Procedures for Numbering Committee Minutes and Papers

U N I V E R S I T Y O F Y O R K

Procedures for Numbering Committee Minutes and papers

The use of directly associated identifiers for agenda papers enables papers to be referenced by and across committees and through the governance system more effectively. The principles are as follows:

 Central committees (committees of Council, Senate and their sub-committees) should use the unique, designated letter-codes, examples of which are provided in Appendix 1 below.

 Minutes and committee papers should be numbered consecutively per (academic) yearly cycle.

 Year numbering for minutes and papers should run from the beginning of the academic year, rather than the calendar year (better reflecting administrative cycles, the inauguration of new committees and terms of reference, reducing scope for confusion between year and number of paper/minute).

 Examples of numbering are provided in Appendix 2.

Papers are thus assigned a reference when received by a committee and circulated as an agendum. APPENDIX 1

Examples of letter codes

Committee name Letter code Council C Senate S Court CT Audit Committee AU Disciplinary Advisory Committee DAC Equality and Diversity Committee EDC Ethics Committee ETH Finance Committee FIN Health, Safety and Welfare Committee HSW Human Resources Policy Committee HRP Nominations Committee NC Planning Committee PL Policy and Resources Committee PRC Remuneration Committee REM Research Committee RC

Revised January 2012 1 Senior Management Group SMG Special Cases Committee SCC Standing Committee on Assessment SCA University Teaching Committee UTC

APPENDIX 2

Examples of numbering system

Papers University Teaching committee, first paper on the agenda of the first meeting of the academic session would appear as: UTC.10-11/1 (then UTC.10-11/2, UTC.10-11/3 etc. throughout that academic session)

Minutes M10-11/24 – Data Security Issues

Agenda Matter Arising 5. Corporate Plan (M10-11/17 refers): to note that the staff consultation process is ongoing and University officers are drafting related strategic plans.

Executive Reports 6. To receive the following Executive Reports: (a) Pro-Vice-Chancellor for Teaching & Learning (C.10-11/29 attached) (b) Pro-Vice-Chancellor for Research (C.10-11/30 attached)

Revised January 2012 2