Advisory Board Member Handbook

Transcription

1 Advisory Board Member Handbook Business Division Spring 2013

2 Letter from the Business Division Chair Northern Oklahoma College The faculty, staff, and administration of Northern Oklahoma College consider effective advisory committees as critical to our task in educating and preparing students to play a meaningful and productive role in the global workforce of the future. The purpose of this handbook is to help the advisory committee strengthen and renew its commitment to program excellence. The handbook, as all Northern handbooks, will be considered a "living document," subject to future revisions based upon your feedback. In preparing the Advisory Committee Handbook, our staff researched handbooks provided by many other colleges throughout the country. We must rely upon and respond to the advice and input of representatives from the "real world" of business and industry to ensure that our programs provide students with the knowledge, skills, state-of-the art technology and resources required to be successful in the business community. We must seek and receive help from our advisory committee members in recruiting a diverse set of faculty and students and providing all with relevant "on the job" experiences. Finally, we must partner with involved advisory committee members as important allies in our efforts to provide accessible and high quality education for all students in North Central Oklahoma. Additionally, we will seek to expand our involvement with our many educational partners, including the public school districts, technology centers and four-year institutions in the formation of this broader Advisory Committee. I welcome you as a Northern Oklahoma College Business Division Advisory Committee Member and thank you for your active participation. Together, we will help ensure the future economic vitality and social stability of our community. Please let me know of your thoughts and concerns as we move forward together. Sincerely, Carolyn Johnson, CPA Carolyn Johnson, CPA Chair, Business Division Northern Oklahoma College Page 2

3 Table of Contents I. Advisory Committees at NOC p. 4 What is an Advisory Committee? What are the degree programs? What is the Division Chair s role? What do advisory committee members do? II. Advisory Committee Members p. 6 Who should serve as advisory committee members? Who selects advisory committee members? How long is the term of an advisory committee member? What roles and responsibilities do advisory committee members have? How might advisory committee members be replaced or removed? III. Advisory Committee Meetings p. 9 How often do advisory committees meet? What should be included on advisory committee meeting agendas? What process should be followed to conduct committee meetings? IV. Administration and Regulations for Programs p. 10 How are business degree programs administered at NOC? How are business degree programs funded and regulated at NOC? V. Program Information p. 11 VI. College Contact Information p. 11 Appendices Appendix A. Listing of all NOC Business Degree Programs p.12 Appendix B. Forms for Conducting Advisory Committee Business p Sample Letter of Invitation 2. Sample Response Form 3. Sample Agenda 4. Evaluation Instrument 5. Advisory Committee Survey Page 3

4 I. Advisory Committees at NOC What is an Advisory Committee? An advisory committee is a group of representatives from the "real world" of business and industry who advise the faculty and administrators of Northern Oklahoma College on the design, development, implementation, evaluation, maintenance, and revision of outstanding degree programs, including Associates of Science (AS), Associates of Arts (AA), Associate of Applied Science (AAS) and Cooperative Agreements with technology centers. What are the degree programs? The Associates in Arts and Associate in Science degrees include programs which constitute the first two years of traditional baccalaureate degree programs. The general education requirements for these degrees are structured to allow a student to sample different areas of knowledge for a general education. The degrees include Business Administration, Business Administration International Business Option, Business Administration MIS Option, Computer Science, and Enterprise Development. The Associate of Applied Science (AAS) degree programs are designed primarily to prepare students for employment in a particular field of work, for example, business management, computer information systems, or network engineering technology. Although, Associate of Applied Science (AAS) degree programs are intended primarily to prepare students for immediate job entry and work, they are increasingly serving as alternate pathways for students wishing to transfer to a four-year institution to obtain a baccalaureate degree. Students who wish to transfer should work closely with NOC advisors to ensure they take appropriate courses. What is the Division Chair s role? The Division Chair is the NOC faculty member in charge of the program's operation. As an NOC employee, he or she has no formal vote on the Advisory Committee. The primary role of the Division Chair is to facilitate the effective functioning of the advisory committee. What do Advisory Committee members do? To be effective, business degree programs must be responsive to the needs of business and industry. The advisory committee members are employers and employees who currently work in the field for which the program is educating and training future workers. The advisory committee members advise the college on what competencies to teach to students so that they will be productive workers in their particular field. Page 4

