Program Advisory Committee Handbook

Truckee Meadows Community College

Vice President of Academic Affairs

March 2014

Table of Contents TMCC Vision ............................................................................................................................................................... 1

TMCC Mission ............................................................................................................................................................. 1

TMCC Values .............................................................................................................................................................. 1

TMCC Core Themes .................................................................................................................................................... 1

Current Career and Technical Education Programs 2014-2015 ................................................................................. 2

Program Advisory Committee Handbook ................................................................................................................... 3

Why Have an Advisory Committee? ........................................................................................................................... 3

Operations of Advisory Committees ........................................................................................................................... 3

Roles of Program Advisory Committees ..................................................................................................................... 5

Responsibilities of the Advisory Committee Chairperson ........................................................................................... 6

Responsibilities of the Advisory Committee Vice-Chairperson ................................................................................... 7

Responsibilities of the Advisory Committee Members ............................................................................................... 7

Responsibilities of the Advisory Committee Coordinator ........................................................................................... 8

Responsibilities of the Dean ....................................................................................................................................... 8

Appendix A: Sample Appointment Letter ................................................................................................................... 9

Appendix B: Sample Agenda for Program Advisory Committee ............................................................................... 10

Appendix C: Sample Format for Meeting Minutes-Notes ........................................................................................ 11

Appendix D: Sample Constitution and Bylaws .......................................................................................................... 12

Appendix E: Criteria for Evaluating the Effectiveness of the Program Advisory Committee .................................... 15

TMCC Vis ion

Truckee Meadows Community College creates the future by changing lives.

TMCC Miss ion

Truckee Meadows Community College promotes student success, academic excellence and access to lifelong learning by delivering high quality education and services to our diverse communities.

TMCC Values

The values upon which Truckee Meadows Community College bases its mission and vision statements are the principles, standards and qualities the college considers worthwhile and desirable. Truckee Meadows Community College is committed to:

• Student access and success

• Excellence in teaching and learning

• Evidence of student progress through assessment of student outcomes

• Nurturing a climate of innovative and creative thought

• Collaborative decision making

• Community development through partnerships and services

• Ethical practices and integrity

• Respect, compassion, and equality for all persons

• Responsible and sustainable use of resources

• Fostering attitudes that exemplify responsible participation in a democratic society

TMCC Core Themes

Core Theme I: Student Success

Core Theme II: Academic Excellence

Core Theme III: Access to Lifelong Learning

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Current Career and Technical Educat ion Programs 2014-2015

Sector Program Emphases Architecture and Construction Architectural Design Technology Residential Design

Construction Technologies Construction Management HVAC/R

Business Business Bookkeeping Business

Computer Office Technology Administrative Professional Entrepreneurship Entrepreneurship

Computer Technologies Computer Information Technology

Computer Programming Network and Server Tech. Web Development Computer Technologies

Energy and Engineering Energy Technologies Geothermal Energy Solar Energy Wind Energy

Engineering Civil Engineering Practitioner Graphic Arts and Media Graphic Communications Graphic Communications

Digital Media Health and Nutrition Services Culinary Arts Culinary Arts

Baking and Pastry Dental Assisting Dental Assisting Dental Hygiene Dental Hygiene Dietetic Nutrition Dietetic Technician Nursing Nursing

Certified Nursing Assistant Radiologic Technology Radiologic Tech

Human Services and Public Safety

Criminal Justice Criminal Justice Early Childhood Education ECE Administration

Infant/Toddler Preschool

Emergency Medical Services Emergency Medical Technician Paramedic

Fire Science Fire Science Technology Law Paralegal/Law

Manufacturing and Production Logistics Logistics Management Logistics Technician

Manufacturing Technologies CNC Machining Drafting Food Processing Machining Production Technician Welding

Natural Resources Veterinary Technician Veterinary Technology Transportation Transportation Technologies Aviation

Automotive Technician Diesel Technician

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Program Advisory Commit tee Handbook

This handbook is designed to provide guidance to TMCC career programs to effectively develop and manage advisory committees that will promote student success. Advisory committees play important roles in the success of career programs because of the expertise that exists on the committees and the dedication each member must have to promote the profession. Although advisory committees do not set academic policy, their recommendations play an instrumental role in program development.

