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] W: 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

Equality and Diversity website

 

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]] 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]

 

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