5 Specifically, the Advisory Committee members advise the college on the following: Need for the program and its on-going evaluation. For a program to exist, there must be a shortage of workers in the field and the assurance of good jobs and wages for more trained and educated workers. The committee should: Advise on labor market needs and trends; Identify and expand the use of new and emerging technologies; Review and recommend program goals and objectives; Participate in the evaluation of program performance; Assist in the completion and analysis of community and occupational surveys; Recommend the deactivation and closure of obsolete programs; and Participate in long-term planning. Creation, maintenance, and revision of the curriculum. A program must teach the most current and relevant knowledge and skills necessary to produce good workers. The committee should: Establish workplace competencies for the program; Analyze course content and sequence; Recommend student prerequisites if necessary; and Review, recommend, and assist in obtaining instructional materials. Recruitment and retention of a diverse set of students. The program faculty and students should represent the industry and the service area in terms of ethnicity, gender, and special populations. The committee should: Assist with career days/job fairs; Assist in recruiting new staff and potential students; and Represent the needs of students from special populations. Development and procurement of adequate program resources. For a program to be effective, it must hire the best faculty possible and provide students with suitable equipment and facilities for instruction. The committee should: Evaluate the adequacy of existing college facilities and equipment; Advise on the selection and acquisition of new equipment; Assist in establishment of scholarships and awards; Leverage community resources and broker community partnerships; and Advocate for programs with legislators. Provision of external learning experiences and employment opportunities for students. Students may learn and apply knowledge and skills on the job. The committee should: Provide or obtain cooperative work experiences, internships, work-study or workbased learning opportunities for students; Identify other local business/industry leaders who will provide students with external learning experiences and employment opportunities; Assist students in developing resumes and interviewing skills; and Hire graduates/program completers. Page 5

6 Professional development of faculty. The committee should: Provide members as guest speakers or as adjunct faculty; Provide in-service activities for instructors; Support staff attendance at conferences; and Conduct workplace tours. Marketing and promotion of the program. The committee should Present programs to community groups; Establish programs to recognize outstanding students, instructors, and community leaders; Promote special college and program events; and Assist in developing program marketing plans and materials. II. Advisory Committee Members Who should serve as Advisory Committee Members? As previously stated, advisory committee members are employers and employees from relevant fields of business and industry. They may come from the private or public sectors. They must be experienced and well-versed in terms of the knowledge and skills needed in the occupation for which they are providing advice. An ideal advisory committee member should be: 1. Actively involved in professional organizations, labor unions (where appropriate) or community development; 2. Knowledgeable of relevant business and industry trends; and 3. Able to assist in development of program resources. To the extent possible, the advisory committee members should reflect the demographics of the occupational field as to gender, ethnicity, and the needs of both small and large employers. The Business Division should seek partnerships with secondary schools and four-year colleges and universities as appropriate. NOC partners with secondary schools through concurrent enrollment and cooperative programs. Concurrent enrollment involves the teaching of a collegelevel course to high school students. Concurrent enrollment is limited to high school students who are able to demonstrate college-level skills in applicable areas of reading, writing, and/or math. Cooperative programs are similar in that courses taught in technology centers are "articulated" with college courses. Any business degree program offering either concurrent enrollment or cooperative programs must meet annually with the technology centers with which the program has an agreement. Additionally, a representative from the career technology system should be included in the membership of the divisional advisory committee. Page 6

