Testing for Articulation Info: Guidelines for Hosting

Hosting an Articulation Meeting

The College of the Rockies strongly values hosting an articulation meeting at our college. The information below is provided to offer some guidance for hosting articulation meetings at the College. 

Please pay particular attention to the points about budgeting and the faculty hosts' responsibilities. 

Upcoming Provincial Articulation Meetings Hosted at COTR:

2026 Psychology

Budget Guidelines for Hosting

If you think that you might host an articulation meeting in the near future, please reach out to the Articulation Officer. This is only to provide some notice for funds to be set aside in the articulation budget. It is also an opportunity to ask questions that you might have. If you are hosting an articulation meeting, please review the following information.

Budget for hosting:

• The budget that the College makes available for hosting a provincial articulation meeting is up to $1,500.00
• This $1,500 is used to offset the costs of hosting a meeting. For example, typical expenses include:
  • A mid-day break and/or breakfast (coffee, tea, muffins etc.)
  • Lunch
  • Meeting room costs if the meetings must take place off campus
  • Other miscellaneous costs. If you have questions, please ask the Articulation Officer.​​​​​​
• Please note that any costs exceeding the budget would need to be conveyed onto the attendees so they can pay through their own institutional budget.
  • For example, if you intend to arrange external speakers, hold events or take tours that bring the meeting costs over the $1,500 budget allocated for holding an articulation meeting, then it is your responsibility to facilitate the payment of those costs. This is typically done by extending the costs onto the attendees themselves in the form of a registration fee.
  • One example to collect expenses or registration fees is Eventbrite.com.
  • Another example is the hosting faculty member collect the fees directly. You can obtain a cash box from finance; however, you would be required to purchase your own receipt booklet (after approval you can submit a receipt to finance (if under $50.00) for reimbursement.
• It is necessary to keep receipts (from vendors internal or external to the college) for all costs incurred for hosting an articulation meeting. Receipts from vendors need to be submitted with a cheque requisition form for reimbursement. The completed form and receipts must then be submitted to finance (accounts payable). The requisition form can be found on the College's SharePoint site under Financial Services in the College Portal.
• Unfortunately, the College cannot provide administrative assistance for managing and facilitating the hosting of articulation meetings.

Other Resources for Hosting:

BCCAT Information on Articulation Meetings:

BCCAT has plenty of useful information for hosting and facilitating meetings on their website. There is also a guide book published in 2023 on facilitating effective meetings that you may download.

Minutes and Templates:

See below for information on templates and forms. Please note the instructions on the templates regarding your BCCAT responsibilities. There is no budget for external minute takers. It is common practice that the experts in the room know best what relevant information needs to be recorded.

Forms to use during articulation meetings:

British Columbia Council on Admissions & Transfer (BCCAT) Articulation Templates

Campus Resources

• Campus Map

• Swag and Mementos: For ‘swag’ please contact Heather Jackson at jackson@cotr.bc.ca or the purchasing person at purchasing@cotr.bc.ca 

About Cranbrook:

The Cranbrook Tourism website offers a wide range of information on hotels, restaurants, and activities. You can use their information to help guests from out of town. The college does not have a preferred vendor for accommodations. 

If you have suggestions for folk who are hosting articulation meetings, feel free to submit below. Please do not add questions as this site is not regularly monitored. Instead, please direct questions to the Articulation Officer.