Roles and Responsibilities

Roles and Responsibilities of Committee Chairs

The chair is key to the success of the articulation committee, as he/she has important responsibilities in communicating with members, organizing and chairing the meeting and ensuring appropriate follow-up on action items. Helpful strategies include a committee structure that encourages delegation of responsibility and succession planning.

Roles and Responsibilities of Committee Chairs
Serve as formal contact with BCCAT. Inform BCCAT when there are changes in the committee leadership/structure. Use BCCAT and The Articulation Committee Companion as a resource.
Attend annual meetings of Articulation Chairs & SLPs, convened by BCCAT (normally on the first Friday in February). For this particular event, BCCAT reimburses travel and accommodation expenses for committee chairs.
Establish/maintain an email group or listserv for the committee. Ensure BCCAT (articulation@bccat.ca) is on the list.
Notify all members of upcoming committee meeting dates and locations. Most representatives require more than a month's notice to book economy airfares.
Canvass committee members for agenda items, produce and distribute agenda well in advance of the meeting. Committee members may wish to submit institutional reports in advance of the meeting to be included with the agenda for distribution.
Ensure appropriate representatives from government, ABE working groups, and/or private or public agencies are invited to attend meeting. Contact BCCAT if you require clarification or information.
Confirm date, venue and catering arrangements for the meeting. Clarify in advance what the host institution is prepared to contribute. Each institution pays the cost of its member's travel. Meeting expenses are normally borne by the host institution but may be shared among members.
Contemplate whether there are any technological means to assist participation for members who have difficulty attending meetings. Contact BCCAT if you have any questions or suggestions.
Ensure that draft minutes are forwarded to BCCAT, and to all committee members. Within one month of the meeting send draft minutes to: articulation@bccat.ca
Alert BCCAT, in a timely manner, to any issues requiring attention. Contact us by telephone or email.
Ensure that all appropriate committee documents (e.g., minutes, resources) are posted on the articulation committee’s webpage at BCCAT. Refer to: Articulation. Contact articulation@bccat.ca for help posting documents.
Check that your contact and meeting Refer to: www.bccat.ca/articulation/ information is correct on the BCCAT website. Refer to: Articulation

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Roles and Responsibilities of System Liaison Persons (SLPs)

SLP Eligibility Criteria

While the SLP is non-voting, he/she is a valuable member of the articulation committee, bringing a wide knowledge of the post-secondary system to committee discussions, and helping to provide context for system initiatives and information on system processes, and linkages to administrator groups. The SLP is normally an administrator from a post-secondary institution. The SLP should have knowledge of, or experience in, the discipline. SLP Appointment Process

BCCAT appoints the SLP in consultation with the articulation committee chair (in the case of a trades/technical articulation committee, appointment of the SLP also involves the BC Association of Trades and Technical Administrators - BCATTA). A schematic chart depicting the process is available in Appendix C.

Roles and Responsibilities of System Liaison Persons (SLPs)
Attend annual meetings of Articulation Committee Chairs and System Liaison Persons, convened by BCCAT each year in the first week of February. Home institution bears the cost for SLPs for these events.
Attend the annual meeting of the articulation committee. Home institution bears the cost.
Provide advice and information to committee about structure of post-secondary system and current system-wide innovations or initiatives. Act as non-voting resource person, knowledgeable about system issues.
Provide continuity for committee as chairs rotate, with background and history of issues.  
Provide technical advice on how to forward an articulation concern through appropriate channels. This may include contacting BCCAT on behalf of the committee.
Provide administrative perspective on issues under discussion. For example, how initiatives and changes are budgeted for at institutions.
Act as liaison with system committees. Deans and Directors groups, BC Association of Trades and Technical Administrators (BCATTA), etc.
Alert BCCAT and committee chair if no longer able to serve. BCCAT will work with the committee to identify and appoint a replacement.

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Roles and Responsibilities of Individual Committee Members

Each articulation committee member provides a vital link between the committee and his/her home institution or constituency.

Roles and Responsibilities of Individual Committee Members
Attend meetings of the articulation committee. Make sure you obtain all necessary approvals to attend. Your institution bears the cost of your attendance. Most institutions have policies or procedures to follow regarding attendance.
Canvass department members or colleagues for agenda items in advance of the meeting. Contact chair to ensure that your items are included in the agenda for the meeting.
Distribute the agenda to colleagues and relevant administrators in your institution. Request feedback to take to the meeting.
After the meeting, distribute draft minutes and your own report to colleagues and relevant administrators at your home institution. Some institutions ask that members submit a report as a condition of attendance.
Alert your department and the committee chair if you are unable to attend a meeting. Department designates new member or alternative representative.
Ensure chair receives notice of any changes in member name and contact information. Contact information for the chair is available at: Articulation
Prepare an institutional report for circulation either prior to or at the meeting.  
Pass on your committee file to the new representative. It is a good idea to keep a file containing meeting minutes and other documents during your term.
Consider serving as chair or secretary, or hosting a meeting. Many committees have rotating meeting locations.

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Roles and Responsibilities of BCCAT

All articulation committees operate under the aegis of the Transfer and Articulation Committee (TAC) of BCCAT. BCCAT responds to concerns related to articulation and transfer, holds limited articulation committee records, and provides support to articulation committees.

Roles and Responsibilities of BCCAT
Convene annual meetings of articulation committee chairs and System Liaison Persons. BCCAT pays travel expenses for chairs to attend.
Appoint members and hold regular meetings of the Transfer & Articulation Committee (TAC) of Council. The TAC committee normally meets two or three times per year.
Maintain articulation committee records, webpages, and files. Files include committee webpages, minutes and correspondence, and current contact information for the chair and SLP.
Attend articulation committees at the request of the committee chair. Staff may not be able to accommodate all requests, but they will try to do so.
Follow up on any contentious issues or disputes to facilitate resolutions as required. Articulation committees are asked to bring these issues to the attention of BCCAT.
In consultation with committee, appoint a System Liaison Person (SLP) to each articulation committee. See role of SLP.
Publicize the work of articulation committees. BCCAT newsletters and reports can serve this purpose.
Ensure that articulation members, chairs and SLPs are informed regarding roles and responsibilities. BCCAT will provide access to the Companion to all new members and maintain regular contact with chairs and SLPs.
Consult with articulation committees as issues arise requiring their expertise or involvement. Normally such contact is made through the chair.
Inform articulation committees about opportunities to undertake projects related to articulation and transfer. Act as resource for articulation committees engaged in such projects.
Maintain articulation section of website with  relevant information and resources for articulation committees, including pages for individual articulation committees. Articulation

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