optimizing the secretariat function for committees · optimizing the secretariat function for...

Meetings, agendas and minutesoptimizing the secretariat function for committees

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Vergaderings, agendas en notulesi di k i f k i k ioptimeer die sekretariaatfunksie van komitees

12 September 200912 September 2009

Student Leadership Training Session~

StudenteleierskapOpleidingsessie

Secretariat to committees | Sekretariaat van komitees

1 Were you surprised when you were1. Were you surprised when you were appointed as secretary?

Was jy verras toe jy as sekretaris aangewys is?is?

2. Do you have any experience as secretary of a representative body?

Het jy enige ervaring as sekretaris van ’n verteenwoordigende liggaam?

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3 Do you know who or what an executive3. Do you know who or what an executive committee is?

Weet jy wie of wat ’n uitvoerende komitee is?is?

4. Is the secretariat merely an administrative function?

Is die sekretariaat bloot ’n administratiewe funksie?

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1 Were you surprised when you were appointed as secretary?

1. Were you surprised when you were appointed as secretary?

Was jy verras toe jy as sekretaris aangewys is?

2. Do you have any experience as secretary of a representative body?H j i i k i ’ di d li ?

Het jy enige ervaring as sekretaris van ’n verteenwoordigende liggaam?

3. Do you know who or what an executive committee is?Weet jy wie of wat ’n uitvoerende komitee is?

4. Is the secretariat merely an administrative function?Vervul die sekretariaat bloot ’n administratiewe rol?

…perks

5. Why did you stand for this leadership position?Hoekom het jy vir hierdie leiersposisie gestaan?

perksposition

powerportfolios

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portfolios


• Organize meetings and send out agendasR ël d i d i• Reël vergaderings en stuur agendas uit

• Take notes and write minutes• Neem notas en skryf notules

• Do all the filing and adming• Doen al die liasering en admin

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• Secretary of State (Chief Administrative Officer and Head of Strategic Planning and -communications)

• Staatsekretaris (Hoof Administratiewe Beampte en ( pHoof van Strategiese Beplanning en -kommunkasie)

• Secretary (merely operational)• Sekretariaat (slegs administratief)

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Secretary General | Sekretaris-Generaal

• Draw up the agendas for all committee meetings: limit and direct discussions• Draw up the agendas for all committee meetings: limit and direct discussions• Stel die agenda saam vir alle komiteevergaderings: beperk en rig besprekings

• Convene the executive committee to discuss policy issues indepthR i d k i d i b b l id k i b k• Roep uitvoerende komitee vergaderings byeen om beleidskwessies te bespreek

• Suggest strategic planning and alignment workshops• Stel strategiese beplanning- en belyningswerksessies voor

• Optimize and professionalize meetings• Optimeer en professionaliseer vergaderings

• Create different forums for discussion at multiple levels• Skep verskillende forums vir gesprekke op vele vlakke

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Governance and Leadership | Bestuur en Leierskap

• The hierarchy and functions of committees within governance structures• The hierarchy and functions of committees within governance structures• Die hierargie en funksies van komitees binne bestuurstrukture

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Getting the Senate’s stamp of approval

Before any new programme can be submitted to the DoE for PQM clearance, the HEQC for accreditation and SAQA for registration, a number of internal committees first have to approve it. The following process cycle is followed:pp g p y

Department Faculty’s programme committee

Division for Institutional Research and Planning

consults with

d i d badvised by

Programme Advissory Committee

Senateor

Academic Planning Committee

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Academic Planning Committee

Most dreadful minutes | Goorste notules ooit

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Most dreadful minutes | Goorste notules ooit

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Student Leadership | Studenteleierskap

• There are three hindrances inherent in student leadership structures a lack of:• There are three hindrances inherent in student leadership structures, a lack of: • Daar is drie struikelblokke ingebed in studenteleierskapstrukture, ’n tekort aan:

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~ The difference between a stumbling block and a stepping stone is the way in which you use them ~

Continuity, sustainability and with a scientific approach

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Align your projects with vision | Belyn projekte met visie