This handbook was developed using previous work done by the Career Technical Education National Dissemination Center, the Colorado Community College System, Montgomery College, Harper College, Glendale Community College and other resources used by the above. The development and printing of the handbook is supported by the Carl Perkins Grant under the leadership of the Nevada Department of Education.

Why Have an Advisory Commit tee?

Our career programs, employers and students exist in a rapidly changing environment. The pace of change requires that we review our curriculum and practices often to make sure they are relevant and meet employers’ expectations. One of the ways to gauge how those expectations are met is through respectful dialog and commitment of professionals in the field. Our Career and Technical Education (CTE) programs exist to serve the employers in our region; therefore, we actively seek their input to better meet the needs of students.

There is no limit to what the advisory committees and their members can contribute to the college. Examples of ways in which advisory committees support colleges include advocacy; curriculum and program changes; assessment or evaluation of programs; and resource development.

Operat ions of Advisory Commit tees

The following are guidelines to initiate, operate and maintain TMCC’s advisory committees. There may be situations where it is more advantageous and efficient for college career programs to solicit program feedback from already-established professional/trade associations which have a vested interest in the curriculum and programming in lieu of forming a separate advisory committee which would probably recruit members from the same association. A career program may opt for this arrangement with the approval of the school/division dean and the Vice President of Academic (VPAA) and the association’s concurrence. In opting for this arrangement, the career program must commit to a plan for scheduled feedback which could include written surveys, attending regularly scheduled association meetings, place feedback discussion on the meeting agendas, become a member of the local and/or national association, be elected to the association’s board of directors, etc.

A. Advisory Committee Membership

1. Each advisory committee will have a minimum of five members and a maximum of 15 members. The dean overseeing the program may approve a higher number, but no fewer than five.

2. The members of the advisory committee shall be representatives from businesses and industries related to the respective training and employment students obtain. In addition, members should include a student in the program. Students may not hold leadership positions on committees.

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3. Members of the college community and faculty in the program serve as resources and ex-officio members of the advisory committees. Exceptions shall be made by the academic dean overseeing the program in consultation with the VPAA.

4. All members shall be appointed by the college president. At the beginning of the academic year, the program chair, coordinator or director and advisory committee chair recommend members to the dean; the dean forwards the recommendation to the VPAA; and the VPAA forwards the recommendation to the president.

5. Members serve for four years and their membership may be renewed for additional terms. 6. The committee shall elect a chair to serve a maximum of two consecutive terms. 7. The committee should be diverse and balanced in ethnicity and gender to the extent possible

reflecting the composition of the workforce in the related industry. B. Meetings of the Committee

1. The committee shall meet at least twice a year. The dates of the meetings are to be negotiated between the committee chair and the dean or designee, and established for the fiscal year ending June 30.

2. Minutes or notes should be taken at the meetings and filed with the office of the VPAA or designee by June 30 of each year.

C. Reports 1. Annually the dean, the program coordinator or faculty should submit a report to the

committee outlining follow-ups to actions and recommendations the committee makes. 2. Committee chairs representing all the committees will report to the college president annually

the actions taken based on recommendations of the committee. A special meeting is scheduled each year for this purpose.

D. Coordinator of Advisory Committees 1. Each dean who leads a program will designate an individual associated with the program to be

the institutional contact person for the program or advisory committee; this person should be designated as the coordinator of the advisory committee.

2. In programs with more than one faculty, the faculty members may elect to rotate the coordinator role. Such service may be noted on the faculty member’s annual plan for the service year.

E. Recruitment of Members A program should use multiple approaches to recruit members for an advisory committee. They may include employers and employees in the field, workforce development entities, professional organizations, civic organizations, labor unions, and other individuals who work in the field related to the program. Each program should maintain a list of potential members to contact when there is a vacancy. It is a good practice to work with TMCC’s Foundation to tap into employers who contribute to the Foundation or Foundation Board members whose employees may be able to serve. TMCC alumni should be encouraged to participate.

F. Committee Structure Each committee will consist of a committee chairperson, vice-chairperson and members.

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Roles of Program Advisory Commit tees

The role of a program advisory committee depends on the nature of the committee. The roles listed below may be a part of the advisory committee responsibilities.