7 Similarly, for business programs seeking transfer articulation with baccalaureate programs, the advisory committee should include one or more representatives from the four-year colleges or universities involved. These members will assist in the identification and resolution of articulation and/or accreditation issues that may affect the NOC business program. While full-time faculty or staff members from NOC are not considered official or voting members of the advisory committee, they must support the advisory committee and help it carry out its roles and responsibilities. Advisory committee members are busy, professional people who will rely upon college personnel to help them provide an effective service. The primary key to an effective advisory committee is typically the role played by an involved and committed Division Chair. Who selects Advisory Committee members? Initially, the Division Chair is the individual primarily responsible for selection of appropriate advisory committee members. This selection, however, is done in consultation with the college Dean of Instruction, Vice-President of Academic Affairs, and President. A letter of invitation should be mailed to advisory committee members from the College President (sample included in Appendix A). As the committee begins operation, the advisory committee members will also recommend new and replacement members. Any new members should be approved both by the college administration and the current members of an advisory committee. While the Division Chair and other faculty attend advisory committee meetings, often the college President, Vice-President of Academic Affairs, Dean of Instruction, or other administrators may also attend. How often do Advisory Committees meet? How long is the term of an Advisory Committee member? An advisory committee meets formally at least twice a year - once during the fall and spring semesters - but may choose to meet more often as the need arises. An electronic list with all members' addresses should be created and maintained by the Division Chair to encourage on-going dialogue and participation among committee members. Each advisory committee member will be invited to serve a term of three years. The terms of the advisory committee members should be staggered so that there is sufficient continuity of service among the committee members at any one time. Page 7

8 What roles and responsibilities do Advisory Committee members and officers have? At its first meeting, the advisory committee elects a Chair, a Chair-elect, and if desired, a recording Secretary as the committee officers for terms of one year each. The duties of the officers are described below: Advisory Committee Chair 1. Work with the Division Chair to set the date, time and place of committee meetings. 2. Work with the Division Chair and committee members to set the meeting agenda. 3. Appoint committee task forces or subcommittees as necessary and give them appropriate charges. 4. Send notices, in cooperation with the Division Chair, of meetings and copies of minutes to all committee members, the Dean of Instruction and Vice-President of Academic Affairs. 5. Follow up, in cooperation with the Division Chair, on all advisory committee recommendations and reports. 6. Preside at all advisory committee meetings and represent the advisory committee at college functions as requested. Advisory Committee Chair-Elect 1. Serve in the absence of the Advisory Committee Chair. 2. Assume the role of Advisory Committee Chair in the next year at which time a new Chair- Elect is chosen by the committee. Secretary (Optional) 1. Keep attendance and record the proceedings of the committee and/or subcommittees. 2. Prepare the minutes, submit the minutes to the Advisory Committee Chair for signing, and disseminate the minutes to the committee members for review. Page 8

9 All Advisory Committee Members 1. Attend and actively participate in all meetings of the committee and/or subcommittees. 2. Assist in program evaluation, curriculum review, and verification of labor market information and needs. 3. Assist in development and support of good working relationships among the program and business, industry, and the community, including the provision of work opportunities for students and professional development for faculty. 4. Assist in resource development, promotion of the program, and recruitment and retention of a diverse set of students and faculty. 5. Assist in other advisory committee functions as requested by the Chair. How might Advisory Committee members be replaced or removed? Advisory committee members may resign at any time, either by announcement of resignation at an advisory committee meeting as recorded in the minutes, or by formal letter addressed to the Division Chair. The removal of an advisory committee member by the Committee Chair or Division Chair may become necessary if the member becomes unduly disruptive to the advisory committee or otherwise frustrates the accomplishment of the legitimate business and function of the committee. Also, the removal of a member may be necessary if the member is inactive, does not attend meetings or significantly contribute to the accomplishment of the responsibilities of the committee. Advisory Committee members may be removed by a majority vote of the committee or at the discretion of the Committee Chair in consultation with the Division Chair. If a disagreement arises among the parties involved, a resolution will be provided by the Vice President of Academic Affairs in consultation with the NOC President. III. Advisory Committee Meetings Advisory committee meetings are essential to keeping Business Division programs current, relevant, and responsive to business and industry needs. The minutes of the meetings provide documentation of compliance with college guidelines, state standards, and program accreditation requirements. It is important that advisory committee meetings be well-planned, productive, and well-attended. The format for advisory committee minutes is contained in Appendix B. They provide accurate and complete records of members' attendance, presentations, discussion, decisions, actions to be taken, and responsible parties and deadlines. Page 9

