| Policy Number: ACAD 105 | Procedure Title: Program Advisory Committees |
| Supersedes Existing Procedure? N | Policy Sponsor: Senior Vice-President Academic |
| Associated Policy: Y | Policy Owner: Senior Vice-President Academic |
| Next Review Date: May 2028 | Date Last Approved by the CET: February 26, 2025 |
| Related Documents and Links |
1. Introduction and Purpose
To set the expectations for the establishment, ongoing stewardship, and dissolution of Program Advisory Committees (PACs).
2. Application
This procedure applies to all post-secondary programs at Loyalist College. In the event that a non-post-secondary program wishes to create a PAC, it should follow this procedure.
3. Procedure
3.1 Establishment of Program Advisory Committees
When the college wishes to explore the feasibility of a new program, an ad hoc Program Advisory Committee shall be established. The membership shall be composed of a minimum of five individuals selected for their expertise, potential as employers and partners, or influence related to the purpose of the program. The Dean or their administrative designate will provide support, along with other college employees, as needed.
Once a program is established, members of the ad hoc PAC will be invited to establish the formal PAC, provided the composition is in alignment with the expectations below. In addition, a public call for members will be issued to recruit additional members. If the program is not implemented, the ad hoc PAC will be dissolved.
3.2 Composition
Program Advisory Committees shall have a minimum of eight active 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.
The membership will be composed of external representatives, including appropriate representation from related sector leaders, employers and individuals working in the field, professional associations, regulatory bodies, and relevant government departments. Program Advisory Committee membership for pathway or preparatory programs will include representation from relevant postsecondary academic programming. External members may consist of both Organizational and Individual PAC Representatives.
The Dean of each academic school will be responsible for implementing an effective Program Advisory Committee process and ensuring that every program has an active Program Advisory Committee.
At least two college representatives, usually the Associate Dean and one faculty member with extensive knowledge of the program, typically the program coordinator, attend PAC meetings as resource persons. Current student representatives are also resource persons. The Dean responsible for the program is an ex officio member of the committee. To avoid conflicts of interest, Loyalist College representatives do not act as committee members.
The PAC may invite guests to attend meetings. These individuals do not contribute to the composition of the committee.
3.3 Member Recruitment and Term
3.3.1 Recruitment and Appointment
Recommendations for membership to Program Advisory Committees should come from a variety of sources, including but not limited to existing PAC members, College representatives, and open calls for interest. The recruitment of new members should reflect both the private and public sectors, and include companies, trade and professional associations, accreditation bodies and government, where applicable. Members will contribute competencies across the PAC Membership List and Matrix of Skills (Appendix A), represent the geographic regions the College serves, and bring a diversity of perspectives including those of historically marginalized and racialized individuals.
Current full-time or part-time employees and students cannot be considered for committee membership.
On behalf of the Board of Governors, the President and the Board Chair will appoint each Program Advisory Committee member. The Board and President delegate these duties to the Senior Vice President Academic who works with the Dean to execute. Upon identification of a new member, the Dean or their designate will prepare a letter of appointment (Appendix B) that is submitted electronically to the Administrative Assistant to the Board of Governors. 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 relevant Dean.
3.3.2 Length of Term
PAC members are appointed to serve a two-year term, which may be renewed up to two times for a maximum of six years. The Dean or their designate may choose to extend a PAC member’s term past the six-year maximum in exceptional circumstances, with approval from the Senior Vice-President, Academic.
If a PAC member accepts employment at Loyalist College, including a contract faculty position, they will be asked to resign from the committee.
If a Program Advisory Committee member becomes Chair, their years of service as Chair will be continuous within their term as a committee member.
If a member leaves the organization which they represent, they should notify the Dean and Chair so an assessment can be conducted regarding the continuation of the member’s term. Consideration will be given as to whether the individual has competencies from the PAC Membership List and Matrix of Skills (Appendix A) of value to the committee independent of their organizational affiliation.
The Dean or their designate will review the membership of each Program Advisory Committee annually.
3.3.3 Completion of Term, Resignation or Dismissal
At the end of a PAC member’s term (up to a maximum of six-years), the President and the Board Chair will acknowledge the member’s contribution to the college. The Dean or their designate will prepare a letter of acknowledgment (Appendix C) that is submitted electronically to the Administrative Assistant to the Board of Governors. 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 relevant Dean.
If a member resigns their position, their length of service and contribution will be considered. At the Dean’s discretion, a letter of acknowledgment may be requested.
If a member does not regularly attend or otherwise participate in the responsibilities of the PAC, they may be dismissed at the Dean’s discretion. The Dean will communicate their decision, and a letter of acknowledgement may not be requested.
3.4 Roles and Responsibilities
3.4.1 Chair
The Chair plays a vital role in the Program Advisory Committee process. In consultation with college representatives, the Chair provides leadership and facilitation at meetings and serves as the spokesperson for the committee. Chairs should be familiar with the college’s vision, mission, values, and strategic priorities.
