PROGRAM ADVISORY COMMITTEE HANDBOOK

With Special Emphasis on Support for

Career and Technical Education Programs

Los Rios Community College District

AmericanRiverCollege

CosumnesRiverCollege

Folsom LakeCollege

SacramentoCityCollege

May 2007

Foreword

The Los Rios Community College District is committed to providing the highest quality, state-of-the-art instruction in programs and classes that are offered by the four colleges of the district: AmericanRiverCollege, CosumnesRiverCollege, Folsom Lake College, and SacramentoCityCollege. Advisory committees play an essential role in ensuring high quality, relevant programs in the Los Rios Community College District and are a mandated requirement for career and technical education programs (Carl D. Perkins Career and Technical Education Act of 2006; Title V, Section 55008).

This project was made possible through The Carl D. Perkins Vocational and Applied Technology Education Act of 1998 federal funding as administered by the California Community College Chancellors Office

Acknowledgements

Without the support and dedication of many Los Rios faculty and administrators, this update would not have been written. The starting point for the current document was the 1987 Occupational Education Advisory Committee Handbook. Much of the content in the current handbook was retained from the original document. In addition, ideas synthesized from advisory committee handbooks produced by other colleges, professional associations, and state agencies across the United States were incorporated into this handbook. These sources are identified in the references. It is hoped that members of program advisory committees, as well as college faculty and administrators, will find the suggestions useful.

Several people deserve recognition for their contributions to this project. Among them are Karen Kunimura and K.C. Boylan, faculty curriculum leaders who led preliminary efforts to update the advisory handbook for the district, and District Senate President Jane DeLeon, who coordinated efforts to appoint faculty to an ad hoc project review committee. Janis Caston compiled, wrote, and edited the initial draft of the handbook. Others who provided administrative leadership and funding for the project include Walter DiMantova, Cris McCullough, Stuart Van Horn, Rick Ida, and Judy Beachler. Faculty members Lisa Daly, Dana Wassmer, Judi Keen, Victoria Maryatt, Dale Cohen, Phil Cypret, Norval Wellsfry, Howard Lewis, Kevin Rogers, and Robyn Waxman are to be thanked for providing input and for reviewing the draft document.

Table of Contents

Foreword

Acknowledgements

Introduction

Purpose of the Handbook

Part I: Purpose and Functions of Program Advisory Committees

Program Advisory Committee Definition

Purposes of Program Advisory Committees

Federal Compliance Requirements

The Los Rios Local Planning Process

State Compliance Requirements

Function of Program Advisory Committees

Curriculum and Instruction

Program review and evaluation

Recruitment and job placement

Student organizations

Professional development

Community/public relations.

Resources

Leadership Activities

Part II: Program Advisory Committee Organization

New Program Planning

Implementation of Advisory Committee Recommendations

Evaluation of Program Advisory Committee Effectiveness

Selecting and Appointing Advisory Committee Members

Selecting Committee Members

Appointment of Committee Members.

Membership Term

Vacancies on the Committee.

Orientation of New Committee Members

Part III: Committee Membership

Role of the Advisory Committee Chair

Role of Advisory Committee Members

Role of the Advisory Committee Staff

Role of Program Faculty Members

Part IV: Advisory Committee Meetings – Guidelines for Operation

Meeting Schedule

Face-to-Face versus Electronic Meetings

Preparation of Agenda

Sample Agenda

Meeting Preparations

Meeting Evaluation

Meeting Follow-Up

Committee Member Recognition

Appendices

Appendix A: Sample Letter of Invitation

Appendix B: Sample Letter of Welcome

Appendix C: Sample Notice of Meeting

Appendix D: Sample Agenda for Program Advisory Committee

Appendix E: Sample Format for Meeting Minutes

Appendix F: Members for Program Advisory Committees

Appendix F: Members for Program Advisory Committees

Appendix G: Board Policy and Regulations Related to Advisory Committees

Appendix K: Sample Certificate of Appreciation

Appendix K: Sample Certificate of Appreciation

Appendix I: Implementation of Advisory Committee Recommendations

Appendix J: “If You Want Me to Serve on Your Advisory Committee”—

Appendix J: “If You Want Me to Serve on Your Advisory Committee”—

Appendix K: Special Populations

Appendix L: Model Annual Evaluation Checklist

Appendix M: Model Process for Inviting Community Members

Appendix N: Care and Feeding of Advisory Boards

Appendix O: Orientation of New Members

References

Introduction

The Los Rios Community College District—American River College, Cosumnes River College, Folsom Lake College, and Sacramento City College—would not be as successful as they are in meeting the needs of the greater Sacramento region if it were not for the strong contacts maintained with the community including business, governmental agencies, industrial partners, labor organizations, professional associations, universities and colleges, high school districts, and others. Input from these groups is essential for the colleges to remain current about changes and developments in the labor market and to provide those programs that prepare graduates to meet current employer requirements.