10 A well-prepared agenda should include discussion of such program considerations as: Program demand - as documented by local, state, and national data. Student enrollment - is it adequate? If not, how might it be improved? Program competencies - are they meeting workplace needs? Are students well prepared in terms of academic as well as workplace skills? External learning experiences - are they adequate? Is the student appropriately exposed to "on the job" environments and expectations? Does the program have proper entry and exit points? Are students properly assessed and provided remediation as needed? Are there appropriate degree awards? Program facilities and equipment - are they up-to-date and representative of the current workplace? Faculty development - how does the faculty remain current in knowledge/skills? Program resources - is the college providing adequate budget and personnel? Is the program well-supported by local business and industry? Program articulation - is the program well connected with feeder programs at the technology centers and transfer programs at the universities? Student Success - are students being retained and completing the program? How many graduates? Are students getting good jobs at high wages? IV. Administration and Regulations for Programs How are business degree programs administered at NOC? Business degree programs at NOC are administered via the Division Chair. The Division Chair is a faculty member who also teaches in the program and determines where and when courses will be offered and who will teach them. Division Chairs report to the Dean of Instruction, who reports to the Vice President of Academic Affairs (VPAA) and the VPAA reports to the NOC President. How are business degree programs funded and regulated at NOC? NOC business programs are funded through several revenue sources, including from the state government through the Oklahoma State Regents for Higher Education (OSRHE). NOC also receives income from student tuition and fees, and grants from many sources including the federal and state governments, businesses, and foundations. OSRHE is the state agency that establishes the measures and standards for operation of all community college programs. Compliance with these guidelines is mandatory for all degree programs. Another important "regulatory" agency for NOC is the North Central Association of the Higher Learning Commission on Colleges (NCA). NCA is the recognized accrediting body for colleges and universities in Oklahoma. NCA is a private organization composed of members from peer institutions and dedicated to educational excellence. Page 10

11 The organization publishes criteria for accreditation, reviews and evaluates institutions of higher education, helps assure consumers that an institution is meeting standards of quality and stimulates institutions to move toward educational excellence. For an institution to guarantee its students that credits will transfer and be widely accepted toward degree completion at other colleges and universities and for the college to participate in financial aid and other programs sponsored by the federal government, the college must seek and receive NCA accreditation. Every 10 years, the college must conduct a major self-study based upon NCA criteria and receive a site visit of peers from other member institutions located throughout the region to assess and report on the college's successful documentation of compliance with all criteria. NOC most recently received a visit from NCA in February Individual programs may choose or be required to seek accreditation or approval from specific professional agencies or organizations in the field. Such program-specific accreditation is often required when students must take and pass an exam to be licensed or certified to practice or work in a field. The NOC Business Division is accredited by the Accreditation Council of Business Schools and Programs (ACBSP). V. Program Information Business program advisory committee members need specific information about the programs in order to fulfill all committee functions. The Division Chair will provide the following information to all committee members, as applicable, upon the committee members' acceptance of service on the advisory committee: 1. Divisional brochure 2. NOC Catalog, including program description and curricula. 3. Accreditation information and regulations. The Division Chair will include a brief narrative for each accrediting body and the date of the most recent review, results of its report, and the date of the next review. 4. List of all program full-time and adjunct Instructors with brief descriptions of their qualifications. 5. Other general information as appropriate, including maps and contact information. VI. General College Contact Information This Handbook is intended to provide you with all of the information and tools you need to be successful as an NOC Advisory Committee Member. If you have any further questions, please contact the Division Chair. A listing of all Business Division faculty is included on the NOC Business Division webpage. Page 11

