items before meetings take place;

and • Manage the business of committee meetings effectively, fairly and impartially3, both

encouraging participation and limiting debate as necessary

4.1.3 The main duties and tasks that need to be undertaken by the Chair are:

• To participate in appropriate planning meetings at the start and end of each session, agreeing an annual schedule of business

• In liaison with the Secretary to agree an agenda for each meeting, approve agenda items, commission reports, identify business as appropriate

• To meet with the Secretary to prepare for each meeting and receive briefings on agenda items

• To read the papers carefully in advance of the meeting, be aware of the issues and check out any queries, inconsistencies or potential controversy

• To determine whether to allow late or tabled papers • To start the meeting on time and make introductions as appropriate • To manage committee discussions so that clear decisions are reached which identify

what action needs to be taken, who is responsible, the timescale for this action and the nature of report back to the committee

• To take account of the Secretary’s advice but to have the final say on matters of procedure and members’ conduct

• To agree draft minutes prepared by the Secretary after each meeting. Chairs should note that in approving the wording of minutes they are not only approving their accuracy but also approving their status as statements which may be made available within or outside the University (e.g. through publication on the internet). The Secretary should normally circulate the unconfirmed minutes to members within two weeks of the meeting.

• To advise the Secretary on an action list and arrangements for reporting and disseminating committee decisions

• To decide whether any urgent business arising between scheduled meetings requires the convening of a special meeting (see guidance on Chair’s action in Appendix 7)

• To take action on behalf of the committee to deal with business which requires action before the committee’s next scheduled meeting but does not merit the convening of a special meeting

• To lead the committee in its annual self-evaluation exercise and prepare an annual report for submission to the AAGC or Senate

4.1.4 The characteristics of a good Chair are:

• Good listening and communication skills, including a willingness to listen to ways in

which meetings can be improved • Impartiality together with a clear focus upon achieving the aims of the meeting • Ability to summarise discussion fairly and succinctly to ensure that all those present

accept and are clear about what has been decided

3 Although an impartial facilitator, the Chair has the same voting rights as other members and, in the event of a tied vote, can cast a second, deciding vote if necessary (Standing Order 5.7).



• Ability to gain consensus and avoid unproductive dispute • Willingness to exert authority when necessary but in an appropriate manner • Tenacity in ensuring follow-through

4.2 Secretary

4.2.1 The principal responsibilities of the Secretary are as follows:

• To have a broad knowledge of governance processes in general, in the Salford context in particular and of the working of the committee, such as relevant statutes, ordinances, regulations, codes of practice, procedures and terms of reference, and to act as a source of advice on such matters

• To promote the business of the committee including facilitating and co-ordinating procedures which are the responsibility of the committee

• To maintain lists of membership and circulation lists and a full set of agendas, papers and minutes for previous meetings in electronic and, if appropriate, in hard copy.

• To build a close and co-operative working relationship with the Chair • To remain impartial, respect confidentiality and handle sensitive issues with discretion • To make sure, in liaison with the Chair, that the committee’s decisions are acted upon

appropriately • To ensure the prompt and appropriate referral of business where active consideration

from another University committee or officer is required • To contribute to the evaluation of the committee’s work

4.2.2 The main duties and tasks that need to be undertaken by the Secretary are:

• Before the start of the academic year, in consultation with the Chair, to prepare a draft

plan of work for the coming year for approval at the first meeting of the session • To develop and maintain briefing materials for new members of the committee • To make arrangements for meetings including timing (in liaison with the Chair and,

where applicable, the GSU officer responsible for the University’s almanac), venue and hospitality as appropriate

• To collate items of business (including actions taken by the Chair) between meetings • To draft agendas, papers and reports in consultation with the Chair or other officers • To review the papers and reports prepared for the committee and refer back as

appropriate • To be familiar with the content of papers for meetings • To ensure the timely distribution of committee papers to members by electronic means

(e.g. email attachments or hyperlinks to a shared drive folder or Blackboard module) • To provide members witha hard copy set of papers where appropriate or where

specifically requested by members • To receive and record any apologies for absence from members • To attend all meetings and keep an ongoing understanding and awareness of the

committee’s work and related matters between meetings • To verify that a meeting is quorate both at the start and during the course of the

meeting • To produce minutes and reports of meetings for consideration by other committees • To ensure that decisions and actions are followed up in a timely way and reported to

the next meeting • To brief the Chair prior to the meeting on any relevant issues, developments or

matters arising from the previous meeting

4.2.3 The characteristics of a good Secretary

• Listens and communicates well • Business-like, meticulous and reliable • Excellent written language skills • Excellent analytical skills • Understanding of the respective roles of governance and management • Diplomatic and assertive when necessary • Tenacity to ensure follow-through



• Patience • Pro-active and facilitating

4.3 Members of Committees

4.3.1 The general responsibilities of members are:

• To make a positive and effective contribution to the work of the committee • To be clear about the functions of the committee • To keep the committee informed of particular relevant local issues and factors • To attend all meetings or give apologies to the Secretary if unable to attend • As set out in the standing orders to declare any personal interest in an item being

discussed • To respect confidentiality and handle sensitive issues with discretion • For Senate and its committees to have an understanding of the University’s academic

regulations and policies for academic quality and standards • To contribute to the evaluation of the committee’s work

4.3.2 The specific duties of Senate and its committees are set out in an Ordinance4 for the Senate.

It is expected that members will:

• Uphold the University’s commitment to academic freedom and equity as set out in the Charter and assure the highest ethical standards of academic practice and governance

• Act corporately in the best interests of the University serving its further development and advancement

• Assure the University’s corporate responsibilities and obligations under law, regulation and public and University policy and with reference to national expectations and guidance on qualifications frameworks and the assurance of academic quality and standards in higher education

• Act in good faith, honestly and properly, exercising appropriate care and diligence • Disclose and, wherever possible, avoid conflicts of interest

4.3.3 In more practical terms, these translate as:

• To respond in a timely fashion to requests for agenda items and any supporting

papers • To read the papers prior to the meeting and note points to raise • Where alternates are permitted to represent full members in their absence5, fully to

brief the alternate and provide all the necessary paperwork prior to the meeting and to receive feedback after the meeting

• To ensure that there is familiarity with pertinent issues • To undertake any action points within the requested timescale • To declare potential conflicts of interest and to leave a meeting during consideration of

an item in which there is a personal interest which conflicts with the purpose of the committee. This would cover, for example, a PGR student member of a College Research and Innovation Committee needing to absent themselves from the CRAIC’s consideration of another individual student’s circumstances.

• To contribute to the effective operation of Committee business between meetings, e.g. through participation in relevant consultations from the Chair or Secretary.

4.3.4 The characteristics of a good committee member are that s/he:

• Demonstrates high ethical and professional standards • Respects the authority of the Chair • Shows courtesy and respect to other members • Participates fully in the meetings • Demonstrates an understanding of the business of the meeting

4 Ordinances approved by Council are available at http://www.governance.salford.ac.uk/council. 5 NB Standing Orders do not permit alternate members at Council, Senate of any of Senate’s standing committees.


http://www.governance.salford.ac.uk/council


• Is prepared to question accepted views and to defend independence of thought • Does not introduce irrelevant or tangential matters/business • Accepts corporate responsibility and abides by agreed decisions

5. Access to and Confidentiality of Committee Documents 5.1. Introduction

5.1.1. The Freedom of Information Act 2000 gives individuals the right to ask to see any

information held by the University. The Data Protection Act 1998 requires that information relating to living individuals is properly protected from disclosure. There are other reasons why the University may wish to protect information from disclosure.

5.1.2. As a result the University must ensure that its committee documents are managed in a way

to enable most documents to be disclosed but at the same time protecting information which should be withheld from such disclosure.

5.1.3. The University’s position is that committee papers should be produced in a form to facilitate

disclosure without restriction. Where information within a committee paper is deemed Confidential as defined by the Confidential Information Policy the document should be managed in accordance with the requirements below and protectively managed.

5.2. Freedom of Information

5.2.1. The Freedom of Information Act 2000 gives individuals the right to ask to see any

information that the University holds. Consequently, most committee papers and minutes would, unless a specific exemption applies, need to be released if requested. Even where an exemption applies, only the information covered by the exemption can be withheld rather than the whole document. As a result it is not possible to prevent disclosure to an entire set of minutes.

5.2.2. Staff need to be aware what a request made under the Freedom of Information Act consists

of. Any request made in writing (letter, email, fax) including a name and address (an email will suffice for address, even a blatantly fake email address such as [email protected]) is a request as defined by FoI and must be dealt with in accordance with the requirements of the Act.

5.2.3. Requests must be replied to within 20 working days and the information must be provided

unless an exemption applies. If this is the case a specifically formulated reply called a refusal notice must be sent.

5.2.4. If an individual’s request for information is ignored or refused the individual has the right to

ask the University to review the decision and, if still unhappy with the response, can appeal to the Information Commissioner who has powers to require the information to be released and to punish the University for not doing so.

5.2.5. It is a criminal offence to destroy information once it has been requested if the intention is to

prevent disclosure, unless its destruction is as part of a routine disposal process. 5.2.6. Under the Act, it is not only agenda, papers and minutes which must be released but also

handwritten notes, e-mails and draft minutes are covered. It is therefore advisable, as standard practice, to shred all notes, drafts and briefing papers once there is a set of approved minutes.

5.2.7. Responses to all FoI requests are administered by GSU’s Information Governance Team

and so any request should be forwarded to them as soon as possible. The time to respond begins from the receipt of the request by the institution, not the Information Governance Team.

5.3. Data Protection

5.3.1. The Data Protection Act 1998 requires that appropriate technical and organisational

measures shall be taken against unauthorised or unlawful processing of personal data.



Such unauthorised or unlawful processing of personal data includes publication and disclosure to those who have no reason or purpose to have access to that information.

5.4. Openness of Committee Documents

5.4.1. To reduce the burden on University staff in dealing with FoI requests, the University is keen

to make available as a matter of course as much information as possible via the University website via the University Publication scheme.

5.4.2. It is desirable therefore that material is produced in a form that can be placed on the

University website so that all members of the University and the public may access it without restriction.

5.4.3. Even those committees which do not publish their minutes are still subject to the

requirements of the Freedom of Information Act 2000. The Act specifies that all public institutions must make available certain types of information and this includes committee papers and minutes. Even though they are not published they must be prepared in a way that enables their prompt disclosure upon request.

5.4.4. Nevertheless, there will always be situations where the content of a document means it

should not be made publicly available and should be protectively managed to prevent intentional or accidental disclosure to unauthorised persons. The University has developed a Confidential Information Policy (CIP) which clarifies the types of documents which may need such protection.

5.4.5. Consequently, and in accordance with this policy, the University of Salford requires that

committee papers should be marked as Open or Confidential (where the content meets the corresponding categories as defined by the CIP).

