Articulation Committee Meetings

Setting Effective Agendas

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

In advance of the meeting:

• Email participants and any invited guests at least two months before the meeting. Remind them of the date and location, request agenda items and suggest key issues;
• Contact the host institutions's Institutional Contact Person (ICP) and/or Transfer Credit Contact (TCC) to offer them some time on the agenda. They may wish to give an overview of the Transfer Credit Evaluation System (TCES) or an update on articulation-related innitiatives or issues.
• Check previous minutes for items to be brought forward to this meeting;
• Produce and distribute the agenda at least two weeks before the meeting, indicating which items require action and including draft motions, where appropriate.

An agenda that follows a set pattern can be helpful as a starting point.

Agenda Item	Notes
Welcome and Introductions
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 are there for the committee members. Host institution often asks administrator to welcome participants. Make all new members feel welcome. Distribute sign-up sheet for contact information.
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 to do? Is the committee working on an articulation project?
Reports of External Reps	e.g. Representatives from Ministry, BCCAT, professional bodies, or host institution's ICP/TCC.
New Business	Items for discussion may include notice of major changes to curriculum at institutions and the implications of such changes; new program proposals; etc.
Summary of Business	Review decisions made, actions forthcoming and to whom they are assigned, items to be brought to the attention of BCCAT, any unresolved items to be brought forward to next meeting.
Elections	Maintain a committee structure that provides for succession planning.
Institutional Reports	These can be submitted in advance in writing. If time for verbal reports, ask participants to limit remarks to five minutes.
Next Meeting	Establish, if possible, meeting dates and locations for the next meeting.
Adjournment

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Guidelines for Articulation Committee Minutes

The minutes of articulation committee meetings fulfill several key purposes:

1. They inform all participating institutions about current province-wide initiatives or proposals that can impact on the program or discipline.
2. They alert BCCAT and institutions to problems of articulation and transfer that may call for mediation or other types of intervention, and enable tracking of those issues over time.
3. They form a record of attendance and proceedings of articulation committee meetings.
4. Minutes are an important demonstration of accountability.

Where possible, 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. From time to time, host institutions are willing to provide a staff person to provide this service.

Minutes should generally be between three and five pages in length, with appendices included where appropriate. Minutes need not include extensive detail of the discussion; they should record what is discussed, not what is said.

At minimum, minutes should include the following items:

• A list of attendees (including names, institutions, and email addresses);
• The location and duration of meeting;
• A record of decisions, action items or motions;
• A description of any items (e.g., new provincial or national initiatives) with implications for the discipline/program;
• A description of problems or issues that need attention, with suggestions for action (by committee members, by institutions, by BCCAT);
• Notable committee achievements or successes which can be highlighted in BCCAT publications or other places;
• Names and complete contact information for the incoming chair/co-chair; and
• The date and location of the next meeting.

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