Advisory Committees

While it is the role of the Board of Trustees to enact institutional policies, the committee’s primary purpose is to advise on matters that directly concern the instructional program. In addition, the committee should consider providing advice on such matters as: occupational performance competencies, instructional objectives, equipment selection, facility layout and modification, job requirements, program articulation, labor market needs, trends, career opportunities, instructor competencies and retraining strategies, and student recruitment and orientation.

The advisory committee is expected to offer recommendations for program improvement and to provide recommendations relevant to policy about the instructional program design to the proper instructor and administration. The recommendations will be evaluated by the program faculty and sent to the appropriate dean and school administrator. All recommendations submitted by the advisory committee will be reviewed, assessed, and given consideration by the appropriate college administration. While the institution values and carefully evaluates each recommendation, implementation may be limited by factors such as accreditation requirements, faculty capacity, resource availability, or budgetary constraints.

It is the purpose of your advisory committee to include the following responsibilities:

(Policy 2.11 of OTC’s Policy and Procedures Manual)

• Advise in areas of educational and training outcomes (instructional objectives) and the alignment and transferability of academic programs, courses, and credentials between Ozarks Tech and other colleges and universities (program articulation).
• Provide input on equipment selection, facility layout, and modification.
• Assist students and graduates with employment opportunities.
• Determine job specific core competencies and performance levels for target occupations.
• Recommend standards for program performance measures developed by the college.
• Conduct an annual review of program performance and participate in a periodic evaluation study.
• Organize a periodic study of employment trends for related occupations in the local labor market.
• Recommend business and industry-centered activities which create awareness within the community, promote a positive image, and recruit students into the program.
• Explore and participate in activities that link the program to the economic community.
• Facilitate instructor in-service training opportunities.

• Meet twice (minimum) annually in the fall and spring of the present term.
• Conduct an annual program performance review.
• Ensure members serve a rotating three-year term with new appointments made annually, if applicable.
• Elect a chair, vice chair and recorder at the last meeting of the spring semester of the present term.
• Identify annual committee goals in support of the institution’s advisory committee objectives.
• Recommend course sequencing for the program’s webpage.

In the spring meeting, members will be nominated by instructor(s), appropriate administrator(s), and/or current advisory committee members for the following academic year. Following approval of the nominees by the committee and chancellor of the college, notice of appointment will be made by email from the chancellor of the college stating the term for which the appointment is made.

A term of office shall last for three years, with one-third of the membership appointed each year, if applicable. Terms will begin on July 1 every year. Staggered terms ensure both committee continuity and ability to accommodate change. Members may serve additional consecutive terms if approved by the members of the advisory committee and the chancellor of the college.

The program advisory committee shall consist of no more than fifteen members, unless otherwise required by a third-party accreditor. Members will, insofar as possible, constitute a cross-section of the employment community, with special emphasis on private sector employees and employers. Membership should also include a student and other representatives of minority and target groups whose interest must be served by career and technical education.

Your attendance is vital. Absence from two consecutive meetings should cause you to reconsider time commitments and ability to meet your obligation to the advisory committee. Members absent without reasonable cause from three consecutive meetings will be considered to have resigned their seat.

Committee Calendar

The advisory committee will plan its activities during a calendar period from July through June.

Annual Program Review

Program data will be prepared annually for committee review. The data may include, but is not limited to, enrollment trends, student retention rates, course pass rates, and performance on professional licensure or certification examinations. The advisory committee must meet to review and discuss these findings and submit its recommendations regarding the instructional program’s performance prior to the end of the advisory committee planning year.

Committee Goals

Each year, the advisory committee will establish goals that support the institution’s strategic or program objectives. Ideally, the committee should also participate in the development of the three-year program plan that aligns with institutional priorities and addresses specific needs within the related industry.

Advisory Committee Name

The advisory committee will be known by the name of its program area, i.e., the advisory committee for the Welding Technology program is known as the Welding Technology Advisory Committee.

Officers

Your committee will have a chair, vice chair and recorder who are elected for one-year terms by the membership. Elections for the next term will be held at the last meeting of the present term.

Meetings

The advisory committee will meet at least two times per year. Written and/or e-mail notices of upcoming meetings will be sent to members at least two weeks before the meeting.

Minutes

Minutes, along with an agenda of each meeting, will be kept on file and available to local administrators, instructors and committee members. A prescribed format for meeting minutes is provided.

Recommendations and Reports

Recommendations from your committee will be submitted in writing to the administrator responsible for your committee who will add his/her recommendations and present them to the appropriate dean and vice chancellor.

Removal of Members

Members who are absent without reasonable cause from three consecutive meetings will be considered to have resigned their seat. The committee may choose to fill the vacancy through the regular appointment process or wait until the spring nomination cycle. If filled immediately, the replacement member will serve until June of that academic year. During the spring semester, the position will be formally nominated and approved through the standard process, and the individual confirmed by the committee and the chancellor will complete the remaining term of the member who was removed.

Addition of Members

Members may be added once a year following the prescribed appointment process. Deadlines for additions is May 15.

Committee Chair

Term: 1 year

Requirement: The chair must be actively serving on the program committee and must have served at least one year as an active member prior to accepting the position.

Responsibilities:

• Understand and assist in carrying out the program advisory committee guidelines.
• Conduct at least one advisory committee meeting during the fall semester.
• Conduct at least one advisory committee meeting during the spring semester.
• Serve as a liaison between the advisory committee, Ozarks Technical Community College, and the Springfield and surrounding communities.
• Work closely with faculty to prepare meeting agenda, handouts and other materials necessary to conduct the meeting.
• Perform other duties as needed.

Committee Vice Chair

Term: 1 year

Requirements: The vice chair must actively be serving on the program advisory committee and must have served at least one year as an active member prior to accepting the position.

Responsibilities:

• Understand and assist in carrying out the program advisory committee guidelines.
• Acts during temporary absence or resignation/removal of the chair to:
  • Conduct at least one advisory committee meeting during the fall semester.
  • Conduct at least one advisory committee meeting during the spring semester.
  • Work closely with faculty members to prepare meeting agenda, handouts, and other materials necessary to conduct the meeting.
• Approve/authorize advisory committee meeting minutes and assure all meeting minutes are electronically transmitted to the appropriate faculty member(s).
• Serve as liaison between the advisory committee, Ozarks Technical Community College, and the Springfield and surrounding communities.
• Perform other duties as needed.

Committee Recorder

Term: 1 year

Requirements: The recorder must actively be serving on the program advisory committee as a committee member or a full-time employee of Ozarks Technical Community College, and must have served at least one year prior to accepting the position.

Responsibilities:

• Understand and assist in carrying out the program advisory committee guidelines.
• Schedule all advisory committee meetings. The committee must hold at least one meeting in the fall semester and at least one meeting in the spring semester.
• Record, transcribe, and copy advisory committee meeting minutes for final approval/authorization by the vice chair.
• Serve as liaison between the advisory committee, Ozarks Technical Community College, and the Springfield and surrounding communities.
• Perform other duties as needed.