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Setting Effective Agendas

The following suggestions are provided as guidelines, especially to assist new chairs, and are not intended to be prescriptive.  

Approximately two months before the meeting:           

  • Email participants and any invited guests to remind them of the date and location, request agenda items and suggest key issues.

  • Check previous minutes for items to be brought forward to this meeting. 
  • Contact the committee’s representative from the host institution to request any important information such as recommendations for accommodations, travel directions, room logistics (A/V and login access) and parking passes; organize catering; coordinate introductory remarks by representatives of the host institution; and plan any associated activities such as field trips.

Approximately one month before the meeting: 

  • Confirm member attendance. 
  • Contact the BCCAT Committee Coordinator for a current list of outstanding articulation requests in the Transfer Credit System (TCS). 

Approximately two weeks before the meeting: 

  • Circulate the draft agenda, the minutes from the previous meeting and the list of outstanding articulation requests.

  • Confirm the minute-taker for the upcoming meeting.

A sample agenda format is provided below.

Agenda Item

Notes

Welcome and Introductions

An administrator and a representative of a local Indigenous community welcom participants. Make all new members feel welcome. Distribute sign-up sheet for contact information.

Approval of Agenda

Should any items have a higher priority? Any pertinent topics that should be added?

Approval of Previous Minutes

Ensure that copies of the draft minutes have been distributed in advance of the meeting. The meeting chair should ask for corrections or additions to the draft minutes before the motion to approve the minutes is presented and voted on.

Review Purpose of Meeting

Ensure everyone is familiar with the Companion and review Terms of Reference for articulation committees.

Reports of Subcommittees

In previous meetings, were any individuals or groups given tasks? Is the committee working on an articulation project?

Reports of External Representatives

E.g., Representatives from Ministry, BCCAT, professional bodies.

New Business

Items for discussion may include, for example, notice of major changes to curriculum at institutions and the implications of such changes; new program proposals; new courses.

Incomplete Articulation Requests

Contact the Committee Coordinator prior to the meeting for a current list of unevaluated articulation requests in the Transfer Credit System (TCS). The list can be circulated in advance and may not require discussion at the table, but direct attendees' attention to their own requests for follow-up action via their own ICP.

Summary of Business

Review decisions made, actions forthcoming, to whom they are assigned, and items to be brought to the attention of BCCAT. Any unresolved or outstanding items may be brought forward to the next meeting or may be addressed in other ways (e.g., via email).

Elections

Chairs and other committee leaders can be elected or appointed. BCCAT encourages a term of two years for chairs, to ensure continuity, and recommends the hand-over between outgoing and incoming chairs take place immediately following the annual meeting.

Institutional Reports

Most committees ask for these to be submitted in advance in writing, and then circulated to all attendees with the agenda package. When written reports are circulated in advance, the meeting time for this item should be restricted to a brief summary by each institution's representative and/or to questions or requests for clarification from other attendees.Consider enforcing a specific time limit.

Next Meeting

Establish, if possible, the date and location for the committee's next meeting. It may facilitate continuity in the committee's operations to identify dates and/or locations two or three years in advance.

Adjournment