A guide for committee members
Using the Committee Papers Service
The Committee Papers Service is where members of the University’s committees read their agendas, papers and minutes, including business that is not published.
Signing in
The Service is at oxenfurt.uk/committee-papers/. Sign in with the username and passphrase the Secretary of your committee sent you. Your account opens the papers of every committee you sit on.
The induction account
Induction sessions are run by the Secretary of the Arts and Humanities Research Ethics Committee, who demonstrates the Service with a shared induction account, shown in Figure 1, so that new members can see how papers are laid out before their own accounts are ready. The induction account’s passphrase is the name of the room in which that committee meets, in lower case.
Your own account
Your own username is your initials followed by the short name of your committee, and you will be sent a temporary passphrase by post. Please change it when you first sign in. If you forget your passphrase, ask the Secretary; the IT Service Desk cannot reset it.
Reading papers
Papers are arranged by meeting, newest first. Each meeting has an agenda, the papers for each item, the draft minutes once they have been circulated, and the confirmed minutes once they have been approved. Papers keep the reference they were given when they were circulated, such as AHREC/24/07.
Reserved business
Some items are reserved: they concern commercially confidential information, personal data or legal advice. They are discussed in the meeting and recorded in a confidential minute, which appears in the Service but not in the published minutes. Please do not discuss reserved business outside the Committee.
Keeping papers confidential
- Do not download, print or forward papers. The Service is designed to be read on screen.
- Sign out when you have finished, especially on a shared computer. The Service keeps you signed in only until you close the browser tab.
- If you believe papers have been seen by someone who should not have seen them, tell the Secretary at once.
Declaring interests
If you have a personal or professional connection with an application or its applicants, declare it at the start of the meeting. The Chair will decide with the Committee whether you take part in the item.
Help
Contact the Secretary of your committee, or the Research Governance Office at research.ethics@oxenfurt.uk.
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