88 Role of Note Takers Practice Guidance - Note taking The notes of meetings should provide a reflection of the meeting as a whole and accurately record what was discussed, the stated opinions of others and what the outcomes are in terms of actions, roles and responsibilities – (safeguarding plan). They do not necessarily need to be word for word. The accuracy and timely distribution of the notes are the responsibility of the Chair and therefore the note taker and Chair need to work closely together. The following guidance should be considered when taking notes: Notes should be written in the past tense The full names of those involved in the meeting and those discussed should be used Where possible, written reports should be provided for the meeting and if agreed by the Chair, attached as an appendix to the notes, thus saving the need for a further written précis of the reports. The Safeguarding Adults notes template could be used where available and the type of meeting must be clear e.g. EPM. The meeting Chair should spend some preparation time with the note taker prior to the meeting to familiarise them with the issues/agenda and any specific requirements for that meeting. The notetaker should be given access to reports in advance of the meeting, if possible, for context. The note taker may want to sit next to the Chair. The note taker should be able to request clarification, if required, during the meeting. Draft notes should be sent to the Chair of the meeting to check and amend, (if required) before circulation. All actions should have the full name of the person responsible and timescale. Circulation of notes is the responsibility of the Chair. An attendance sheet should be completed and all those attending and giving apologies should receive a copy unless agreed otherwise at the meeting. See Data Protection guidance to ensure confidentiality. Aim to have notes typed and circulated within 10 working days of the meeting. Individuals attending the meeting are responsible for taking notes of any actions attributed to them. Requests for amendments to notes following circulation must be addressed to the Chair. Appendix 10 – Role of Note takers
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