Directorates, Advisory Groups and Reporting Frameworks

Committee Groups Servicing Protocols

All Advisory Groups, Committees and Directorates for the academic year 2011-2012 will commence from September, 2011.

The reporting framework for the Faculty is intended to provide an effective mechanism for cascading information throughout ECL, avoiding duplication. The model is designed in such a way to enable a succinct reporting mechanism.

The only management group in the Faculty is FMT. All other meeting forums are advisory to FMT. Committees exist largely to address strategic and policy issues. Advisory Groups exist largely to address operational issues. Both Advisory Groups and Committees will advise Directorates who will make recommendations for action to FMT for formal endorsement.

Advisory Groups, Committees, Directorates and FMT have a set venue and time for their meetings with the same pre-set agenda each month based on the terms of reference for each committee/group. Following discussion of each pre-set agenda item the Chair will succinctly dictate to the secretary key issues related to that item. The secretary will then complete the minutes to be approved by the Chair after the meeting ends. This allows immediate collation and circulation of paperwork to be considered at the next stage of the reporting process.

Team/Centre meetings will raise issues to be discussed at the Directorate for ACM. Therefore, the terms of reference for ACM will be used as a guide for the Team/Centre meeting agenda.

Agenda item ‘Any Other Business’ (AOB) should only be used when a relevant issue arises which is not covered by the terms of reference for that forum. If AOB is used regularly then the terms of reference need revisiting or the issue is already being considered under another group’s terms of reference. The consideration of any other business is left to the Chair's discretion. Tabled papers should not normally be accepted at meetings.

Issues raised should be submitted to Directorates via summary reports by Advisory Groups or minutes by Committees. Directorates will either use this information as informative only, or to advise or request direction from FMT.

The Dean’s PA will circulate to all FMT members an action report prior to the subsequent FMT meeting to remind members of FMT actions which will be reported back to the next FMT meeting thus closing the loop on that particular issue.

FMT, Directorates, Committees and Advisory Groups:

Committees and Groups will meet according to a timetable set at the start of the year (see Faculty calendar). Additional meetings may be arranged as necessary. The timing of meetings may be exceptionally varied by the Chair, but only within the constraints of the need for making and receiving reports.

Membership of Faculty Committees and Groups is set out below. In addition, Committees may co-opt a maximum of two members charged with representing specific interests or carrying out specific tasks

Alternates may substitute for members of Committees and Groups, subject to satisfying the membership criteria of the person for whom they are substituting. Any member of the Faculty Management Team may substitute for any other. In the case of any uncertainty, the Chair of the Committee should be consulted in advance of the meeting, and he or she may refer the matter to the Faculty Dean for a decision.

Meetings are quorate when attendance is more than one third of the total membership. In the event of a meeting being inquorate, the Chair shall exercise his/her discretion as to whether the meeting should proceed, but no decisions shall be taken which concern Faculty policies, strategies or resource allocations.  Some committees and groups may have specific quoracy requirements.

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