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Meetings  \nContents  \nGeneral Guidelines................................................................................................... 3  \nRules for the Conduct of Meetings ...................................................................................3  \nService Level Statement ....................................................................................................3  \nTerms of Reference ............................................................................................................3  \nAgendas................................................................................................................................ 3  \nMinutes.................................................................................................................................. 3  \nAction Lists ........................................................................................................................... 3  \nMeeting Papers.................................................................................................................... 3  \nScheduling Meetings ..........................................................................................................4  \nFormat ...................................................................................................................................4  \nArchiving ............................................................................................................................... 5  \nAppointing the Secretary.................................................................................................... 5  \nGuidelines for Secretaries ....................................................................................... 6  \nWorking with the Chair .......................................................................................................6  \nMembership.......................................................................................................................... 6  \nInduction ............................................................................................................................... 6  \nSetting Dates........................................................................................................................ 6  \nMeeting Venues................................................................................................................... 6  \nTerms of Reference ............................................................................................................7  \nThe Role of the Secretary ..................................................................................................7  \nBefore the Meeting..............................................................................................................7  \nAt the Meeting...................................................................................................................... 9  \nWriting the Minutes .............................................................................................................9  \nFollowing up the Minutes ................................................................................................. 11  \nArchiving and Storage ...................................................................................................... 12  \nReferencing System.......................................................................................................... 12  \nGuidelines for Chairs ............................................................................................. 14  \nAt the Meeting.................................................................................................................... 14  \nLength of Debate ............................................................................................................... 14  \nAfter the Meeting .............................................................................................","cbCaimgoxvMTLNO4","https://ap.wps.com/l/cbCaimgoxvMTLNO4","pdf",173393,"English","# Contents\n## General Guidelines\n## Rules for the Conduct of Meetings\n## Service Level Statement\n## Terms of Reference\n## Agendas\n## Minutes\n## Action Lists\n## Meeting Papers\n## Scheduling Meetings\n## Format\n## Archiving","[{\"question\":\"What documents are required to run a university meeting properly?\",\"answer\":\"Each meeting should have Terms of Reference with membership, following the Terms of Reference template. Agendas and minutes must follow the agreed templates as well.\"},{\"question\":\"Who is responsible for preparing the agenda?\",\"answer\":\"The secretary and chair jointly prepare the agenda. The secretary gathers agenda items from the chair and members, while the chair has final responsibility for agreeing the agenda.\"},{\"question\":\"How should minutes be prepared and circulated?\",\"answer\":\"The secretary, or a deputy where appropriate, prepares draft minutes. The preparation and circulation of minutes should follow the normal arrangement described in the guide.\"}]","Good Practice Guide for Meetings | PDF",6]