The following is a short summary of University committee procedures provided for committee members and QUT staff.
Quick Links: Agenda | Starring of Agendas | Minutes and Post Meeting Action Sheet (PMA) | Quorum and Attendance | Conflict of Interest | Further Information | Virtual meetings, e-Meetings and wikis | Further InformationAgenda
An agenda and papers for each meeting are circulated to all members one week (7 days) before the meeting. Papers for inclusion on the agenda should be submitted to the Secretary ten days prior to the meeting. Second agenda dispatches and tabled documents, are rare and are usually only permitted at the Chair’s discretion. For Council committees (Alumni Board, Audit and Risk Management Committee, Chancellor's Committee, Planning and Resources Committee and University Academic Board) there is only one agenda dispatch. In most cases a draft committee agenda is issued by email to members approximately two weeks prior to the scheduled meeting date in order to enhance communication, and to provide members with greater opportunity for input to the agenda. Committee documents for many QUT University committees are delivered electronically in Adobe PDF format.
back to topStarring of Agendas
It is customary at QUT for agenda items which require discussion at the meeting to be marked with an asterisk (“starred”). “Unstarred” items are not discussed and are taken as approved as recommended under item 1 of the agenda. Items are starred according to their relative importance and whether the committee is recommended to approve the action or policy, or to provide comment; routine business or items for information are normally left unstarred. At item 1 of the agenda any member may nominate an unstarred item to be starred for discussion. Tabled papers and verbal reports are automatically starred.
back to topMinutes and Post Meeting Action Sheet (PMA)
Minutes are circulated with the agenda for the next meeting. Governance Services circulates a post meeting action sheet by email within two days of the meeting. The sheet is a simple table which shows the agenda item, the action to be taken, the title of the officer responsible and the status of the action (for example, the date taken, or how it is progressing).
back to topQuorum and Attendance
A QUT committee is not properly convened and cannot transact business unless there is a quorum. A quorum is one-half of the current membership, or if one-half is not a whole number, the figure is rounded up to the next whole number. Vacant positions are not counted in calculating the quorum. Coopted members and members who hold rights of audience and debate (non-voting) are not counted towards the quorum. Where a member holds office in more than one position on a committee, for the purposes of the quorum the member is counted according to the number of positions held as they have that many votes. There are special quorum requirements for some committees which are set out in legislation or relevant codes of practice.
Proxies are not permitted in any circumstances to attend committee meetings. Substitutes for ex officio positions are allowed when the officer is acting in the ex officio capacity.
Observers are not permitted at committee meetings (unless at the specific invitation of the Chair).
back to topConflict of Interest
In accordance with Council Procedure No 1 – Committees members must declare in advance any known interests which may have a potential conflict with the business of, or their role on, the committee by making entries in the Register of Disclosed Interests. All entries in the Register are provided to the relevant committee. Members are encouraged to seek advice from the Secretary or Chair in determining whether any particular interest should be disclosed. Further information on the QUT Register of Disclosed Interests and how to make a declaration can be accessed from the Compliance section of the Governance Services website.
Virtual meetings, e-Meetings and wikis
Several QUT committees hold e-Meetings using the QUT wiki. Matters requiring decision or advice are placed on secure web page/s where members can log-in and post comments. The comments can be read and responded to by all members of the committee. e-Meetings are usually convened over a number of days. A virtual meeting frees the committee from the necessity to find a specific time and place to meet and facilitates quicker decision-making and consultation.
back to topFurther Information
Further information on committees can be found within the Governance Services' Committees website. Queries should be directed to the Committee Manager .
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