Attending a Discussion by videoconference
The Notice announcing that a Discussion will take place by videoconference will confirm the arrangements for attending. Normally those wishing to attend are asked to email University.Draftsman@admin.cam.ac.uk before 10 a.m. on the date of the Discussion, so that they can receive a link to the Discussion.
Requesting an in-person Discussion
The Chair of the Board of Scrutiny or any ten members of the Regent House may request that the Council arrange for one or more of the items listed on the agenda of a Discussion to be discussed in person (usually in the Senate-House).
Requests should be made to the Registrary, on paper or by email to University.Draftsman@admin.cam.ac.uk from addresses within the cam.ac.uk domain, by no later than 9 a.m. on the day of the Discussion. Any changes to the Discussion schedule will be confirmed in the Reporter at the earliest opportunity.
How to dress appropriately at a Discussion in person
There is no formal dress requirement for Discussions taking place by videoconference. However, matriculated members of the
University are requested to wear academical dress (Statutes and Ordinances, Chapter II) to in-person Discussions. The Senate-House Keeper has a small number of spare gowns
available for use if needed. Other attendees, such as unmatriculated staff of
the University or Colleges may attend without gowns.
When attendance is expected to be high or the Discussion held at an alternative location, the requirement to wear gowns may be relaxed. Attendees will not be turned away for lack of an academic gown.
Specific dress:
Vice-Chancellor's Deputy: black gown (no hood) and cap
Proctors and Pro-Proctors: dark suits, caps, gowns, bands; Proctors wear hoods.
How to make a contribution to a Discussion
Contrary to the name, Discussions
don’t involve a live debate as such. Instead discussants read prepared
speeches, or ‘remarks’, which are recorded and published to the University. The
originating body of the Report then chooses whether to respond to the remarks
and/or vary the proposals as a result.
Guide to making remarks at a
Discussion:
Speakers should prepare their
remarks in advance to read out on the day. Remarks should not normally take longer than
fifteen minutes each to deliver and discussants may only contribute one set of
remarks per Report/topic. Discussants should ensure their remarks address the
subject at hand and are not defamatory. The presiding officer - normally a Deputy Vice-Chancellor - has the power to
rule out any remarks deemed defamatory or off-topic. The remarks should be addressed to that officer, i.e. normally they will start with the words 'Deputy Vice-Chancellor', and record your Department or Faculty and/or your College affiliation or other relevant capacity in which you are providing comments.
If you are unable to attend the Discussion, a person who is attending the Discussion can read out your remarks. The Proctors will read out your remarks on your behalf if they receive them by email to contact@proctors.cam.ac.uk by 10 a.m. on the date of the Discussion.
If you are attending in person and wish to speak on a particular topic, raise your hand when the Deputy Vice-Chancellor announces the Report you would like to speak on, or when the previous speaker has concluded their remarks on that topic. The Deputy Vice-Chancellor will invite you forward to deliver your remarks at the lectern; before you start your speech, it is helpful if you identify who you are and which department, faculty or institution you are from for the benefit of others present.
Guide to submitting a proof of your remarks:
If you have prepared a copy of your remarks, please hand it to the Reporter Editor as you leave the lectern. Please also send an electronic copy of your remarks to reporter.editor@admin.cam.ac.uk immediately after the Discussion, and by Wednesday morning at the latest.
Discussants will be asked to check a proof of their remarks prior to publication. So that your proofs reach you as soon as possible, your remarks should be clearly labelled with your name and email address. Proofs are usually sent out late on Thursday or on Friday morning, to be returned by 10 a.m. on the following Tuesday.
Dos and Don’ts:
DON'T forget to bring a copy of
your remarks to read out.
DO send an electronic copy of your remarks to
the Reporter Editor (reporter.editor@admin.cam.ac.uk) ideally in advance of the
Discussion, but certainly as soon as possible afterwards, and by the Wednesday morning following the Discussion at the latest.
DO leave a hardcopy of your
remarks with the Reporter Editor on leaving the dais.
DO ensure your hardcopy remarks are clearly marked with your name and email address; this will ensure the proof of your remarks will reach you as soon as possible.
DON'T prepare a speech that is over-long: fifteen minutes is regarded as the normal maximum duration of a speech.
DON'T talk 'off-topic' when making your remarks: the presiding officer has the power to intervene if it is felt you are talking about issues which are not covered in, or relevant to, the Report. Remarks that are ruled out of order or in breach of a procedural
ruling will be omitted from the formal record.