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The chair is key to the success of the articulation committee, responsible for communicating with committee members and with BCCAT, for organizing and chairing the committee’s meeting(s), and for ensuring appropriate follow-up on action items from the meeting(s).
The specific responsibilities of the committee chair are as follows:
To serve as contact person for the committee, primarily through the Committee Coordinator (firstname.lastname@example.org);
To inform BCCAT when there are changes in the committee leadership/structure, and provide names and email contact information for any new members of the committee’s leadership;
To attend BCCAT’s annual JAM—the Joint Annual Meeting of articulation committee chairs, SLPs, and Institutional Contact Persons (ICPs)/Transfer Credit Contacts (TCCs)—held in the Lower Mainland every November (BCCAT reimburses travel and accommodation expenses for committee chairs for this particular event);
To maintain an email group or listserv for the committee;
To notify BCCAT of scheduled committee meetings and locations, as soon as these are known;
To notify all members of upcoming committee meeting dates and locations (ideally, choosing a date for the next meeting at the conclusion of the current committee meeting);
To canvass committee members for agenda items and produce and distribute the meeting agenda well in advance of the meeting;
To ensure that institutional reports are provided by all committee members, and facilitate the distribution of the reports to the committee (template available from BCCAT);
To obtain BCCAT’s list of relevant, incomplete articulation requests in the Transfer Credit System (TCS) for distribution at the meeting;
To ensure, in consultation with committee members, that appropriate representatives from government, working groups, professional associations, secondary school educators, and/or private or public agencies are informed of the meeting date and location and invited to attend;
To ensure that arrangements for hosting the meeting are in place (see the section on "Hosting");
To ensure that appropriate technology is available at the meeting if members are attending through virtual means (e.g., Skype, teleconferencing) or if there are electronic presentations;
To appoint or seek a volunteer member to record and submit minutes of each meeting (template available from BCCAT), to include the following information:
names of attendees and the institutions they represent;
location of meeting;
summary of discussion;
synopsis of institutional reports;
motions and actions; and
sub-committee or agency reports.
To collect draft minutes from the recorder, along with draft minutes of any associated sub-committee meeting, and forward, first to all committee members for review, then to BCCAT’s Committee Coordinator for posting on the BCCAT website (note: draft minutes to be finalized by formal motion for approval at the subsequent articulation meeting);
To ensure that all appropriate committee documents (e.g., minutes, resources) are posted on the articulation committee’s webpage at bccat.ca; and
To ensure that committee leadership contact and meeting information on the BCCAT website is correct.