5.4.6. The term Confidential therefore replaces the previously used term of Closed for committee

papers. 5.4.7. In general, all agenda, papers, minutes should be drafted in such a way that, where possible,

they can legitimately be made publicly available and therefore Open unless there is a legitimate reason to categorise them as Confidential.

5.5. Agendas

5.5.1. Agenda should be Open, referencing all papers including those deemed to be Confidential. 5.5.2. Where a paper to be discussed relates to an individual member of staff or student, the

corresponding item on the agenda should not include any information identifying the individual.

5.5.3. In the unlikely event that it is not possible to phrase an item on an agenda so that it can be

Open, the chair should agree to the creation of a second, Confidential, agenda. This should contain only the agenda items relating to the papers marked as Confidential and should be referenced in the Open agenda to indicate that a second agenda exists listing Confidential items.

5.6. Papers

5.6.1. In marking a paper as Open, this signifies that neither the author and committee secretary

have any hesitation about releasing the details recorded in these papers whether published or requested through the publication scheme.

5.6.2. There may be instances where the content of committee papers is such that its publication

must be restricted. In such cases the papers should be referred to as Confidential. The Confidential Information Policy details the types of information that should be considered as confidential.

5.6.3. Some examples of Confidential information include papers on the following:



• Detailed reports about performance of, or issues relating to specific named individuals, • proceedings which are commercially sensitive (i.e. commercially or competitively

valuable), • information provided in confidence (e.g. consideration of individuals for honours), • information which is forbidden to be disclosed for a number of legal reasons, • planning or restructuring proposals in development (until approved or published), or • other matters where the release of information relating to it could prejudice the

University being able to conduct its public function.

5.6.4. Confidential papers also contain information that is likely to be subject to freedom of information exemptions protecting it from disclosure. The exemptions listed in the Freedom of Information Act 2000 can be found in Appendix 9.

5.6.5. Marking papers as Confidential does not necessarily mean that the contents are exempt

under the Freedom of Information Act. Such marking does however enable information which is likely to fall under an exemption to be withheld from being published on the University website and ensures that such papers are not automatically disclosed in response to a FoI request. If specifically requested, the disclosure of papers marked as Confidential must still be considered.

5.6.6. Marking a paper as Confidential does not mean that the entirety of the document is

permanently exempt from disclosure. For example, discussion of a new project may be highly confidential during the planning stages but once the project is underway, the background discussion is unlikely to be exempt.

5.6.7. If a paper is classified as Confidential, the author and committee secretary must be able to

explain:

• why the paper has been deemed as Confidential • whether the Confidential nature of the paper is likely to expire, if known.

5.6.8. In the event of the paper being requested under FoI, the paper will need to be considered in terms of whether the paper in its entirety or certain sections may be exempt from disclosure.

5.7. Minutes

5.7.1. The University of Salford recommends the use of Confidential minutes where matters that

are confidential are to be included. If this is the case, there should be two sets of minutes:

• a full set of Confidential MINUTES for limited internal circulation, to the members and other relevant parties.

• the second set of Open MINUTES will simply reference that a confidential minute exists but will not include the confidential minute.

5.7.2. If a minute is classified as Confidential, the committee secretary must be able to explain:

• why the minute has been deemed as Confidential • whether the Confidential nature of the minute is likely to expire, if known. See the example below:



5.7.3. When writing the minutes, the set of Confidential minutes must be clearly marked as such

and controlled in accordance with the Confidential Information Policy. 5.7.4. In the set of Open minutes where the Confidential minute has been excised, the committee

secretary should state:

• that a confidential minute is missing from the Open set of minutes • which exemption of the Act is likely to apply and why that is the case • whether there is an expiry date for the exemption.

5.7.5. When marking minutes as Confidential, you should not intend to mislead: you should make it clear that a Confidential paper or a Confidential minute exists.

5.7.6. Section 6 gives details of how such items should be handled in agendas and minutes and

examples of an agenda and minutes where Open and Confidential items of business are shown.

5.7.7. It is possible to have a Confidential paper but, where the reasons for making the paper Confidential are not also documented in the minute, for the corresponding minute to be full and Open. For example where a paper is approved without discussion or where the minutes discussions do not specifically mention the specific matters which render the paper Confidential.

5.7.8. Where material is also considered to be sensitive even internally, it should not only be

marked as Confidential but its availability should be further restricted to named, nominated individuals.

5.7.9. For committees dealing principally with business relating to the personal affairs of individual

members of staff or students there is a need for regular use of Confidential minutes. Such committees may therefore be designated as permitted to routinely produce entirely Confidential minutes which have no corresponding open minutes. The following committees are presently designated in this way:

• Disciplinary Panel • Disciplinary Appeals Panel • Appeals Review Panel • Board of Appeal • Fitness for Professional Practice Panel • Boards of Examiners • Postgraduate Research Awards Board • Student Support Funds Panel • Nominations and Governance Committee • Remuneration Committee



5.7.10. The above committees must create separate Open minutes of any business where restricted

access is not justified, such as minutes of procedural discussion, which are likely to be disclosable on request.

5.7.11. Committee members are expected to be listed in minutes as being present or absent and to

be identified when making specific comments or being tasked to undertake action. Where practicable this should be done by job title or constitutional status rather than by personal name but in the case of external members this may not be feasible. Committee members are entitled to ask for their names to be removed from the minutes, including from the list of those present if they can demonstrate that the inclusion of their personal data in this way could cause them damage or distress. This would only be in exceptional and specific circumstances and would not apply for the vast majority of meetings.

5.8. Reserved

5.8.1. Some business discussed by a committee requires that certain members are absent for that

item, for example, a paper on the award of student bursaries which named students nominated for those bursaries would normally not be discussed in the presence of the student members of a committee.

5.8.2. In such cases those items are Reserved and any papers should be labelled as such as

should the agenda item and the relating minute. 5.8.3. The Reserved papers should not be circulated to the members of the committee (or to others

who receive the papers) who would be required to leave the room when they are discussed.

5.9. Further Information Advice can be obtained from the Information Governance Team, email: [email protected].

6. Information for Secretaries

6.1 Getting to Know Your Committee

6.1.1 It is essential when taking over the role of committee Secretary that there is an

understanding of:

• the general context within which the committee operates; • the committee’s terms of reference; • the membership; • the nature of the business conducted; • decisions taken, as recorded in individual minutes, and the general background and

ethos. It is often helpful to study past agendas and minutes in order to get the ‘feel’ of the committee and to meet with the Chair or immediate past Secretary.

6.1.2 The following checklist might be helpful:

• Where does the committee sit in the committee structure? • How are its members appointed? • Who are its current members? • Who is the current Chair? • Who at the meeting has voting and speaking rights? • What are the terms of reference? • What decisions can it make and what does it need to refer on? • What kind of business does it do? • What has it been doing lately? • What is outstanding from the last meeting? • What is the planned business for the year? • What are its current tasks and objectives? • Do I have a personal understanding of the University’s standing orders? • What did the annual report say last year?




• How does the committee evaluate its work?

6.2 Induction for new Committee Members

6.2.1 Newly appointed members may be invited by the Secretary to meet the Chair and/or Secretary before their first meeting and should be provided with induction materials. As a minimum these should include:

• How to access the Committee Handbook • A list of committee members and members of any sub-committees and working

groups • Contact details for the Chair and Secretary • The current committee work schedule and planned business • The minutes of the previous meeting • Dates and venues of the future committee meetings

6.2.2 The Secretary should check whether new members have any individual requirements and

make provision as necessary to enable everyone to participate fully in meetings.

6.3 Timetable of Work The timeline in Table 2 overleaf provides a guide to the deadlines in preparing for and following up a committee meeting, based on a committee which meets approximately every other month.

6.4 Before the Meeting Agendas 6.4.1 The purposes of the agenda are:

• To inform members of the time and place of the meeting in sufficient time for them to be able to prepare adequately for the meeting

• To convene a meeting • To provide the Chair with a framework within which to conduct the meeting • To identify easily the items which need to be discussed or acted upon and those which

are for information only • To identify open and closed business • To indicate which items have supporting papers

6.4.2 The responsibility for drafting the agenda lies with the Secretary. A key point of reference for

the agenda will be the minutes of the last meeting. It can sometimes be difficult to decide whether an item is a matter arising from the minutes or a new agenda item. In general if there is only a brief oral update then it would be a matter arising, whereas if there is a paper for discussion and/or a more substantial update then it would be a new agenda item. Ultimately it is for the Chair to decide, upon consideration of the Secretary’s draft agenda, where on the agenda an item should be placed. If there is a pattern of regular business standard agendas or lists of items should be developed.

6.4.3 The agenda should be structured in a logical order and written so that the whole agenda is

Open. The agenda should take account of the strategic plan for the year and what business needs to be brought forward at each meeting. The Secretary should monitor repeat agenda items in relation to the designated action not having been taken. Repetition of the same business item, unless a standing item, may reflect that the committee is not effectively seeing business through to a conclusion. The normal order of the agenda is set out below; items marked with an asterisk (*) should be included for the first meeting of an academic year and, where changes are being made or reported, may be included for other meetings:

• *Membership6 • Apologies for absence

6 When a new member attends a committee for their first meeting it is good practice for the Chair to ask all members and other attendees to introduce themselves.



Table 2: Committee timeline

5 weeks before meeting

• Check annual work schedule to ensure that

business is being dealt with at the appropriate point in the cycle

4 weeks before meeting • Seek items from the Chair, regular contributors and

other areas that feed into the committee • Check actions from previous meetings that are still

outstanding and chase again if required

2 weeks before meeting • Deadline for receipt of papers by Secretary • Agree final agenda with the Chair

6 working days before meeting • Circulate papers (or hyperlinks thereto) electronically (and in hard copy if required)

3 working days before meeting 0-1 day before meeting _ _ _ _ _ _ _ _ _ _ _ _

• Circulate papers (or hyperlinks thereto) marked “to follow” on agenda if exceptionally required

• Update the Chair on developments since the

distribution of the agenda and papers, including the receipt of apologies from any key members

MEETING _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _

No more than 1 week after meeting

• Email draft minutes to Chair for approval

No more than 2 weeks after meeting

• Chair approves minutes • Email unconfirmed minutes (or hyperlink to where

they are stored electronically) to all committee members (to be formally confirmed at the next meeting)

• Send (extracts of) minutes to relevant members and

other interested persons for information or action. • Initiate any actions required on behalf of the

committee, including report to parent committee No more than 4 weeks after meeting

• Follow up on any outstanding actions on behalf of

the committee



• *Terms of reference • Confirmation of the minutes of the last meeting • Matters arising from the minutes not covered elsewhere on the agenda • Report of Chair’s actions since the last meeting • Chair’s business (usually oral and can include discussion of the order in which agenda

items are to be taken) • *Annual Enhancement Report: Review of Committee Operation in the previous year • *Annual Schedule of Business • Business from parent committee (where appropriate) • Business from sub-committees (where appropriate) • Items generated by the committee itself for discussion and decision • Items for information only (such as reports from Ofsted or QAA on partner colleges) • Closed business • Any Other Business (AOB) • Date of next meeting

6.4.4 Items should be grouped under three main headings: items for consideration and resolution;

items for information; closed business and reserved business. All of these may not be required at every meeting.