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Continuity | Kontinuïteit

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Enforce sustainability | Dwing volhoubaarheid af

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Student Leadership | Studenteleierskap

• There are three hindrances inherent in student leadership structures a lack of:• There are three hindrances inherent in student leadership structures, a lack of: • Daar is drie struikelblokke ingebed in studenteleierskapstrukture, ’n tekort aan:

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~ The difference between a stumbling block and a stepping stone is the way in which you use them ~

Managing portfolios | Bestuur portefeuljes

• Decide how to utilize your portfolios to reach your strategic goals• Decide how to utilize your portfolios to reach your strategic goals• Besluit hoe om julle portefeuljes in te span om julle strategiese doelwitte te bereik

• Build in time afterwards for reflection and post mortem discussionsB d i á f k i i fl k i kk• Bou tyd in ná funksies vir refleksie en post mortem-gesprekke

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Being professional about it | Die professionele edge

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Practical tips | Praktiese wenke (1)

• Build a good relationship with the chair and agree on your roles and responsibilities• Build a good relationship with the chair and agree on your roles and responsibilities• Bou ’n goeie verhouding op met die voorsitter tov jou pligte en verantwoordelikhede

• Apply your mind when drawing up the agendaD di k j d j di l• Deurdink jou agenda soos jy dit opstel

• Number your agenda points – avoid bulleted lists• Nommer jou agendapunte – vermy ongenommerde lyste

• Review and edit your minutes as soon as possible after a meeting• Redigeer en verwerk jou notule so gou doenlik ná ’n vergadering

• Stop a discussion and ask for clarity when appropriate: ask what should be minuted• Stop ’n bespreking en vra vir duidelikheid indien nodig: vra wat moet genotuleer word

• Supply sufficient information for all discussion points

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pp y p• Verskaf voldoende inligting vir sake ter bespreking

Setting time limits | Vasstelling van agenda en tydsbeperkinge

???

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Practical tips| Praktiese wenke

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E-mail etiquette and meeting requests | E-pos netiket (1)

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• Unless scribing do not minute everything everyone says verbatim• Unless scribing, do not minute everything everyone says verbatim• Tensy jy juis skribeer, moenie alles wat almal sê verbatim notuleer nie

• Circulate your minutes appropriately (Chatham House Rule)V i j l d lk di (Ch h H i ël)• Versprei jou notules oordeelkundig (Chatham Huisreël)

When a meeting, or part thereof, is held under the Chatham House Rule, participants are free to use the information received, but neither the identity nor the affiliation of the speaker(s) nor that of any other participant may be revealedspeaker(s), nor that of any other participant, may be revealed.

• Use the most appropriate format for your minutes• Gebruik die mees gepaste formaat vir jou notules

• Group general discussions together and summarize• Groepeer losse gesprekspunte opsommend saam

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dis sleg as…

• elkeen dink hy/sy is die belangrikste

• iemand opgee en bedank

dis lekker as ons…

iemand opgee en bedank

• ons mekaar nie ondersteun nie

• daar onverdraagsaamheid is

• ouens hulle eie rigtings volg en vergeet dat spesifieke portefeuljes deel van iets groters is (tonnelvisie vs spanpoging)

• mekaar kan vertrou; elkeen sy woord hou

• spangees het, en vriendskaplik optree

• gereeld brainstorming sessions hou

• mekaar genoeg ondersteun

deel van iets groters is (tonnelvisie vs spanpoging)

• party portefeuljes / mense as onbelangrik geag word

• ons agteraf skinder/is

• verkeerde strukture gebruik word (PK nie ingelig word nie)• mekaar genoeg ondersteun

• genoeg drink (en sosialiseer)

• weet wat ons wil doen

• mekaar se opinies en idees respekteer

• ons ’n gebrek aan kommunikasie het met studente en gevolglik nie met respek gehanteer word nie

• ons persoonlike battles ons werk beinvloed / gebitchery

• ons gekonfronteer word met onprofessionaliteit, ego’s en l h id l b i i l kki d k• belangstel in ander

