This Statement sets out the out the minimum service standard expected of all of those involved in a meeting.

 Chairs, secretaries and members are expected to make every effort to adhere to this Statement.

Download the Service Level Statement (PDF)

Responsibilities of Chairs


Timescale

Ensure there is a Terms of Reference document following the agreed template.

First meeting of the Committee
Review annually

Approve a draft agenda prepared by the secretary

10 working days before the meeting

Approve draft minutes following receipt from the secretary

7 working days after receipt

Work with the secretary to set meeting dates for the coming year, taking into account where necessary dates of parent and sub committees

By 31st July each year

Responsibilities of Secretaries


Timescale
Work with the chair to set meeting dates for the coming year, taking into account where necessary dates of parent and sub committees By 31st March
Notify committee members of meeting dates for the coming academic year As soon as possible after 31st July
Where necessary, arrange for election/nomination of members Before the first meeting of the academic year
Maintain up-to-date list of membership including category and length of tenure Ongoing
Add review of the Terms of Reference to the agenda By end of academic year
Notify the secretary of the parent body of any changes to the Terms of Reference 20 working days after the meeting
Send a request for agenda items/papers and a deadline for their receipt 3 weeks before the meeting
Prepare a draft agenda using the agreed template and pass to the chair 12 working days before the meeting
Distribute the agenda, notes of the previous meeting and papers to the members 5 working days before the meeting
Prepare draft notes using the agreed template and pass to the chair 7 working days after the meeting
Distribute agreed notes and action lists to members 14 working days after the meeting
Send agreed notes to the secretary of the parent body 20 working days after the meeting
Ensure that notes, agendas and papers are prepared using the appropriate templates As necessary
Ensure that agendas, minutes and papers are stored, and could be accessed by a colleague in the event of absence Every 3 months

Responsibilities of Members


Timescale
Notify secretary of agenda items 13 working days before the meeting
Send papers to secretary 7 working days before the meeting
Notify secretary of inability to attend, and, where allowed, if a deputy will attend At least 1 working day before the meeting
Where an action has been received, be prepared to report on this Next meeting
Ensure that meeting papers are prepared using the appropriate template As required