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Program Advisory Committees Policy

Effective Date: May 19, 2021
Downloadable Version: PDF ICON Program Advisory Committees Policy
  This document is available in alternate format on request.

Purpose/Rationale:

The Humber College Institute of Technology and Advanced Learning (hereafter referred to as “Humber”) recognizes the value of input from industry and the community to assist in ensuring that programs remain current and relevant to labour market needs. This input is sought through various mechanisms including through program advisory committees.

This Policy shall guide the operations of Humber’s Program Advisory Committees (PACs).

Program Advisory Committees are mandated in the Ministry of Training Colleges and Universities Framework for Programs of Instruction, “The board of governors is to ensure that an advisory committee for each program of instruction or cluster of related programs offered at the college is established and is made up of a cross-section of persons external to the college who have a direct interest in and a diversity of experience and expertise related to the particular occupational area addressed by the program. The board of governors is to establish in by-law the structure, terms of reference, and procedures for program advisory committees.”

Scope:

This Policy applies to all postsecondary degree, diploma and certificate programs offered by Humber and reflects three (3) documents developed by the Board of Governors for distribution to:

  1. The PAC Chair and Humber employees who act as committee resource personnel: The Humber College Institute of Technology and Advanced Learning Program Advisory Committee Procedure Manual;
  2. Prospective PAC members, current PAC members and Humber employees who act as committee resource personnel: Become A Humber Program Advisory Committee Member; and
  3. Appointed committee chairs, current committee members and Humber employees who act as committee resource personnel: Humber Program Advisory Committees: An Overview of Roles and Responsibilities.

Definitions:

Experiential Learning (EL): The intentional combination of experience and learning so that students develop skills as well as knowledge, deep understanding of complex concepts, apply theory to practice, and prepare to be critically reflective professionals (Jacoby, B).

Program Advisory Committee (PAC) members: the membership of program advisory committee includes employers, graduates, business and industry experts, representatives from professional and accrediting bodies and agencies. All appointed members have voting privileges.

Program of Instruction (Program): A group of related courses leading to a degree, diploma, certificate or other document awarded by the Board of Governors.

Work Integrated Learning (WIL): the integration of academic learning with its application in the workplace.

Policy:

1. PAC Composition and Mandate

1.1 Composition

1.1.1 Program Advisory Committees are to be composed of a cross-section of persons, external to Humber. Members should have a diversity of experience, expertise and a direct interest in the particular occupational area addressed by the program.

1.1.2 Every program, or cluster of similar programs, will have an active, voluntary Program Advisory Committee of eight to twelve members, who report through the President to the Board of Governors. For some committees, the number of members may vary, based on the size of the sector and the diversity of career opportunities.

1.1.3 The Senior Dean of each academic Faculty will be responsible for implementing an effective Program Advisory Committee process and for ensuring that every program or cluster of similar programs has an active Program Advisory Committee.

1.1.4 Where required, the Senior Dean may assign a designate. The designate may be an Associate Dean or a Program Coordinator.

1.1.5 The Senior Dean/designate may function as the committee recorder, or may delegate activities to another Humber employee to provide support services.

1.1.6 The Senior Dean/designate will identify a staff member to be the key liaison between the Office of the President and the academic Faculty.

1.2 Mandate

1.2.1 The mandate of a Program Advisory Committee is to provide advice on topics including, but not restricted to, the following:

1.2.2 Experiential Learning (EL) and Work Integrated Learning (WIL) – Provide guidance for the successful implementation of EL and WIL educational opportunities in industry, including: field placements; clinical experience; co- operative experiences; and student field trips.

1.2.3 Employment prospects – Advise on trends being observed on the ground in terms labour market needs and recommendations to guides students to part- time work and graduates to full-time positions.

1.2.4 Student awards – Assist in the establishment of student scholarships, bursaries and awards.

1.2.5 Community Engagement – Promote good relationships with local community and businesses, industry and professional associations.

1.2.6 Curriculum Relevance and Currency– Provide content suggestions for inclusion in the program(s).

1.2.7 Technology – Provide advice on the technological trends and changes in industry.

1.2.8 Program quality assurance – Participate in activities related to quality assurance and in particular the program review process.

1.2.9 Special assignments – Participate in special occasions such as convocation, award ceremonies, board meetings etc.

2. Terms of Membership

2.1 Appointment and Completion of Term

2.1.1 On behalf of the Board of Governors, the President and the Board Chair will, based on recommendations from the incumbent PAC Chair and in consultation with the Senior Dean/designate, appoint and acknowledge the completion of term, of all PAC members.

