Resources for Committee Secretaries

Frequently Asked Questions

Commonly asked Committee Secretaries queries.

• What is the role of a Committee Secretary?
• I'm new to the role. Does Monash provide any training?
• I don't take shorthand. How can I keep up with what's happening during a meeting?
• What is starring?
• Where do you get agenda items?

What is the role of a Committee Secretary?

The primary responsibility of the secretary is to manage the business of the committee – that may include maintaining membership lists, organising meetings, preparing agendas, and writing minutes and reports/papers.

I'm new to the role. Does Monash provide any training?

The staff development unit runs courses thought the year.  See Role of committee secretaries and Minute writing

I don't take shorthand. How can I keep up with what's happening during a meeting?

There are several strategies that might help:

• Use initials when writing.
• Use note hand.
• Identify key points.
• Summarise the discussion and outcome.
• Be familiar with the agenda - this will help you to focus on the important issues.

What is starring?

A method of identifying items that will actually be discussed at a meeting.  Unstarred items can then be accepted without discussion at the beginning of the meeting.

Where do you get agenda items?

Agenda items may come from several sources:

• The minutes of a previous meeting (“matters arising”).
• Items of a recurrent or cyclical nature.
• Items referred to your committee by another group or person (usually a senior manager).
• Following the call for agenda items.

Contact Information:

Ms Rhonda Hinds
Tel:  (03) 9905 9008
E-mail:  Rhonda.Hinds@adm.monash.edu.au