Curriculum and Instruction

• Identify and expand the use of new technologies; • Compare content with occupational competencies and tasks; • Analyze course content and sequence; • Provide feedback for the establishment and validation assessment of learning; • Advise on labor market needs and trends; • Review curriculum to ensure that it meets business needs and industry standards; • Assist with incorporating employability skills in the curriculum; • Review technology standards in the curriculum; • Identify needed workshops for incumbent worker training; • Endorse the development of new programs and the expansion of existing programs. • Identify and recommend industry-standard and/or nationally recognized certifications.

Program Review

• Participate in the Program/Unit Review process; • Participate in program evaluation and recommend evaluation criteria; • Assess student performance standards to ensure they are in line with business and industry

standards; • Assess, recommend, and/or provide equipment and facilities; • Conduct community and occupational surveys; • Identify new and emerging occupations; • Recommend new programs or elimination of obsolete programs; • Participate in long-term planning; • Assist in short- and long-term planning for program improvement.

Recruitment and Job Placement

• Notify instructors of job openings for students as applicable; • Provide or obtain cooperative work experiences, internships/externships for students or faculty; • Assist students in developing résumés and interviewing skills; • Assist in identifying work-based learning experiences.

Student Organizations

• Assist in developing and judging competitive skill events; • Evaluate student portfolios; • Provide sponsorship opportunities or funding for students to attend competitions.

Staff Development

• Invite CTE instructors to participate in industry professional development activities; • Provide instructors with retraining/back-to-industry and summer opportunities for technical

upgrading; • Support staff attendance at conferences; • Conduct workplace tours;

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• Provide opportunities for externships.

Recruitment

• Assist in recruiting full- or part-time faculty; • Assist in recruiting new students—secondary, postsecondary and adult; • Assist in recruiting new advisory committee members.

Community/Public Relations

• Promote the CTE program to employers, communities, and the media; • Assist in recognizing outstanding students, instructors and community leaders; • Assist in developing a marketing and recruitment plan.

Resources

• Establish scholarship funds to support program students; • Provide tours/field trips, job shadowing experiences and speakers; • Leverage community resources and broker community partnerships; • Provide input on budget, facilities and equipment needs.

Responsibi l i t ies of the Advisory Commit tee Chai rperson

The role of the committee’s chairperson is to provide direction and to serve as a spokesperson for the program advisory committee. The chairperson of the committee must be an individual from business and industry who possesses knowledge of the needs of business and industry. This person will be elected for a two-year term (at a time designated in the advisory committee bylaws). The vice-chairperson may be elected to serve as the next chairperson.

The duties and responsibilities of the chairperson include:

• Coordinate with the advisory committee coordinator to establish meeting dates and develop an agenda for each meeting;

• Preside at committee meetings, leading discussions, bringing closure on key points of discussion, and giving members the opportunity to express their opinions, give advice and make recommendations;

• Provide input, when appropriate, to the academic dean regarding the committee’s findings and recommendations, and serve as the spokesperson for the committee in meetings with academic deans as necessary;

• Be sensitive to the views of the members;

• Be able to listen critically;

• Be reasonable;

• Exercise good judgment and fairness;

• Dedicate time to the affairs of the committee;

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• Appoint special committees as the need arises, which may include persons other than committee members;

• Arrange for special presentations;

• Prepare reports;

• Encourage a relaxed atmosphere conducive to productive discussions;

• Plan committee activities and provide sufficient background information when needed;

• Maintain personal contact with committee members and institution personnel;

• Approve all announcements, notices and other information sent to committee members;

• Work with the coordinator in preparing and presenting an annual written plan of action that includes a formal evaluation of the committee’s activities and accomplishments each year.

The committee chairperson should avoid:

• Acting as the final authority on all subjects;

• Putting pressure on the group to agree with his/her own personal views;

• Chairing subcommittees;

• Discussing questions or issues that are outside the purpose of the committee.

Responsibi l i t ies of the Advisory Commit tee Vice-Chairperson

The vice-chairperson may be elected to serve as the next chairperson following a set time as vice-chairperson. Duties and responsibilities include:

• Work closely with the chairperson on specified tasks;

• Serve as the leader for many of the committee’s activities;

• Perform specific tasks assigned by the chairperson;

• Conduct meetings and committee business in the absence of the chairperson.

Responsibi l i t ies of the Advisory Commit tee Members

The duties and responsibilities of the committee members include:

• Be an active participant of the group;

• Be sensitive to the views of the members;

• Be able to listen critically;

• Exercise good judgment and fairness;

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• Serve on special committees as the need arises;

• Contribute resources for the success of the program.

