Governance

How to prepare an extract

The purpose of an extract to an agenda or a set of minutes is to separate certain items and produce a single document for each.

The extract may then be used for one or more of the following purposes:

  • As an attachment to an agenda to enable committees to provide their members with a paper trail from the first point in the committee system at which the item was discussed;
  • To request another officer to take action;
  • As an attachment to an agenda to enable committees in the central committee system to deal with recommendations and resolutions brought to them by Faculties,
  • As a copy on a subject file to provide an accurate record of an item's progress through the University's committee system and decision-making processes,
  • To provide information for another officer of the University.
  1. What is an extract?
  2. What does an extract look like?
  3. Where do I send an extract?

What is an extract?

Each extract is compiled as a separate document from the agenda and minutes and given a heading containing the following information:

  • Whether the extract is from an agenda or a set of minutes;
  • The name of the committee;
  • The location of the meeting;
  • The day, date, month, year when the meeting was held.

Each extract must contain all of the following information:

  • The item number (this may vary from the agenda to the minutes);
  • The heading of the item;
  • The University file number (TRIM);
  • The text of the agenda or minute item.

The "Action Box"

                         
Date Sender
(Name)
File to
(Name)
Action required Recipient initials Date actioned Action taken Folio number
21 Feb 2013 Sylvia Lang RMS EOs Boards of Studies to update Constitutions as required; Publications update Uni Calendar  Copy extract emailed to EO BoS Arts (Dr K Krishnasamy); EO BoS Comm (Ms Jan Cardy);  EO BoS Des (Jan Cardy); EO BoS BPhilHons (Ms Sylvia Lang); BoS Sc (Dr K Krishnasamy) Publications;

This box is to be included at the end of all extracts

Where an extract is sent to another officer (or officers) only for noting. "For noting" is indicated in the "Action Required" column and the receiving officer inserts "Noted" in the "Action Taken" column.

If the receiving officer needs to see the extract in the context of the file, the extract, with the completed action box, is forwarded to Records Management Services (RMS) and the extract is filed and the TRIM file reference forwarded to the receiving officer via emailed TRIM reference.

If the receiving officer needs only to note the extract and does not need to see the file - the extract can be sent direct to the receiving officer via email and copied to RMS with the notation that the extract has been sent direct and the file is not needed. RMS will then file the extract electronically in TRIM.

Where an extract requires action, the boxes including recipient and action required and so on, will be completed as appropriate and sent to RMS to be registered on file and forwarded to the recipient via emailed TRIM reference.  Note - the extract can also be forwarded directly by email to the recipient and copied to RMS noting that the extract will be captured to the relevant TRIM file by RMS as soon as possible.  This will allow the recipient to begin actioning the extract if there is a delay in capturing the extract to the file.

Where extracts are to be sent to multiple recipients for action, recipients should be listed in order of action required. Time limits could be included in the action required box so that the required actions are completed in a timely manner.

Please note that at times it is not appropriate for a file to be accessed by the action officer, this may occur in the case of review files. If you are unable to access the file indicated by the item file reference in TRIM please contact RMS records@uwa.edu.au for assistance.

The minute extract may also indicate:

  • That the resolution requires the item to be dealt with by another committee. Such extracts should be headed: “For the attention of ….”.
  • The resolution number;
  • The resolution.

Where relevant, the attachments to the item are included with the extract.

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What does an extract look like?

The normal format for an extract is:

EXTRACT FROM THE AGENDA/MINUTES OF A MEETING OF THE <NAME OF COMMITTEE> HELD ON <DATE, MONTH, YEAR

FOR THE ATTENTION OF <NAME OF COMMITTEE, or Administrative group, eg Academic Policy Services>, TO WHICH YOU ARE DIRECTING THE RESOLUTION.

<Item number> <Heading of the item> - REF <File number>

….. <text of the item>

An extract of a set of minutes may include a resolution:

RESOLVED – <NUMBER OF RESOLUTION>

….. <text of the resolution>

NOTE:

If decisions were taken by circular, the normal heading would be:

EXTRACT OF DECISIONS OF <NAME OF COMMITTEE> TAKEN BY CIRCULAR DATED <DATE, MONTH, YEAR>

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Where do I send an extract?

Direct to the Executive Officer of a committee

  • When a matter is urgent, that is when an Academic Council meeting is looming, send the extract (with attachments) direct to the Executive Officer of the committee.
  • A complete set of extracts should be sent to Information Governance Services for filing on each subject file.

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