The faculty board – notice of meeting to minute

The board of The medical faculty convenes once each month. The Faculty board consists of 15 members, the dean, two vice-deans, 5 heads of institute, 1 representative for academic or research staff without tenure, 2 technical/administrative staff representatives, 3 student representatives and 1 external representative. The faculty director is the reporter and the secretary to the board. To have a quorum, half of the board´s members must be present.

Notice of meeting
Five days prior to the meeting, the notice of meeting and the documents are sent to the members of the Faculty board.

Deputy representatives only get the notice of meeting. If a member of the board is unable to attend, the papers are sent to the deputy representative.

The cases
The cases are written using the administrative computer programme DocuLive (DL). Each case is issued with a case number, beginning with FS. This stands for Faculty boardcase
(Fakultetsstyrenr in Norwegian.) The first case in every meeting is minutes/briefings, and the last case is always "Any other business". E.g. the first Faculty board case in 2007 is FS 01-07. This is, then minutes/briefings, and thus the first "ordinary" boardcase is FS 02-07 and so forth.

The Faculty staff prepares the cases and make sure they are sent out before each meeting.

Minutes and hearing
When the meeting is done, the minutes are completed (The faculty director is responsible for this) Subsequently, the minutes are sent on hearing to all the participants. The deadline for submitting remarks is usually two days.

When (any) changes are made and approved, the minutes are signed by the dean and the faculty director. The minutes are then made available on the faculty website. Copies are sent to the institutes, the Director of the University, the members of the Faculty board. The cases are then followed up by the executive officers responsible.