[Paper Title]

Action requested	Please select
Please outline briefly: Purpose: what matter is being referred and why, (and by which Committee/Board, if applicable) Key issues and/or questions: for members to consider/address Outcome: proposed next steps Please also ensure your paper addresses, as appropriate, any: Additional funding/resource requirements Carbon/sustainability implications Communications plan
Statutory and regulatory compliance	Does the proposal/paper have any implications for Imperial’s compliance with our: ☐ Academic Freedom Duties ☐ Freedom of Speech Duties ☐ Health and Safety obligations ☐ Public Sector Equality Duty ☐ Other legal or regulatory obligations If so, please explain how:
Appendices	[Appendix title] [Appendix title] [Appendix title] Appendices should be submitted as separate documents, not integrated with the main paper
Author(s)	[First Name Last Name] [Position]
Executive lead	[First Name Last Name] [Position (must be a UMB member)]

[Paper Title]

Guidance

Confidentiality

Authors are requested to flag any sections on this Cover Sheet that are sensitive and not for further circulation. Please use CONFIDENTIAL markings sparingly, only where content requires restricted handling. Members are expected to handle papers responsibly in line with Imperial’s Values, in particular, integrity, taking due care to maintain confidentiality.

Statutory and regulatory compliance matters

Executive Leads on papers must identify any compliance implications including for our Public Sector Equality Duty, Freedom of Speech and Academic Freedom Duties, and any other relevant duties and implications for consideration by the Committee/Board.

Paper format

Papers should:

be a maximum of 4 pages in length

use Imperial Sans Text (not Imperial Sans Display) in font size 11

use Normal margins

number paragraphs

not number pages (this is done automatically by Diligent Boards)

PowerPoint slides will not be accepted as a written paper

be submitted by response to the secretary’s call for papers by the deadline. Late papers may be postponed to a future meeting

Annexes and Appendices

Short annexes may be included as part of the the paper document but should not run to more than 2 pages in total

Longer appendices should be submitted as separate documents

Suggested Paper Structure

Introduction

A short paragraph to provide a brief background or internal and external context on the issue or topic being addressed.

Where relevant include historical context or recent developments.

Outline what the paper will cover, and if relevant what will be excluded.

Main proposals

This section should provide, in a concise and focused manner, the key information and analysis the Committee needs to consider in order to provide the response / outcome requested. The below are intended to provide guidance to paper authors and should only be included if relevant.

Details of the proposal

Alignment with the University Strategy

Executive Leads on papers must ensure that implications are addressed and brought to the attention of the committee/board for discussion as appropriate

Contribution to the Imperial Values

Analysis of any legal, regulatory, policy consequences,

Whether other options/solutions were considered and rejected

Consultation and engagement undertaken, and with whom (including stakeholders, working groups and student representatives)

Risk assessment and any proposed mitigation

Financial implications

People impacts (staffing, ways of working, training requirements, alignment with People Plan)

Sustainability impacts associated with the issue or proposal (impact on energy consumption, carbon emissions, Net Zero target etc.)

Recommendations

3.1	Please clearly state what you would like the committee to decide.

Next steps

Outline what will happen and the expected timeline after the meeting if the paper is approved.

Any communications issue / support required from the comms team?

Explanation of Committee Actions

Action (drop down)	Purpose / Expectation	Member Engagement	Example Outcome Text
For decision	Committee makes a formal decision within its delegated authority, usually set out in terms of reference.	Members review carefully, ask clarifying questions, and confirm satisfaction or vote as required before approving.	Proposed Resolution (Council only) (That ABC is approved, with immediate effect) Recommendation to another Committee (i.e. The Committee is invited to recommend to XYZ that ABC)
To Note	Committee is informed and takes assurance that matters are appropriately managed. Ensures awareness of key information, regulatory requirements, or upcoming decisions.	Members may ask questions for clarity or assurance. Substantive debate is not expected, but engagement is encouraged.	Assurance (i.e. The Committee is invited to take assurance that Imperial’s compliance arrangements are effective).
To Discuss	Committee engages in detailed consideration and debate to shape strategy, inform decisions or escalate recommendations to UMB/Council.	Active participation expected; members review the issues, challenge assumptions, explore options, and contribute their views. They may be provided with questions or prompts in advance,	N/A
Papers may be starred by the Chair or Secretary where they do not require presentation at the meeting. Papers are circulated in advance and taken as read. Members may request discussion if they have questions or concerns; if no discussion is requested, the decision or noting is recorded as passed or taken. Decisions previously discussed, now presented as a formality (e.g., ratifying delegated actions or minor updates). Routine approvals or reports where discussion is unlikely. Papers where a senior staff member or other committee has acted under delegated authority, and the committee’s role is to note or confirm. Committee reports may also be placed here to streamline meetings, but chairs and members should highlight any items they feel require discussion.