6.4.5 Members should give the Chair and/or Secretary prior notice of any item they wish to include

under AOB. It is at the discretion of the Chair whether or not items will be considered, bearing in mind the urgency of the item and the unpreparedness of members to consider it..

6.4.6 All papers should be clearly and consecutively numbered and it should be made clear what

action the committee is expected to take. The numbering should follow the notation: [committee code]/[last two digits of the calendar year]/[reference number of paper], e.g. AAGC/14/6. The first paper at the first meeting of the committee in a calendar year is number 1, so AAGC/14/6 is the sixth paper presented to AAGC in 2014. All papers should have a single set of numbers referencing them to the committee receiving them; where the same paper is presented to more than one committee it will have a different, reference number for each occurrence of its consideration. Where a committee considers a paper and returns at a later meeting to the same paper to extend or conclude its consideration, the original reference number should be retained (unless the paper has been modified in the interim).

6.4.7 The agenda, once drafted, should be approved by the Chair. The agenda should state

which papers are being despatched or made available simultaneously with the agenda and which papers will follow at a later date. Substantial “for information” papers should be made available electronically only (e.g. through a website, the VLE or a shared network drive accessible to all members), even where hard copies of papers are normally circulated so that individual members can judge the merits of printing the paper or reading an electronic copy.. An example agenda can be found as Appendix 2.

6.4.8 All papers should be submitted electronically to the Secretary two weeks before the meeting

to allow for checking, (re)formatting, referencing and, where applicable, copying and collating prior to their availability/distribution 6 working days prior to the meeting. In exceptional circumstances a second electronic circulation of late papers may be made at least three working days before the meeting. Where papers relating to an item of business notified on the agenda are necessarily unavailable until very shortly before a meeting e.g. less than two days, hard copies should be made available to members at the meeting, even when the paper has been distributed electronically. In other circumstances the tabling of papers is not normally acceptable. Any paper received by the Secretary on the day of a meeting or brought to a meeting by a member or officer for tabling shall not be considered except at the sole discretion of the Chair.

Reports 6.4.7 The Secretary is responsible for receiving, reviewing and preparing reports for the

committee’s consideration. The Secretary should ensure that report writers are aware of the requirements for reports to conform to the guidelines provided in this Handbook. In cases



where reports do not conform, a Secretary can refer the item back after consultation with the Chair, if appropriate.

6.4.8 All documents will be sourced and made available electronically where possible. The

naming of electronic committee files will indicate clearly the committee code, the document reference number and the title of the document. All documents for the same committee meeting will be stored in the same shared drive folder or Blackboard module accessible to members as well as officers in attendance at meetings.

6.4.9 For strategic or policy papers requiring a decision the report author (or possibly the

Secretary in the case of an externally published report) should also incorporate within the standard report cover sheet an executive summary of the report’s key issues and the committee action being sought. Separate cover sheets are used for the Executive Board, Council (and its committees) and Senate (and its committees). The Senate report template is provided as Appendix 3. All report templates for central committees (including the Executive Board and Council) can be downloaded from www.governance.salford.ac.uk/page/cttehbook

Preparation for the Meeting 6.4.10 The Secretary is responsible for booking a suitable, accessible meeting room and arranging

hospitality if appropriate. He or she should arrive at the meeting in time to make sure that the seating, catering and other arrangements have been carried out properly. The Secretary should make sure they are familiar with the agenda items and anticipate, where possible, any problems that may arise at the meeting and bring them to the attention of the Chair.

6.4.11 A briefing meeting with the Chair prior to the meeting is good practice. This would allow the

Secretary to remind the Chair of the background to particular items or brief on developments or matters arising from the previous meeting.

6.5 At the Meeting

6.5.1 The Secretary is responsible for advising on procedural matters and for making sure that the committee acts only within its terms of reference. The Secretary should have a thorough understanding of the terms of reference and ensure that all necessary information is to hand to provide effective advice. Such information might include the standing orders, terms of reference, Academic Regulations, policies and procedures. A spare copy of the agenda and papers may be required and should be brought to the meeting.

6.5.2 The Secretary should verify that the meeting is, and continues to be, quorate if a quorum is

prescribed7 and, if the appointed Chair is not present, arrange for the deputy Chair, where identified, to Chair the meeting. If there is no deputy Chair identified, the quorate meeting should be asked to nominate a person to Chair the meeting.

6.5.3 The Secretary should record the names of those present, normally by means of an

attendance sheet, take notes of proceedings and record committee decisions. If the outcome of a discussion is unclear the Secretary should ask the Chair to clarify before moving on to the next item.

6.5.4 Occasionally the Chair may be absent temporarily during a meeting, e.g. to attend to an

urgent business matter. If the meeting needs to continue in the absence of the Chair, another member may be nominated to chair the meeting during the Chair’s absence. A note recording who took the chair in these circumstances should appear at the appropriate point in the minutes and a further note recording the Chair’s resumption of his/her role added subsequently where applicable.

6.5.6 The Standing Orders require that, unless varied by resolution of the committee, the order of

business to be transacted at a committee meeting shall be as set out in the agenda. Where it is appropriate to vary the order of business, e.g. to consider an item before the presenter of that item has to leave the meeting, this can be proposed by the Chair and accommodated, provided members agree. A resolution recording the variation of agenda should be included

7 see Standing Orders (Appendix 1)




in the minutes to help readers understand the discrepancy between business order on the agenda and in the minutes.

6.6 After the Meeting

6.6.1 The most important and urgent task after the meeting is likely to be the drafting of minutes, although there may be some immediate follow-up action which requires attention before the drafting of the minutes. The purpose of the minutes is:

• to be a permanent record of the meeting • to inform members and others of decisions and the reason for them • to assist in ensuring that action arising is taken • to provide a formal record of the substantive discussion where this raises matters not

already set out in the report being discussed

6.6.2 Minutes need to be accurate, brief and clear. They also need to be objective, showing no personal, political or other bias. The minutes must be unambiguous, with enough detail to make it clear to the reader what the item was, what the issues were and what was decided. The language should be clear, concise and free of jargon. Unexplained acronyms should never be used. Minutes must be intelligible not only to Committee members but also to other stakeholders not present at the meeting, e.g. members of a parent committee, officers actioning decisions, external auditors.

6.6.3 The minutes are not a verbatim record nor a catalogue of every issue raised. The Secretary

should aim to note each new point raised at the meeting, although some of these may not actually make it to the minutes. With experience a Secretary will know what is important to note separately and what can be covered by a general phrase such as “After discussion…”

6.6.4 The past and conditional tenses and a passive voice should be used. The latter gives a more

objective and impartial flavour to the minutes and eliminates the need to identify the speaker, e.g.

A member suggested that an audit be undertaken of the effectiveness of the procedures for improving retention; such an audit would ideally be completed before November. rather than Dr Smith suggested undertaking an audit of…

6.6.5 It is usually good practice not to identify contributors in minutes but where it may be

necessary to identify a named person in relation to specific action points, this should be recorded by office held if possible, e.g. the Chair, or the Associate Dean (Academic) rather than by name. All minutes should be written so that they can be open even if the matter discussed was closed, e.g. “the committee agreed the recommendations set out in the paper” rather than listing the recommendations themselves (as would normally be the case for open business) if these are confidential. Any minutes which are not open should be clearly marked. A record of when exemptions are due to expire for closed minutes, papers or agendas will need to be kept so that data can be released once it has expired.

6.6.6 Draft minutes of meetings should be forwarded by the Secretary of the committee to the

Chair within 1 week of the meeting with a request for comment/approval and it is good practice to draft minutes as soon as possible after the meeting while it is fresh in the memory of both the minute writer and the Chair who is checking the minutes. Appendix 4 gives an example of a set of minutes. Drafts of minutes and notes taken during the meeting should be destroyed as soon as the confirmed version of the minutes is available.

6.6.7 The minutes should be formatted as follows:

• the title of the committee and its parent committee and date should be on the top left

hand side of the first page in capitals and bold • the Chair should be listed first in the list of those present followed by other members in

alphabetical order. Names should be listed with their first name and surname,



preceded, where applicable, by their academic title, e.g. Martin Hughes or Dr Mike Bowen

• each minute should be numbered, incorporating the committee code, the calendar year and the sequential minute number for that year, e.g. AAGC.13.3 = Academic Audit and Governance Committee, calendar year 2013, third minute of the year

• written in the third person and past and conditional tenses, mixing use of the passive and active voice, e.g. It was agreed,.. Members considered…

• font should be Arial, point size at least10, single line spacing • number and title should be in bold for each item • only decisions resulting in actions should be in bold (see 6.6.8 below and Appendix 4

for more examples of this) • left and right hand margins should be at least 2cm • text should be left aligned • the status of the minutes should be shown on the top right of the first page, i.e.

draft/unconfirmed/confirmed, in capitals and bold

6.6.8 The following words are recommended for use in the minutes, with key decisions highlighted in bold:

Considered Noted Reported Received Approved Confirmed Agreed Resolved Recommended (where a decision is not within the remit of the committee but lies with a parent committee)

6.6.9 The minutes should clearly record which committee members or University officers have

been actioned preferably within the wording of the decision or in an adjacent note. 6.6.10 In liaison with the Chair, the Secretary is responsible for preparing reports and report

coversheets for submission to parent committees on the committee’s behalf. 6.6.11 Once the draft minutes have been approved by the Chair their status becomes “unconfirmed”

and these should be circulated to all members of the committee and associated recipients either by email or through such file repository system as has been set up for the retention of committee documents. Minutes of the University’s academic governance committees are not expected to be confidential and may therefore be published to give wide access to staff and/or students. Where students are given ready access to minutes (e.g. Staff/Student Committee minutes posted on Blackboard) staff teaching on the students’ programmes should have at least equal and simultaneous rights of access to the minutes. Where published minutes are unconfirmed this must be clearly indicated.

6.6.12 Committee members identifying any inaccuracies should notify the Secretary of any

corrections as soon as possible. Any substantive comments/changes must be cleared with the Chair whereas minor corrections/amendments can be made at the discretion of the Secretary prior to presentation of the minutes to the next meeting.

