Governance professional's guide to amending and approving draft meeting minutes

As a clerk/governance professional, learn how to send, amend, approve and file the minutes (including committee minutes) for maintained schools and academies.

Last reviewed on 1 May 2024
School types: AllSchool phases: AllRef: 4407
  1. The requirements
  2. 1. Send the minutes to the chair first
  3. 2. Send the draft minutes out 7 days before the meeting
  4. 3. Discuss and record amendments in the meeting
  5. 4. Get the minutes approved and signed
  6. 5. File the minutes
  7. 6. Make sure the minutes are available
  8. Don't change approved minutes

Our associate education experts, Fred Birkett, Jane Edminson, Hayley James and Fiona Stagg gave us the advice in this article.

Please note: this article is a guide and refers to a common process for amending and approving the minutes. You may have specific processes to follow as set out by your standing orders, local authority (LA) or multi-academy trust (MAT) board. Follow your specific processes over this article if they differ. 

Maintained schools The governance professional, or the person appointed to act as governance professional for the purpose of the meeting, must make sure the minutes are: Drawn up (i.e written) Approved by the governing board or relevant committee Signed by the chair at the next meeting (or the committee chair in the case of a committee meeting) This is set out in regulations 15 and 26(7) of The School Governance (Roles, Procedures and Allowances) (England) Regulations 2013.  Check with your LA for any further requirements you need

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