This is an HTML version of an attachment to the Freedom of Information request 'Memos, guidance and guidelines on record creation DG EAC'.

Ref. Ares(2014)2964658 - 10/09/2014
Ref. Ares(2016)5750696 - 04/10/2016
Directorate-General for Education and Culture 
Resources Directorate 
  The Director  

Subject: Administrative arrangements for the organisation of the Directors Steering 
Committee (DSC) 
Following the creation of the Directors Steering Committee (DSC) by decision of the 
Directors Board of the 2nd of September 20141, as a permanent body to support the DB in 
the decision making on budget, finance, assurance, internal control, IT and HR matters, 
the present note sets a series of administrative arrangements to assure its efficient and 
transparent functioning.  
1. Meetings and agenda  
The Directors Steering Committee meetings will be held in principle at least once a 
month on a Thursday morning at 10h00. While the time allocated for these weekly 
meetings is a maximum of two hours (i.e. from 10h00 to 12h00), the aim is to keep them 
as brief and concise as possible. 
It will be possible to propose points for the agenda of upcoming DSCs through the EAC 
DSC mailbox. The agenda will be saved in a folder on the common Drive P:\EAC 
Directors steering Committee, accessible to everybody in DG EAC.   
The approved agenda of each meeting together with the received documents will be 
registered in ARES by the DSC secretariat as a "note to the file" in order to ensure a 
reliable tracking of decisions.  
2. The documents  
The documents presented in the DSC meetings will be, in general, discussed/agreed 
beforehand among the concerned colleagues in different preparatory meetings or working 
groups such as the SUD Finance or the Working Group "Lump Sums".  
The points for DSC meetings will be organised as follows:  
1 Ares(2014)2873461 

•  Information points, covering exclusively written documents to be shared across 
the DG, either for the purpose of information and dissemination, or to put on 
record agreements/decisions taken in other fora of DG EAC. These 
documents/notes are discussed by the DSC only if questions/objections with their 
content are raised at the meeting.  
•  Points for the decision of the DSC, covering items to be tabled for discussion 
and/or decision.  
•  Points for discussion in the DSC before submission to the DB, covering items 
to be tabled for discussion among the members of the DSC before submission for 
the decision of the DB.  
•  Oral points will cover short announcements or information for which no written 
documentation is necessary 
The documents should be accompanied by a cover note to the attention of the DSC2 
which explains very shortly and explicitly on what the DSC is expected to discuss or 
decide. The documents themselves will be marked as draft and they should also be 
concise, synthetic and self-explanatory. No accompanying bullet points are necessary. 
All  documents should reach the secretariat of the DSC on the Friday preceding the 
by close of business, or three working days before the DSC meeting if this is not 
organised on a Thursday (through the EAC DSC functional mailbox). Documents that 
will reach the functional mailbox after the set deadline will be postponed to the next DSC 
The documents together with the corresponding agenda will be circulated to all 
participants, by 15h00 on the Monday preceding the meeting, from the functional 
mailbox EAC DSC. They can also be consulted by accessing directly the folder on the 
common Drive P:\EAC Directors steering Committee, accessible to everybody in DG 
EAC.  Solutions for replacing this with a collaborative workspace/SharePoint are being 
Participants in the DSC are expected to be fully acquainted with the documents circulated 
in advance of the meeting. In consequence, in the interest of time, the content of 
documents submitted to the DSC will not be presented. 
3. The conclusions and follow-up of meetings 
The conclusions of DSC meetings, indicating clearly the decisions taken and the points 
marked for follow-up, will be registered in ARES and included on the agenda of the DB 
meeting as point A.  
In order to ensure the proper transparency and tracking of DSC decisions, documents 
which were presented for information or decision of the DSC should be registered in 
ARES after the meeting (as adopted or with requested modifications included).  
2 See template in annex 1 

Ref. Ares(2014)2964658 - 10/09/2014
Directorate-General for Education and Culture 
Brussels, ……… 
Subject of the note 
text text text text text text text text text text text text text text text text text text text text text text 
text text text text text text text text text text text text text text text text text text text text text text  
[Please keep this at a maximum of 2 pages] 
For Information Points: 
The DSC is expected to [take note of/ approve] the content of [this document/the documents 
accompanying this note]. 

For Points for the decision of the DSC: 
The DSC is expected to discuss and [provide comments to/ decide on] the content of [this 
document/the documents accompanying this note]

For Points for discussion in the DSC before submission to the DB 
The DSC is expected to discuss and provide comments on the content of [this document/the 
documents accompanying this note]
 which will be submitted for the approval of the DB.