6.6.13 The Secretary should circulate a copy of the “unconfirmed” minutes (incorporating any

corrections accepted since the initial distribution) with the agenda for the next meeting where they will be confirmed, subject, where necessary, to any correction. The “confirmed” minutes of Council, Senate and their sub-committees are made available via the Governance website as appropriate.

6.6.14 If recommendations were made by the committee for consideration by its parent committee,

then a report comprising the relevant extract(s) from the minutes should be prepared. If a document considered by the committee is essential to the parent committee’s understanding or consideration of the item (e.g. the committee is forwarding a policy for approval), then it should be attached to the extract of the minutes as an appendix. The minutes extract (or a Secretary’s note added thereto) should make clear whether the appendix is the same version of a document that the committee received or has been modified by or on behalf of the committee.

6.6.15 Occasionally a committee will need to report an item to a parent committee for information

only. Such “for information” items should be kept to a minimum to reduce the duplication of committee documentation and effort. A committee’s report to a parent committee should use



headings to distinguish between “Items for Consideration” (which should be grouped at the front of the report and “Items for Information” (grouped at the end of the report). The order of items within a committee’s report is determined by the Secretary in consultation with the Chair.

6.6.16 Reports submitted to the parent committee will be assigned their own reference number

according to the protocol for the parent committee and committee documents accompanying the reports will normally be designated as appendices to the report. Appendix 5 provides an exemplar extract of minutes for a report to a parent committee.

6.6.17 The Secretary is responsible for ensuring that designated committee members and

University officers are duly notified, whether collectively or individually, of action to be taken in response to decisions taken by the committee as soon as the minutes have been approved by the Chair.

6.6.18 The Secretary should ensure that sets of all committee records are maintained electronically.

The electronic record should include copies of all agendas, papers considered and confirmed minutes. A separate electronic folder should be kept for each meeting, containing the final version of each paper which the meeting received. Electronic folders and files should be structured and named clearly. Any closed or reserved papers or minutes should be kept in a separate electronic folder with appropriate security restrictions. Access to material which is not closed or reserved may be made available via the shared drive and the web, although wider electronic access to definitive committee material should normally be on a Read-Only basis to safeguard documents from accidental or deliberate amendment or deletion.

6.7 Closed Minutes

6.7.1 For committees dealing principally with business relating to the personal affairs of individual

members of staff or students there is a need for regular use of closed minutes. Such committees may therefore be designated as permitted to routinely produce entirely closed minutes which have no corresponding open minutes. The following committees are presently designated in this way:

Disciplinary Panel/ Disciplinary Appeals Panel Appeals Review Panel Board of Appeal Fitness for Professional Practice Panel Boards of Examiners Postgraduate Research Awards Board Student Support Funds Panel Nominations and Governance Committee Remuneration Committee

6.7.2 The above committees must create separate open minutes of any business where restricted

access is not justified, such as minutes of procedural discussion, which are likely to be disclosable to the general public by law on request.

6.8 Between Meetings

6.8.1 Where any significant new items of business arise between scheduled meetings which require urgent attention, i.e. before the next meeting, the Chair may decide to convene a special meeting to give consideration to the specific business. If the Chair deems that a special meeting to consider business between meetings is unnecessary, s/he may take action on behalf of the committee to deal with the business if it requires attention before the next scheduled meeting. In such cases the action taken must be reported for information to the committee at the earliest opportunity. The Chair must decide whether to consult with members, e.g. by email, prior to taking action on behalf of the committee. Where new business arises between meetings which does not require urgent attention it would normally be appropriate to refer consideration of such business to the next scheduled meeting of the committee.



6.8.2 It is the Secretary’s duty to collate items of Chair’s action for report at the next meeting of the Committee. A decision of the Chair to take action should be given in printed or electronic form (e.g. a signed report or an emailed approval rather than just orally) in order to provide evidence of the Chair’s authority before the action is reported to the next meeting.

6.8.3 In some instances the need for the Chair to take action on behalf of the committee will be

anticipated by the committee, e.g. the approval of some follow-up action relating to previously considered business and the committee may grant its prior authority for such action in order to expedite the resolution of a particular matter. The reporting of such pre-approved Chair’s action is normally handled under Matters Arising at the following meeting, i.e. it need not be reported under Chair’s Action which should focus on new (unanticipated) business. A guidance note to assist Chairs and secretaries on the use of Chair’s action is attached as Appendix 6.

6.8.4 It is the Secretary’s job to ensure that committee members are kept up to date with relevant

policy and procedures and any changes to them; examples might include a QAA report on a partner college for AAPC or the QAA’s Outcomes from Institutional Audit for LTEC, which enable the sharing of good practice from other institutions.

7. Handing Over a Committee to a New Secretary

7.1 The information handed over to a new Secretary will be quite variable, depending on how much

relevant experience the Secretary has, the nature of the business and exactly how the records are managed in detail. However, as a minimum, the following should be made available:

• A complete set of the final versions of circulated papers, agendas and minutes, in both

electronic and paper form, for the last two years • A summary of where the paper and electronic files are located • A list of contact details for members of the committee • A file of pending business for the next meeting, together with any necessary explanatory

notes 7.2 Members of the committee should be informed of the handover date and how the new person can be

contacted. The new Secretary should know how to contact the previous Secretary, if they remain in work at the University, in case of important queries.

7.3 If someone with no previous, or limited, committee servicing experience has been assigned a

committee, an experienced Secretary should act as a mentor. As some aspects of committee servicing, in particular minute writing, are extremely difficult to teach without presence at the meeting of both parties, the mentor should attend the first and at least one other early meeting with the new Secretary. The mentor should check the minutes written to ensure that they meet the University standard and advise on improvements if required.

7.4 Induction, training and staff development are also available at University level. Sessions on

academic governance and committee servicing may also be offered occasionally. 8. Committee Self-evaluation 8.1 Committees should carry out a self-evaluation exercise at the end of each academic year to judge

their effectiveness against their responsibilities and objectives. Committee members should also evaluate their own contributions as part of this exercise with a view to improving their effectiveness. Consideration should be given to the optimal method and timing for eliciting feedback from committee members, e.g. whether to table an evaluation questionnaire at the last scheduled meeting of the year or to circulate one electronically for completion after the last meeting.

8.2 The outcomes of this exercise which may result in recommendations for improvement should form

part of the committee’s annual report to its parent committee. A sample template of a committee annual enhancement report to a parent committee can be found as Appendix 7 and a Committee evaluation form as Appendix 8.



9. Further Reading: Publications Used in the Compilation of the Handbook

Field, T (2002) Data Day Issues – A Guide to Data Protection, AUA Good Practice Guide, Manchester: Shanleys. Grier, J (2001) Just a Minute? – A Guide to Committee Servicing, AUA Good Practice Guide, Manchester: Shanleys. Grier, J (2007) A Sense of Freedom, Committee Servicing and the Freedom of Information Acts, AUA Good Practice Guide, Manchester: Shanleys.


GOVERNANCE SERVICES UNIT COMMITTEE HANDBOOK 2014/2015 Appendix 1

STANDING ORDERS: REGULATIONS FOR COMMITTEES

1. Committees 1.1 These Standing Orders shall apply to the following committees of the University of

Salford:

• Council and its standing committees • Senate and its standing committees

1.2 Standing committees shall be defined as those permanent and regular committees with

fixed membership specialising in the consideration of particular areas of business within the remit of their parent body. Other committees shall be considered non-standing committees where they are constituted with looser membership provisions (e.g. where substitute members are permitted or where members are drawn from a wider pool) and/or are convened as and when the need arises to deal with specific matters. The term ‘Committee’ as used in these standing orders applies to any of the bodies referred to in 1.1 above.

1.3 Alternate members are not permitted at Council, Senate or any of its standing

committees. 1.4 Where Council or Senate approves exceptions in the application of these Standing

Orders to their respective standing committees, these exceptions shall be made explicit in the Standing Orders.

1.5 These Standing Orders shall be recognized as the University model for management of

committee business and shall apply, as appropriate, to committees established by and within the University of Salford other than those referred to in 1.1 above.

2. Chair and Deputy Chair

2.1 Meetings of a committee shall be chaired by the Chair designated in the committee’s membership.

2.2 In the absence from a quorate meeting of the Chair, those members present shall elect

one of their number to chair the meeting unless the position of Deputy Chair is designated in the committee’s constitution, in which case the Deputy Chair will chair the meeting.

2.3 Between ordinary meetings of a committee the Chair shall have the authority to act on

behalf of the committee on any matter requiring a decision prior to the next scheduled meeting where the business does not merit, in the view of the Chair, the convening of a special meeting. Any action taken by the Chair on behalf of the committee shall be reported to the next meeting of the committee.

3. Quorum and Adjournment

3.1 The quorum for meetings of Council shall be that specified in Statute 4.5, i.e. one-third rounded up to the next whole number of the total actual membership of the Council, with the number of Independent Members exceeding the number of Internal Members by at least two, except in relation to matters in respect of which a conflict of interest prevents Independent Members from voting with the result that a quorum could not otherwise be formed. 8

8 For example, the Statutes stipulate that the maximum membership of Council is twenty-four with a maximum of fifteen independent members. If Council is operating with the maximum membership of twenty-four the quorum for the meeting is eight provided that at least five of the eight members present are independent members. The quorum will increase if more internal members are present; i.e. if five internal members are present the quorum will be twelve as seven independent members are required to meet the requirement that the number of independent members exceeds the number of internal members by at least two.



3.2 The quorum for other committees shall be one-third of the current actual membership rounded up to the nearest whole number, e.g. a committee with 16 members in post shall have a quorum of 6.

3.3 In the absence of a quorum within thirty minutes of the published start time of Council,

no business shall be transacted other than the adjournment of the meeting to another time, except as provided for in 3.4 below. In the absence of a quorum at the published start time of meetings for all bodies other than Council, no business shall be transacted other than the adjournment of the meeting to another time, except as provided for in 3.4 below. When a meeting becomes inquorate through the departure of one or more members, the Chair shall decide whether the consideration of unfinished business requires the adjourned meeting to be reconvened. If there are no matters of urgency to be resolved, the unfinished business may be referred to the next ordinary meeting of the committee.

3.4 At an adjourned meeting at another time the business of any original meeting which was

adjourned because of inquoracy may be completed, even in the absence of a quorum. In such cases adjourned business shall take precedence over other business except for the confirmation of minutes of the previous meeting.

3.5 Where an adjourned meeting is to be reconvened, the Chair shall normally give

members at least one week’s notice of the date and time of the reconvened meeting and of the business to be transacted, which shall normally be restricted to the unfinished business from the original meeting.

3.6 The Chair may decide or be directed by the Committee to adjourn a quorate meeting to

later on the same date or to another date. Where the time and date of the adjourned meeting, whether on the same date or another date, is decided at the original quorate meeting, the provisions of 3.5 shall not apply. Where the time and date of the adjourned meeting is not decided at the original quorate meeting, the provisions of 3.5 shall apply.

