The Agenda is a key document in driving the activities of SEAC.  PAAC on SEAC recommends that the Agenda should be provided to members 5 business days in advance of meetings and should be developed collaboratively.

Effective Practices for the development of SEAC Agenda’s include:

  • Inviting all members of SEAC to identify future agenda topics or to forward agenda items to the Chair at the end of each meeting, or following each SEAC meeting.
  • The Chair and Vice-chair to work with board administration staff to develop the Agenda.
  • Establishing a sub-committee or an executive committee, to be responsible for developing the Agenda and planning meetings.
  • Following the PAAC on SEAC Annual Calendar, or one developed by the SEAC, to be proactive about agenda items and information requirements expected in the course of each school year.

The Agenda can also be used to identify the expectations for each agenda item or to make sure important items have sufficient discussion time. For example, in the sample SEAC Agenda in Table 6, columns have been included to indicate whether there is a relevant attachment, or whether an item is being received for information only, for discussion or for resolution or recommendation.

Effective practices to format the Agenda and support SEAC roles include:

  • Establishing a start and end time for each item on the agenda or selected items.
  • A column on the agenda to indicate whether an item is being presented for “information only”, “discussion” or “decision”.
  • A column on the agenda to identify who will be responsible or presenting the agenda item.
  • A column on the agenda to indicate relevant documents that may be attached and related to particular topics.
  • A “Business Arising” section on the agenda to track the follow up on action items from previous meetings.
  • Listing “Association Reports” and “Correspondence” as standing agenda items.
  • A “Future Agenda Items” section on the agenda, to track topics of interest to SEAC members

Table 6: A sample SEAC Agenda

SEAC Agenda
1st Tuesday of the month, 2016
Meeting: 6:30 to 9:00pm                                   Location: Education Centre

Time Item Att. Info. Disc. Res. Responsibility
6:30 p.m. Call to Order Chair
6:31 p.m. Confirmation of Agenda

6:35 p.m. Disclosure of Conflicts of Interest Chair
6:40 p.m. Approval of Minutes from last meeting

6:45 – 7:00 pm Business Arising from the Minutes

Timed Item
7:00 – 7:30
Presentation by the Staff about new program

Program Staff
7:30 p.m. Special Education Update

  • Program review update
  • Proposed changes

Special Education Superintendent or Principal
8:00 p.m. Special Education Plan review update

Sub-committee Chair
8:30 p.m. Board Improvement Plan update

Special Education Staff
8:45 p.m. Association Reports

8:50 p.m. Correspondence

8:55 p.m. Future Agenda Items

8:57 p.m. Date, time and location of Next Meeting

9:00 p.m. Adjournment Chair
Note: Column Abbreviations:
Att.       Attachments to the agenda
Info.     Item for information only
Disc.    Item for discussion
Res.     Item for resolution or  recommendation