Responsibi l i t ies of the Advisory Commit tee Coordinator

The duties and responsibilities of the committee coordinator include:

• Obtain clerical and administrative support for the advisory committees, including refreshments, mailings, etc. to assist with the committee function;

• Coordinate with the advisory committee chairperson to establish meeting dates and develop an agenda for each meeting;

• Work with the chairperson in preparing and presenting an annual written plan of action that includes a formal evaluation of the committee’s activities and accomplishments each year;

• Assure that communication is distributed to the advisory committee members regarding program activities, schedule of meetings and all other pertinent information;

• Recommend potential program advisory committee members to the dean;

• Facilitate meetings and notify committee members of future plans;

• Keep committee members informed of developments in the program.

Responsibi l i t ies of the Dean

The dean must provide leadership in establishing and maintaining program advisory committees and give the necessary support and assistance to the advisory committee coordinator as she/he carries out the duties and responsibilities. Realizing the important contributions that business and industry participants can make to improve the total education process, the academic dean should place a high priority on program advisory committees.

The duties and responsibilities of the academic dean include:

• Provide administrative support for CTE faculty;

• Review and approve committee members for each program to be forwarded to the college president;

• Meet with the program advisory committees as necessary at least once a year;

• Review the program advisory committee minutes/notes;

• Respond to program advisory committee recommendations as requested by the committee and the coordinator;

• Provide funds for advisory committee meetings and recognition;

• Ensure committee members are recognized and thanked for their participation;

• Assist the coordinator in identifying potential advisory committee members.

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Appendix A: Sample Appointment Let ter

Date

«Name»

«Company»

«Mailing Address»

«City», «ST» «Zip»

Dear «Title» «Last Name»:

It is with great pleasure and appreciation that Truckee Meadows Community College welcomes you as a member of the «Program Name» Program Advisory Committee. Your appointment is for a four-year term.

Your knowledge and expertise in «Program Name» and your interest in career and technical education qualify you as a highly valuable member of the committee. We hope you will find this a rewarding experience.

Thank you for your interest in career and technical education and your willingness to serve.

Sincerely,

Maria Sheehan

President

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Appendix B: Sample Agenda for Program Advisory Commit tee

(Download TMCC templates from http://templates.tmcc.edu or contact TMCC Web Services)

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Appendix C: Sample Format for Meet ing Minutes-Notes

(Download TMCC templates from http://templates.tmcc.edu or contact TMCC Web Services)

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Appendix D: Sample Const i tut ion and Bylaws

Constitution

Truckee Meadows Community College

ARTICLE I - NAME AND PURPOSE

This committee shall be known as the Truckee Meadows Community College Program Advisory Committee for _______________ (program). The advisory committee shall provide leadership in and promote the development of the_______________ program as it relates to and meets the needs of the students, the community and the public. The committee shall advise the faculty in the program and the administration on matters related to the program area.

ARTICLE II - MEMBERSHIP

Number of Members

Each advisory committee will have a minimum of five members and a maximum of 15 members. The dean overseeing the program may approve a higher number, but no fewer than five. The members of the advisory committee shall be representatives from businesses and industries related to the respective training and employment students obtain. In addition, members should include a student in the program.

Appointments and Terms

Each appointment of a program advisory committee member shall be for four years, except when the appointment is to fill an unexpired term.

At least two-thirds of the members shall be retained each year with one-third of the membership being appointed each year. An outgoing member may be reappointed by a majority vote of membership present.

An individual will automatically lose membership on the committee if he/she fails to attend three successive meetings without presentation of a valid reason for his/her absence, in advance, to the chairperson of the committee.

Program advisory committee members may submit names of potential members for the committee. Final recommendations are made by the faculty with the approval of the appropriate administrator. The appointments are made by the governing board.

Ex-Officio Members

Ex-Officio members shall be:

1. Appropriate administrators;

2. Appropriate program coordinators or supervisors;

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3. Faculty in the program area. One faculty member will be designated coordinator of the advisory committee.

Bylaws

Truckee Meadows Community College

SECTION A - OFFICERS AND THEIR DUTIES

The officers shall be a chairperson and a vice-chairperson.