3.7 Where a quorate meeting has been adjourned to later on the same date, no business

shall be decided at the adjourned meeting without a quorum other than the adjournment of the meeting to another date.

4. Schedule and Notice of Meetings

4.1 For each committee an annual schedule of ordinary meetings shall be agreed with the Chair and published for members prior to the start of each academic year. At least two meetings shall be scheduled each academic year.

4.2 Special meetings of a committee may be convened by the Chair at any time, subject to

the provisions in 4.4 below, to consider matters to which specific or immediate attention must be given.

4.3 An extraordinary meeting of a committee shall be convened within two weeks of the

receipt by the Secretary to the committee of a written request signed by not less than one-third of the actual membership. In such circumstances clause 4.4 shall not apply but members shall be given at least two days’ notice of the extraordinary meeting and of the business to be conducted.

4.4 Unless otherwise agreed by the committee, at least one week’s notice shall be given to

members of the business to be transacted at meetings (this includes any meeting to be reconvened because the original scheduled meeting was inquorate), such notice shall be deemed given on the day of despatch in the case of email communications or the day after despatch in the case of internal or external postal communications. The accidental omission to give notice of a meeting to or the lack of receipt of notice of a meeting by any member shall not invalidate the proceedings of the meeting.



5. Conduct of Business at Meetings

5.1 Unless varied by resolution of the committee, the order of business to be transacted at a committee meeting shall be as set out in the agenda which shall be compiled by the Secretary to the committee and approved by the Chair prior to issue and provided to members in accordance with 4.4 above.

5.2 The consideration of any business not notified on the agenda shall be permitted only at

the discretion of the Chair or by resolution of the committee, taking into account the urgency of the business.

5.3 Members wishing to propose an item of business shall normally give written notice of

such business to the committee Chair or Secretary at least two weeks in advance of the next scheduled meeting so that the item may be included on the agenda. Where such notice is not practicable because of the nature of the business, members shall notify the Chair at the earliest opportunity of the proposed item and the Chair shall decide on its inclusion in the business to be transacted at the next meeting or at a subsequent meeting.

5.4 Where an item of business is categorised as confidential, members shall not divulge the

associated papers or discussion to anyone who is not a member of the committee without the explicit consent of the Chair.

5.5 Any member who has a pecuniary, family or other personal interest in any item of

business shall, as soon as practicable, disclose that fact to the committee and shall withdraw from that part of the meeting unless requested to remain either by the Chair or by resolution of the committee.

5.6 Any member shall be permitted to speak to any item under consideration but the Chair

may, having regard to equity of opportunity, limit the duration and frequency of a member’s spoken contributions to any one item. Any recommendation or amendment to a recommendation proposed by a member shall be seconded before discussion by the committee.

5.7 Decisions of a committee shall be passed by a majority of members present. Where a

vote is deemed necessary by the Chair to determine the majority, this shall be conducted by a show of hands. In the case of an equality of votes, the Chair shall have a second and casting vote. Decisions may arise from proposals presented in a written report before a meeting and/or orally by one or more members during discussion of the item (subject to compliance with clauses 5.2 and 5.3 above),

5.8 Officers, observers and others in attendance at a meeting, including the Secretary to the

committee, shall be allowed to speak at meetings by invitation of the Chair. 5.9 Exceptionally, the Chair may direct that an item of business be considered in camera

and require any officers, observers or other persons in attendance to withdraw during consideration of the item. Where the Secretary of the Committee has withdrawn from the meeting in such circumstances, they must be apprised on their return of any resolutions made in camera so that the official record of the meeting may be completed.

5.10 No decision of a committee shall be rescinded unless notice of a proposal to rescind the

decision is given in the agenda for the meeting at which it is to be considered.

6. Committee Papers and Minutes

6.1 Papers submitted to and considered by a committee, including agendas, shall be deemed public documents, i.e. appropriate for wide circulation or unrestricted publication, unless otherwise determined by the committee, its parent committee or the application of current legislation.

6.2 Where it is determined that committee papers are not public documents, the degree of

confidentiality of the documents should be made clear to committee members.



6.3 The Secretary of the committee shall, where applicable, advise the authors of committee

papers regarding the format and content of such papers in order to ensure consistency with accepted practice and conformity with the committee’s terms of reference.

6.4 Papers for consideration at a committee meeting shall normally be issued to members at

the same time as the agenda in accordance with clause 4.4. above. Where this is not practicable for valid reasons, then papers shall be issued to members no later than two days prior to the meeting. Papers tabled at meetings shall not be considered except at the sole discretion of the Chair.

6.5 The committee Secretary shall be responsible for preparing draft minutes of each

meeting and shall submit the draft to the Chair for consideration prior to their circulation to other committee members.

6.6 Minutes of a committee meeting shall be considered unconfirmed until they have been

confirmed by the committee as a correct record at its next ordinary meeting, incorporating any agreed amendments.

7. Attendance at Committee Meetings

7.1 A record of attendance of members shall be kept and attendance at each meeting of a committee reported in the minutes. Apologies for absence from a meeting shall be submitted to the committee secretary

7.2 If any member fails to attend for three consecutive meetings of a committee, a report of

their non-attendance shall be made to the relevant standing committee with responsibility for oversight of governance and membership matters.

7.3 Following consideration of the report of non-attendance, the relevant standing

committee may recommend to Council or Senate (as appropriate) that the member be removed from membership of the committee.

8. Suspension of Standing Orders

8.1 A committee may suspend these Standing Orders provided that two-thirds of members present at a quorate meeting agree to such a suspension.

8.2 Any suspension of Standing Orders shall last no longer than the meeting at which it was

agreed.



UNIVERSITY OF SALFORD

S E N A T E

LEARNING, TEACHING AND ENHANCEMENT COMMITTEE There will be a meeting of the Learning, Teaching and Enhancement Committee at 2.00pm on Wednesday 13 May 2009 in the Council Chamber, Room G05, the Old Fire Station. Please direct all communications, including apologies for absence, to the Secretary, Stewart Smith-Langridge, on 59005 or email [email protected]. I look forward to seeing you at the meeting. S Smith-Langridge Governance Services Unit A G E N D A 1. Apologies for Absence 2. Confirmation of the Minutes of the Meeting Held on 25 February 2009 LTEC/09/19 3. Matters Arising from the Minutes Not Covered Elsewhere on the Agenda

3.1 Annual Programme Monitoring and Enhancement (APME) LTEC/09/20

Further to minute LTEC.09.4, the Senate, at its meeting on 11 March 2009, received the PVC (Academic)’s Overview Report be as an assurance that, in keeping with its intended purpose, the APME process for 2007/2008 had contributed to the maintenance and enhancement of the quality of the student experience. Senate approved, subject to the scheduling of LTEC meetings in 2009/2010, the modified APME timetable for next year’s exercise with particular regard to the addressing of NSS results in the APME Postscript and the timely uploading of reports to the central repository. Senate also approved a schedule of Committee meetings for 2009/2010 (see agenda item 18 below) and the dates of appropriate LTEC and Senate meetings have been incorporated into the agreed APME schedule.

3.2 Adoption of QAA Framework for Higher Education Qualifications (FHEQ)

Further to minute LTEC.09.11, the Senate, at its meeting on 11 March 2009, approved the Committee’s recommendation that, with effect from the 2009/2010 academic year, University level indicators 0, 1, 2, 3, M and Doctoral be replaced by levels consistent with FHEQ qualification levels, i.e. 3, 4, 5, 6, 7 and 8 in academic regulations, policies and procedures and in all programme documentation and promotional material.

4. Chair’s Action

4.1 Approval of Exceptions to Academic Regulations for Taught LTEC/09/21 Programmes 5. Chair’s Statement Items for Consideration and Resolution 6. Attendance Monitoring LTEC/09/22




7. Consultation on Changes to Academic Regulations for Taught Programmes LTEC/09/23 2009/2010 8. Structure of the Academic Year: Semester Dates 2010/2011 and 2011/2012 LTEC/09/24 9. Retention and Progression

9.1 Retention and Progression Policy LTEC/09/25 9.2 Student Retention and Progression Forum LTEC/09/26

10. Policy on deadlines relating to the setting of assessment briefs and the LTEC/09/27 delivery of examination papers to the Student Information Directorate 11. Entry Requirements: Monitoring Reports 11.1 Undergraduate Academic Qualifications LTEC/09/28 11.2 International & English Language Entry Qualifications & Equivalencies LTEC/09/29 12. Use of the Virtual Learning Environment LTEC/09/30 13. Minimum Levels of Postgraduate Taught Programme Induction LTEC/09/31 Items for information 14. Overview Report of Professional, Statutory & Regulatory Body (PSRB) Reports LTEC/09/32 15. QAA Publications: Outcomes from Institutional Audit (Series 2) 15.1 Student representation and feedback (February 2009)

http://www.qaa.ac.uk/reviews/institutionalAudit/outcomes/series2/students09.pdf 15.2 The self-evaluation document in institutional audit (February 2009)

http://www.qaa.ac.uk/reviews/institutionalAudit/outcomes/series2/SED09.pdf 16. News from QAA 16.1 QAA reports on public concerns about academic standards

www.qaa.ac.uk/standardsandquality/thematicenquiries 16.2 Chief Executive gives evidence to parliamentary inquiry www.qaa.ac.uk/aboutus/IUSSSC 17. Dates of Meetings 2009/2010

Senate has agreed the following schedule of meetings for LTEC in the 2009/2010 academic year.

• 16 September 2009 • 25 November 2009 • 20 January 2010 • 17 March 2010 • 2 June 2010

All meetings will start at 2.00 pm in the Council Chamber, The Old Fire Station Any Other Business Date of next meeting: 1 July 2009


http://www.qaa.ac.uk/reviews/institutionalAudit/outcomes/series2/students09.pdf

http://www.qaa.ac.uk/reviews/institutionalAudit/outcomes/series2/SED09.pdf

http://www.qaa.ac.uk/standardsandquality/thematicenquiries

http://www.qaa.ac.uk/aboutus/IUSSSC


STANDARD TEMPLATE FOR REPORTS AND PAPERS: SENATE AND ITS COMMITTEES

download from http://www.governance.salford.ac.uk/page/cttehbook

UNIVERSITY OF SALFORD

SENATE/COMMITTEE

DATE OF MEETING

TITLE OF REPORT

SECTION A

REPORT AUTHOR(S)/ SPONSOR(S)

(Name, position, extension, email)

PURPOSE OF REPORT

EXECUTIVE SUMMARY

For consideration/action* (Sections A and B completed)

For information* (Section A only completed)

(* delete as appropriate

(Enter text)

STATUS OF REPORT

All reports shall be deemed Open unless they are prominently marked Confidential with reasons/time limits outlined for the confidentiality.

