I.A.9. ADMINISTRATIVE COMMITTEE CHAIR: Difference between revisions

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'''General Description:'''
'''General Description:'''


The chief responsibility of the AdCom Chairperson is to ensure that the decision-making processes of the Administrative
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.
Committee are fair, procedurally sound, efficient, sensitive to the member, and well documented. The AdCom Chair must train
the AdCom members, make necessary preparations before each meeting, and fulfill a number of responsibilities to the Board
that occur after each meeting.


'''Specific duties:'''
'''Specific duties:'''


:1. Chair all meetings of the Administrative Committee.
:1. Chair all meetings of the Administrative Committee.
:2. Work to foster in AdCom meetings an environment where dissent and disagreement are both tolerated and tactfully expressed, and where member privacy and sensitivities are respected and accounted for.
: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.
:3. Ensure that all exceptions made by AdCom per AdCode section XVII.C. are brought to the attention of the Board.
:4. Prior to the AdCom training:
:4. Prior to AdCom training:
::a. Obtain training in meeting facilitation and, if possible, group dynamics, sensitivity, etc.
::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.
::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.
::c. Read exit documents, and review the minutes from the previous semester.
::d. Meet with the OM and Member Advocate and together form the AdCom schedule for the 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.
::e. Update the training documents.
::f. Initiate communications with AdCom reps and the AA.
::f. Initiate communications with AdCom reps and the AdCom Administrative Assistant.
:5. Prior to each meeting:
:5. Prior to each meeting:
::a. Fulfill screening committee responsibilities.
::a. In collaboration with the Administrative Member Advisor, ensure all cases are prepared for AdCom screening meetings.
::b. Notify AdCom members of the types of cases to be heard and note the policy sections that may apply.
::b. Fulfill screening committee responsibilities.
::c. Review the policy sections which may apply to the cases that will be heard.
::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:
:6. After each meeting:
::a. Obtain the minutes from the AA.
::a. Obtain the minutes from the AdCom Administrative Assistant.
::b. Summarize the minutes.
::b. Review the minutes and motions for accuracy.
::c. Forward the minutes and minutes summary to the VPIA and the President, and note any exceptions which must be approved by the Board.
::c. Forward the motions to the Operations Manager no later than 24 hours after the meeting.
:7. Attend portions of Board, Cabinet, OpCom meetings as required by policy and when otherwise necessary.
::d. Notify members of the outcome of their request and appeal rights (if applicable) via email no later than 24 hours after the meeting.
:8. Forward to the VPOp 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.
:7. Participate in appeal screenings and/or appeals as required by policy.
:9. Compile and publish an exit document for your successor, and attach all training materials.
:8. Attend portions of Board, Cabinet, and IACom meetings as required by policy and when otherwise necessary.
:10. Maintain the database of AdCom case requests and decisions.
: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''': Academic year (Fall and Spring)12
'''Term of position''': Indefinite (Fall, Spring and Summer)


'''Supervisor''': Vice President of Operations
'''Supervisor''': Operations Manager


'''Hired by''': Hiring Commission or Supervisor
'''Hired by''': Hiring Committee


'''Expected hours per week''': 3.5
'''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.
'''Eligibility''': Must be a eligible member of the BSC and may not be an executive or member of the Board of Directors.
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'''Requirements''': Experience with meeting facilitation preferred.
'''Requirements''': Experience with meeting facilitation preferred.


'''Working conditions''': Personnel Code
'''Working Conditions By''': Personnel Code

Latest revision as of 11:15, 6 September 2016

General Description:

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.

Specific duties:

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