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Good morning I think we need to distinguish here between two types of meeting. First there is the more general kind of meeting which is a part of someone's actual job, it may even be their job to take the minutes of the meeting, and the meeting will involve (probably) several members of staff who may feel inhibited in expressing their opinions if they think that there is likely to be a full transcript of the meeting. In this case, the line manager should consider: If the disabled person would usually have been the minute taker: a) is there another colleague who could take the minutes for the meeting (perhaps in exchange for the disabled person taking on one of their tasks, if appropriate)? b) if not, what alternatives exist to allow the disabled person to "take the minutes" (i.e. capture the discussion and write the notes up afterwards)? There are several possibilities for "capturing the content" including a professional notetaker, remote transcription and audio recording [with the agreement of participants that the sole purpose for which the recording will be used is to produce the meeting notes and the recording will be destroyed immediately they are prepared] - and afterwards the disabled person will use whatever means necessary to turn the notes / transcript / recording into meeting notes / minutes. If the disabled person would not have been the minute taker: then they need to work with their line manager to agree what level of record of the meeting they will need on this occasion (e.g. occasional notes, general summary for everyone is sufficient, personal quite detailed notes or a full transcript) and that support should be provided as appropriate. Secondly there is the personal meeting with line manager and HR during which matters such as probation, promotion, performance management etc may be discussed. I understand that it is this kind of meeting for which there is no absolute right to make a recording - but HR should discuss with the disabled employee what kind of support they need to participate fully in the meeting - which might be full transcription. regards, Deb On 3 February 2014 10:03, Marije Davidson <[log in to unmask]> wrote: > Hi, > > > > I am deaf and I regularly use a speech-to-text reporter (palantypist) > which means that there is a written record of the meeting. > > > > From my experience some people are uncomfortable with having a record of > the meeting. However often the palantypist will delete the transcript > unless I pay extra for a draft transcript. Also the palantypist has agreed > to abide with a code of ethics which requires confidentiality. > > > > I only request a transcript for minute-taking (i.e. if I want to check > what people said), especially in long and complex meetings. In that case I > rarely share the transcript with others, only for access reasons (such as > dyslexia or neurodiverse impairment which can make it difficult for people > to concentrate). I always stipulate that the transcript cannot be > disseminated further and it cannot be treated as an accurate record of the > proceedings. > > > > This is different from note-taking in general (i.e. when the key issues > and action points are recorded) and I agree with Chris that it is good > practice to have this done in meetings (even in one-to-one) and make it > available for everybody who was present at the meeting. It may help to > agree at the beginning of the meeting whether Chatham House rules apply. > > > > Best wishes, > > > > > > Marije Davidson > > Equality and Diversity Adviser > > > > York St John University, Lord Mayor's Walk, York YO31 7EX > > T: 01904 406457 (please dial full number) > > E: *[log in to unmask]* <[log in to unmask]> W: > *www.yorksj.ac.uk* <http://www.yorksj.ac.uk/> > > @ysjequality > > > > *From:* HEEON equal opportunities list [mailto:[log in to unmask]] *On > Behalf Of *Chris Baxter > *Sent:* 31 January 2014 12:57 > > *To:* [log in to unmask] > *Subject:* Re: Recording of Meetings > > > > That is quite helpful and ever the pragmatist I would say that if there > are meetings held where there is a need for notes then someone should be > tasked with providing them for all. I reply in my capacity as a manager and > a disabled person who finds notetaking difficult. Where meetings are held > and it is not expected that colleagues need to remember everything > discussed then I would say no notes or recordings are needed. Good > management practice would say that providing colleagues with notes in > advance, at the same time or retrospectively is how it should be done. > > > > Don't know if that bit of opinion helps but I hope it does > > > > Chris Baxter > > Head of Student Disability and Diversity > > Student Services > > C10 Portland Building > > University of Nottingham > > Disability Support website<http://www.nottingham.ac.uk/studentservices/supportforyourstudies/disabilitysupport/index.aspx> > > Equality and Diversity website<http://www.nottingham.ac.uk/studentservices/equalityanddiversity/index.aspx> > > > > *From:* HEEON equal opportunities list [mailto:[log in to unmask]] *On > Behalf Of *Sheila Ross > *Sent:* 31 January 2014 12:21 > *To:* [log in to unmask] > *Subject:* Re: Recording of Meetings > > > > Lesley, > > Below is an extract from Personnel Today Oct 2012 which is quite helpful. > > > > *Q** Can allowing a meeting to be recorded be a reasonable adjustment for > a disabled employee?* > > Yes. For example, an employee who is not able to take his or her own notes > of a meeting due to a physical or mental impairment that prevents him or > her from doing so may ask for an audio recording of the meeting as an > alternative. > > If a disabled employee asks to record the meeting, the employer should > consider: > > · whether or not recording the meeting would remove any disadvantage > that employee has; and > > · whether there are any alternative options which could remove the > disadvantage; for example, would the employee be happy to rely on notes > taken on his or her behalf by a companion accompanying him or her to the > meeting? > > If recording the meeting would not remove any disadvantage or there is a > reasonable alternative way of preventing the disadvantage, the meeting need > not be recorded. > > > > From another question and this was about grievance and disciplinary > meetings so different scenario but useful re the practicalities. > > An employee does not have the right to record a meeting. Meetings may, > however, be recorded with the employer's consent. > > In practice, recording meetings may make those taking part uncomfortable > and so may not be helpful to the conduct of the meeting. As a result, > rather than recording a meeting it is preferable to have a neutral person > present to take notes, which may be circulated and agreed afterwards. > > > > Regards > > Sheila > > > > Sheila Ross > > HR Adviser (employee relations & equality and diversity) > > [log in to unmask] ext 3691 > > Working pattern - Tuesday to Friday > > > > *From:* HEEON equal opportunities list [mailto:[log in to unmask]<[log in to unmask]>] > *On Behalf Of *Lesley Gyford > *Sent:* 31 January 2014 11:46 > *To:* [log in to unmask] > *Subject:* Recording of Meetings > > > > Hello > > > > We have now had a number of staff who have had dyslexia assessments and > one of the recommended reasonable adjustments is for them to record > meetings. This is causing a huge problem as their managers and colleagues > do not want to have their meetings recorded. I have been asked if we have > to follow this recommendation. My view is that it is reasonable and > therefore we would be in breach of our duty to provide reasonable > adjustments if we don't support this. > > > > However, it may make it more comfortable for the other staff if there were > some "rules" around what the recordings are used for, who could use them > and in what circumstances. > > > > Have any of you come across this? What do you do? Do you have any > guidance/rules? > > > > Thanks > > > > Lesley > > > > Lesley Gyford > > Head of Equality and Diversity > > University of Derby > > Tel: 01332 591433 > > Email: [log in to unmask] > > > > Important Dates in January > > 1st Oshogatsu - Shinto New Year, one of the most popular > occasions for shrine visits > > 5th Birthday of Guru Gobind Singh - Sikh - featuring an unbroken > reading of the Guru Granth Sahib > > 6th Epiphany - Christian - The twelfth day of Christmas,the visit > of the magi to the infant Jesus > > 18th-25th Week of Prayer for Unity - Christian > > 27th Holocaust Memorial Day > > 31st Chinese New Year > > > > > > > > > > > > [image: IID for email signature] [image: stonewall logo] [image: > two_ticks] [image: lowres-email footerONLY] > > > > > The University of Derby has a published policy regarding email and > reserves the right to monitor email traffic. 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