Guidelines for Preparation of Papers
For Committees and Advisory Groups
Introduction
As outlined in the Vice-Chancellor’s paper the ‘subsidiarity’ principle provides that decisions, once properly taken within portfolios, must be final and should not be recontested elsewhere.
The new organisational structure is designed to support this principle and expects that most decisions will be taken in faculties/graduate schools, university services, or senior portfolios, with significantly fewer matters requiring wider consideration being referred to Senior Executive. Where necessary the outcomes of Senior Executive deliberations are to be reported to Council and/or Academic Board through the Vice Chancellor or, where more appropriate in the case of reporting to the Board, through the President of the Board.
The following guidelines are provided to support these principles in terms of documenting the decision-making process. It is expected that the principles will apply to all committees reporting to Senior Executive.
Workflow in diagrammatic form.
Length of Papers, Timelines for Senior Executive
- Papers intended for the Senior Executive are to be prepared in template format , authorised by relevant Portfolio Head (eg Vice-Chancellor, Provost, Senior Vice-Principal, DVC) and are to be with the Minute Secretary within five (5) working days of the meeting, which allows the agenda to be set accordingly. Therefore, for meetings scheduled on a Wednesday, papers are to be received by no later than 5 pm on the previous Wednesday.
- Distribution of papers will continue to be by electronic means to members three (3) business days prior to the meeting. Therefore, for meetings on a Wednesday, papers will be available by no later than 3pm on the previous Friday.
- No late papers will be accepted for distribution. If received after the closing time, papers will be deferred to the next meeting. Tabled papers will only be permitted with the approval of the Chair of Senior Executive.
Structure of Papers
Proponents of papers should at all times consider the audience to whom their paper is directed and take into account the information required in order to ensure well-informed decision-making.
Papers must contain full details of the rationale, extent of consultation and resource implications, as set out below.
Headings
The following headings provide a suggested structure for committee papers. Proponents of papers need to take into consideration the nature of what is to be submitted eg a report for information may not require all the proposed headings. [Note: Starred items show headings for Senior Executive papers - see Template (Senior Executive, Sub-Committees).]
- Proposal/Purpose*
- Recommendations*
Set out the recommendations which require approval or suggested action, ensuring they are consistent with the rest of the document. Do not include extraneous material at this point, which properly belongs in the Discussion section.
The following headings will form part of the executive summary supplied to Senior Executive.
- Background
Explain the context, including relevant past events or decisions. If appropriate, include an explanation of why the paper is being presented to the Committee at this time.
- Discussion
Include reasoning behind the proposal, and how it will work. This section should also refer to any other options that have been considered, and reasons for preferring this proposal. If there is a relevant University policy or procedure, explain whether the proposal is in accord with it and make reference to it. If the proposal results in a new policy document, it should be included as an attachment.
- University Plan/Policy Context
Explain, if applicable, how the proposal accords with the University's agreed strategic objectives, with reference to specific documents, e.g. the University Plan, the Divisional/Faculty Plan etc. The location/ownership of the Policy should also be referred to.
- Existing Legislative Instruments: Where relevant
Please make reference to relevant Statutes or Regulations or Council Standing Resolutions that will require amendment if approval is obtained.
- Financial & Resources Implications
Where applicable, include summary of costs and sources of funding required. Where resources required are significant, there should be a thorough analysis of the costs v. benefits, and, where applicable, the risk exposure, either in the text or by way of an appendix. Other cost comparisons should be used if necessary, together with an estimate of where cost impact may be felt.
- Consultation
List all persons/groups consulted and summarise their responses. Groups might include: individual staff; departments/sections; managers of relevant administrative units (particularly those involved in implementation); advisory committees; relevant unions; other affected parties. The name of a person who can be contacted for more information should be included.
- Implementation and communication
Give details of the process, including key dates and actioning officers, which will be used to implement the proposal, if it is approved. Give details of how and to whom the proposal will be communicated, if it is approved.
- Review
Give details of the expected outcomes, and how and when they will be measured; when a review is to be held; and what the processes for establishing the review will be.
Comments and feedback on how well these guidelines are working would be welcomed.