Advisory Committee Guidelines

Advisory Committee Guidelines - DRAFT - Page - 1 Portland Community College Advisory Committee Guidelines

Advisory Committee Guidelines - DRAFT - Page - 2 August 8, 2006

Advisory Committee Guidelines - DRAFT - Page - 3 PORTLAND COMMUNITY COLLEGE Advisory Committee Table of Contents President s Message...3 1. The Role of the Advisory Committees...4 2. Duties...4 3. Membership...5 4. Officers and Duties...5 5. PCC Faculty, Staff and Administrators...6 6. Advisory Committee Meetings...7 7. Appendix...8

Advisory Committee Guidelines - DRAFT - Page - 4 PORTLAND COMMUNITY COLLEGE Advisory Committee President s Message From its founding in 1964, Portland Community College has had a strong tradition of Advisory Committees as a foundation for the development of professional and technical programs. Recently the Board of Directors of PCC has re-emphasized the importance of these committees and challenged all of us to work to help the committees realize their potential. In response to that challenge, the Academic Services Office has prepared this set of Guidelines for our Advisory Committees. The guidelines are intended to provide the structure to enable committee chairs and members to understand expectations of the College in this important area and a format for the effective operation of the committees. We all recognize the importance of the link between educators and practitioners in the field in order to achieve program quality and program relevance. I endorse and recommend these guidelines to you for your use in the work of the advisory committee.

Advisory Committee Guidelines - DRAFT - Page - 5 PORTLAND COMMUNITY COLLEGE 1. The Role of Advisory Committees Advisory Committee Purpose The Advisory Committee and the staff of the corresponding Program work together to ensure that the Program is delivering learning that is current, up-to-date, and relevant to current business, industry, labor, and professional employment practices. Advisory Committees provide support and advice to academic programs. They may also assist in the development of new Professional Technical programs. An ad hoc committee may be established for this purpose. In addition to best practice standards, Oregon Department of Education s Administrative Rules require that Professional Technical programs shall be developed and operated with the advice and council of employers, employees, and other persons knowledgeable about the requirements of the occupation involved 1. Federal Perkins grants and Accrediting bodies also identify the expectation that Advisory Committees are utilized to open a dialog of exchange with members of a broader society. It is further required that a description of the committee involvement and contribution to curricular and program development and assessment be periodically submitted with accreditation and/or other official college documents. Advisory Committee/s are authorized and appointed, directly and indirectly, by the elected members of the Portland Community College Board of Directors. The purpose of these committees is truly advisory in nature as members of the community provide external input into internal processes. Advisory Committee members also serve the college and support the academic program by helping in the outside worlds of business, industry, labor, and the profession. Each Advisory Committee exists to provide information, advice and recommendations in those matters relevant to the program it serves. 2. Duties The Advisory Committee makes recommendations to help assure that the Program: Addresses employment and educational needs of business, industry, labor, and/or the profession. Realistically assess the labor market demand for program graduates. Provide graduates with the skills needed to meet employment needs. Assist and advise Program Faculty in assessing the currency of curriculum and teaching practice. In Addition the Advisory Committee will: Serve as an advocate of the Program and a communication link between the College and the community. When deemed appropriate or necessary, the Advisory Committee will provide feedback, advice, and/or assistance with a variety of Program driven tasks and/or projects. (See Appendix for a more complete list of possible Advisory Committee functions.) 1 Oregon DOE Chapter 581, Division 42, 1983.

Advisory Committee Guidelines - DRAFT - Page - 6 3. Membership Advisory Committee members represent both the diversity of the community and a cross section of business, industry, labor, and/or the profession. Expertise and experience are reflected in skills, knowledge and professionalism relevant to the particular Professional Technical arena and to service as an Advisory Committee Member. Interest and support of the College is fundamental. Prospective Advisory Committee members are identified by Program faculty and staff. Their names are submitted to the Advisory Committee (or to an ad hoc committee if newly forming), to the Program administrator, Division Dean, and others in the College on a need to know basis. The appointment needs to be recorded with the Office of VP for Academic and Student Affairs. The electronic document can be emailed to: asa@pcc.edu The suggested number of committee members is from seven to fifteen members. Attendance of College student representatives is encouraged. College employees are not Advisory Committee members, rather they serve as a resource representing the Program. All committee members share the responsibility of attending meetings and contributing in meaningful ways. This requires a commitment to being a full participant. Advisory Committee members serve for a term of three years with a one or multiple term renewal at the discretion of the Advisory Committee and the Program administrator. If attendance becomes irregular, membership in the Advisory Committee is jeopardized. Portland Community College community Advisory Committee members are valued individually for their expertise, knowledge, skills, and professionalism relevant to the particular Professional Technical program Collectively members are valued for the diversity of their strength and experiences. Guests may contribute to the discussion at the discretion of the Advisory Committee Chair. Quorum for official meetings will be 2/3 of voting members present. The Program Administrator serves in a non-official role and is a resource person to assist, facilitate, and expedite the work of the Committee to maximize their effectiveness. 4. Officers and Duties The Advisory Committee will elect a chairperson annually from their membership by a majority vote. A vice-chairperson my also be elected, depending on the size of the Advisory Committee. If there is no committee member who is able to serve as Chair, a faculty member may function as an interim ex officio (non-voting) Chair (only) until an Advisory Committee member is elected. There are no other elected officers.