SECTION B

RECOMMENDATION(S)/

PROPOSED ACTION(S)

(Enter text)

CONSULTATION AND EQUALITY ANALYSIS

(Enter text identifying consultations undertaken in compiling the report including those contributing to an equality analysis of a new or amended policy or procedure.)

(Main body of report/appendices to be added here).






EXEMPLAR MINUTES UNIVERSITY OF SALFORD CONFIRMED LEARNING, TEACHING AND ENHANCEMENT COMMITTEE MINUTES OF THE MEETING HELD ON 13 MAY 2009 Present: Professor Gillian Nicholls (Chair)

Julie Adshead Alan Bailey Paul Callick Emily Godfrey Helen Matthews Dr Gai Murphy Judith Ross Stewart Smith-Langridge (Secretary)

Apologies: Pat Bacon, Dr Andrew Cooper, Professor Stephen Donnelly, Tony Lewis and Professor

Peter Hogg.

In attendance: Dr Ruth Ayres, Head of Learning Development Liz Bromley, Director of Student Life Leslie Cox, Head of English as a Foreign Language (for minute LTEC.09.28)

Professor Jocelyn Evans, Director of Graduate Studies Scott Mulholland, Director of Student Information

Gillian Prescott, Executive Policy Officer, Office of the PVC (Academic) LTEC.09.19 Minutes of the Meeting Held on 25 February 2009 (LTEC/09/19)

The Committee confirmed the minutes of the meeting held on 25 February 2009. LTEC.09.20 Matters Arising from the Minutes

1 Annual Programme Monitoring and Enhancement (APME) (LTEC/09/20) Further to minute LTEC.09.4, it was reported that the Senate, at its meeting on

11 March 2009, had received the PVC (Academic)’s Overview Report as an assurance that, in keeping with its intended purpose, the APME process for 2007/2008 had contributed to the maintenance and enhancement of the quality of the student experience.

Senate had approved, subject to the scheduling of LTEC meetings in 2009/2010,

the modified APME timetable for next year’s exercise with particular regard to the addressing of NSS results in the APME Postscript and the timely uploading of reports to the central repository.

Senate had also approved a schedule of Committee meetings for 2009/2010 and

the dates of appropriate LTEC and Senate meetings had been incorporated into the agreed APME schedule now provided for members.

2 Adoption of QAA Framework for Higher Education Qualifications (FHEQ) Further to minute LTEC.09.11, members were informed that the Senate, at its

meeting on 11 March 2009, had approved the Committee’s recommendation that, with effect from the 2009/2010 academic year, University level indicators 0, 1, 2, 3, M and Doctoral be replaced by levels consistent with FHEQ qualification levels, i.e. 3, 4, 5, 6, 7 and 8 in academic regulations, policies and procedures and in all programme documentation and promotional material.



3 Use of Turnitin and SafeAssign

Further to minute LTEC.09.13, a query arose as to progress made in preparing for the implementation of Turnitin and the induction of students in the use of SafeAssign. The Committee was reminded that the Director of ILS had undertaken to liaise with the Information Co-ordinator in Student Life to clarify responsibilities with regard to induction matters and promoting awareness of Turnitin and SafeAssign. It was reported that discussions since the last meeting had identified issues for further consideration regarding students’ use of SafeAssign and staff use of Turnitin, including: • incorporating SafeAssign training for students within induction plans • agreeing a statement, e.g. for inclusion in School/programme handbooks,

regarding the University’s use of Turnitin as part of its measures for dealing with academic misconduct

• verifying the resilience of the VLE to cope with student use of SafeAssign at peak times

• limiting the number of times a student is entitled to use SafeAssign for each assignment

• restricting use of SafeAssign to students only • deciding on the University’s preparedness for moving to blanket use of

Turnitin in 2009/2010 so that Schools may be advised in good time.

The Committee resolved: i) that the next meeting of the Committee consider a report from the

Director of ILS on the use of SafeAssign and Turnitin, taking into account the issues identified above; and

ii) that the ADAs be invited to contribute, in consultation with the Head of Governance Services, an appropriate statement for students on the University’s use of Turnitin.

LTEC.09.21 Chair’s Action 1. Approval of Exceptions to Academic Regulations for Taught Programmes

(LTEC/09/21)

It was reported that the Chair had taken action on behalf of the Committee to approve exceptions to Academic Regulations for Taught Programmes for specified programmes as follows:

• Exception to 6.2.1: Entry requirements for Graduate Diploma in Management & English to permit entrants with Ordinary Degree or Diploma as well as Honours Degree (Salford Business School) approved until August 2012

• Exception to 9.3.2: Progression from Year 1 and 2 on Pre-Registration Nursing Diploma and Degree programmes permitted subject to Semester 1 reassessment of Semester 3 practice assessment (Nursing) approved until September 2012

• Exception to 3.2.16 (a): UWLP options on ESPaCH programmes permitted even if delivery results in credit imbalance between semesters (Languages) approved until end of 2009/2010



LTEC.09.22 Chair’s Statement

1 National Student Survey 2009

The Chair commended the efforts of the Students’ Union and the Planning and Performance Unit as well as Schools in encouraging students to complete the 2009 National Student Survey. Whilst the response rate remained below the national average it was an improvement on the previous year. The Chair had held discussions with Schools on NSS issues and would report to the next meeting of the Committee on generic issues, including: • assessment feedback • attendance • timetabling • reading lists

2 External Consultation on AQA

The Chair reported that she had engaged an external consultant to review the University’s AQA Handbook. Dr David Cairns, latterly Assistant Director at QAA, had already started a series of consultative meetings with a number of staff who engage with the handbook. It was hoped that his interim report would be available for submission to the Committee’s next meeting.

3 Key Dates for Academic Programmes and Partnerships Committee 2009/2010

The Chair indicated that the VC designate had been provided with key dates for

APPC for 2009/2010 which included dates of meetings of PARSCs as well as APPC and indicated deadlines for programme approval. Despite the popular misconception that it was a particularly protracted procedure, it was apparent from the schedule of dates that the programme approval process could be completed within a matter of weeks. The Chair acknowledged that training for programme developers could be enhanced and that this would be explored by the Learning Development Unit when fully staffed.

LTEC.09.23 Attendance Monitoring (LTEC/09/22)

Further to minute LTEC.09.10, the Committee considered a report from the Director of Student Information on the monitoring of student attendance. The report proposed action in the short-term, i.e. for implementation in September 2009, primarily aimed a fulfilling the University’s legal obligations in reporting to the UK Border Agency (UKBA) any overseas student who missed ten “contact points”. It was indicated that it was not feasible to implement a universal monitoring system for student attendance for 2009/2010. Members recognised the imperative need to comply with new legislation and that the University’s failure in this regard would put at risk its licence to recruit overseas students. The Student Information Directorate was in communication with the UKBA to seek confirmation that the proposed arrangements for 2009/2010, whereby overseas students would be expected to report periodically to their School office, complied with its requirements. The Committee considered that the University’s approach to monitoring student attendance needed to be explicitly connected to the benefits to both the quality of the student experience and retention. A student’s failure to attend often signalled a risk that the student may be at risk of underperforming or failing academically and the monitoring processes needed to identify students at risk across a programme and assist staff in communicating with such students with a view to improving attendance and performance. Members acknowledged that a student’s non-attendance at interactive group elements of the learning experience had the potential to impair the experience and performance of



other students. The University needed to establish a new cultural norm of compulsory attendance amongst the student population and prospective students should be apprised of this position. The student members regretted that universities were being used by the Government as agents of the UKBA in monitoring the attendance of a subset of the student population and expressed the hope that the University could institute a minimal level of monitoring. The Students’ Union was concerned that the effectiveness of the University’s monitoring would have significant ramifications for individuals whose right to remain in the country would rely upon accurate recording and reporting of non-attendance. Where a student missed a contact point, there would need to be robust arrangements for following up this non-attendance to verify, for example, whether there were mitigating circumstances. The student members welcomed the Committee’s aim to establish a supportive rather than punitive approach to attendance monitoring. Given the University’s desire to implement a robust monitoring system that did not put at risk its overseas recruitment, the Chair proposed to task a group of Committee members and officers to explore some of the key issues and report to the next meeting. In particular, it was suggested that this group be requested to consider: • What elements of attendance should the University monitor? • How could attendance be monitored? • How could the University identify and support non-attending students at risk of failure? • What sanctions against non-attendance should the University consider? • Is there existing good practice that could be adapted? The Committee accordingly resolved: i) the following members and officers be tasked to produce a report for

consideration by the Committee at its next meeting on the proposed form of attendance monitoring, taking into account the views of the Committee: Dr Ruth Ayres (to chair meetings of the group) Alan Bailey (or alternative SU member) Liz Bromley Helen Matthews Scott Mulholland (or Barbara Booth) Dr Gai Murphy

ii) to request the student members to liaise with the NUS in contributing information on the operation of attendance monitoring systems at other universities.

LTEC.09.24 Consultation on Changes to Academic Regulations for Taught Programmes

2009/2010 (LTEC/09/23)

The Committee considered a paper which outlined the consultative process undergone regarding changes to the Academic Regulations for Taught Programmes for implementation in 2009/2010. Members noted the list of minor/technical changes and key proposals recommended for approval in respect of regulations regarding: • the adoption of FHEQ level indicators (09/1) already approved by Senate) • provision for the award of credit by level through APL (09/2) • the limitation of reassessment opportunities for failure in the final stage of a Masters

degree (09/4) • provision for a discretionary posthumous award where a student had accumulated

two-thirds of the credit for the award (09/18) • the emphasis given to the requirement to identify assessment components in

chronological order in the module specification (09/19)



• the elimination of reassessment entitlement where the final component of a failed module has a grade of NS at the first opportunity (09/20)

• the modification of the criteria for automatic compensation to require eligible students to have submitted the final assessment at its first presentation (09/21)

It was recognised that HEFCE was the main driver behind the last three proposals and that regulations had to be amended to protect the University’s funding. With reference to the module specification, the view was expressed that the form should require module teams to make explicit what constituted the final assessment component. The Secretary advised that this would be taken into consideration when the form was updated for the next academic year.

The Chair reported that, because the external consultant, former QAA Assistant Director Dr Cairns, was engaged in reviewing the style and content of the ARTP along with other aspects of the AQA Handbook, the Committee was not in a position to deem the detailed wording of the regulations finalised. The Committee would review the situation at its next meeting and seek approval for any subsequent proposals through Senate Chair’s action if necessary. The Committee recommended to Senate the proposed changes to the Academic Regulations for Taught Programmes for implementation in 2009/2010 with specific regard to the Technical/Minor Amendments and proposals 09/02, 09/04, 09/18, 09/19, 09/20, 09/21 in the report.

