Governance and Committees

A good Chair will understand the role of the committee in supporting the business of the wider organisation and will play an integral role in enabling the department to achieve its objectives. The role of the Chair extends far beyond the meeting itself and the role will involve working closely with the Secretary to ensure the business of the committee is conducted effectively, both within and outside the meeting.

• Agenda Setting: Collaborates with the secretariat to formulate the agenda, ensuring that key issues are scheduled for discussion.
• Meeting Facilitation: Conducts the meeting, maintaining focus and steering discussions to achieve the intended outcomes.
• Decision-Making: Plays a crucial role in facilitating decisions, sometimes having the casting vote in case of a tie.
• Accountability: Ensures that the committee operates transparently and is accountable to its stakeholders.
• Delegate Tasks: Allocates responsibilities and action items to appropriate committee members, ensuring effective follow-through.
• Conflict Resolution: Mediates and resolves conflicts or disagreements that arise during meetings.
• Compliance: Oversees adherence to policies, governance structures, and any relevant regulations during meetings.
• Communication: Acts as the primary point of contact (in coordination with the Secretary) between the committee and external stakeholders, communicating decisions and policies.
• Time Management: Keeps the meeting on schedule, ensuring efficient use of time and resources.
• Review and Monitoring: Regularly assesses the effectiveness and productivity of the committee, making adjustments as needed.

This is done in close collaboration and consultation with the committee Chair. The word 'secretary' often brings with it negative connotations and implies that it is subservient to others or plays a secondary role - this isn't the case. The secretary and the Chair work together to help achieve the business of the committee and help the department to achieve its wider objectives.

• Agenda Preparation: Working with the chair to set the agenda, ensuring all relevant issues are listed for discussion. This also means acting as a gatekeeper to some items, and scheduling intelligently and with a view to the full academic year.

• Notification: Sending out meeting invitations, agendas, and supplementary materials to all committee members well in advance.

• Minute Taking: Record minutes during the meetings, capturing key points, decisions, and actions required.

• Record-Keeping: Maintaining a comprehensive archive of meeting minutes, documents, and correspondence for accountability and future reference.

• Follow-Up: Monitor the implementation of actions and decisions made during meetings, reminding the relevant parties of their commitments.

• Coordination: Acting as a liaison between committee members and other stakeholders (e.g. by reaching out on behalf of a committee) in coordination with the Chair. Secretaries also coordinate with each other to ensure committee business is moved through the committee structure in a timely manner, and meeting clashes are avoided.

• Compliance: Ensuring that meetings and their proceedings are in alignment with organisational policies and governance requirements and only act within the boundaries of Terms of Reference.

• Logistical Support: Manage the logistics of meetings, including venue booking, technology setup, and distribution of materials.

• Time Management: Ensures meetings run to schedule and that all agenda items are adequately addressed.

• Dissemination: Circulates meeting outcomes and minutes to a broader audience when necessary, aiding in stakeholder communication.

Understanding the role of a committee secretariat can help to streamline the committee and meeting processes, making them more efficient and effective.

Committee members have been selected for their knowledge, expertise and breadth of experience across the department and their voices are expected to be heard. Members play a core role in supporting the effective operation of the department, making key contributions to the development of policies, scrutinising departmental activity and supporting the enhancement of our staff and student experience.

• Active Participation: Engages in discussions, contributing insights, expertise, and viewpoints to facilitate well-rounded decision-making.

• Preparation: Reviews meeting agendas, minutes, and supplementary materials in advance to contribute effectively to discussions.

• Task Execution: Takes on action items or responsibilities assigned during meetings and reports on progress.

• Collaboration: Works cooperatively with other members, the Chair, and the secretariat to achieve the committee's objectives.

• Accountability: Be accountable for actions and decisions, maintaining transparency in line with our policies.

• Stakeholder Communication: Often serve as a liaison to other parts of the department or university, gathering and relaying pertinent information.

• Policy Adherence: Ensures compliance with committee-specific policies and procedures and that the committee acts within its terms of reference.

• Continuous Improvement: Contributes to the ongoing review and improvement of committee operations and effectiveness.

Main committees and programme boards will usually take place face to face, with the exception of external attendees, who may join remotely where needed. ​

• Give at least one week’s notice for any face to face meetings, to allow time for planning and adjustments.​
• If a face to face meeting falls on a day you would normally work remotely, please make arrangements to attend in person. ​
• Staff with RAs will inform the secretary – private Teams link (log in from PC in the room)​
• If key individuals (e.g. the Chair) are unable to attend in person, the meeting may be moved online for all participants.​
• Meetings initially scheduled as online will remain online and won’t be switched to face to face​.