Quick guide to referencing documents Quick guide to referencing documents

Please use the templates below for your own Committees, or to use to then provide me with draft agendas or final reports, but please refer to the quick guide to referencing to understand them. Templates can be downloaded which are at the start of this page

Template Downloads

Committee Agenda

Committee Reports 

Committee Minutes 

Blackboard Referenced Agenda 

Agendas Agendas

Committee agendas have a reference in the header of the document. Below is an example taken from Senate. 
SEN15A001 To explain this: SEN = the acronym of the Committee (normally 3 digits). 15 = the current academic year 15/16 = 15. A001 = that this is the first agenda for this particular meeting, the next agenda would be A002

Documents Documents

The Executive Team agreed a new standard template which should be used for all matters that require discussion at a University Committee. Specific comment may not be required under each of the headings due to the nature of the paper. In these cases please leave the header in place and add the comment “Not applicable” together with, if further explanation is required, a brief reason why. If your report is confidential then the wording in bold immediately below the distribution information should be included. If it is not confidential, this wording should be removed. There will be some guidelines produced shortly by the Equality and Diversity Manager in respect of comments required in that section of the template. These will be located on the Committee Office website.

Document Referencing Document Referencing

Each document which goes to a Committee meeting should have its own reference number, so that each document is unique. Below is an example using a Senate document: 

To explain this: SEN15D005. SEN = the acronym of the Committee (normally 3 digits). 15 = the current academic year – 15/16 = 15. D005 = this refers to this being the 5th document that has gone to the Senate meetings. Numbering does not have to run in numerical order – only the Divider referencing should.

Divider Referencing Divider Referencing

Each report should have a divider reference on the agenda, next to the Document reference. You should use paper dividers if you are photocopying reports so that members can find reports easily. If you are using Blackboard you should still refer to a Divider for when putting reports on a Blackboard site to make it easy to navigate. Below is an example using Senate.

SEN15D002 (Divider B) - This means that the report which has the document reference SEN15D005 can be found under Divider B. In the Committee Office we use slightly larger than A4 yellow paper with letters in the top right hand corner as the dividers. You can ask the Print Group in the Registry building to print these if you require them. 

Minutes Minutes

Very similar to Agendas – just a different letter – the reference is again in the header and again below using an example from Senate. 
To explain this: SEN15M001 - SEN = the acronym of the Committee (normally 3 digits). 15 = the current academic year - 15/16= 15 / M001 = that this is the first set of minutes for this particular meeting, the next set of minutes would be M002. 

Minute Numbering Minute Numbering

The minutes start at 1 (for the first meeting of the academic year). The numbering of the minutes carry over to the next set of minutes (see example below)

M001 - has minutes numbered from 1 to 10 / M002 (the following meeting) has minutes numbered from 11 to 20 / The agenda and minutes can be linked via the reference which is in the header - SEN15A001 would be SEN15M001.

Tense of Text Tense of Text

The agenda is generally used to draft the skeleton minutes, so you can copy and paste the agenda to be the basis of your minutes. Anything which had ‘To consider’ becomes ‘Considered’, ‘To receive’ ‘Received’, ‘To report’, ‘Reported’ and then the text which was on the agenda is put into the past tense. Recommendations are put in the agenda as RESOLVED – see example in template download. Any items which do not fit the RESOLVED status above generally have the item, with RESOLVED to the right and beneath the minute – see example in template download.

Minute Text at Top of Each Page Minute Text at Top of Each Page

The text below is what should appear on the top left and right of each page mainly to help people find items within the minutes more quickly.

The first line denotes what Committee it is by the acronym, in the example below M2 denotes what page number the minutes are actually on. The second line denotes the date of the meeting, and the last line denotes what minute that actual page refers to. For odd numbered pages it should appear on the right, for even on the left of the page.

SEN-M2
09.11.2011
Min. 3

Confidential and Confidential & Reserved Minutes Confidential and Confidential & Reserved Minutes

Confidential reports (Sections A, B & C) - If there are any reports which are marked 'Confidential' these are printed on blue paper. The white (open) minutes would show the minute and agenda item, but would state that 'this minute is confidential and attached as a separate sheet'. You would then have a new section marked 'Confidential' at the top, printed on blue paper, and the confidential minutes would be minuted in full. Confidential & Reserved reports (Section D) – if there are any Section D reports marked 'Confidential and Reserved' these are printed on yellow paper. The white (open) minutes would show the minute and agenda item, but would state that 'this minute is confidential and reserved and attached as a separate sheet'. You would then have a new section marked 'Confidential & Reserved' at the top, printed on yellow paper, and the confidential and reserved minutes would be minuted in full. Generally student members do not receive Confidential and Reserved minutes (only Open (White) and Confidential (Blue) unless otherwise stated.