Career and technical program advisory committees play a crucial role in planning, revising, and maintaining curricula that will prepare students to meet the challenges they will face in the job market. Community college career and technical programs must constantly reflect changes in technology and job requirements. However, updating existing programs is not sufficient. The district also looks to the representatives of business, government, labor, and industry to make the colleges aware of changes in the workplace that will be occurring in the future so that curricula can be designed and new programs can be initiated to reflect new areas of growth and demand.

Purpose of the Handbook

The purpose of this handbook is to provide guidelines and best practice suggestions for college faculty and administration who have been asked to take lead responsibilities with program advisory committees in the Los Rios Community College District, as well as to support other members of program advisory committees. The first part of the handbook is devoted to a general discussion about the purpose and functions of advisory committees, with a primary focus on career and technical program advisory committees. This is followed by guidelines for committee organization, committee membership, and meeting management.

The handbook includes specific suggestions and guidelines for the operation of advisory committee meetings, including preparation of agendas, meetings set up, evaluation, committee member recognition, program review, and evaluation. The appendices include sample evaluation forms, letters of invitation and welcome, a sample certificate of appreciation, as well as model processes and best practice suggestions.

Part I: Purpose and Functions of Program Advisory Committees

Program Advisory Committee Definition

A program advisory committee is a representative group of individuals whose experience and abilities represent a cross section of a particular discipline or occupational area. Career and technical program advisory committees are composed of individuals from the community who volunteer to advise the colleges on many factors related to the operation and success of career and technical programs, as well as college faculty and staff. In addition to ongoing support and advice for existing programs, from time to time the colleges or district may convene a special “ad hoc advisory committee” to meet a special or emerging need, such as when a new program opportunity is being explored.

Purposes of Program Advisory Committees

It is the general practice of the district that program advisory committee members represent the occupations served by the program and reflect a cross section of the community. Committee recommendations are solicited by college staff on activities which impact the quality and effectiveness of college programs. The general purposes of program advisory committees include the following:

  • To promote greater cooperation between the college and the community it serves in preparing individuals for employment and further education, and in promoting the quality of education provided.
  • To enhance the ability of the colleges to respond to the greater Sacramento workforce demands for education and training and provide a process of continuous improvement through ongoing review and development.
  • To assist the colleges in identifying the need for and the development of new programs and reviewing current programs for possible updating to meet changing needs in the workplace.

Federal Compliance Requirements

Program advisory committees are required for career and technical programs receiving federal vocational funding. As defined by the Carl D. Perkins Career and Technical Education Act of 2006, career and technical programs focus on both academic and technical standards linked to “high skill, high wage, or high demand” occupations in current and emerging professions, including occupations and fields requiring a baccalaureate degree.

While the principal focus is on two-year degrees and certificates that lead to entry-level employment, the act allows for the full spectrum of career pathway options, including both two- and four-year postsecondary options. Career and technical fields include a broad spectrum of occupations in agriculture, business, information technology, family and consumer sciences, health occupations, trades and industrial sectors, and public services.

The Los Rios Local Planning Process: The district is required to engage community members in the development of its annual local plan, which is submitted to the Chancellor’s Office for California Community Colleges as a condition of federal vocational funding. The plan must describe community member involvement in the development, implementation, and evaluation of career and technical education programs. The Act also requires that local plans take into consideration how continuous improvement and responsiveness to labor market will be integrated into program planning activities. (2006Carl Perkins Act,Section 134)

It is district practice to recognize members of all career and technical program advisory committees as members of the Los Rios planning process. Actions and recommendations of program advisory committees, as well as outcomes of special planning meetings, are incorporated into the annual plan.

State Compliance Requirements

Advisory committees for career and technical programs are also required by State of California Education Code (Section 70901) and by Title 5, Section 55601, of the California Code of Regulations, which states:

The governing board of each community college district participating in a vocational education program shall appoint a vocational education advisory committee to develop recommendations on the program and to provide liaison between the district and potential employers.

The committee shall consist of one or more representatives of the general public knowledgeable about the disadvantaged, students, teacher, business, industry, school administration, and the field office of the Department of Employment Development.

Education Code Title 5, Section 11504 (i)(1) states, “the majority of committee membership shall represent the occupation for which instruction is given.” This statement is the only legal reference to the size of advisory committees, according to the California Department of Education, the agency responsible for administering federal Carl D. Perkins funding.

Function of Program Advisory Committees

The primary function of program advisory committees is to provide advice to program faculty and administration. Depending upon the needs of the particular program and the interests and expertise of the advisory committee members, the committee may focus on one or more of the following non-exhaustive list of suggested activities.

