THE NUTS AND BOLTS OF ADVISORY COMMITTEES Development of Work-Based Learning Programs Unit 6-- Developing and Maintaining Community and Business Partnerships

Objective  Given: The Georgia CRE Manual, handouts, lecture notes, and activity guide(s)  What: Design an Advisory Committee Development Plan  How well: that fulfills all criteria listed in the Advisory Committee Development Plan Scorecard in the satisfactory or above range.

Georgia CRE Standard 9 An active advisory committee assists with the design, development, implementation, administration and evaluation of the program.

How do Advisory Committees serve and benefit WBL Programs?  It can be a tough balancing act for WBL Coordinators to stay on top of the constantly changing needs of industry and technology.

How do Advisory Committees serve and benefit WBL Programs?  Advisory Committees can help keep WBL Coordinators informed about the necessary skills, attitudes, and concepts that students in their programs need to enter and be successful in the workforce.

What are your options for meeting Standard 9?  For schools utilizing the one school-wide WBL Coordinator, there are two options for meeting this standard.  Depending of whether the WBL coordinator is also the YAP coordinator.  All YAP coordinators must have an advisory committee to meet grant requirements.

Options for the one school-wide WBL Coordinator  Option 1– Organize and maintain a separate advisory committee for Work-Based Learning. If the school-wide WBL coordinator is also the YAP coordinator you must have a separate advisory committee because it is one of the YAP grant requirements.  Option 2 – Attend the advisory committee meetings of each program in which student placements exist and represent WBL. (Only if the WBL coordinator is NOT also the YAP coordinator.

Option for Traditional model of WBL Learning Programs  If the multiple Co-op Coordinators for separate CTE Programs model is still in effect at your school, then each WBL Coordinator should form his/her own Advisory Committee.

What steps do I need to take to successfully establish an Advisory Committee? There are 8 essential steps to forming and maintaining a successful Advisory Committee

Step 1– Gain Administrative Approval  Gain written administrative permission to set up an Advisory Committee  CTAE Administrator can grant permission in most cases  Seek written approval by submitting a written request that specifies the following [for the proposed committee]: 1) rationale 2) purpose 3) organizational procedures

Step 2- Select the Membership  Work with your CTAE Administrator to select and create a list of potential members for the committee  Factors to consider are: 1) Number of members to be selected 2) Demographic makeup of members 3) Variety of business types 4) Individuals’ willingness and ability to serve

Step 3- Recruit Potential Members  Send written letters to potential members asking them to serve on the committee.  The letter should explain the functions of the committee, the terms of service, and the proposed meeting dates.  A procedure should be in place for the members to indicate their agreement or decline to the invitation to serve.

Step 3- Recruit Potential Members  Include a self-addressed stamped envelope for this purpose.  After all responses have been received, formulate and share a membership list with everyone who has agreed to serve on the committee.  Copies of the membership list should be kept on file by the WBL Coordinator and the CTAE (or other) Administrator.

Step 4- Plan and Conduct the First Meeting  Set the date and time for the first meeting (choose the most convenient time and location for a majority of the committee members)  Develop the Agenda for the meeting  Coordinate the meeting place  Plan refreshments  Create nametags  Delegate duties  Contact school site and district representatives

Step 4- Plan and Conduct the First Meeting  At least three weeks prior to the meeting, send committee members the following: 1) Notice of the meeting– include RSVP 2) Agenda 3) Purpose of the committee meeting 4) Directions, maps, and instructions for parking

Step 4- Plan and Conduct the First Meeting  Contact committee members one week in advance regarding the date, time, and location of the meetings.  Prepare handouts  See the list of suggestions for conducting the first meeting on page 9-5 of your manual

Step 5- Plan and Conduct Subsequent Meetings  Plan the meeting schedule for subsequent meetings with the chairperson of the committee  Plan on meeting at least twice during the academic year  The chairperson should work with the WBL Coordinator to identify committee functions and to prepare the agendas for subsequent meetings  See the guide to meeting agenda development on page 9-6 of Manual

Step 6- The Roles and Responsibilities of Key Committee Members The WBL Coordinator’s Key Roles and Responsibilities:  Provide additional information about the CTAE courses taught at the school at each meeting.  Provide clerical support, mail, and telephone access for committee members.  Have committee secretary distribute meeting minutes to all committee members in a timely manner.  Investigate the feasibility of implementing recommendations made by the committee.  Send memos to members as needed.  Keep administrators informed.

Step 6- The Roles and Responsibilities of Key Committee Members The Chairperson’s Key Roles and Responsibilities:  Presides over the meetings.  Create a climate for the sharing of ideas of all committee members.  Appoints sub-committees as needed to address particular topics.  Delegates responsibilities for follow-up action on items discussed.  Thanks members to ensure that meetings end on a positive note.  Writes or assigns required reports.

Step 7- Record and Utilize the Information Obtained from the Committee  Properly record and utilize the information obtained as a result of committee action.  Record and maintain all written documents in a permanent format.  Copies of all minutes and committee report should be shared with the appropriate administrators and accreditation personnel.  Compose a written year-end summary of the committee’s actions and recommendations.

Step 8- Recognize the Contributions of Committee Members Recognize committee members’ efforts and service to the committee by doing the following:  Send thank you letters to committee members  Send thank you letters to committee members’ employers  Recognition certificate or plaque  Recognition at CTAE banquets and/or awards ceremonies  Token gifts  Newspaper article in a local paper  Thank you message on school sign or marquee  Recognition at a monthly school board meeting

Sample materials available in your manual  Sample Work-Based Learning Advisory Board By- Laws (page 9-10)  Sample Meeting Announcement (page 9-12)  Sample Minutes (page 9-13)  Sample Agenda (page 9-15)  Sample Invitation to Participate (page 9-16)  Sample Thank You Letter for Advisory Board (page 9-17)

Closure  What are some ways that Advisory Committees serve and benefit WBL Programs?  What are your options for meeting Standard 9 a) if your school utilizes the “Traditional” multiple Co-op Coordinator for different programs? b) If your school utilizes one school- wide WBL Coordinator for multiple programs?  What are some of the steps that you need to take to successfully establish and maintain an Advisory Committee?