The officers shall be elected annually by a majority vote of the committee members at the last meeting during the academic year. Officers may be re-elected to the same office.

The chairperson shall be elected from among those members who have served at least one year. Duties and responsibilities of the chairperson include:

• Coordinate with the advisory committee coordinator to establish meeting dates and develop an agenda for each meeting;

• Preside at committee meetings, leading discussions, bringing closure on key points of discussion, and giving members the opportunity to express their opinions, give advice and make recommendations;

• Provide input, when appropriate, to the academic dean regarding the committee’s findings and recommendations, and serve as the spokesperson for the committee in meetings with academic deans as necessary;

• Be sensitive to the views of the members;

• Be able to listen critically;

• Be reasonable;

• Exercise good judgment and fairness;

• Dedicate time to the affairs of the committee;

• Appoint special committees as the need arises, which may include persons other than committee members;

• Arrange for special presentations;

• Prepare reports;

• Encourage a relaxed atmosphere conducive to productive discussions;

• Plan committee activities and provide sufficient background information when needed;

• Maintain personal contact with committee members and institution personnel;

• Approve all announcements, notices and other information sent to committee members;

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• Work with the coordinator in preparing and presenting an annual written plan of action that includes a formal evaluation of the committee’s activities and accomplishments each year.

The committee chairperson should avoid:

• Acting as the final authority on all subjects;

• Putting pressure on the group to agree with his/her own personal views;

• Chairing subcommittees;

• Discussing questions or issues that are outside the purpose of the committee.

Vice-Chairperson

The vice-chairperson shall be elected from among those members who preferably have served at least one year. (The vice-chairperson may be elected to serve as the next chairperson following a set time as vice-chairperson.)

Duties and responsibilities of the vice-chairperson include:

• Work closely with the chairperson on specified tasks;

• Serve as the leader for many of the committee’s activities;

• Perform specific tasks assigned by the chairperson;

• Conduct meetings and committee business in the absence of the chairperson.

SECTION B - MEETINGS

At least two regular meetings of the committee shall be held during the academic year. Written or electronic notice of each regular meeting will be sent to members. Special meetings of the committee may be called by the chairperson as needed throughout the year. The time of advance notice shall be appropriate in terms of the reason for the urgency of the meeting.

SECTION C - RECOMMENDATIONS AND REPORTS

Any formal resolutions or recommendations from the committee shall be in written form. They shall include the number of committee members present and voting, and the number favoring the resolution or recommendation. All resolutions and recommendations shall be presented to the program coordinator or department person, who shall then present them to the administration.

SECTION D - EVALUATING COMMITTEE EFFECTIVENESS

The program advisory committee will evaluate effectiveness at the final meeting of each academic year. Goals and objectives will be formulated at the first regular meeting of the academic year, utilizing implications from the spring evaluation.

SECTION E - BYLAWS CHANGES

These bylaws may be amended or added to by two-thirds vote of active members at any regular or special meeting if at least ten days written notice has been given to each member.

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Appendix E: Cr i ter ia for Evaluat ing the Ef fect iveness of the Program

Advisory Commit tee

Yes No

1. The committee has held at least two meetings.

2. The committee utilizes an up-to-date constitution and bylaws to govern its operations.

3. The committee elects officers yearly.

4. The committee reports formally to the appropriate administrators for the institution.

5. The committee membership is diverse in gender and ethnicity, and is composed of individuals representative of the industry’s diversity, including labor, supervisors, managers and students.

6. The committee meeting minutes/notes are maintained as a permanent record and are distributed to the appropriate administrators and members of the advisory committee.

7. The agendas are prepared and distributed in advance of each meeting.

8. Members are notified of meetings in a timely manner.

9. Committee members are aware of the specific purposes of the committee and are familiar with related school policies.

10. Faculty and administrators attend the committee meetings regularly.

11. Committee members are publicly recognized for their service.

12. Committee meetings are well attended by members.

13. The committee has been involved in the development and review of the program curricula.

14. The committee has reviewed the current program curricula to determine if it meets the needs of the students and the projected employment needs of business and industry.

15. The committee promotes and publicizes the program.

16. The committee develops and carries out a yearly plan of action/program of work.

17. The committee assesses the impact of recommendations yearly.

18. The committee reviews yearly outcome data from the program, including student competencies achieved, placement rates, etc.

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