LTEC.09.25 Structure of the Academic Year: Semester Dates 2010/2011 and 2011/2012

(LTEC/09/24)

The Committee considered a report providing provisional academic year dates for 2010/2011 and 2011/2012. The report also indicated that, arising from a discussion about committee dates, Senate had referred to LTEC the matter of the length of the academic year and the length and balance of teaching semesters from 2010/2011 onwards. Members supported the continuation of the current arrangements for structuring the academic year and it was resolved to apprise the Senate of the Committee’s view that the current policy for the structure of the academic year be retained and the Committee recommended to Senate the dates for the academic years 2010/2011 and 2011/2012.

LTEC.09.26 Retention and Progression

1 Retention and Progression Policy (LTEC/09/25) 2 Student Retention and Progression Forum (LTEC/09/26)

The Committee considered the Retention and Progression Policy which had been agreed by the Strategic Leadership Team as a contribution to the fulfilment of the Learning, Teaching and Enhancement Strategy and the Widening Participation Strategy. The Chair acknowledged that some of the weblinks included in the Policy were subject to change to reflect the transition of material from old to new Professional and Administrative Services websites. With reference to paragraph 6.2 the Director of Student Information suggested that the definition of non-completion be modified to align more precisely with the latest advice from HEFCE. In response to a query regarding the role of Personal Tutors, the Director of Student Life was invited to participate in the implementation consultation workshop scheduled for 19 June 2009. With reference to the report on the establishment of a Student Retention and Progression Forum, the Committee resolved to invite members to submit nominations for the Chair of the Forum.



It was recommended that Senate approve the Retention and Progression Policy.

LTEC.09.27 Policy on deadlines relating to the setting of assessment briefs and the delivery of examination papers to the Student Information Directorate (LTEC/09/27)

The Committee considered a report proposing that the Code of Practice on Assessment be amended to incorporate an institutional schedule for the setting of examinations and delivery of papers to Student Information Directorate, which required Schools to determine some assessment-related deadlines. Members felt that this amendment was reasonable and, in the main, codified existing practice in the University. The Committee approved the Policy on deadlines relating to the setting of assessment briefs and the delivery of examination papers to the Student Information Directorate.

LTEC.09.28 Entry Requirements: Monitoring Reports 1 Undergraduate Academic Qualifications (LTEC/09/28) 2 International & English Language Entry Qualifications & Equivalencies

(LTEC/09/29)

Following a request from the Pro-Vice Chancellor (Academic) the Committee received reports on the establishment and benchmarking of entry requirements with regard to: qualifications for undergraduate entry; international academic qualifications and English language qualifications. In response to a query regarding the recording within the Student Information System of entry qualifications for postgraduate entry, the Director of Student Information reported that progress was made towards this; the phasing in of an online application process for PGT and PGR students would establish a reliable mechanism for the collection of entry qualifications data. A reporting catalogue for SIS was in preparation and the VC designate had contributed to the requests for reports. With reference to English language entry requirements, the Chair reported that a draft Admissions Policy, currently undergoing consultation prior to its consideration by SLT and LTEC/Senate, incorporated an increase in the University’s minimum requirement from IELTS 6 to IELTS 6.5 which had been agreed with the Vice-Chancellor. It was suggested that students with IELTS 6.0 might exceptionally be recruited where the School had budgeted for the cost of a year’s worth of English language support. Members welcomed the proposed increase as did the Head of EFL who pointed out that entrants with IELTS 6.5 would still experience difficulty in understanding more complex texts. In this context a member expressed the view that funding of the University’s English for Academic Purposes was insufficient to cope with demand and the Chair undertook to pursue this matter outside the meeting. Individual Schools would be expected to set higher entry requirements than IELTS 6.5 if appropriate to the content and level of their programmes. Given that the proposed Admissions Policy would apply to PGR programmes, the Chair agreed that Research Committee would also have the opportunity to consider the document. With reference to the monitoring reports before the Committee, members made the following observations: • the competitor/comparator institutions benchmarked in the reports did not represent

Salford’s aspirational position and these should be reviewed accordingly; in this respect the Committee was satisfied with the inclusion of Bath and Surrey in the UG report

• the presentation of the joint International/English language report did not convey a succinct identification of key issues and recommendations



• entry requirements and equivalencies should be reviewed on an annual basis and approved by LTEC

• the method of determination by the International Office of those countries deemed English-speaking (and therefore exempt from English language entry requirements) was unclear and should be clarified

• the University should be wary of accepting any English language equivalencies from examination boards not already accorded some international status or accreditation, e.g. through QAA.

Arising from its discussion, the Committee resolved: i) that the monitoring report on Undergraduate Academic Qualifications be received; ii) to request that future annual monitoring reports take account of the views

expressed by the Committee; and iii) to request the joint authors of the monitoring report on International/English

language entry qualifications and equivalencies to re-present the main body of the report in summary form so as to clarify the key issues and specific recommendations to the Committee, taking into account the views expressed by members

LTEC.09.29 Use of the Virtual Learning Environment (LTEC/09/30)

Further to minute LTEC.09.15, the Committee considered a discussion paper from the Head of Learning Development which responded to the QAA Institutional Audit recommendation regarding continuing improvements in the consistency of use of the VLE, especially within programmes. The paper identified types of programme information and links to other resources which should be available through Blackboard for all students on taught programmes. The raising of minimum expectations and standardisation of terminology could be delivered in part through the use of common templates within Programme Spaces in the VLE. Members welcomed the developments proposed and made the following observation to assist the Head of Learning Development further: • consideration should be given to minimising the potential duplication of material on

the VLE, e.g. module specifications duplicated across many programmes • the use of social networking websites for teaching and learning should be reviewed

with a view to codifying best practice • reference was made to existing good practice on programme use of Blackboard, e.g.

student induction in the School of Health Care Professions • members were uncertain how the development of the VLE would relate to the

planned establishment of a Student Portal through SID

The Committee endorsed the measures in train for improving the consistency of use of the VLE.

LTEC.09.30 Minimum Levels of Postgraduate Taught Programme Induction (LTEC/09/31)

The Committee considered a paper from the Director of Graduate Studies outlining a proposed checklist of information and activities which should form the minimum basis for all taught student induction at postgraduate level. The checklist had been developed in consultation with the Student Life Directorate and would be expected to be delivered by Schools in collaboration with staff from that Directorate. While members fully endorsed the induction checklist for PGT students, it was suggested that the Committee adopted a supportive approach in its implementation rather than strictly requiring Schools to apply the checklist for 2009/2010. It was proposed that the paper be used as part of the Retention and Progression Implementation Plan in order to aid Schools in identifying and monitoring the benefits to retention of improved induction measures.



Members recognised that the Committee might steer towards a more prescriptive approach in the light of experience and that the standardised use of the VLE (see minute LTEC.09.29 above) would assist in this respect. The Committee endorsed the proposals for minimum levels of induction for postgraduate taught programmes and requested the Director of Graduate Studies to report to a future meeting on the further development and implementation of the proposals in the light of the Committee’s discussions.

LTEC.09.31 Overview Report of Professional, Statutory & Regulatory Body (PSRB) Reports (LTEC/09/32)

The Committee received an overview report of PSRB accreditation visits during the academic year 2007/2008.

LTEC.09.32 QAA Publications: Outcomes from Institutional Audit (Series 2) Members were informed of the following QAA Outcomes from Institutional Audit

publications:

• Student representation and feedback (February 2009) www.qaa.ac.uk/reviews/institutionalAudit/outcomes/series2/students09.pdf

• The self-evaluation document in institutional audit (February 2009) www.qaa.ac.uk/reviews/institutionalAudit/outcomes/series2/SED09.pdf

LTEC.09.33 News from QAA Members were informed of the following items of news from QAA:

• QAA reports on public concerns about academic standards www.qaa.ac.uk/standardsandquality/thematicenquiries

• Executive gives evidence to parliamentary inquiry www.qaa.ac.uk/aboutus/IUSSSC

LTEC.09.34 Dates of Meetings 2009/2010

It was reported that Senate had agreed the following schedule of meetings for LTEC in the 2009/2010 academic year.

• 16 September 2009 • 25 November 2009 • 20 January 2010 • 17 March 2010 • 2 June 2010

All meetings would start at 2.00 pm in the Council Chamber, The Old Fire Station

LTEC.09.35 Date of Next Meeting 2.00 pm on Wednesday 1 July 2009 in the Council Chamber, The Old Fire Station. LTEC.09.36 Membership

It was reported that Judith Ross, formerly Associate Dean Academic in the Faculty of Business, Law and the Built Environment, was resigning from the Committee. On behalf of the Committee the Chair thanked Judith for her contribution to the work of the Committee in its first year of operation.


http://www.qaa.ac.uk/reviews/institutionalAudit/outcomes/series2/students09.pdf

http://www.qaa.ac.uk/reviews/institutionalAudit/outcomes/series2/SED09.pdf

http://www.qaa.ac.uk/standardsandquality/thematicenquiries

http://www.qaa.ac.uk/aboutus/IUSSSC


EXEMPLAR REPORT SEN/09/10

(1 -91) UNIVERSITY OF SALFORD LEARNING, TEACHING AND ENHANCEMENT COMMITTEE REPORT TO SENATE (10 JUNE 2009) EXTRACTS FROM THE MINUTES OF THE MEETING HELD ON 13 MAY 2009 ITEMS FOR CONSIDERATION 1. Academic Regulations for Taught Programmes 2009/2010 (documents APPENDIX A and

APPENDIX B – pages 4 - 70)

The Committee considered a paper (APPENDIX A) which outlined the consultative process undergone regarding changes to the Academic Regulations for Taught Programmes for implementation in 2009/2010. Members noted the list of minor/technical changes and key proposals recommended for approval in respect of regulations regarding: • the adoption of FHEQ level indicators (09/1) already approved by Senate) • provision for the award of credit by level through APL (09/2) • the limitation of reassessment opportunities for failure in the final stage of a Masters

degree (09/4) • provision for a discretionary posthumous award where a student had accumulated two-

thirds of the credit for the award (09/18) • the emphasis given to the requirement to identify assessment components in

chronological order in the module specification (09/19) • the elimination of reassessment entitlement where the final component of a failed module

has a grade of NS at the first opportunity (09/20) • the modification of the criteria for automatic compensation to require eligible students to

have submitted the final assessment at its first presentation (09/21)

It was recognised that HEFCE was the main driver behind the last three proposals and that regulations had to be amended to protect the University’s funding. With reference to the module specification, the view was expressed that the form should require module teams to make explicit what constituted the final assessment component. The Secretary advised that this would be taken into consideration when the form was updated for the next academic year.

