Discussions

Discussion dates in the academic year 2025-26

The role of Discussions

Discussions are an important part of the University’s decision-making process, providing a means by which its central executive and policy-making bodies receive feedback on proposals. At Discussions, members of the University may contribute remarks on Reports (submitted by, for example, the Council or the General Board) or on Topics of concern (raised formally by members of the Regent House). These remarks are then published in the Reporter. The Council (or other originating body) then considers the remarks and usually responds with a Notice in the Reporter. The discussion of items takes place before the approval of recommendations is sought from the Regent House by Grace. Proposals can therefore be altered or even withdrawn as a result of remarks made.

Format

Contrary to the name, Discussions do not involve a live debate. Instead, contributors read prepared speeches, known as remarks. Discussions are formal and follow a set format. They are chaired by the Vice-Chancellor (or a duly appointed deputy), with the Proctors and the Registrary (or an appointed deputy) in attendance. The Vice-Chancellor (or deputy), as the presiding officer, will open the Discussion and invite contributors to read their remarks one by one.

When and where

Discussions take place on selected Tuesdays during term-time at 2 p.m. Traditionally held in-person in the Senate-House, Discussions are now held online by videoconference, unless a prior request has been made for the Discussion to take place in person (see below). There is no formal dress requirement for Discussions taking place by videoconference.

Items for Discussion

The agenda for each Discussion is published in the Reporter in advance. The issue of the Reporter published the week immediately before the Discussion will contain the final agenda. If there are no items for discussion two weeks before a Discussion is due to take place, a Notice cancelling the Discussion will be published in the Reporter.

Joining a Discussion as a speaker or attendee

The following may attend and take part in a Discussion:

• Members of the Regent House
• University and College employees

• Graduates of the University

• Members of the Faculties

• Registered students and sabbatical officers of the University of Cambridge Students' Union
• Other persons authorised by the Vice-Chancellor

If you would like to attend or speak at a Discussion, please email University.Draftsman@admin.cam.ac.uk from your University email account by 10 a.m. on the date of the Discussion to receive joining instructions. Please provide your University ID (CRSid) if you are a member of the collegiate University. Speakers should also email their remarks to Reporter.Editor@admin.cam.ac.uk, ideally before the Discussion, but certainly as soon as possible afterwards. Following the Discussion, speakers will be asked to check a proof of their remarks prior to their publication in the Reporter the following week.

Discussion remarks - rules

• Individuals may make one set of remarks per agenda item (i.e. per Report/Topic)
• Each set of remarks should not take more than fifteen minutes to deliver
• Remarks should be on-topic, i.e. address the subject matter of the Report/Topic
• Remarks should be addressed to the presiding officer (normally, this means they should begin ‘Deputy Vice-Chancellor…’)
• At the beginning of your remarks, please state your name, title and any Departmental/College affiliations, and indicate any interest you have in the Report/Topic
• Remarks should aim to be accurate and must not be defamatory
• Remarks should contain footnotes only where necessary to indicate the source of quoted information, if this is not clear from the remarks
• Remarks submitted on behalf of a group will only be published as the remarks of an individual member of that group

The presiding officer has the power to rule out any remarks deemed off-topic or defamatory. Any remarks which are ruled out of order, or which breach a procedural ruling, will not be published in the Reporter. The Registrary has the right to omit parts of the remarks, and/or agree amendments with the author of the remarks, if necessary.

If you are unable to attend the Discussion

If you would like to contribute to a Discussion but are unable to attend, please email your remarks, by 10 a.m. on the day of the Discussion, to contact@proctors.cam.ac.uk and Reporter.Editor@admin.cam.ac.uk, asking for your remarks to be read out by the Proctors. Please ensure that your remarks clearly state your name, title, and any Departmental/College affiliations at the top. Alternatively, you may ask someone else who is attending the Discussion to read your remarks on your behalf. (Please still email your remarks to the Proctors as above.)

Requests for a Discussion to take place in person

The Chair of the Board of Scrutiny or any ten members of the Regent House may ask the Council ask the Council to hold a meeting in person for the discussion of a particular Report or other matter (usually in the Senate-House). Requests should be sent to the Registrary, on paper or by email to University.Draftsman@admin.cam.ac.uk from addresses within the cam.ac.uk domain, and received by no later than 9 a.m. on the day of the Discussion. 

For in-person Discussions, gowns must be worn by attendees who have matriculated at the University.

Further information

Ordinance for Discussions, and the Council's Notice on Discussions and Fly-sheets, both in Chapter I of the Ordinances.

If you have any questions, please email University.Draftsman@admin.cam.ac.uk.