Please use the file naming convention: – the full name and acronym of the sub/committee followed by “Minutes” followed by the full date (mm_dd_yyyy) separated by underscores: Educational Policies Committee (EPC) Minutes 12_31_1999.docx
Record the name of the sub/committee, date, time, location of the meeting, and member and presenter attendance (non-presenter and non-member guest attendance should not be recorded as identification is not required for open meetings).
Record any decisions or actions made by the sub/committee and record who is responsible for following through on any next steps.
Record who prepared the meeting minutes.
Record anything else the committee would like reflected in the minutes. Note that, according to Robert’s Rules of Order, only motions and decisions need be recorded in the minutes.
Meeting minutes should only be printed if absolutely necessary. Always email sub/committee approved the meeting minutes to the Academic Senate Office within 2 business days of the approval. Open SSU faculty governance meeting agendas, materials, and approved minutes are currently archived in a few places. Recent years agendas, materials, and approved minutes should be publicly available in the SSU faculty governance public repository. Earlier items may be available in online SSU Library Archives, such as Scholarworks. If you are unable to independently locate an item, please send a detailed email request to the Academic Senate Office and allow two (2) business days for your request to be processed, some items may be harder to locate.
