MANAGING A COMMITTEE

Timetabling

* Schedule meetings frequently enough to get through business, but allow time for circulation of the agenda in advance of the meeting and for follow-up action after the meeting.
* Allow at least a week for members to read the agenda.
* Avoid tabling papers. It is difficult for members to consider or consult on a paper which is not presented to them until the meeting.
* Schedule meetings so that reports can be made in a timely manner to the superior committee or senior officer concerned.

Election/appointment of members

* Some committees have elected members.
* Some members are nominated by groups e.g. by faculty boards on behalf of faculties
* Some members are elected by specified constituencies e.g. Students Association, faculties
* The requirements of the University Statutes and the Electoral Act must be observed ion conducting elections.
* Some members are appointed ex officio i.e. by virtue of the office they hold, e.g. "The committee will comprise the Executive Dean, the Deputy Executive Dean, a student member of the Faculty Board and a nominee of each department."

Standing orders

Some committees operate according to rules of procedures called standing orders, although in most cases, University committees do not have formal standing orders. There are general conventions that operate worldwide in meeting procedure. A summary of these can be found in the references. See also the example in the Council Handbook.