The Chair reported that, because an external consultant, former QAA Assistant Director Dr Cairns, was engaged in reviewing the style and content of the ARTP along with other aspects of the AQA Handbook, the Committee was not in a position to deem the detailed wording of the regulations finalised. The Committee would review the situation at its next meeting and seek approval for any subsequent proposals through Senate Chair’s action if necessary. The Committee recommended to Senate the proposed changes to the Academic Regulations for Taught Programmes for implementation in 2009/2010 with specific regard to the Technical/Minor Amendments and proposals 09/02, 09/04, 09/18, 09/19, 09/20, 09/21 in APPENDIX A. Subsequent to the meeting of LTEC the Chair took action to endorse and recommend to Senate an additional general statement to the Regulations providing for the modification or non-application of regulations in order to comply with UK law (proposal 09/22). A complete set of Regulations for 2009/2010, with tracked changes showing the incorporation of the above proposals, is provided as APPENDIX B.



2. Structure of the Academic Year: Semester Dates 2010/2011 and 2011/2012 (APPENDIX C – pages 71 - 72 )

The Committee considered a report providing provisional academic year dates for 2010/2011 and 2011/2012. The report also indicated that, arising from a discussion about committee dates, Senate had referred to LTEC the matter of the length of the academic year and the length and balance of teaching semesters from 2010/2011 onwards.

Members supported the continuation of the current arrangements for structuring the academic year and it was resolved to apprise the Senate of the Committee’s view that the current policy for the structure of the academic year be retained and the Committee recommended to Senate the dates for the academic years 2010/2011 and 2011/2012 (APPENDIX C).

3. Retention and Progression Policy (APPENDIX D and APPENDIX E – pages 73 - 91)

The Committee considered the Retention and Progression Policy (APPENDIX D) which had been agreed by the Strategic Leadership Team as a contribution to the fulfilment of the Learning, Teaching and Enhancement Strategy and the Widening Participation Strategy (APPENDIX E) approved by the Strategic Leadership Team. At its previous meeting the Committee had considered that the WP Strategy projected a vision which enjoyed consensual support within the institution, but that the University had to produce legitimate target and performance data to support that vision. The Chair acknowledged that some of the weblinks included in the Retention and Progression Policy were subject to change to reflect the transition of material from old to new Professional and Administrative Services websites. With reference to paragraph 6.2 the Director of Student Information suggested that the definition of non-completion be modified to align more precisely with the latest advice from HEFCE. In response to a query regarding the role of Personal Tutors, the Director of Student Life was invited to participate in the implementation consultation workshop scheduled for 19 June 2009. With reference to the report on the establishment of a Student Retention and Progression Forum, the Committee resolved to invite members to submit nominations for the Chair of the Forum. It was recommended that Senate approve the Retention and Progression Policy (APPENDIX D).

ITEMS FOR INFORMATION 4. Use of the Virtual Learning Environment

The Committee considered a discussion paper from the Head of Learning Development which responded to the QAA Institutional Audit recommendation regarding continuing improvements in the consistency of use of the VLE, especially within programmes. The paper identified types of programme information and links to other resources which should be available through Blackboard for all students on taught programmes. The raising of minimum expectations and standardisation of terminology could be delivered in part through the use of common templates within Programme Spaces in the VLE. Members welcomed the developments proposed and made the following observation to assist the Head of Learning Development further: • consideration should be given to minimising the potential duplication of material on the

VLE, e.g. module specifications duplicated across many programmes • the use of social networking websites for teaching and learning should be reviewed with

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• reference was made to existing good practice on programme use of Blackboard, e.g. student induction in the School of Health Care Professions

• members were uncertain how the development of the VLE would relate to the planned establishment of a Student Portal through SID

The Committee endorsed the measures in train for improving the consistency of use of the VLE.

5. Minimum Levels of Postgraduate Taught Programme Induction

The Committee considered a paper from the Director of Graduate Studies outlining a proposed checklist of information and activities which should form the minimum basis for all taught student induction at postgraduate level. The checklist had been developed in consultation with the Student Life Directorate and would be expected to be delivered by Schools in collaboration with staff from that Directorate. While members fully endorsed the induction checklist for PGT students, it was suggested that the Committee adopted a supportive approach in its implementation rather than strictly requiring Schools to apply the checklist for 2009/2010. It was proposed that the paper be used as part of the Retention and Progression Implementation Plan in order to aid Schools in identifying and monitoring the benefits to retention of improved induction measures. Members recognised that the Committee might steer towards a more prescriptive approach in the light of experience and that the standardised use of the VLE (see 4. above) would assist in this respect. The Committee endorsed the proposals for minimum levels of induction for postgraduate taught programmes and requested the Director of Graduate Studies to report to a future meeting on the further development and implementation of the proposals in the light of the Committee’s discussions.

Professor Gillian Nicholls Chair

20 May 2009





GUIDANCE NOTE ON CHAIR’S ACTION 1. One of the duties of a committee Chair is to take action to deal with committee business which

requires action before the committee’s next scheduled meeting. 2. In taking Chair’s action the Chair is acting on behalf of the Committee and such action should be

taken with the knowledge of the committee Secretary who is responsible for collating items of business for report to the committee, including Chair’s action. A close working relationship should be forged between Chair and Secretary to facilitate mutual trust and uninhibited communication.

3. Requests for a Chair to take action should be channelled through the Secretary who can advise

interested parties on committee schedules, deadlines, information requirements and other practices.

4. Where any significant new items of business arise between scheduled meetings which require

urgent attention, i.e. before the next meeting, the Chair should decide initially whether to convene a special meeting to give consideration to the specific business. If the Chair deems that a special meeting is unnecessary, s/he may take action on behalf of the committee to deal with the business before the next scheduled meeting.

5. Where new business arises between meetings which does not require urgent attention it would

normally be appropriate to refer consideration of such business to the next scheduled meeting of the committee. Chair’s action should therefore not normally be taken on items of business which can be accommodated within the scheduled cycle of committee meetings.

6. Where s/he is minded to take action, the Chair should decide whether it is necessary or

desirable, taking into account the degrees of urgency and importance, to consult with members, e.g. by email, prior to acting on behalf of the committee. While the Chair may decide the content and form of consultation, the Secretary would normally be expected to conduct the consultation, either collating responses themselves or requesting responses to be directed to the Chair.

7. Where taking Chair’s action may compromise the Chair’s impartiality, e.g. the Chair of APPC (who is also Dean of a College) approving a recommendation from his/her College to amend or approve a programme, there should be arrangements in place to refer the decision to an alternative governance authority, e.g. the Deputy Chair of Senate in the case of Senate committee business.

8. A decision of the Chair to take action should be given in printed or electronic form (e.g. a signed

report or an emailed approval rather than just orally) in order to provide evidence of the Chair’s authority before the action is reported to the committee. It is unnecessary to institute an elaborate procedure for obtaining, approving or recording Chair’s action. Once there is evidence that Chair’s action has been taken, this will be regarded by the Secretary as an item for the next committee agenda and may be communicated to interested parties. A Chair’s oral agreement or undertaking to take action is insufficient of itself to indicate that action has been taken.

9. Where Chair’s action is taken it must be reported for information to the committee at the earliest

opportunity, normally the next scheduled meeting. It is the Secretary’s duty to collate items of Chair’s action for report at the next meeting including any supporting information the Committee may need to understand the action taken, which may be the same as or similar to supporting information provided to the Chair in seeking their approval.

10. In some instances the need for the Chair to take action on behalf of the committee is anticipated

by the committee, e.g. the approval of some follow-up action relating to previously considered business and the committee may grant its prior authority for such action in order to expedite the resolution of a particular matter. The reporting of such pre-authorised Chair’s action may normally be handled under Matters Arising at the following meeting, i.e. it need not be reported under the standing item of Chair’s Action which should focus on new (unanticipated) business.

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GOVERNANCE SERVICES UNIT COMMITTEE HANDBOOK 2014/2015 Appendix 7 UNIVERSITY OF SALFORD ANNUAL ENHANCEMENT REPORT: REVIEW OF COMMITTEE OPERATION 2013/2014 1. Committee: 2. Terms of Reference:

3. Membership: (list names/positions of members in each category)

3.1 Chair:

3.2 Ex officio members (list by position)

3.3 Elected members

3.4 Members appointed or nominated by other Committee or College (indicate appointing body)

3.5 Co-opted members

3.6 Other members

4. Sub groups: (list all Sub-Committees and working groups)

5. Dates of meetings held in last academic year with percentage attendance figure:

Date Attendance (%)

6. Summary of key items of business considered by the Committee during the previous

academic year:

7. Evaluation of progress against the Committee’s planned objectives and terms of reference

(attach Committee’s Annual Action Plan to the report)


GOVERNANCE SERVICES UNIT COMMITTEE HANDBOOK 2014/2015 Appendix 7 8. Summary of issues raised in Committee membership questionnaire responses:

9. Recommendations for enhancement for consideration or approval by parent committee:


GOVERNANCE SERVICES UNIT COMMITTEE HANDBOOK 2014/2015 Appendix 8 UNIVERSITY OF SALFORD COMMITTEE EVALUATION 2014/2015: MEMBER QUESTIONNAIRE 1. Does the Committee include the most appropriate membership?

Yes ☐ No ☐ Not sure ☐

If no or not sure, please comment: Click here to enter text.

2. Are agendas and papers consistent with the Committee’s terms of reference?

Yes ☐ No ☐

If no, please comment

3. Are the papers circulated early enough to allow you to read them before the meeting?

Yes ☐ No ☐

4. Are tabled papers discouraged?

Yes ☐ No ☐

If no, approximately how many tabled papers have there been? Click here to enter text.

5. Do the meetings normally start on time?

Yes ☐ No ☐

6. Do you feel that you were able to make an effective contribution to the work of the Committee?

Yes ☐ No ☐

If no, why not? Click here to enter text. 7. Please rate the following aspects of the Committee on a scale of 1 to 5 where 1 is poor and 5

is excellent (tick next to number applicable):

i. The availability of information about the Committee, its role, remit and composition:

☐1 ☐2 ☐3 ☐4 ☐5

ii. Information sent to new members:

☐1 ☐2 ☐3 ☐4 ☐5

iii. The organisation of the meetings (rooms, papers and agendas):

☐1 ☐2 ☐3 ☐4 ☐5

iv. Opportunities for members to contribute to the discussion and actively participate:

☐1 ☐2 ☐3 ☐4 ☐5

v. The rapport amongst members:

☐1 ☐2 ☐3 ☐4 ☐5 vi. The clarity of decisions made and who is actioned:

☐1 ☐2 ☐3 ☐4 ☐5

vii. Accurate and clear minutes:

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viii. The chairing of the meeting:

☐1 ☐2 ☐3 ☐4 ☐5

8. Please give details of any recommendations for improvement of any aspect of the

Committee’s work or organisation:

Click here to enter text. Please forward your completed form to the Secretary within five working days of the final scheduled meeting of the academic session