12 Appendix A.1: NOC Degree Programs Associate of Science Degrees: AS in Business Administration AS in Business Administration: International Business Option AS in Business Administration: Management Information Systems Option AS in Computer Science AS in Enterprise Development: Business Administration Option Associate of Arts Degree: AA in Enterprise Development: Business Administration Option Associate of Applied Science Degrees: AAS in Business Management AAS in Business Management: Accounting Option AAS in Business Management: Entrepreneurship Option Associate of Applied Science Degrees Cooperative Agreements: AAS in Office Management AAS in Office Management: Medical Assistant Option AAS in Information Technology: Interactive Media Option AAS in Information Technology: Network Engineering Option AAS in Information Technology: Web Development Option Page 12

13 Appendix B.1: Forms for Conducting Advisory Committee Business Sample Letter of Invitation to Advisory Committee Member Current Date Mr. Bill Smith Acme Construction Company 3814 Place Drive Your town, Oklahoma Dear Mr. Smith: It is with great pleasure that the Northern Oklahoma College Business Division invites you to serve as a member of the Business Division Advisory Committee. Your professional knowledge, reputation, and expertise in and your interest in higher education qualify you as a valuable member of the committee. Your appointment would be for a three-year term beginning with the academic year. Our advisory committees typically meet twice a year for a working lunch to accommodate committee business. Enclosed is a copy of the NOC Advisory Committee Handbook and materials on the Business Division Programs. Please return the enclosed Response Form at your earliest convenience. If you have any questions, please do not hesitate to contact the Division Chair at phone or at. We will work hard to make the advisory committee experience a rewarding one for members as well as for our students, faculty and community. Sincerely, College President cc: Vice President for Academic Affairs Division Chair Enclosure: Response Form Page 13

14 Appendix B.2: Sample Response Form Northern Oklahoma College Business Division Advisory Committee Academic Year Please return this form by: (date) Yes, I will serve as a member of the Business Division Advisory Committee. No, I cannot serve at this time, but please keep my name on record for future possible service. No, I regret that I will be unable to serve. Signature: Please mail, fax, , or phone your response to: Division Chair: Address: Cara Beth Johnson, CPA Northern Oklahoma College 1220 E. Grand Tonkawa, OK Phone: (580) Fax: (580) carolyn.johnson@north-ok.edu Page 14

15 Appendix B.3: Sample Agenda for Program Advisory Committee Northern Oklahoma College Business Division Advisory Committee Location Date I. Call to Order II. Reports A. Welcome and Introductions B. Approval of Minutes A. Program Update - Division Chair 1. Faculty 2. Current offerings 3. Enrollment data 4. Curriculum revisions 5. External learning experiences 6. Special projects 7. Student activities and retention efforts 8. Special populations 9. Program evaluation/accreditation 10. Student success - graduates, completers, placement, transfers, etc. B. Guest Presentations C. Committee Reports - Old/continuing business D. Follow-up report on recommendations from previous advisory meeting III. New Business - Discussion Items A. Emerging Technology/Trends in the industry B. Job placement/employment trends C. Related industry needs D. Curriculum E. Recruitment activities F. Equipment needs G. Other resource needs - faculty, facilities, learning resources, etc. H. Faculty development I. Contributions from industry J. Grant information K. Student needs - retention efforts L. Articulation activities M. College and District Updates IV. Summary of Decisions, Recommendations and Timelines for Action V. Adjournment Page 15