The Chair is elected from among the external committee members to serve a two-year term, renewable once. Only external committee members are eligible to vote. A Chair is elected with a majority of votes of all external members of the PAC. The vote is recommended to be done electronically. Orientation for the Chair will be completed upon election (Appendix D).
The Chair will have the following responsibilities:
- Call meetings in collaboration with college representatives
- Prepare the meeting agenda in collaboration with college representatives
- Facilitate Program Advisory Committee meetings
- Review and approve Program Advisory Committee meeting minutes
- Represent the Program Advisory Committee at Loyalist functions
3.4.2 Committee members
Committee members are asked to attend all meetings. If an Organizational PAC Representative is unable to attend a meeting, a replacement may be identified with the approval of the Chair and notice to the Dean.
Committee members represent their organization’s viewpoint or their area of expertise and act in accordance with appropriate professional conduct both inside and outside of meetings.
Discussions at all meetings are confidential, unless expressly stated.
Committee members are encouraged to participate in agenda setting. They will also be invited to participate in sub-committee activities or special projects.
Committee members should understand the vision, mission, and values of Loyalist and be active participants at committee meetings. Members are encouraged to contribute to the college in various ways. They can help by becoming a guest lecturer or panelist for a student event, providing experiential learning opportunities for currently enrolled students, establishing funds for student awards, or counseling graduates in their job searches.
PAC Member Orientation (Appendix E) will be offered annually, with processes and materials to support individual members in their role.
Meeting effectiveness depends on committee members’ feedback. Committee members should help to identify areas that may require the Program Advisory Committee’s attention.
3.4.3 College representatives
College representatives act as support persons for the Program Advisory Committee. The Dean or their designate will assign the following responsibilities amongst the College representatives:
- Participate in the recruitment process of new PAC members,
- Support the orientation of the Chair and committee members,
- Notify committee members of meetings and distribute materials,
- Manage meeting logistics,
- Record and distribute meeting minutes,
- Assist the Chair, Committee members, or subcommittees coordinate their tasks and activities, and
- Ensure reporting is completed in a timely manner.
3.4.4 Guests
From time to time, the PAC may invite guests to attend meetings. Guests are not members of the committee and do not participate in discussion unless invited to by the Chair. Guests are expected to maintain confidentiality of the meeting. Guests may contribute as follows:
- Present information to the committee,
- Educate the committee on a topic of interest.
3.5 Meeting Management
3.5.1 Meeting details
Program Advisory Committees will meet a minimum of twice each academic year, preferably one per semester (fall and either winter or spring). Additional meetings will be held when circumstances warrant.
Meeting time and location will be determined in consultation with committee members. Time, place, and format should be flexible to accommodate committee members’ needs.
The Chair will facilitate the meetings, with the support of the Dean or their designate.
Guests may attend meetings with the Chair’s permission;.however, they are observers and do not participate in the discussion unless invited by the Chair.
Sub-committees may be formed to complete specific tasks. Reports from these sub-committees will be discussed and made available to the committee at regular meetings.
3.5.2 Agenda and minutes
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 (Appendix F).
Minutes of the meeting provide a written record of tasks accomplished and new tasks to be undertaken (Appendix G). They do not need to record what was discussed in detail, but should be clear, concise, and include a summary of:
- Major themes
- Points of discussion
- Action items
The President, Board of Governors, Senior Vice-President Academic, and the Centre for Leadership, Learning and Academic Excellence should have access to minutes for all Program Advisory Committee meetings.
Normally, all minutes are confidential documents except for when these documents are needed for academic planning and internal or external quality assurance processes.
3.6 Record Keeping and Reporting
3.6.1 Membership list
The PAC membership list (Appendix A) will be updated whenever committee membership changes. The list will be maintained by the Dean or their designate. At the time of an appointment or completion of term, they will request a letter of appointment or letter of acknowledgment as outlined in the relevant section above (3.3.1 and 3.3.3 respectively).
3.6.2 Annual Reporting
The Chair, on behalf of the PAC and in collaboration with college employees, will submit an annual report to the Office of the Senior Vice-President Academic on the activities of their PAC including any major accomplishments and progress on recommendations.
The PAC Annual Report (Appendix H) will be submitted together with the most up-to-date version of the PAC membership list and the minutes from the previous year to the Quality Assurance Hub. The materials will be reviewed by the Centre for Leadership, Learning and Academic Excellence and a PAC Report will be created for the Board of Governors.
3.6.3 Member Feedback
Minimally on an annual basis, the Dean or their designate will collect and review feedback from the PAC members regarding their experience with the PAC (Appendix I). Feedback will not include recommendations to general college operations. Feedback will be reviewed by the Dean and shared with the Centre of Leadership, Learning and Academic Excellence and the Senior Vice-President Academic when it relates to matters of quality assurance for all PACs.
3.7 Dissolution
When the Board of Governors approves the suspension or cancellation of a program, the Dean will notify the Program Advisory Committee members and follow the procedure for acknowledging members (3.3.3).