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How To Form an EffectiveAdvisory CommitteePresenters: Maria Clinton & Maggie Drake

Functional and Effective AdvisoryCommittees The purpose of this Flex presentation isto equip faculty and staff with the basicunderstanding and tools to form orenhance their Advisory Committees. Advisory Committees are the cornerstoneto healthy, stable programs.

California Code of RegulationsTitle 5. EducationDivision 6. California Community CollegesChapter 6. Curriculum and InstructionSubchapter 7. Occupational EducationArticle 1. Vocational Education Contracts§55601. Appointment of Vocational Education Advisory Committeeby School District Participating in Vocational EducationProgram.Authority cited: Sections 66700 and 70901, Education Code.Reference: Section 70901, Education Code.Web address: http://ccr.oal.ca.gov/cgi-

The Purpose of An AdvisoryCommitteeAn Advisory Committee serves a vital role inassisting a vocational program to remaindynamic and in touch with its community.Only through communication and closecooperation with the community can acollege continue to develop and conductpractical and realistic vocational educationprograms which will prepare students foruseful and productive lives.

An Advisory Committee is A group of local business and industryexperts who meet once or twice a yearwith the college faculty and administratorsof our technical programs.Shares their expertise and gives us adviceon what we should teach our students toprepare them for careers in their fields.

Advisory Committees Provide:advice on skills, knowledge, andattitudes required for occupations, assist in keeping programs current, inform the public of services theCollege can provide, actively assist in the placement ofgraduates.

Primary ResponsibilitiesEvaluate and Recommend improvementsin:Degree and certificate plans Program objectives and competencies Facilities and equipment Software

Other Ways they Assist theCollegeHelp Faculty Locate:Qualified part-time faculty Internship Sites Employment opportunities for graduates Quality donations of equipment Field trip sites Guest speakers Opportunities for faculty development Support for beneficial legislation

Typical Advisory CommitteeFunctions Reviews and makes recommendationsregarding program curriculum.Identifies the relevant and current specificskills, knowledge and attitudes that shouldbe included in the program.Assists in distributing announcements ofvocational openings. (Class openings ornew faculty positions, etc.)Helps develop and implement disseminationof program information to the community.Assists in identifying work experience andemployment opportunities.

Typical Advisory CommitteeFunctions cont Provides information on changes in labormarket and specific employment needs.Assists the College in evaluating theeffectiveness of vocational programs.Assists in community surveys related tovocational education.Promotes the program as a good place toget relevant job skills for employment.Identifies equipment needs for Carl PerkinsIV funding.

Suggested Advisory CommitteeMembership Employers and employees in the field. These Current student in program or former graduatewho is working in the industry.Program coordinator and facultyDivision Dean or DirectorAdjunct facultyRepresentatives from appropriate articulatingschools (high schools, universities, ROPprograms)Counselor for programOthers as appropriate: Special populations should be in addition to adjunct faculty who areemployed in the field.

Conducting Meetings Keep the meeting professionalAdvisory Committee meetings should be conductedwith a degree of formality appropriate to theimportance placed on the performance of the tasks.(Stay on task, do not ramble these are businessprofessionals)Too many rigid rules stifle imagination, ideas, andinitiative, whereas too much informality could resultin equally wasted time and only incur frustration. Tryto achieve a balance between the two consensus.Make every effort to start and end the meeting atthe scheduled times.

Suggested Advisory CommitteeActivitiesReview of course curriculum and material.Committee members may be asked to respond tothe following questions: Are there revisions, additions or deletions to theknowledge, skills and attitudes required for this course?Are the course standards realistic?Are we teaching the skills that industry recognizes forentry-level employees in the field.Review of program description from catalog ornew brochure. Ask Committee members tocomment on: Completeness of program. Are there new courses orcontent that need to be added to the program? Are therecourses or content that no longer need be required?Clarity. Is the program description easily understood?

Suggested Advisory CommitteeActivities cont Promote the program. A champion and voice for positivepromotion of the program and college. Identifying and referring of quality adjunct facultyRecommend a plan for distribution of programinformation to employers in the community.Report of changes in labor market needs.Assist in conducting community surveys.Advise in the development and use of cooperativetraining plans and agreement.Assist in the placement of graduates.Make recommendations about facility, equipmentand supply acquisitions.

Responsibilities of the AdvisoryCommittee ChairRoutine responsibilities of the advisory committee chairperson mayinclude the following: Preparation of the agenda.Notify the committee members of time and place of themeeting.Notify the administration of the meeting and provide forrepresentation.Arrange for a meeting place and parking, permits, ifneeded.Provide statistical or descriptive information regarding theeducational program.Keep minutes of all meetings.Mail minutes to all concerned as soon as possible after themeeting.It is usually most comfortable for all if Full-time faculty serve aschair.