2.1.2 The Senior Dean/designate will review the membership of each Program Advisory Committee annually. Changes to committee membership will be initiated by the Senior Dean/designate by preparing a letter of appointment, attached hereto as Appendix A, or a letter of acknowledgment to recognize the completion of term, attached hereto as Appendix B. These letters are to be sent electronically to the Administrative Assistant to the Associate Vice President, Academic for the President and Board Chair to sign. A signed copy of the letter will be distributed to the committee member electronically; with a copy to the Senior Vice President, Academic and the academic faculty Senior Dean/designate.

2.1.3 The Senior Dean/designate will ensure continuity on an advisory committee when recommending changes in membership.

2.2 Recruitment

2.2.1 Recommendations for membership to PACs should come from a variety of sources (Senior Deans, Associate Deans, Program Coordinators, professors, staff and other advisors). The search for new members should reflect both the private and public sectors, and include companies, trade and professional associations, accreditation bodies and government. PAC members will reflect Humber’s commitment to equity, diversity and inclusion.

2.2.2 Current full-time or part-time faculty, other employees and current students cannot be considered for committee membership.

2.3 Length of Term

2.3.1 A PAC member’s term is three (3) years, renewable once, unless based on mutual agreement related to the member’s area of expertise the committee requests their ongoing participation.

2.3.2 All PAC members have voting privileges. If a PAC member accepts employment at Humber (including part-time instruction), they will be asked to resign from the committee.

2.3.3 If a PAC member becomes chair, (a two-year term, renewable once at the discretion of the Senior Dean, Dean or designate) their years of service as chair will not be counted as part of their term as a committee member.

2.3.4 If a PAC member leaves the organization which they represent, that person should resign from the committee, unless the committee requires their expertise.

3. Humber Representation

3.1 A minimum of two (2) Humber employees, the Senior Dean/designate and a professor, should attend Program Advisory Committee meetings as resource persons. Humber representatives hold ex-officio positions and have no voting rights.

3.2 Their responsibilities include the following:

3.2.1 Participation in the informal recruitment process;

3.2.2 Provision of resources for sub-committees;

3.2.3 Organization of activities and materials needed for special tasks and projects;

3.2.4 Arrangement and facilitation of meetings;

3.2.5 Completion of necessary paperwork for meetings; and

3.2.6 Recording of meeting minutes

3.3 Humber representatives shall have opportunities to interact with committee members, provide input into the agenda, and share responsibility for assisting at meetings or with special projects.

3.4 The Senior Dean/designate is held accountable for maintaining standards for employee responsibility and action in the Program Advisory Committee process.

3.5 The Senior Dean/designate is responsible for ensuring the chair, the recorder, and committee members are oriented to their roles and responsibilities, and is responsible for ensuring that the orientation process is consistent and effective in accordance with the Orientation Checklist, attached hereto as Appendix C.

4. Specific Roles and Responsibilities

4.1 Chair

4.1.1 In consultation with the Humber representatives, the chair acts as facilitator and leader at meetings and serves as spokesperson for the committee. Chairs should be familiar with Humber’s vision and mission, priorities and directions, as well as the program areas which support overall institutional goals.

4.1.2 The chair will have the following responsibilities:

4.1.2.1 Call meetings in consultation with Humber representatives;

4.1.2.2 Prepare the agenda in consultation with Humber representatives;

4.1.2.3 Chair Program Advisory Committee meetings;

4.1.2.4 Represent the Program Advisory Committee at Humber functions;

4.1.2.5 Review committee minutes;

4.1.2.6 At the end of each meeting, the chair shall solicit feedback from committee members.

4.2 Recorder

4.2.1 The Senior Dean/designate should identify a Humber representative to act as a recorder and provide clerical support for each meeting.

4.2.2 The recorder will have the following responsibilities:

4.2.2.1 Notify committee members of meetings and distribute agendas;

4.2.2.2 Manage meeting logistics (parking for Program Advisory Committee meetings should be arranged by the authorized staff requestor in the academic Faculty);

4.2.2.3 Record and distribute the minutes of each meeting;

4.2.2.4 Co-ordinate tasks and activities for the chair, committee members or sub-committees;

4.2.2.5 Act as secretariat to the Program Advisory Committee and assist the chair in ensuring effective meetings;

4.2.2.6 Assist the chair in coordinating activities and the work of sub- committees;

4.2.2.7 Arrange orientation for the chair and all committee members.

4.3 Committee Members

4.3.1 Individual committee members are asked to attend all meetings or send a designate if unable to attend. The replacement should be a representative from the organization; however, the chair will determine whether that person will have the right to vote. It is understood that some committee members do not represent an organization, therefore sending a replacement may not be possible.