  • Curriculum and Instruction
  • Recommend content outcomes for new courses, new programs and/or course and program modifications.
  • Review and assess the general education portion of the program in addition to the specific knowledge and skills of the occupational area.
  • Provide information about changes and developments in technology, the labor market, and the workplace.
  • Review, recommend, and assist in obtaining instructional materials.
  • Identify specific skills and technical information requirements which should be included in college career/technical programs and courses.
  • Assist in developing and conducting community surveys to determine occupational demand, new areas of training needs, and employment trends.
  • Advise on need for upgrading the skills of people currently employed in the program field.
  • Program review and evaluation
  • Assist faculty with goals, objectives and activities of the program.
  • Assist in developing and validating student learning outcomes and assessments for the program and/or courses.
  • Recommend program evaluation criteria and participate in periodic program review.
  • Review and compare student performance to business/industry standards.
  • Formulate recommendations for major program revisions and improvements.
  • Assess needs and progress of diverse student populations.
  • Assist with the design, implementation, and review of follow-up studies.
  • Advise the faculty, administration, and Board of Trustees in the development of policies and procedures affecting career/technical programs.
  • Recruitment and job placement
  • Provide or obtain cooperative work experiences, internships and externships, work study, or other work-based learning opportunities for students.
  • Assist in determining the number of program graduates who are likely to be needed for employment in the greater Sacramento area.
  • Notify college staff of job openings and hire graduates/program completers.
  • Assist with career days/job fairs and related career development activities for students.
  • Assist in developing a marketing planfor the program.
  • Assist in recruiting potential students and new faculty/staff for the program.
  • Student organizations
  • Sponsor student organization activities and assist in fundraising.
  • Conduct leadership development activities for students.
  • Evaluate student portfolios.
  • Assist in developing and judging competitive skills events.
  • Professional development
  • Provide instructors with retraining/back-to-industry and summer opportunities for technical upgrading.
  • Support staff attendance at conferences.
  • Provide tours and field trips, job shadowing experiences, and speakers..
  • Community/public relations.
  • Establish programs to recognize outstanding students, faculty, and community leaders.
  • Provide information to the community regarding the educational opportunities at the college.
  • Serve as a liaison between business, industry, government, professional associations, and the college.
  • Recommend ways to involve business and industry in the support of career and technical programs.
  • Be visible in support of programs during public and special events.
  • Resources
  • Support a program of awards/scholarships for students in the program.
  • Identify potential instructors for career/technical programs.
  • Recommend and provide qualified guest speakers for classes and other gatherings.
  • Recommend potential sources of financial support within the community and from other sources.
  • Leverage community resources and broker community partnerships.
  • Conduct fundraising activities and make or obtain donations.
  • Recommend technical resource people.
  • Leadership Activities
  • Update program staff on legislative actions and/or proposed regulatory changes that may impact the program.
  • Advocate for programs with legislators and other leadership bodies.

Part II: Program Advisory Committee Organization

The colleges are mandated to have program advisory committees for career and technical programs. In addition, the Los Rios colleges may choose to organize additional program advisory committees on an ad hoc or permanent basis. The suggestions in this handbook are useful for any program advisory committee that the colleges may organize.

New Program Planning: When a new program is being considered, an ad hoc advisory committee to assist with program planning may be helpful. Los Rios Board regulation requires that “in the area of occupational programs, there must be evidence that State licensing agencies have been consulted in the development of a program for which licensure is required.” (Board Regulation 7140 (1.1.8)

The Los Rios Academic Senate (October 3, 2006) recommended that a team of faculty from related disciplines be appointed to develop new programs or courses when the college does not have a faculty member with specific expertise in the area. The team may include faculty from more than one of the Los Rios colleges. Knowledgeable advisors from the community may provide expertise that otherwise would be unavailable to faculty developers.

Implementation of Advisory Committee Recommendations

The minutes of advisory committee meetings include recommendations of the committee. These recommendations are reviewed and considered by program faculty and administrators. Departmental/program faculty meetings may be used to respond to advisory committee input. Follow-up includes, at a minimum, routine reports to the committee regarding actions taken or not taken. Committee input may inform a variety of processes at the college and/or district levels, as outlined in Appendix I.

Evaluation of Program Advisory Committee Effectiveness

An effective advisory committee fulfills its primary purposes. Indicators of an effective advisory committee include the following:

  • Established long-term and short-term goals and objectives for the committee.
  • Engaged in regular assessment and updating of plan of action or program of work of the committee.
  • Provided regular assessment of the impact of committee recommendations on the success of the program.
  • Engaged in effective communication with and provided sufficient input to program faculty to guide their efforts in meeting community needs.

A sample committee evaluation instrument is included in Appendix L.

Selecting and Appointing Advisory Committee Members

Selecting Committee Members: Committees are generally composed of from 10 to 25 members. For career and technical programs community membership should be broadly reflective of the occupational community that the program serves. Every effort should be made to assure that the ethnic, racial, and geographic composition of the advisory committee is reflective of the population of the college’s service area (Carl D. Perkins Career and Technical Education Act of 2006). In general, membership should include representation from all of the following categories. For additional suggestions, see Appendix F: