ES4005 - Program Advisory Committees

1. Scope
   1. To establish a procedure for developing and utilizing advisory committees.
2. Institutional Regulations
   1. Each occupational preparatory program will have an advisory committee.
   2. The advisory committee will meet formally at least two times during the fiscal year.
   3. Committee members will be selected from the DMACC district will represent a cross-section of the occupation on which the program focuses. Specific attention will be given to securing representation from a cross-section of the district population to include former students, current students, union members, ethnic minorities, and urban/rural residents. Multi-campus programs should have multi-campus representation.
   4. The Des Moines Area Community College Board of Directors will appoint individuals for advisory committee participation based upon the recommendations of the President through the Senior Vice President of Academic Affairs, Ankeny Campus.
3. Procedure
   1. Criteria for selecting advisory committee members:
      1. Work experience in occupation and/or profession.
      2. Demonstrated leadership.
      3. Interest in the College and program.
      4. Appropriate representation of the occupation’s/profession’s work force.
      5. Appropriate representation of the district population in respect to educational background, union membership, place of residence, and ethnic background.
   2. Procedures for Appointment of Advisory Committee Members:
      1. The prospective committee member will be contacted by the group/program chair, who will explain the nature of the advisory committee service and determine the person’s interest in serving on the committee.
      2. The dean will use an “Advisory Committee Input” form (see following) to submit names of interested and qualified prospects to the Vice President, Ankeny Campus. These names must be subsequently approved by the President and the Board. Changes and additions will be taken to the Board at a later meeting.
      3. All appointments are for one-year renewable terms.
      4. A letter of appointment will be prepared by the dean/campus executive dean, and will be sent to each appointed committee member along with an Advisory Committee Members’ Handbook.
      5. A letter of appreciation and thanks will be sent by the dean/campus executive dean to each member when his/her term expires, if he/she is not reappointed to the committee.
      6. An official list of Board-approved Advisory Committee Members will be kept in the Vice President, Ankeny campus office, and copies will be sent to each appropriate dean/campus executive dean following Board action.
      7. If a vacancy should occur during the year, the above procedures should be followed to fill the vacancy for the remainder of the term.
   3. Utilization of the advisory committee
      1. All committee members will be oriented to their duties and responsibilities.
      2. The advisory committee members shall serve in an advisory, not decision making or regulatory capacity, and shall be so informed by the dean/campus executive dean or his/her designee.
   4. Responsibilities for Committee Operation:
      1. The program chairperson/instructor and advisory committee chairperson are responsible for scheduling meetings and distribution of the meeting minutes.
      2. The program chairperson/instructor is responsible for scheduling a meeting room and the physical accommodations for the advisory committee meeting.
      3. A record of all advisory committees will be maintained in the office of the dean.
   5. Agenda
      1. An agenda for the meeting will be prepared and distributed no later than two weeks preceding the meeting by the program chairperson. The agenda will be sent to all campus Deans where there are multi-campus offerings.
      2. The agenda will be distributed to the following:
         1. Each committee member
         2. Departmental dean/campus executive dean.
         3. Vice President, Ankeny Campus.
   6. Minutes
      1. Minutes for all meetings will be recorded and distributed no later than two weeks following the meeting by the program chairperson. The minutes will be sent to campus executive deans where there are multi-campus offerings.
      2. The minutes will be distributed to the following:
         1. Each committee member
         2. Dean/campus executive dean.
         3. Vice President, Ankeny Campus