4.3.2 Individual committee members represent their organization’s viewpoint and/or their area of expertise and act in accordance with appropriate professional conduct both inside and outside of meetings.

4.3.3 Committee members are encouraged to participate in agenda setting. They will also be invited to participate in sub-committee activities and/or special projects.

4.3.4 If a conflict of interest arises (such as becoming a part-time employee of Humber), the committee member must notify the chair and will be required to resign from the committee until their status changes. Furthermore, if a conflict of interest occurs during discussion at a meeting, the committee member should declare their conflict of interest and the chair will determine the best course of action, in accordance with Conflict of Interest Guidelines, attached hereto as Appendix D.

4.3.5 Committee members should understand the vision and mission of Humber and be active participants at committee meetings. Members are encouraged to contribute in various ways. They can help by becoming a guest lecturer, providing field placements, co-operative opportunities or applied research projects, job shadowing trips, establishing funds for student awards and/or counseling graduates in their job searches etc.

4.3.6 Meeting effectiveness depends on committee members’ feedback. Committee members should help to identify areas that may require the Program Advisory Committee’s attention.

4.3.7 The confidentiality of discussion at all meetings is requested.

5. Meeting Management

5.1 Meeting Details

5.1.1 There should be a minimum of two (2) meetings per year and no less than one (1) annually. Additional meetings can be held when circumstances warrant. At the discretion of the Senior Dean/designate, one of the meetings may be delivered in an alternate format based on the needs of the program.

5.1.2 Meeting time and location will be determined in consultation with committee members. Time, place, and format should be flexible to accommodate committee members’ needs.

5.1.3 All meetings will be conducted according to conventional rules of order and have specific objectives, as identified in the agenda.

5.1.4 Before a meeting, the chair should meet with the recorder to review the agenda and time limits.

5.1.5 The chair will preside over all meetings, with the support of the Senior Dean/designate. A quorum for motions and resolutions will be represented through a clear majority (fifty per cent plus one) of voting members.

5.1.6 Guests and visitors may attend meetings with the chair’s permission. However, they are observers and do not participate in discussion unless requested by the chair.

5.1.7 Sub-committees may be formed to complete specific tasks. Reports from these sub-committees will be discussed and made available to the committee at a regular meeting.

5.1.8 To set consistent standards, the expectations for effective Program Advisory Committee meetings should be discussed with each new chair.

5.2 Agenda and Minutes

5.2.1 Agendas and minutes will be distributed to committee members in advance of the meetings. The agenda will identify the goals and objectives of each meeting and include any attachments or materials for the meeting. The agenda will be as clear and concise as possible, follow a consistent format and include enclosures for review and preparation in accordance with Agenda Guidelines, attached hereto as Appendix E.

5.2.2 Minutes of the meeting provide a written record of tasks accomplished and new tasks to be undertaken (see Appendix F for a sample template). They do not need to record what was discussed in detail, but should be clear, concise, and include a summary of:

5.2.2.1 Major themes

5.2.2.2 Points of discussion

5.2.2.3 Goals achieved

5.2.2.4 Future action plans

5.2.3 The President, Board of Governors, Associate Vice President, Academic, and Program Planning, Development, and Renewal department should have access to minutes for all Program Advisory Committee meetings.

5.2.4 All minutes are considered to be confidential documents with the exception of when these documents are needed for academic planning and degree-related program submissions.

5.2.5 Any documentation created at Humber is subject to the Freedom of Information and Protection of Privacy Act. The minutes are to be maintained on OneDrive and uploaded by the Faculties.

5.3 Membership List

5.3.1 The membership list (see Appendix G) will be updated whenever committee membership changes.

5.3.2 Updated lists will be forwarded to the Administrative Assistant to the Associate Vice President, Academic as well as filed with the academic Faculty.

6. Other

6.1 The President will establish a procedure for monitoring the effectiveness of Program Advisory Committees and for maintaining appropriate records.

6.2 The Office of the Senior Vice President, Academic will provide a Program Advisory Committee update to the Board of Governors on an annual basis. The Academic Division will host one (1) event per year and will provide orientation materials for new PAC members.