1-18 Advisory Committees Policy

  1. The Office of Academic and Student Affairs shall establish career advisory committees for any terminal award programs.
  2. At the discretion of the Vice President for Academic and Student Affairs (VP/ASA), advisory committees may be established for other degree programs and curricula or for special programs and services.
  3. Members of advisory committees shall be appointed by the President upon recommendation of the VP/ASA, after consultation with the Department Chair (if one exists). Advisory committee members serve at the pleasure of the college and receive no compensation for this voluntary service.
  4. Advisory committees shall meet a minimum of once each academic year, and the Vice President for Academic and Student Affairs shall develop guidelines for membership, meeting agenda, nature of advice and council, and appropriate recognition and acknowledgements (awards). (POLICY APPROVAL: 03-25-04, SFCC Governing Board)

PURPOSE

Describes procedures for establishing advisory committees for instructional programs and defines their functions. This Policy does not address other advisory committees that are not concerned with curricula.

BACKGROUND

  1. Career advisory committees are created to provide guidance and advice regarding curricula.
  2. Special advisory committees are created, as required, on either an ad-hoc or permanent basis and serve the college in a manner and with representation similar to career advisory committees, except that their specific areas of concentration and advice are not curricular but related to special programs and services of the college.Policy 1-18 Page 2 of 6
  3. Advisory committees assist college programs and the VP/ASA in , other ways deemed appropriate by program directors and the VP/ASA. Functions served by advisory committees include, but are not limited to, the following:
    1. They serve as communication links between the college and the community; between the college and professional, occupational, or special service groups. They acquaint the community with available college resources and the college with community needs.
    2. They identify specific skills and provide suggestions concerning technical information, equipment, and facilities necessary for college programs or special services.
    3. They identify community resources that may support or contribute to the success of college programs and services.
    4. They keep the college informed about changes in the economy and labor market, including specific workforces needs and surpluses.
    5. They assess program and service needs from the perspective of the community.
    6. They assist in recruiting students
    7. They identify work experiences and cooperative-education opportunities for students and job opportunities for graduates.
    8. They suggest ways and means to enhance the public image of the college and foster community relations.
    9. They recommend competent personnel to serve as adjunct faculty, guest lecturers or speakers, and advisory committee members.
    10. They assist in developing, evaluating and updating curricula; in placing graduates; in locating potential resources; and, in identifying qualified applicants for instructional positions.

GUIDELINES

  1. Appointments of new advisory committee members may be made at any time. All terms expire on June 30, and annual reappointments are submitted to the Office of Academic and Student Affairs by April 30.
  2. The committee secretary is responsible for submitting recommendations for appointment or reappointment.
  3. Advice on appointments and reappointments may be received from anyone, but recommendations are submitted only through the advisory committee secretary.
  4. A retiring committee member may recommend, but not designate, his or her replacement.
  5. College personnel serve as observers, staff, officers, or resource persons to advisory committees and may participate but are not, with the exception of the secretary, official committee members.
  6. No prescribed contents exist for a letter inviting someone to serve on a program advisory committee. The following is only an example, which may be expanded or modified to suit a particular program’s needs. The letter signed by the president is sent after the appointment form (following) has been completed and signed by the appropriate college authorities. Dear _____________: It gives me great pleasure to extend you an invitation to become a member of the [PROGRAM NAME] advisory committee. Advisory committees serve a vital function at the college, and we are grateful for the time and expertise donated by members of our community who serve on these committees. Attached is a brochure that explains in more detail what Santa Fe Community College advisory committees are and what they do. Should you consent to serve on the [PROGRAM NAME] advisory committee, your term of appointment will be from July 1, 20___, through June 30, 20___.

Thank you.

Sincerely,

President

PROCEDURES

  1. Committee members are appointed by the President for terms of one to three years, and a member may be reappointed up to two additional terms.
  2. Membership Categories. Each advisory committee has unique requirements for differing expertise among its members. The mix of backgrounds should reflect these specific requirements as well as the need to have appropriate representation of both genders, racial and ethnic diversity, and occupational or community variety. To the extent possible, balanced representation is sought by appointing members from each of the following categories:
    1. consumers/general public;
    2. alumni and alumnae;
    3. business, industry, and government;
    4. labor;
    5. professional;
    6. special-interest groups;
    7. educators from other institutions.
  3. Officers
    1. Chair: each advisory committee has a chair (elected by a simple majority vote of the members) who serves a one-year term and is eligible for reelection.
    2. Secretary: each committee has a secretary, appointed by the VP/ASA. Normally, the secretary is the department chair or the program director.
  4. Central Coordination
    • The Office of Academic Affairs maintains a central file of committee members and minutes of all committee meetings.
  5. Size of Advisory Committees.
    • Each advisory committee normally consists of no fewer than five members and no more than 11 members.
  6. Recommendation for Appointment/Reappointment of Members
    1. The committee secretary prepares a Recommendation for Appointment/Reappointment form and biographical sketch of the nominee. Reappointments are handled in the same manner as appointments, except that highlights of the member’s contributions to the committee are noted on the form.
    2. The secretary submits the Recommendations for Appointment/Reappointment form and the biographical sketch to the VP/ASA.
    3. The VP/ASA signs the form, forwards to the President for final approval, and then the President’s Office sends to the nominee an official appointment letter on behalf of the college and the program.
  7. Resignation and Non-reappointment
    • In the event a committee member resigns before completion of an appointed term or is not recommended for reappointment, the committee secretary notifies the VP/ASA, citing the reasons that prompted the action
  8. Meetings and Responsibilities of Officers
  1. The committee secretary is responsible for distributing to new members the Santa Fe Community College mission statement, the approved policy regarding advisory committees, and other relevant information about the program or the college.
  2. The committee secretary exercises coordinating responsibility for the advisory committee.
  3. At least one advisory committee meeting is held each academic year.
  4. Minutes of every meeting are submitted by the secretary to the appropriate division chair, VP/ASA, and the president.
  5. Minutes (a record of what was accomplished rather than a verbatim account of proceedings) are reviewed at subsequent meetings and corrections or changes recorded.
  6. College faculty and staff are encouraged to suggest agenda items to the committee chair or secretary and are expected to attend committee meetings of their discipline or program.
  7. The committee secretary prepares, as part of the department’s annual report, an end-of-year report describing accomplishments and submits it (during the first week in May) to the division chair, the VP/ASA, and the president.

Updated: 8/8/03

Revised: 3/25/04

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