Giving Evidence at a Public Hearing

The following notes are designed to assist witnesses giving evidence to the Public Accounts and Estimates Committee at a public hearing.

Preparing for the Public Hearing

Be relevant

Ensure that the subject matter, observations or opinions that you wish to bring to the attention of the committee directly address the Terms of Reference of the Inquiry. Copies of the Terms of Reference are available from the committee's office.

Prepare written notes

Many people find it useful to prepare written notes to ensure that their arguments and information are clear and precise.

Written submission

If you wish, you can provide the committee with written material to support the comments that you intend to make. Submissions should be typed. If this is not possible, a handwritten submission is acceptable. If time permits, please send your submission to the committee in advance of your appearance. This allows committee members to read your submission and prepare for your appearance.

Special needs

If you wish to use an overhead projector, video equipment or any other resources, please advise committee staff well before the date of the public hearing.

On the Day

Arrival

Please make yourself known to committee staff.

Tendering documents

As noted above, it is preferable to submit all relevant material to the committee well in advance of the hearing. If circumstances dictate that you can only bring documentation on the day, please provide at least 10 copies (10 for the committee, 1 for Hansard, 1 for committee records).

Oath or affirmation

When it is time for you to present evidence, the Chair will call your name. The Committee's Executive Officer will ask if you wish to swear an oath on the Bible or make an affirmation that the evidence you present is the truth. This is your choice. If you wish to swear on another holy book please advise committee staff well before your appearance.

Name, address and position

The Chair will next ask you to state your name, address, and in what capacity you are appearing before the Committee.

Presenting Evidence

Short statement

The Chair will ask if you wish to make a short statement. This is normally 5 to 10 minutes unless indicated otherwise in the letter confirming your attendance.

To the point

Making a statement to the committee enables you to emphasise key concerns or important themes that are outlined more fully in your written submission. When speaking, use your time effectively. State your concerns or thoughts clearly. Be precise; avoid unnecessary detail. Be relevant.

Questions

After your short statement, committee members may ask questions or discuss matters raised in your written submission (if you have made one) or in your presentation. If you are unable to answer some of the questions, indicate that you will provide the necessary information to the committee as soon as possible.

Recording

Your evidence will be recorded and a transcript provided as soon as possible following the hearing for your verification.

Public Gallery

Visitors

Members of the public are permitted to attend all public hearings. The committee asks that people in the gallery respect the rights of witnesses and the responsibilities of the committee by keeping noise and movement to a minimum.

Equipment

Mobile telephones, cameras, tape-recorders and similar equipment are not permitted.

After your Appearance

Correcting the transcript

Several days after the hearing you will receive a draft copy of your transcript of evidence for correction of obvious errors of fact or grammer. You are not permitted to retract or add to the content.

Follow-up questions

If you are asked to provide additional information, it is important that the relevant material be compiled and sent to the committee as soon as possible.

Parliamentary Privilege

Under the Parliamentary Committees Act 1968, all witnesses who appear before Victorian Parliamentary Committees are protected by privilege. Nothing said in a Public Hearing can give rise to any course of action in law or be subject to any court proceedings. Written submissions to Parliamentary Committees are similarly protected by privilege.

Confidential Evidence

Sensitive evidence can, in special circumstances, be presented confidentially (in-camera) to Victorian Parliamentary Committees. Anyone who wishes to present confidential evidence must apply to the Committee. The Committee will then consider the application. If the Committee approves the request, the public gallery will be cleared. The Committee will neither disclose nor publish any evidence presented in-camera.

Written submissions

Witnesses should note that all submissions to a Parliamentary Committee, unless declared otherwise by the Committee, are public documents. It should also be noted that authorisation to publish oral evidence or written submissions rests with the Committee and not with individual witnesses and authors. Confidential information is not released to the public.

Obtaining Reports

On conclusion of an Inquiry, Committee recommendations are detailed in a Report which is tabled in Parliament. These Reports are available to the public. For further information contact the Committee's office.