Communities of Practice Guideline
Record Keeping and Reporting
Record keeping
Meeting records
The CoP Administrator records key points of agreement and action points from each meeting (i.e. not full discussions), and circulates a draft to CoP members for comment (ideally within a week of the meeting). Once finalised by the Coordinator, the Administrator circulates the meeting record to CoP members, files it and ensures that it goes on the NZAID intranet.
Filing
All CoPs are required to maintain a full and accurate record of their work.
All ToR, work plan, progress reports, papers, research/review reports, submissions to AIDMGT, and other key papers generated by the CoP are held on file.
Reporting to AIDMGT
A CoP reports annually to AIDMGT on:
- progress against planned outputs;
- any amendments to the ToR;
- any other key matters for AIDMGT to note or make a decision on.
See Annex 3: Format for annual report to AIDMGT.
A CoP may report to AIDMGT at other times on issues arising or to approve a key output.