Reporting

Committees must report on their work. They also have to make some information available to the public.

Annual activity statement

Committees must prepare an activity statement every 12 months from the date it was established. The statement must include:

  • the chairperson’s full name
  • each member’s full name
  • the full name, qualifications, office or position, relevant experience, and start date of any new members during the reporting period
  • the date any members stopped being part of the committee during the reporting period
  • the dates of all meetings held during the reporting period.

Committees can use this annual activity statement template [DOCX 102.94 KB].

Send the statement each year before the committee's anniversary to:

Triennial report

A committee must review its functions every 3 years from the date it was established. Extra reviews can happen at any time.

The review must produce a report that includes:

  • a statement of the committee's functions
  • information about each current member, including their full name, qualifications, office or position, and relevant experience
  • a summary of the committee's activities and outcomes
  • a summary of the committee's privacy policy.

Committees can use this triennial report template [DOCX 112.71 KB].

The committee must make the report available to the public in an appropriate way.

A copy of the report must be given to:

Key documents

Committees must have key documents in place before they start operating.

Privacy policy

Every committee needs a privacy policy. It must clearly explain how members and relevant persons should:

  • collect and compile information
  • store information securely
  • share information
  • seek consent to share someone's identity.

The policy must also outline when records can be copied or destroyed. This must follow the rules and guidelines from the Queensland State Archivist about managing public records.

Committees established by a hospital and health service or the Director-General, Queensland Health can use this privacy policy template [DOCX 109.42 KB].

Terms of reference

Every committee should develop a terms of reference document. It guides their work and helps makes sure they comply with mandatory procedures and processes for running a committee.

A terms of reference might include:

  • the name, purpose, functions and scope of the committee
  • minimum reporting requirements
  • whether the committee can create sub-committees
  • a statement about keeping a register of chairs, members, and relevant persons and how roles can end
  • reference to the committee's privacy policy
  • procedures, including the mandatory procedures for quality assurance committees
  • details about reporting duties.

Last updated: April 2025

Back to top