2024 TRAINING RETREAT WORKBOOK

COMPARISON OF ATF ROLES

CHAIR

HOST

FACULTY MEMBER

ALTERNATE

FACILITATOR

Coordinate details with Host and Facilitator at least 21 days before meeting
Coordinate details with Chair and Facilitator at least 21 days before meeting
Submit RSVP no later than 7 days before the meeting.
Carries out the duties of Faculty Member or Lead Member when they cannot attend.
Manages membership lists for their institution
Use listserv to communicate meeting details and agenda 21 days before meeting
Schedule meeting room with computer, projector, internet access
Changes to mode of attendance are not allowed within one week of the meeting.
Designated alternate faculty member should receive all meeting correspondence and documentation from member for whom they are substituting.
Ensures institution is represented at all ATF meetings
Review all data on dashboard and previous meeting minutes
Make parking arrangements and signage as needed. Share maps and directions to meeting location.  Be point of contact for members who get lost.
Prepare early:  Review all institutional data linked to the dashboard prior to the meeting (CCM, EEG, CEG/ prefixes, degrees, membership list)
Alternate will proactively source most current information from faculty member to be best positioned for participation in meeting.
Facilitates 3-4 discipline specific ATF meetings each academic year.
Develop agenda and post it to dashboard
Provide a continental breakfast and/ or lunch.  (RSVPs deadline is 7 days before meeting)
Prepare early:  Review previous year’s meeting notes/ report
Complete Request to Join ATF link to become a permanent member of ATF as appropriate.
Contacts Chair and Host ~30 days prior to meeting to discuss agenda and meeting structure
Coordinate business items with facilitator
Review housekeeping items, such as location of restrooms, coffee shop location, elevators, lunch plans, etc.
Consult colleagues concerning agenda items
Prepares and sends pre-meeting instruments to listserv, such as institutional updates and tools for faculty to review data prior to meeting
Identify Notetaker and make sure notes get transmitted to facilitator at close of meeting
Thank everyone for attending the ATF meeting
Be prepared to discuss program changes, additions, deletions since the last ATF meeting
Manages technological component at meeting.
Record in-person and remote attendance
Clean up and return the meeting room to its original condition.
If unable to attend, identify an Alternate to attend in your place.
Manages and records attendance at meeting.
Lead members through agenda items and institutional reports
Forward all communications received prior to the meeting to the Alternate
Executes, facilitates, and guides discussion involving specific agenda items at meeting.  Represents AZTransfer interests.
Plan logistics for next year’s ATF meeting
Recommend updates to CCM and EEG
Enters proposed changes into system during meeting .
Send supporting documents to facilitator
Provide appropriate institutional updates.
Submits final Meeting Report within 14 days of meeting.
Ensure facilitator submits Meeting Report within 14 days of meeting
Lead Faculty – be prepared to vote
Processes proposed changes after meetings.
Represent ATF in further discussions
Volunteer to Chair or Host next year’s meeting.  Mark calendar for next year’s meeting.
Sources faculty for final decisions to Approve or Not Approve
Provide institutional colleagues with meeting overview.  Distribute information received at meeting.
Completes checklists to review and confirm data when institution not represented at meeting