I.A.9. ADMINISTRATIVE COMMITTEE CHAIR
The chief responsibility of the Administrative Committee (AdCom) Chair is to ensure that the decision-making processes of the Administrative Committee are fair, procedurally sound, efficient, sensitive to the member, and well documented. The AdCom Chair must train AdCom members, make necessary preparations before each meeting, attend all AdCom meetings, AdHoc meetings, screening meetings, and appeals, and fulfill a number of responsibilities to the Board that occur after each meeting.
- 1. Chair all meetings of the Administrative Committee.
- 2. Ensure meetings are run according to policy while maintaining confidentiality and respect for members and their situations.
- 3. Ensure that all exceptions made by AdCom per AdCode section XVII.C. are brought to the attention of the Board.
- 4. Prior to AdCom training:
- a. Obtain training in meeting facilitation and, if possible, group dynamics, sensitivity, etc.
- b. Obtain a strong understanding of BSC parliamentary procedure, by-laws, policies (with an emphasis on those in the Administrative Code), and relevant general practices.
- c. Read exit documents, and review the minutes from the previous semester.
- d. Meet with the Operations Manager and Administrative Member Advisor and together form the AdCom schedule for the semester
- e. Update the training documents.
- f. Initiate communications with AdCom reps and the AdCom Administrative Assistant.
- 5. Prior to each meeting:
- a. In collaboration with the Administrative Member Advisor, ensure all cases are prepared for AdCom screening meetings.
- b. Fulfill screening committee responsibilities.
- c. Notify AdCom members of the types of cases to be heard and note the policy sections that may apply.
- d. Review the policy sections which may apply to the cases that will be heard.
- 6. After each meeting:
- a. Obtain the minutes from the AdCom Administrative Assistant.
- b. Review the minutes and motions for accuracy.
- c. Forward the motions to the Operations Manager no later than 24 hours after the meeting.
- d. Notify members of the outcome of their request and appeal rights (if applicable) via email no later than 24 hours after the meeting.
- 7. Participate in appeal screenings and/or appeals as required by policy.
- 8. Attend portions of Board, Cabinet, and IACom meetings as required by policy and when otherwise necessary.
- 9. Forward to the VPIA recommendations for policy changes whenever the need for such a change becomes apparent, e.g. when there are sections of policy to which AdCom regularly finds the need to make an exception.
- 10. Compile and publish an exit document for your successor, and attach all training materials.
- 11. Maintain the database of AdCom case requests and decisions.
- 12. Track AdCom committee member attendance at trainings and meetings, and report absences to the Operations Assistant no later than 24 hours after the absence occurred.
Term of position: Indefinite (Fall, Spring and Summer)
Supervisor: Operations Manager
Hired by: Hiring Committee
Expected hours per week: 5
Eligibility: Must be a eligible member of the BSC and may not be an executive or member of the Board of Directors.
Requirements: Experience with meeting facilitation preferred.
Working Conditions By: Personnel Code