Announcements from the Office

The 2026 General Meeting will be held over Zoom on Tuesday, October 20, 2026 from 4:00-5:00 pm.

This is the only organized opportunity for all chairs to meet and hear updates on The University Seminars policies and news.

• The General Meeting may require voting on issues or nominations.

• All Seminars chairs are expected to attend or send another seminar member as proxy.

• Only chairs are invited; rapporteurs are not allowed to attend.

• In advance of the meeting, chairs are encouraged to email agenda items to Pamela Guardia.

REGISTRATION IS REQUIRED. Invitation to follow with registration link.

Beginning of the Semester Reminders

MINUTES TEMPLATE REQUIREMENT

We require rapporteurs to use the Minutes Template. Rapporteurs may change the formatting of the template (remove tables, change font, etc.), but all information must appear in the order in which it is listed in the original template. This template includes a Privacy Policy and Code of Conduct statement to be read at the beginning of every meeting. The template also includes an option for the speaker to donate their presentation to The University Seminars Digital Archive.

Please download the AY20262027 template linked below and use it to prepare your minutes.

PRIVACY POLICY FOR MINUTES

To ensure the greatest possible freedom in seminar discussions, all seminar minutes are closed. Minutes are archived, held for five years, and then made available through The University Seminars Digital Archive at Columbia’s Rare Book & Manuscript Library.

For each meeting (virtual or in-person):

• The chair or rapporteur reads this policy at the start of the meeting.
• All attendees must acknowledge the policy via a hand raise.
• Record the attendees’ acknowledgements by checking the box.

SPEAKER PRESENTATIONS

The University Seminars Digital Archive is an invaluable piece of Columbia University’s intellectual history, consisting of minutes and associated documents since 1944. The addition of a speaker’s presentation adds depth and context to the collection but is only included with the express consent of the author. Before each meeting (virtual or in-person):

• Reach out to the speaker/s with the privacy policy and donation option. Ask them if they would like to donate their paper for inclusion in the archive after five years.
• This is in addition to the minutes (copyright, Trustees).
• If yes, they should send the rapporteur a copy of the paper to upload to Submittable with the meeting documentation.
• If they do not respond, the answer is no. This is an opt-in only option.
• Check the corresponding box in the AY20262027 Minutes Template to confirm whether the speaker will donate a copy of their paper.

ANNOUNCEMENT TEMPLATE

In addition to providing meeting information to seminar lists, announcements serve multiple administrative purposes for the office. An announcement template is available through the Administrative Portal.

• Email the meeting announcement to seminar members, associates, guests, and cc The University Seminars office (univ.seminars@columbia.edu).
• Include the seminar number and name in the subject line of your announcement. For example, “407 – The Renaissance.” You should include your seminar information on all your correspondences.
• Ask all participants to RSVP for both the meeting and the dinner at least ten days before the meeting date. RSVPs are required for all attendees, even CUID-holders.
• Include a link to the Credit Card Payment Form for seminar guests not eligible for complimentary meals at Faculty House (see Group Meals). Ask paying attendees to confirm their preferred method of payment: advance credit card payment, or payment on the day of the event via credit card. Checks can be accepted in special circumstances. Cash is not an allowed method of payment.

CODE OF CONDUCT

The University Seminars are based on the idea that all participants are regarded as equals in inquiry.  Accordingly, all seminar meetings and events should be conducted on a basis of mutual respect among all participants. This norm is especially applicable to instances of sharp disagreement. No participant should ever be the subject of disparaging remarks.

Please see a fuller statement of The University Seminars Code of Conduct linked below.

ACCESS TO CAMPUS

Please keep up to date with the current Campus Access Level and Public Safety Guidelines. You can find the most recent information regarding access to campus at the Columbia University Public Safety website.

If a guest, a chair, or a speaker without a CUID will attend your seminar, you must register them in advance in the guest registration portal.

Once your registration is processed and approved by your dean or head of department, please confirm that your guests received the QR code.

If you need assistance with guest registration, please contact Gary Mayta no later than 48 hours before the day of your seminar meeting.

COMMUNICATE WITH US

If you need assistance or advice, email univ.seminars@columbia.edu to schedule an appointment with a member of our team. We’re happy to meet over Zoom to answer your questions or provide seminar-related guidance. Our office is available year-round to answer questions or point you toward the information you need.

When emailing us, please always include the seminar number and name in your subject line — for example, “407 – The Renaissance.”

THANK YOU!