Responsibilities of the AdvisoryCommittee Chair cont As the educators who are seeking assistance, it is theChairperson’s responsibility to state the issues involved in theeducational program and present them to the Advisorycommittee for discussion and recommendation.Topics discussed at meetings should involve all committeemembers. This is a communicating process and the opinionsand judgment of the Committee members should be soughtfor improvements, and should be adopted whenever possible.The achievements of the committee will be in direct relationto the personal interests of the members and commitmentmade upon it by the College.Therefore, it is the responsibility of the Chairperson toestablish the conditions under which the Committee membersmay provide the greatest service and contribution to theeducational program.

When is the best time to conductan Advisory Committee Meeting? Ask the group. If this is your first time, you shouldsend out a survey to gauge the best time andlocation to meet.Some meetings are better in the afternoon, usingthis as an opportunity to have a sandwich together,while others prefer evening discussions over a smalldinner.However, weekends do not work well due to familycommitments.Surveys show that the majority prefer Tuesday,Wednesday, and Thursday either afternoon orevening.Regardless of when you meet, ensure that you makeeveryone feel welcome.

Making the Meeting CountStart the meeting on time and preparea formal agenda. No one likes to attenda meeting that is disorganized. Showcase the work that you havecompleted by providing your advisorycommittee with a tour of your facility.

After the Meeting Prepare your minutes and send out toadvisory committee members within 48hours for reviewing and correction asnecessary.Minutes are easier to compile right afterthe meeting, when memories are fresh. In addition, your advisory committee willappreciate receiving meeting minutes sosoon after the meeting.

Certificates of appreciation should besent to the attendees. You might evenconsider laminating them for framingand viewing in the customers’ lounge.This will be important to your industrymembers because is lets thecommunity see that the business isparticipating in the college program. It is also a great way to advertise theprogram.

Most importantly, you should stay incontact with your advisory committee. Make calendar reminders to contactyour committee throughout the year,which will help in advancing theprogram with donations. Seek support and advice on itemsdecided by the committee and act onthe items suggested during themeetings.

Benefits of ServingInform your committee members of thebenefits of serving on your committee: Influence what is being taughtIdentify a good source for potential employeesIdentify employee development opportunitiesLearn about college programs and servicesCommunity servicePrestige for your companyNetwork with others in your fieldSatisfaction of knowing that you make adifference in the lives of our students

Support Materials

Sample of Membership LetterOctober 15th, 2007Dear Committee Member,On behalf of the faculty, staff, and administration of Antelope Valley College, Iwould like to sincerely thank you for your participation on the AircraftFabrication Program Advisory Committee for 2006-07. Your input and advice arevery valuable to us in improving our vocational programs and keeping themrelevant to industry needs.Enclosed, please find a Certificate of Appreciation – just a small token of oursincere gratitude. Also enclosed please find a copy of the minutes from our lastadvisory meeting. If you would like to suggest any corrections to the minutes,please contact me at (661) 722-6577 or mclinton@avc.edu.Thank you again for your valuable contribution of time and service.Sincerely,Maria ClintonAssistant ProfessorAircraft Fabrication Program

Sample of Meeting AnnouncementDear Advisory Committee Member:An Advisory Committee meeting is being scheduled for the Antelope Valley College[NAME OF PROGRAM] vocational program.We are again seeking input from industry representatives with specialized areas ofexpertise. On behalf of the chairperson, [NAME OF CHAIRPERSON], we wish toinvite you to attend or, if need be, to send a representative.The meeting is scheduled as follows: [DAY]-[DATE]-[TIME]Location: [BUILDING AND ROOM NUMBER]Enclosed is a parking permit for your use as well as a campus map for directions.We hope you can join us. Your ideas and suggestions will be most welcome!Sincerely,Maria ClintonAssistant ProfessorAircraft Fabrication ProgramEnclosuresRSVP - (661) 722-6577

Sample AgendaAntelope Valley College(NAME OF PROGRAM] ADVISORY COMMITTEE[Date/Time/Location]AGENDA1. CALL TO ORDERA. IntroductionB. Approval of Minutes [Insert date of last meeting]II. REPORT ITEMSA. Report on Recommendations from Previous AdvisoryMeetingB. Program Update1. Enrollment data2. Curriculum changes3. Special projects4. Student activities5. Program evaluation/accreditation6. Graduates / placementIII. DISCUSSION ITEMSA. Job Placement/Employment TrendsB. CurriculumC. Recruitment ActivitiesD. Equipment / Facility NeedsE. Current Industry TrendsF. Student NeedsG. Articulation ActivitiesH. College UpdateI. VATEA / Voc Ed UpdateIV.SUMMARY OF RECOMMENDATIONSV. ADJOURNMENTTOUR OF FACILITIES (optional)

With proper planning you can developand maintain a successful advisorycommittee which will provide supportand guidance for your program.Without guidance, you might findyourself confused

Thank you for attending this Flexpresentation.Questions?

On behalf of the faculty, staff, and administration of Antelope Valley College, I would like to sincerely thank you for your participation on the Aircraft Fabrication Program Advisory Committee for 2006-07. Your input and advice are very valuable to us in improving our vocatio