Guide to the Operation of University Committees

The Guide to the Operation of University Committees provides background information and instruction on all aspects of the operation and servicing of committees at the University of Otago. It is intended primarily for committee secretaries, but may also be of use for committee conveners, committee members, and other parties involved in University committee work.

Template documents

The Guide provides examples of the approved University of Otago style and templates for agendas and minutes of formal committees. It is expected that all formal committees will use these templates. Other template documents for running elections and welcoming new committee members are also provided. These documents can be downloaded and edited for specific committee use as required (to remove the 'sample' watermark go to Page Layout -> Watermark -> Remove Watermark in Word):

• Sample agenda for a formal committee
• Sample minutes for a formal committee

• Sample agenda for a less formal committee
• Sample minutes for a less formal committee

• Sample agenda for a working party
• Sample minutes for a working party

• Sample welcome email for a new committee member

• Sample call for nominations for a committee election
• Sample covering memo for a committee election
• Sample ballot paper (with biographical statements) for a committee election
• Sample notification memo following a committee election