Read papers in advance if you get them – if a paper is “taken as read” and you don’t know what’s in it you may miss your one chance to make changes before it becomes final or actioned!
If a term isn’t listed here and someone uses it; please do:
- Ask what it means – don’t let the moment pass, and don’t be afraid to ask – you won’t be the only one who doesn’t know!
- Let us know – so that we can add it here for future student reps!
Remember that SSLC meetings are formal meetings in the University academic structure.
Formal Meeting terms
Ad hoc: from Latin, meaning 'for the purpose of', as for example, when a sub-committee is set up specially to organise a works outing.
Adjourn: to hold a meeting over until a later date.
Adopt minutes: minutes are 'adopted' when accepted by members and signed up by the chair.
Action Point: Specific actions set for a person or group of people, to take a feedback point on and solve it as an action.
Advisory: providing advice or suggestion, not taking action.
Agenda: a schedule of items drawn up for discussion at a meeting
AGM: Annual General Meeting: all members are usually eligible to attend
Apologies: excuses given in advance for inability to attend a meeting
Articles of Association: rules required by Company law which govern a company's activities
Attendance list: in some committees a list is passed round to be signed as a record of attendance
Bye-laws: rules regulating an organisation's activities
Casting vote: by convention, some committee chairs may use a 'casting vote' to reach a decision, if votes are equally divided
Chair: leader or person given authority to conduct a meeting
Chair's Agenda: based upon the committee agenda, but containing explanatory notes
Collective Responsibility: a convention by which all committee members agree to abide by a majority decision
Committee: a group of people usually elected or appointed who meet to conduct agreed business and report to a senior body
Consensus: agreement by general consent, no formal vote being taken
Convene: to call a meeting
Decision: resolution minutes are sometimes called 'decision minutes'
Eject: remove someone (by force if necessary) from a meeting
Executive: having the power to act upon taken decisions
Extraordinary Meeting: a meeting called for all members to discuss a serious issue affecting all is called an Extraordinary General Meeting; otherwise a non-routine meeting called for a specific purpose
Ex officio: given powers or rights by reason of office
Guillotine: cut short a debate – usually in Parliament
Honorary post: a duty performed without payment, e.g. Honorary Secretary
Information, Point of : the drawing of attention in a meeting to a relevant item of fact
Intra vires: within the power of the committee or meeting to discuss, carry out
Lie on the table: leave item to be considered instead at the next meeting (see table)
Lobbying: a practice of seeking members' support before a meeting
Minutes: the written record of a meeting; resolution minutes record only decision reached, while narrative minutes provide a record of the decision-making process
Motion: the name given to a 'proposal' when it is being discussed at a meeting
Mover: one who speaks on behalf of a motion
Nem con: from Latin, literally, 'no one speaking against'
Opposer: one who speaks against a motion
Order, point of: the drawing of attention to a breach of rules or procedures
Other business: either items left over from a previous meeting, or items discussed after the main business of a meeting
Point of order: proceedings may be interrupted on a 'point of order' if procedures or rules are not being kept to in a meeting
Proposal: the name given to a submitted item for discussion (usually written) before a meeting takes place
Proxy: literally 'on behalf of another person' - proxy vote
Quorum: the number of people needed to be in attendance for a meeting to be legitimate and so commence
Refer back: to pass an item back for further consideration
Resolution: the name given to a 'motion' which has been passed or carried; used after the decision has been reached
Seconder: one who supports the 'proposer' of a motion or proposal by 'seconding' it
Secretary: committee official responsible for the internal and external administration of a committee
Secret ballot: a system of voting in secret
Shelve: to drop a motion which has no support
Sine die: from Latin, literally, 'without a day', that is to say indefinitely, e.g. 'adjourned sine die'.
Standing Committee: a committee which has an indefinite term of office
Standing Orders: rules of procedure governing public sector meetings
Table: to introduce a paper or schedule for noting
Taken as read: to save time, it is assumed the members have already read the minutes
Treasurer: committee official responsible for its financial records and transactions
Ultra vires: beyond the authority of the meeting to consider
Unanimous: all being in favour
Formal Meeting – Skillmaker – additional tips on formal meetings and how they generally run; which hopefully show how your meeting skills developed in SSLC meetings will assist you in your future career.