Guidelines for Preparing Minutes for

Faculty Governance Committees

1.  Please prepare your minutes in Word or directly in Google docs, if possible, and do them as soon after the meeting as possible.

2. Please use the file naming convention: APCmins2_10_08.doc – the acronym of the committee followed by “mins” followed by the full date separated by underlines.

3. Record the name of the committee, the date, time and place of the meeting, who was present and absent.

4.  Record any decisions made by the committee and record who is responsible for following through on any decisions.

5. Record who took the minutes.

6. Record anything else the committee would like reflected in the minutes. Note that according to Robert’s Rules, only motions and decisions need be recorded in the minutes.

7. If you don't have one already, create an account in Google Apps, then create your minutes there or upload your Word doc. "Share" your minutes with the Senate Analyst. This new process will help us save paper and streamline our process. Also, share the minutes with your committee. Let the Senate Analyst know when they are fully approved. The Analyst will then archive them. Minutes should only be printed if absolutely necessary.

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