Structure of Advisory Committees

Each committee can develop its own organizational structure and operating procedures; this handbook provides guidelines for that process. Because each advisory committee is unique, there may be differences among advisory committees in Minnesota.

Governance

Each advisory committee should develop and approve guidelines for operating procedures, or bylaws. Collectively, bylaws constitute a formal, written description of how the committee operates. At a minimum, they should include: 

Name of the committee

Purpose

Membership guidelines

Officers and corresponding duties

Meeting guidelines

Subcommittee details or assignments

Parliamentary authority or operating procedures

Amendment procedures

Size of Committee

The size and composition of an effective advisory committee should be appropriate to meet the educational, economic, social, and cultural obligations of the program and the college. The number of persons appointed to an advisory committee should be determined by the committee’s functions, the size of the program, and the size of the community. The “one size fits all” approach doesn’t work. At the same time, certain general parameters should be kept in mind. Committees with fewer than five members may have limited perspective, inadequate information on career fields, and too little diversity. Committees with more than 12–18 members can become unmanageable. In many cases, a membership of 6–12 is ideal.

Note: Some funding and/or credentialing agencies may have their own requirements as to the make-up of the advisory committee. Be sure to comply with those requirements to ensure that credentialing and funding are not jeopardized.

Selection of Members 

Advisory committees should consist primarily of employers. To be effective, committee members should have a clear sense of trends in the field. They should be able to identify skills that will ensure the employability of your program’s graduates, and they should be able to identify jobs that don’t yet exist but are likely to in the near future. This is necessary to keep your program on the cutting edge. When recruiting members, identify committed leaders and seek members who express sincere interest in the program, have the confidence of others in the community, and are dedicated to the occupation and the community. In the development of a new advisory committee, college personnel should visit business sites to demonstrate their desire to build a true partnership that embraces the needs of employers. Look for members that are knowledgeable about the occupations represented by the program or cluster. Members must have good communication skills; must be able to express their ideas clearly; and must be able to respect, tolerate, and work with ideas expressed by others.

Who should serve?

How do you decide on the members of the advisory committee?

What committee officers should be chosen?

What officers are on an advisory committee and what tasks are they responsible for?

What about Staff Support? 

To achieve its purpose in a timely fashion, an advisory committee must have adequate administrative and clerical staffing.

Terms of Office

Each advisory committee should establish its own criteria and guidelines for member recruitment, selection, appointment, and replacement. Following are guidelines.

The suggested maximum term for members is three years. It is recommended that members not be appointed to successive terms and that at least a one-year absence be considered before reappointment. A rotational, three-year term of service allows for both continuity and change. One third of the total membership would change each year. New members should be appointed as terms expire.  The suggested term of office for the chair is one or two years. The term of office should commence on July 1 and terminate on June 30. The chair should be allowed to serve more than one term.  Committee membership should be reviewed and updated yearly to ensure broad-based representation of the industry and to ensure that the work of the committee continues.

Orientation of New Members

The committee’s success will depend to a large extent on how well members understand their roles at the first meeting they attend. New and continuing advisory committee members should be regularly provided with information relative to the committee’s purpose, function, structure, and goals as expressed in the committee’s work plan. New-member orientation could include a review of the member guide, the committee’s bylaws, and summaries of past accomplishments. Orientation meetings often involve tours of employer facilities and presentations about the program. Discussion of current issues that affect the program should also be included. Items in your orientation/member guide could include the following:

Background on the college

Admission policies

Mission statement and value statements

Organizational chart

Programs offered

Program or cluster overview

Curriculum (scope and sequence)

Facilities and equipment

Roles and responsibilities (both individual and collective)

Membership and governance issues

Committee program of work and accomplishments

A master copy of the member/orientation guide should be kept on file and, if possible, should be posted on the web.

Typically, in addition to the member/orientation guide, new members receive various resource materials. These could include college catalogs, class schedules, program

brochures, departmental literature, student retention and placement statistics, and local economic development news.

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