|Category||Administration and Management|
|Approved by||Registrar and Secretary to Council, 16 July 2012|
|Date Guideline Took Effect||1 January 2013|
|Last Approved Revision|
|Sponsor||Registrar and Secretary to Council|
|Responsible Officer||Executive Officer, Office of the Registrar and Secretary to Council|
|Review Date||1 January 2015|
Please note that compliance with University Guidelines is expected in normal circumstances, and any deviation from Guidelines – which should only be in exceptional circumstances – needs to be justifiable.
To provide guidance on formal minute keeping procedures to ensure that full and accurate records of Council, Senate and their Committees are maintained, made accessible, and stored in accordance with legislative requirements. These guidelines also outline the responsibilities of staff in support of these requirements.
These guidelines are for any staff member who is a Secretary to Council, Senate and/or their Committees.
Formal Minute Paper
A4 acid free minute paper (warm white 118gsm).
Officially named ring binders for storage of signed minutes.
Archival quality acid free clear polypropylene A4 pages to store sets of minutes.
1. Copies of minutes are to be sent to Head, Corporate Records Services, as part of the distribution process.
2. Minutes are to be printed on formal minute paper and inserted into the polypropylene pocket prior to the next meeting of the Committee/Board.
3. For indexing purposes (refer item 6), minutes are to be numbered by hand writing the figure at the top right hand side of the page. As paper is likely to be cropped in the binding process, please write the number approximately 10mm from the top and side.
4. At the next Committee/Board meeting, the original on formal minute paper is signed by the Convenor and returned to the polypropylene pocket.
5. Original minutes are stored in the polypropylene pockets in the suitably titled formal ring binder by the Secretary until such time as the ring binder volume is full and complete.
6. Each ring binder volume of minutes should contain an index at the beginning. In line with best practice, the University of Otago has adopted indexing for all formal Committees of Council (Appendix A). Indexing must be clear and concise and terms must be consistent. The Index should be updated after every meeting. It is recommended that the index be formatted into two columns in alphabetical order. Acronyms and abbreviations must not be used.
|AGENDA ITEM||PAGE NUMBER|
3, 26, 33, 41
1, 17, 19
Board of Graduate Studies
32, 47, 78
Committee for the Advancement of Learning and Teaching
Code of Student Conduct
2, 17, 38
|Financial Performance||48, 56|
|General Staff Conference 2012||38, 46|
|Inaugural Professorial Lectures||22, 28, 61|
|New Zealand International Science Festival||12, 48|
Review of the PhD Programme
22, 26, 38, 42
|Treaty of Waitangi||7, 36, 43|
7. The complete ring binder containing officially signed minutes is to be forwarded to the Foreman Binder, Central Services, Information Services Building, for formal binding.
8. The General Disposal Authority (GDA) for formal minutes is: Action for Committees of Council agendas and minutes and supporting documentation: Archive 10 years after date of last action.
9. 10 years after date of last action, bound minutes are to be forwarded to the Hocken Librarian for storage in accordance with the GDA.
Formal Minute Paper
Archival (NISO/ANSI standard Z39.48-1992 permanence of paper)
Elemental Chlorine Free (ECF)
Warm White 118gsm
Available through the Foreman Binder on 479 9194.
Ring Binders for Storage of Signed Minutes
Officially named ring binders are available through the Foreman Binder on 479 9194
P35 Polypropylene Page A4
Archival quality acid free clear polypropylene A4 pages to store sets of minutes are available through Conservation Supplies
Related Policies, Procedures and Forms
Contact for Further Information
If you have any queries regarding the content of these guidelines or need further clarification, contact the Executive Officer, Office of the Registrar and Secretary to Council on 479 8250.