Draft – BCCPAC Fall Conference Delegate Selection Policy

This is a draft policy, posted for discussion, and is based on the Kamloops/Thompson DPAC policy. 

1. 1.      Background

The Fall Conference of BCCPAC is a training-oriented conference, where delegates attend multiple workshops to improve their skills in building effective PAC’s.  As well, the conference is a major networking opportunity for PAC executives to meet each other and build working relationships.  All BCCPAC member PAC’s in our district will be encouraged to attend.  In the event that DPAC has travel reimbursements available yet cannot send sufficient delegates to use the funds, the unused portion of travel subsidies will be offered to member PAC’s.

1. 2.      Applicant Criteria
   1. Assuming adequate resources, DPAC will fund three delegates to attend the BCCPAC Fall Conference.  A standing invitation will be offered to the DPAC Chair (or his/her alternate, preferably a DPAC executive member).  The other two delegates will be selected by the delegate selection committee.  
   2. If funds are sufficient for only one DPAC delegate to attend, the committee will revoke the chair’s standing invitation and will use the selection criteria given in item 3c below to choose a delegate.
   3. All DPAC members currently fulfilling the function of DPAC reps for their schools will be able to apply to be DPAC delegates.
   4. Applicants are requested to provide the following before the deadline:
      1.                                                   i.      A brief letter detailing their reasons for wanting to attend the conference, and how they believe this experience will benefit DPAC and/or theirPAC.
      2.                                                 ii.      A letter of endorsement from their schoolPAC.
      3. Applicants must be willing to work together with other DPAC participants.

1. 3.      Delegate Selection
   1. DPAC will invite all DPAC reps to submit applications before a specified deadline (at least one week before early bird registration closes).  
   2. The DPAC executive will serve as the delegate selection committee or nominate an alternate selection committee as appropriate.
   3. In selecting delegates, the following criteria is to be considered:
      1.                                                   i.      Applicants who have demonstrated a high level of involvement in their PAC/DPAC will be given priority.
      2.                                                 ii.      Applicants who stand to benefit most from the training provided will be given priority.
      3. Whenever possible, the selection committee will ensure that one of the delegates has previously attended such a conference and can act as a mentor/guide for the others.
      4. Applicants from PAC’s who are not members of BCCPAC will be able to attend as DPAC reps.
      5. Applicants who miss the deadline will only be considered if there is a shortage of other suitable applicants.
      6. The committee will have at least one alternate delegate who is willing to attend on short notice in the event one of the selected applicants is unable to attend.  Beyond this, applicants who are not selected will have the option of being placed on a waiting list.

1. 4.      Delegate Expectations
   1. Delegates are expected to attend the full conference.
   2. Delegates may choose which workshops to attend based on their own interests and anticipated benefits to their PAC/DPAC.  Wherever possible, there should be a cross-section of workshops attended by DPAC delegates.
   3. Delegates must provide a post-conference report for DPAC within two weeks of attending.

1. 5.      Expenses
   1. Delegates will be reimbursed for all costs related to conference fees, transportation, lodging, and food (excluding alcohol).
   2. Meals will be based on a maximum of $10 breakfast, $15 lunch, and $25 dinner.   
   3. DPAC reserves the right to set transportation and lodging maximums.
   4. Delegates must be willing to carpool or share a room upon request.  
   5. Payments will be made on the basis of actual receipt amounts.