Guidelines for Preparing Standing Senate Committee Meeting Minutes

Committee Minutes, including attendance, are to be submitted within two weeks (preferably one week) from meeting date.

Please submit as a Microsoft Word document within your BoardEffect committee workroom.


A template for committee minutes has been created in order to become compliant with requirements of the Americans with Disabilities Act (ADA). Please use the Meeting Minutes Template every time minutes are generated. Features of this template that are vital for ADA compliance are the formatting of text using Styles within Microsoft Word. Using Styles instead of simply formatting text using the Bold, Size, and Font configuring tools is necessary for screen readers to recognize the formatted text as headings.

Upon opening the Minutes template, as you place your cursor in the template text, you will notice that the headings “Senate Committee on ____” and “Minutes for Meeting # __, Month Day, Year” are formatted with Heading 1 in the Styles group on the Home tab (see illustration below). This is done by highlighting the text and simply clicking on Heading 1.

The following headings are formatted with Heading 3 in the Styles group on the Home tab:

  • Members Present:
  • Members Absent:
  • Guests:
  • APPROVAL OF MINUTES
  • ANNOUNCEMENTS
  • OLD BUSINESS
  • NEW BUSINESS

For all instances where text content will be added by the preparer, the Normal Style is used.