Directives

Appendices

PURPOSE

To establish and guide the operations of Advisory Committees as directed by the Ministry’s Binding Policy Directive: Framework for Programs of Instruction

SCOPE

This applies to all degree and Ontario College Credential programs.  

DEFINITIONS

POLICY

1. Algonquin College values the contribution made by Advisory Committee members who willingly volunteer their time.  Ongoing input from industry and the community, through Advisory Committees, is essential for the College to maintain and enhance program standards, and to keep programs relevant to ensure the College graduates are well prepared for employment.
2. In accordance with O. Reg. 34/03 under the Ontario Colleges of Applied Arts and Technology Act, the Board of Governors of Algonquin College has, through the President, directed that there shall be an Advisory Committee for each program, or cluster of programs, and that the Advisory Committees shall report annually to the Board of Governors through the Vice President, Academic. 
3. Advisory Committees are to provide advice and assistance on programs relevant to the needs of the labour market and the community.  The Committees are advisory, not administrative or executive, in nature.
4. New program proposals sent to the Board of Governors for approval must demonstrate Advisory Committee support.  Where appropriate, an existing Advisory Committee may be used to advise regarding the development of a new program.
5. The specific responsibilities of Advisory Committee members are to:
   5.1  Assist in defining and/or revising the learning outcomes of a program, including the specific skills needed by graduates for future employment; 
   5.2  Assist in the development of a program of study to meet the program learning outcomes;
   5.3  Participate in the formal program quality assurance processes to ensure on-going relevance of curriculum and course materials;
   5.4  Assist in identifying student field placements, co-op opportunities, and student international experiences where applicable;
   5.5  Assist in identifying employment opportunities for program graduates;
   5.6  Advise the College on the equipment required in labs, shops and other facilities;
   5.7  Provide information on current industry trends, technological changes and skills in the labour market which could affect the employment of graduates;
   5.8  Advise on opportunities to introduce new programs;
   5.9  Assist in establishing scholarships and bursaries for students;
   5.10 Assist the College to develop partnerships and training opportunities.
6. Membership
   6.1  Each Advisory Committee shall have between eight and fifteen members, external to the College.   More members may be added if required, but a Committee should not have fewer than eight members.
   6.2  To be eligible for appointment as an Advisory Committee member, a candidate must have  knowledge, skills and experience related to the profession, industry, business, sector or service relevant to the program(s) of studies. In addition, the candidate must meet one of the following:
   a)   the candidate’s business or employer is within the region within which graduates will pursue employment;
   b)   the candidate, or the business he/she represents, has a positive and influential standing within the broader industry, business, sector or service;
   c)   represents the diversity of employers within the profession, industry, business, sector or service;
   d)   represents a school board or other post secondary institution.
   6.3  A Chair and a Vice-Chair shall be elected from members of the Committee for a two year term, renewable at the discretion of the Program Chair.  The past Chair would support the new Chair, where possible.
   6.4  The term of office of an advisory Committee member is generally two years, and is renewable.
   6.5  Membership on Advisory Committees should strive for gender and equity group representation.
   6.6  All College staff serve as resource persons to Advisory Committees and have no voting rights.
   a)   The Program Chair is an ex-officio member of the Advisory Committee and acts as the College resource to the Committee.
   b)   The Academic Manager responsible for the part-time offerings of the program provides information on the alignment of the day and CE/DE offerings and information on the life-long learning opportunities at the College.
   c)   Full-time and part-time professors, who teach in a program or program cluster, bring their expertise and experience of the program.
   d)   If students sit on the Advisory Committee, they bring their perspective of the College and program experience. 
   6.7  Following consultation with the Advisory Committee Chair, the Program Chair will recommend to the Dean of the School the appointment of new members or the reappointment of an existing member whose term is about to expire.  It is recommended that the process be initiated three months in advance of the expiry date.
7. Meetings
   7.1  Advisory Committees are to meet at least once per term, with the option of meeting more  frequently at the request of the Advisory Committee Chair, the Program Chair or the majority of  Advisory Committee members.  Meetings should be held in a location and at a time agreeable  to Committee members.
   7.2   Quorum of 50% plus one is required for matters that require a motion or vote, such as changes to programs of study or the creation for new programs.
   7.3   The agenda for the Advisory Committee meetings is to be drafted by the Program Chair and approved by the Advisory Committee Chair.  The agenda should be structured in such a way as to allow most of the discussion to be directed by Committee members.
   7.4   Minutes of meetings will be taken and distributed within two weeks of each meeting to Committee members, College staff in attendance, the respective Dean and the Vice President, Academic.
   7.5   The Program Chair has the primary responsibility to action requests and recommendations arising from Program Advisory Committee meetings. Minor program changes can be addressed during the Annual Curriculum Review.
   7.6   If the requested actions are beyond the Program Chair’s authority and/or responsibilities, the issue should be brought to the attention of the Dean of the School for resolution.  If the Dean is unable to resolve the matter, it will be brought to the attention of the Vice President, Academic who will address the issue and/or involve the President and the Board of Governors.
   7.7    The Program Chair is responsible for keeping Advisory Committee members and program staff informed of the status of Program Advisory Committee recommendations.
8.  Conflict of Interest
   8.1   When a candidate accepts to serve as Advisory Committee member, he/she will be asked to sign a Conflict of Interest Agreement.
   8.2   An Advisory Committee member, who perceives that his/her private or personal interests conflict or have the potential to conflict with an issue under discussion at an Advisory Committee meeting, has an obligation to excuse him/herself from the discussion and to abstain from voting on the specific issue.
   8.3   The member’s declaration of conflict of interest will be recorded in the meeting minutes.
9.  Annual Report
   Annual Advisory Committee Reports to the Board of Governors shall be drafted by the Program Chair, based on meeting minutes, and submitted to the Advisory Committee Chairs for their approval.  The Program Chair will submit the Annual Reports to the Dean of the School who will forward them to the Vice President, Academic by the end of June of each year.
   



PROCEDURE

SUPPORTING DOCUMENTATION
see Appendices above

RELATED POLICIES
 None

RELATED MATERIALS

Ministry’s Binding Policy Directive: Framework for Programs of Instruction: