Guidelines for Articulation Committee Minutes
The minutes of articulation committee meetings fulfill several key purposes:
- They inform all BC Transfer System member institutions about current province-wide initiatives or proposals that may affect the articulation committee’s program or discipline.
- They alert BCCAT and institutions to articulation and transfer issues relevant to the articulation committee, and enable tracking of those issues over time.
- They form a public record of attendance at, proceedings of, and actions undertaken by the articulation committee. This can be important information to guide the committee’s subsequent meetings and activities.
Minutes are an important demonstration of accountability. Where possible—where a host institution is willing to provide this support—it may be beneficial to have a staff person from the host institution record the discussion of the meetings. This allows the chair and all members to participate fully in discussions, and results in professional minutes.
BCCAT recommends that minutes record what is discussed, not what is said. Committees and minute-takers should also be mindful that minutes approved by the committee are posted on BCCAT’s website and are publicly accessible. This does not mean that contentious issues or information should not be shared at the meeting, simply that meeting minutes should not include information or discussions that could later be determined to be sensitive.
BCCAT provides a template for minutes to encourage consistent formatting, and recommends that articulation committee meeting minutes contain the following elements:
- Full committee name;
- Meeting date(s) and location(s);
- The names and institutional affiliations of the meeting chair and minute-taker;
- The names, email addresses and institutional affiliations of all committee members, guests and presenters (alphabetized by institution);
- A list of committee members sending regrets and institutions unrepresented;
- The full text of any motions, along with the full names of the movers and seconders (including related documents as appendices as necessary);
- A description of any decisions or action items (including related documents as appendices as necessary), with enough detail that someone not present is able to understand the motivation for the decision or action;
- Summaries of reports, discussions, or presentations (full texts may be included as appendices);
- Summaries of sub-committee reports, where applicable (full texts may be included as appendices), including the outcomes of any decisions made at the sub-committee level;
- The full names and institutional affiliations of incoming chairs and any other leaders of sub-committees, working groups and/or ad hoc committees established at the meeting; and
- If possible, the date(s) and location(s) of the committee’s next meeting(s), with an indication if this information is tentative.
Articulation committees are encouraged to submit meeting minutes to BCCAT in a timely fashion, i.e., within one month of the meeting.
Chairs may wish first to circulate draft minutes to the full committee, via email, to allow attendees to provide feedback while the meeting is still fresh in their minds. After meeting attendees have had this opportunity, the minutes should be submitted electronically to BCCAT at firstname.lastname@example.org for posting on the BCCAT website. These will be still considered draft until approved by the committee at its next meeting.