Advisory Committee Guidelines - DRAFT - Page - 7 The Advisory Committee Chair facilitates effective functioning of the Advisory Committee. Conducting meetings is the prime role. Together the Chairperson, Vice-Chairperson, and Program Administrator comprise the Advisory Executive Committee. The Executive Advisory Committee can call special Advisory Committee meetings and act on urgent matters between meetings if needed. Special ad hoc or subcommittee/s may be created to carry out duties or solve immediate Committee needs. The Advisory Committee Chairperson Prepares an agenda with input from the Program Administrator. Conducts (presides over) the meetings and represents the Advisory Committee at other meetings as needed (i.e. Program Department meetings). Allows, creates, or appoints special subcommittees which may include non-committee members. The Committee Chair or designee also attends subcommittee meetings. Performs other duties or assistance as required to facilitate effective functioning of the Committee. Duties are carried out by the Vice-Chairperson or other designee in the absence of the Chair. 5. PCC Faculty, Staff and Administrators The Program Administrator serving in a non-official role is a resource person to assist, facilitate, and expedite the work of the Committee to maximize their effectiveness. The Program Administrator Predetermines needed representation on the Advisory Committee and identifies potential Committee members. Maintains a current list of Advisory Committee members, noting the Chairperson, the Vice-Chair, terms of office, and for all members the dates of Committee membership, affiliation (organizations where Committee member works), addresses, telephone numbers, and electronic address if applicable. Reserves a room location for the meeting and makes arrangements for refreshments. Attends Advisory Committee and ad hoc or subcommittee meetings (or sends a designee) and greets committee members upon their arrival. Provides secretarial support to the Committee for note taking and preparation of the minutes and ensures that Advisory Committee meeting records, including attendance, agenda, discussion summaries, and decisions, are maintained. in a permanent file. Contributes to the focus of the Advisory Committee through agenda items. Prepares or provides any supporting, descriptive, or background information which clarify topics on which the committee is working. Forwards, follows through, and reports on all recommendations made by the Advisory Committee through normal College channels to the Program SAC, Program Chair,

Advisory Committee Guidelines - DRAFT - Page - 8 Division Dean, through VP of Academic and Student Affairs to the College Board of Directors. Distributes Advisory Committee meeting minutes to committee members, program faculty, and pertinent administrative levels including VP of Academic and Student Affairs, Deans of Instruction and Campus Presidents. Supports the Advisory Committee through the work done by members of the Committee. PCC employees (i.e. Program faculty member/s) attend meetings as a resource person to provide knowledgeable information about the program and/or as requested by the Advisory Committee or by the Program Administrator. PCC employees are not considered members per se of the Advisory Committee and do not have voting privileges in Advisory Committee meetings. A PCC employee may function as an interim ex officio (non-voting) Chair only if a committee member is currently not available to serves as Chair, and only until an Advisory Committee member is elected. The primary role of all PCC employees is to serve as resource persons for our community colleagues who serve on PCC s Advisory Committees. 6. Advisory Committee Meetings Effective meetings are critical to the success of the Advisory Committee. It is at meetings where discussion and deliberation of important matters are translated into decisions and recommendations. Advisory Committee meetings should be conducted in a businesslike manner to facilitate the effectiveness of meetings. Meetings (approximately two hours in length) are held quarterly (once an academic term during fall, winter, and spring quarters) and as necessary. The Advisory Committee Chairperson, the Program administrator, or the Advisory Executive Committee may call special meetings. The agenda will be prepared by the Committee Chairperson with input from the program administrator/department representative. The Chair is responsible for conducting meetings. Meetings are conducted according to current practices as outlined in the Roberts Rules of Parliamentary procedure or similar guidelines to facilitate the effectiveness of meetings. Committee recommendations are stated in the form of motions, which are then discussed, voted upon, and recorded in the minutes. (Electronic copies of the minutes will be submitted to the VP of Academic and Student Affairs Office asa@pcc.edu) Minutes are to be recorded of each meeting and provided to Advisory Committee members, the Program Administrator, Program faculty, or and others who attended as resource person/s. It is the role of the Program Administrator to distribute the minutes. College employees, such as Program faculty who attend the Advisory Committee meeting, function primarily as a resource person, to provide background information, and to facilitate the effectiveness of the meetings. Educators may participate in discussions and offer suggestions but should not attempt to take over the meetings.

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