TOR27: Program Advisory Committees

In accordance with Board of Governors Policy D-30-05: Program Advisory Committees and College Council, and the governing legislation, regulations and the Ministry binding policy directive requiring advisory committees for programs of instruction, the President establishes program advisory committees for programs or clusters of related programs.

2. DEFINITIONS

Lead: An academic unit (School or Campus) that develops a program or course.

Affiliate: An academic unit (School or Campus) that offers a program or course that has been developed by the Lead program.

3. MEMBERSHIP AND TERMS OF OFFICE

3.1. Program advisory committees consist of no fewer than seven members appointed by the appropriate Dean or designate. The size of a committee may vary depending on the range and diversity of the program or cluster of programs. A majority of the members must have a direct interest in and a diversity of experience and expertise related to the particular occupational area addressed by the program(s). This membership is drawn from related professional organizations, employers, practitioners, graduates and, where appropriate, representation from other sectors such as education, community agencies, voluntary organizations and the general public. Membership is representative of the geographical area served by the College and reflects the cultural and economic interests of the communities.

3.2. Program advisory committee members must have an arm's length relationship with the Board of Governors and with the College. Accordingly, members of advisory committees exclude Board of Governors members, full and part-time employees or students who administer, teach in, support or are enrolled in the programs within the mandate of the advisory committee.

The above is not intended to exclude the Board from establishing linkages with the community through the attendance by Board members at advisory committee meetings.

3.3. Normally, appointments are for a three-year term and may be reappointed.

3.4. Advisory committees are assisted by appropriate resource persons from the responsible School, Faculty or Campus.

3.5. Advisory committees may establish a process and criteria for addressing situations in which a member fails to participate.

3.6. These Terms of Reference may be amended by the Senior Vice-President, Academic.

4. MEETINGS AND CONDUCT OF BUSINESS

4.1. Advisory committees meet not less than once each academic year (i.e. September to August).

4.2. Some advisory committee members may be asked to participate in an External Focus Group in accordance with College policy A126: Academic Excellence. A Chair and Vice-Chair for each advisory committee are elected annually from among the members.

4.3. The manager of the relevant School, Faculty or Campus appoints a secretary for the advisory committee for their area. In advance of each meeting the secretary, in consultation with the advisory committee chair, uses the templates found in Standard 1 of this ToR to prepare and distribute an agenda and supporting material, invite any requested resource persons, and circulate minutes and reports following the meeting.

4.4. Where Lead programs have associated Affiliate programs, the Affiliate program may form a program advisory committee in accordance with this Terms of Reference. The manager of the Affiliate program's relevant School, Faculty or Campus will determine whether this delivery-specific committee is required.

4.5. Advisory committee meetings may be attended and supported by appropriate resource persons from the responsible School, Faculty or Campus.

4.6. Each committee maintains documented minutes of committee activities and recommendations. When finalized, such minutes are approved by the committee.

4.7. When an Affiliate program advisory committee exists, the minutes of the Lead and Affiliate committees shall be a standing item for review on both committee's agendas.

4.8. Advisory committee minutes and any associated reports are submitted to the appropriate Dean(s) and Associate Dean(s) and members of the advisory committee.

4.9. The Office of the Senior Vice-President, Academic is responsible for the maintenance of a central repository of advisory committee agendas, minutes, reports and other documentation.

5. REFERENCES

Provincial

• Framework for Programs of Instruction

Board Policy

• D-30-05: Program Advisory Committees and College Council

College Policy

• A126 Program Excellence

6. ADDENDA

• Standard 1: SCHOOL GUIDE FOR PROGRAM ADVISORY COMMITTEES

Standard 1: SCHOOL GUIDE FOR PROGRAM ADVISORY COMMITTEES

Cttee ID & Name: TOR27: PROGRAM ADVISORY COMMITTEES
Addendum: Standard 1: SCHOOL GUIDE FOR PROGRAM ADVISORY COMMITTEES
Issued by: Senior Vice-President, Academic
Effective: 2022-12-08

Note: The complete School Guide for Program Advisory Committees is available in the terms of reference document. Please refer to the original document for the comprehensive guide including sections on how to use the guide, policy and terms of reference requirements, responsibility and compliance information, PAC definitions and purposes, detailed requirements for members and composition, meeting procedures, document templates (welcome emails, meeting emails, surveys, agendas, and minutes), recordkeeping instructions for FIRST, and complete appendices with customizable templates for all PAC communications and documentation.