16 Appendix B.4: Instrument for Annual Evaluation of the Program Advisory Committee's Effectiveness Yes No The committee has held at least two meetings. The committee abides by the NOC Handbook for Advisory Committee members. The committee elects officers on a regular systematic basis (yearly). The committee reports formally to the appropriate administrators for the college. The committee membership is representative of the community and the business/industry that the program serves. Members are notified of meetings in a timely manner. The agendas are prepared and distributed in advance of each meeting. Committee meetings are well attended by members. Committee members actively participate in meetings. The committee meeting minutes are maintained as permanent record and are distributed to the appropriate college administrators and members of the advisory committee in a timely manner. Committee members are aware of the specific purposes of the committee and are familiar with related college policies. The committee reviews outcome data from the program, including student enrollment, retention rates, graduation rates, placement rates, etc. Faculty and administrators attend the committee meetings regularly. Page 16

17 Yes No The college is responsive to the input of the advisory committee. Committee members are publicly recognized for their service. The committee has been involved in the development and review of the program curricula. The committee has reviewed the current program curricula to determine if it is meeting the needs of the students and the projected employment needs of business and industry. The committee is active in recruitment of new and diverse students. The committee is active in the search for and procurement of new equipment, materials, and facilities. The committee promotes and advocates successfully for the program. The committee follows up on recommendations for program improvement. The committee evaluates its effectiveness yearly. Please add any comments you would like that you think could improve the effectiveness of the advisory committee in support of program improvement: Name (Optional): Date of Evaluation: Page 17

18 Appendix B.5: Business Division Advisory Committee Annual Program Survey The Business Division of Northern Oklahoma College desires that all degree programs be driven and reviewed by transfer partners, business and industry. Advisory committees advise the college on 1) Need for the program, 2) Curriculum, 3) Recruitment and retention of faculty and students,4) Equipment and facilities, 5) Budget, 6) Development and procurement of adequate program resources, 7) External learning experiences, 8) Employment of graduates, and 9) Marketing and promotion of the program. Program: Date: Name: Organization: Please indicate whether your organization is: Small (1-25 employees) Medium ( employees) Large (301 and more employees) 1. Have you reviewed the budget of this department? YES NO 2. Would you recommend any major changes in the budget? Briefly comment below. 3. Have you reviewed the program's instructional equipment / software? YES NO N/A 4. Is the program's equipment / software the same or of similar caliber as that which exists in the work place? YES NO N/A 5. If the answer is no, which equipment / software are substandard or seriously outdated? Briefly comment below. 6. Have you reviewed the curriculum for this program? YES NO 7. Did you have input into this curriculum? YES NO 8. Does the curriculum need revision at this time? YES NO 9. If yes, please explain below.

19 10. What, if any, new degree programs and / or certificates should be added at this time? 11. Do you predict major changes in your field / industry within the next five years? YES NO 12. If yes, please explain below. 13. Do you believe there will be a need for this skill / job / program in three years? YES NO 14. Five years? YES NO 15. Please comment in below. 16. Does the organization you represent participate in any of the following external learning experiences for students? Cooperative Education Internships Job Shadowing Others 17. If the organization does not participate in any of the above external learning experiences, please comment below on the reasoning. 18. If the organization does participate in any of the above external learning experiences, were students adequately trained to perform entry level occupation tasks? YES NO 19. If no, please comment below.

20 20. Would your organization consider participating in any of the above external learning experiences for students? YES NO 21. If no, please comment below. 22. Has your organization ever hired NOC graduates? YES NO 23. If no, please comment below. 24. Does your organization have plans to hire NOC graduates in the future? YES NO 25. If no, please comment below. 26. In your opinion, what, if anything, can NOC do to make graduates more employable in your industry? Please comment below. 27. Please list the top 5 attributes of a new employee that you are looking for: 28. What top core competencies (job specific skills) do you need/expect from a business student who is applying for a position at your facility? 29. If there are other comments you would like to make about NOC s Business programs or your role on the NOC Business Division Advisory Committee, please do so below.