Loyalist College Policy

Subject: Advisory Committees Number:  ACAD 105
Issued by: President Date Issued:  2010 01 01
Supersedes: ACAD 105 2000 11 09 Page:  1 of 7
Links: March 1992 Advisory Guidelines Regulation 770, MCU Act

PAC Agenda Template

Advisory Committees Membership Change Notice

Sample Member Introductory Letter

Sample Member Appointment Letter

Sample Member Resignation/Term Completion Letter

Revision
Date:
 2014 01 16

Policy

The Board of Governors of Loyalist College has the mandate and responsibility to ensure the development and operation of high quality educational and training programs which meet the needs of learners and reflect the needs of employers, Quinte Region communities and the provincial, national and global economies.

To aid the Board of Governors in this broad and complex mandate, and in response to provincial direction, each college program or approved cluster of programs will establish a Program Advisory Committee (PAC).  In addition, provision will be made for the creation of other special purpose advisory committees which potentially may advise on specific issues, identified client or community needs or college services in general, as well as ad-hoc program advisory committees regarding the exploration and development of new programs.

The advisory committees created under this policy will make recommendations to the Board of Governors through the normal Loyalist College administrative channels. Given their advisory role, advisory committees cannot be held responsible for the effectiveness of college operations. This responsibility is the legislated mandate of the Board of Governors.

The Loyalist Board of Governors and Administration will give advisory committee recommendations the most serious consideration possible and will ensure that advisory committees are informed of the final disposition of their recommendations.

Advisory Committee members will also be recognized for their volunteer services to Loyalist.

Representatives (Chairs) of all Advisory Committees will form an Advisory Council which will be invited to meet periodically with the Board of Governors.

Procedure (see separate policy 2010 01 01):

PROGRAM ADVISORY COMMITTEES (PACs)

Terms of Reference:

Program Advisory Committees (PACs) will be expected to provide program-related advice and assistance, and participate in discussions regarding the following program related matters:

1)   the curriculum with reference to learning outcomes and documentation of the Loyalist program,  provincial program standards (or similar benchmarks where program standards are not available), regional or local curriculum adaptations, and current employer requirements;

2)   the continuing need for programs, their viability, and the identification of alternate clientele and markets for graduates;

3)   the suitability of resources, facilities and equipment, including field work, field placement or clinical resources;

4)   program marketing, student recruitment and changing or expanding graduate employment opportunities;

5)   the maintenance of faculty team and college contact with existing and potential employers of graduates;

6)   the potential development of new courses or programs;

7)   the feasibility of other program related projects, proposals, or activities including part-time, continuing education and contract training opportunities;

8)   the results of provincial or college evaluation instruments related to the program such as Key Performance Indicators (KPI);

9)   other issues at the request of the Loyalist Board or Administration;

10)  additional issues not directly related to their specific program mandate which the PAC wishes to bring to the attention of the Board or Administration.

Membership:

Voting Members

a) Program Advisory Committees (PACs) will consist of a minimum of five members external to the college and will represent a diversity of experience and expertise in the particular career or program area concerned.

b) Every effort will also be made to have at least one Loyalist graduate from the program, and an appropriate representative of a Quinte Region school board on the committee as voting members.

c) Nominations for membership may be made by the committee, individual committee members, or the College.

d) Appointments to the Committee will be made by the Board of Governors through the President on the recommendation of the appropriate Dean or Chair following the Vice-President, Academic being apprised.

e) Appointments to PACs are for a period of two years and can be renewed where specific contributions are to the advantage of the program and college.

f) PACs will be expected to review membership annually.

Ex-officio and Resource Members: (Non-voting Members)

a) The President, Vice-President, Academic and Vice-President, Enrolment Management & Student Services, are ex-officio members of all program advisory committees. Deans and Chairs are ex-officio members of committees for programs under their jurisdiction.

b) A student representative from each program year will be invited to attend and participate in PAC discussions as a non-voting member.

c)  The program coordinator or a full-time program team member will serve as PAC secretary and as a non-voting resource to the PAC.

d) Other program faculty are invited to attend and may be asked by the PAC Chair to participate as non-voting resource personnel.

e) Other students or other college/community resource people may be invited to attend and participate as non-voting resources by the Dean or Chair acting in concert with the Chair of the PAC.

Program Advisory Committee Guidelines and Operations:

1)   The Chair of the committee will be elected from the voting members by the voting membership for a two-year term and may be reelected for additional two-year terms.