• die beste / effektiefste plan sal kies

• maats is

• doelgerig en vooruitstrewend kan wees

onvolwassenheid, sowel as baie mislukkings en eng denke

professionaliteitdoelgerig en vooruitstrewend kan wees professionaliteit integriteit

kommunikasie respek

doelgerigtheid samehorigheid uitnemendheid SR KAMP

23 Januarie 2005

Saamgeflansde visie…

Aan die einde van die studenteraad van 2004/5 se termyn, is die volgende waar:

1. studente is ingelig oor en entoesiasties betrokke by kampuslewe, sowel as by die uitdagings van Suid-Afrika

2. Die SR verskaf op ’n professionele wyse sigbare, deursigtige en deelnemende leierskap, en2. Die SR verskaf op n professionele wyse sigbare, deursigtige en deelnemende leierskap, en dienslewering

3. deur direkte en kreatiewe kommunikasie word studente onverwyld ingelig oor SR- en universiteitsprojekte

4 i l d d i d h id k k h l t bi ’ d ld4. spesiale aandag word aan minderheidsgroepe geskenk om hul stemme binne ’n gedeeldeMatie-kultuur te laat hoor.

5. ’n kultuur van kritiese, konstruktiewe debat binne die studente- en die universiteitsgemeenskapbevorder vernuwende denke.

6. Studente beskik oor die lewensvaardighede om binne ’n vinnig veranderende wêreld tefunksioneer

tons termyn sover…

wat doen ons goed?

wat doen ons sleg?gen...

waarheen is ons op pad?QUO VADIS?



Traditional minutes | Tradisionele notule

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Traditional minutes | Tradisionele notule

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Action register | Aksieregister

Twee sake word toegevoeg onder 4.2 en

Enkele redaksionele wysigings word aangebring

g g4.3

Notule word goedgekeur AM

Konsep protokol moet vir kommentaar gesirkuleer JB 17 Septword na die Afdeling Finansies

JB

AAA protokolkomitee moet vergader en konsep indien JB 27 SeptProtokol nog nie in konsep-fase nie

Akkreditasie-komitee moet onderhoude met die HK-personeel voer

Onderhoudskedule moet deur MH opgestel word 29 Okt

17 Sept

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Action register | Aksieregister

Ondertekening van ooreenkoms

Inskakeling van HK-studente

18 Aug

18 Aug

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• Invite relevant speakers on important topics• Invite relevant speakers on important topics• Nooi relevante sprekers om belangrike onderwerpe toe te lig

• Organize training for committee members, especially to improve admin processesR ël l idi i k i l d l d i i i k b• Reël opleiding vir komiteelede, veral wat administratiewe prosesse kan verbeter

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• Decide which issues are for deliberation and which for notice• Decide which issues are for deliberation and which for notice• Besluit watter kwessies is vir besluitneming en watter vir kennisname

• Align your activities with your strategies and vision (with action plans)B l j ll k i i i j ll i ë i i ( k i l )• Belyn julle aktiwiteite met julle strategieë en visie (met aksieplanne)

• Always provide feedback from institutional committees (e.g. Prim committee)• Terugvoer vanaf institusionele komitees (bv. Primkomitee) moet verskaf word

• Minute all votes cast and official objections or amendments to motions • Notuleer stemgetalle en amptelike teenkantigs of wysigings tot mosies

• Adhere to procedures and stick to the topic at hand• Volg prosedures en moenie van die onderwerp afwyk nie

• Difference of opinions are vital; debate the issue, not the person

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p ; , p• Meningsverskille is noodsaaklik; speel die bal, nie die man nie

Planning and coordination | Beplanning en koördinering

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Decide which type of secretary you want to be…

• What key issues should you be discussing?• Watter hoofkwessies is op jou agenda?p j g

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Meetings, agendas and minutesoptimizing the secretariat function for committees

~

Vergaderings, agendas en notulesi di k i f k i k ioptimeer die sekretariaatfunksie van komitees

12 September 200912 September 2009



optimizing the secretariat function for committees · optimizing the secretariat function for...

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