Senate Standing Committees: Reports

1. Standing committees of Senate are required to report at least once a year unless otherwise specified in the terms of reference. Such annual reports shall normally be submitted in writing in time to permit circulation with the agenda for the May meeting of Senate.

2. In the event that a committee has not held a meeting in the course of a year, the Committee on Rules and Procedures shall re-examine that committee's terms of reference to determine whether the purpose of the committee may be better served by an ad hoc committee.

3. Form of Reports to Senate:

All committee reports to Senate must include an indication of the terms of reference of the committee and a clear statement of its recommendations (if any). In addition, when applicable, reports should include information concerning areas considered, opinions gathered, tests performed and analysis of data, together with a brief summary and explanation of the background of any motions put forward.

Reports of ad hoc committees shall also include a list of the members of the committee.

The General Format:

1.    Preamble

Standing Committees shall indicate the number and nature of meetings and indicate where the committee’s terms of reference may be found.

Ad Hoc Committees, when reporting, shall indicate the date upon which their terms of reference were approved by Senate. If a report is final, it should contain a motion that the committee be disbanded.

2.    Observations

Answers to questions, reports on procedures, statements about progress of business not yet ready for resolution, and where applicable, reports should include areas considered, tests performed, and analysis of data.

3.    Recommendations - Specific Motions for Action

These may be accompanied by explanatory observations, but the motions should stand out prominently. Statistics and other supporting material, if any, might be provided in appendices. The report must be signed by the Chair, and in the case of ad hoc committees, the names of the other members should appear at the end of the report.

It is most important that recommendations, if any, be stated as clearly, precisely, and obviously as possible. They should be framed in the motions, beginning with “It is MOVED that ...” or “It is RECOMMENDED that ...”

Recommendations should also include the effective date for implementation of the recommendation, if known.