2)   The full-time program faculty member or coordinator performing the function of the PAC Secretary will be supported by the resources of the Office Co-ordinator.

3)   Each committee will meet a minimum of twice each academic year.  Additional meetings will be arranged as required.

4)   A quorum will consist of a simple majority of the voting members present at the meeting of the PAC.  For matters requiring the polling of the members as a whole, a motion will be crafted, moved and seconded; a vote will be taken of those present.  The motion will then be sent to all voting members and their votes will be tallied and recorded by the PAC secretary and added to the minutes for approval at the subsequent meeting.

5)   A notice of meeting will be issued to voting and non-voting members a minimum of 30 days prior to the meeting.

6)   An agenda, authorized by the Committee Chair and School Dean or Chair, will be sent by the Committee Secretary through the School office at least one week prior to the meeting date with supporting documentation.

7)   Reports, briefs or special requests for consideration by the PAC will be submitted in writing to the Dean or Chair for approval of the PAC Chair a minimum of two weeks prior to a scheduled meeting for possible inclusion on the agenda.

8)   The PAC Secretary and the Office Co-ordinator will ensure that the Vice-President, Academic, and the President’s office are provided with updates of membership information, copies of agendas, minutes, and other relevant materials.

9)   Within two weeks of each meeting, the PAC Secretary will provide a copy of the minutes for review by the Committee Chair and School Dean or Chair, and ensure distribution of the minutes to all members, ex-officio members and resource people within four weeks of the meeting date.

Recommendations/Communications:

1)   Recommendations of Program Advisory Committees are to be directed to the appropriate School Dean or Chair as follows:

  • if a recommendation is introduced at a meeting of the PAC,  a resolution of the Committee is to be moved, seconded, and if approved,  recorded in the minutes;
  • if a need for a recommendation arises between formal meetings of the PAC, it should be conveyed to the Dean or Chair by the PAC Chair.

2)   Within two weeks of the receipt of a recorded recommendation, the School Dean or Chair will send an acknowledgement to the PAC Chair, with copies to the Vice-President, Academic and the President. This will include a statement of action taken or planned (with estimated completion dates), or reasons why action appears inadvisable or unfeasible.

3)   If action appears advisable but is beyond the authority of the School Dean or Chair, a recommendation will be made to the Vice-President, Academic, and the PAC Chair will be advised (with copies to the President) when further reports may be expected.

4)   The recommendations will continue as an agenda item of the PAC until resolved, and the Dean or Chair will provide continuing progress reports.

5)   If a recommended action requires capital or operating funds, reference to the PAC recommendation will be made in the appropriate budget and planning documents.

6)   Official College positions or communications can only be issued by the Board of Governors or a specific designate, and any matters requiring formal external communication must be recommended to the Board through minutes of meetings.  This limitation should not affect external contact associated with program delivery or program planning unless potential contentious issues are involved.

ADDITIONAL ADVISORY COMMITTEES

Purpose:

The Loyalist Board of Governors or the College Administration may create additional special purpose advisory committees to advise the college on specific issues related to college services, learner or community needs, as well as create ad-hoc Program Advisory Committees to advise on the exploration or development of new programs.

Normally, these advisory committees will dissolve when their specific task is complete, and in any case, will be subject to annual review and renewal.

Terms of Reference:

Each special purpose or ad-hoc advisory committee will be provided with a draft mandate including a statement of the specific area or issue for which advice is being sought and the expected date of completion of the task.

In the case of continuing committees, the specific terms of reference may be approved by the Board of Governors when appropriate, and will be subject to the membership, appointment and general operating guidelines set out for Program Advisory Committees.

ADVISORY COUNCIL

The Chairs of all Program Advisory Committees (PACs) and other special purpose or ad-hoc advisory committees will form an Advisory Council to the Board of Governors and meet periodically with the Board and Administration to discuss matters of college-wide concern.

RECOGNITION OF ADVISORY COMMITTEE MEMBERS

A letter of introduction including a request that a prospective PAC member agree to sit on the committee will be sent when the name and contact information is received in the President’s office.  In acknowledgment of their service to Loyalist College and its students, each advisory committee member, upon appointment, will receive a framed certificate from the President indicating the Advisory Committee and the specific year of appointment.

Sample letters of appointment and appreciation, as well as a form to be used by Office Co-ordinators to notify the President’s and Vice-President, Academic’s office of changes in advisory committee membership status, are attached and form part of this procedure.