Scope
This procedure forms part of JIBC’s Program Advisory Committees Policy (the “Policy”) and should be followed and applied in relation to the establishment and operation of a Program Advisory Committee (“PAC”) under the Policy. Terms not otherwise defined in this procedure are as defined in the Policy.
Roles and Responsibilities
Directors and program directors are responsible for nominating new PAC members.
The Dean or designate (normally the Director or Program Director) is responsible for:
- reviewing nominations and appointing members to PACs;
- consulting with the PAC Chair on the renewal or replacement of members who resigned from the PAC or whose term has expired;
- providing an orientation to new PAC members;
- maintaining an up to date, central repository of all documentation for PACs, including but not limited to membership list, contact information, meeting agendas, minutes, correspondences, and Program related documentation where applicable;
- providing administrative support to the PACs and Chairs of PACs, and in collaboration with the PAC Chair, scheduling meetings, as well as preparing and distributing meeting agendas and minutes to the PAC in an accurate and timely manner; and
- the periodic review and evaluation of the performance and effectiveness of PACs.
The Chair of a PAC, in collaboration with the Dean (or designate) and with support from the program area, is responsible for:
- facilitating meetings; and
- liaising between the PAC and the Dean (or designate).
The PAC is responsible for providing advice to the Program or Cluster of Programs in meeting the needs of its students and of the community it serves by:
- advising the program area in defining the objectives of a program of study and the learning outcomes needed by students to achieve the program or service objectives;
- advising the Program in the development of a curriculum to meet program or service objectives;
- assisting in the evaluation of a program of study, the curriculum, and national, provincial or local requirements where applicable;
- assisting the Program in identifying work placements and other pathways for students during the academic year and in the placement of students upon graduation;
- advising the Program on changes in the labour market that may affect the employability of graduates; and
- advising the Program on requirements for new courses or new programs of study and services to meet new or emerging needs within the community.
Membership
The PAC composition will be decided by the Dean and program area taking into consideration the size of the Program or Cluster of Programs.
Consideration of the following criteria should occur when considering inviting individuals to join an advisory committee:
- Experience and/or expertise – individuals must have significant experience or particular expertise in the specific areas/discipline as well as a positive reputation amongst their respective peers and viewed as leaders by those in their field/area;
- Indigenous knowledge – individuals possession insight into Indigenous ways of thinking, being, doing and relating to further leaning about Indigenous cultures and cultural traditions and practices, and their relationship to justice, public safety, and health.
- Time – sufficient time to participate in committee meetings and preparation for meetings. Additional requests may be made of committee members between regular meetings as well;
- Ability to work effectively with others;
- If representing a particular group or constituency (e.g., a professional organization) the ability to ‘speak for’ the group that they are representing.
Nomination and Appointment of Members
All external PAC members are nominated by the program areas using the PAC New Member Nomination Form, and are approved by the Dean. Suggestions for nominations of external members may come from the program area, the PAC, or other key interest holders. See the Policy for member criteria.
Length of Term
PAC members are normally appointed for between three to five years, renewable with the Dean’s approval.
Selection of Chair
The Dean shall not chair the PAC. The Chair is selected by the members of a PAC to serve for a term of two years. The term of office of the PAC Chair may be extended with the committee’s approval.
Meetings
Frequency
The frequency of meetings will depend on the needs of the program area and is established by the Chair in collaboration with the Dean. However, PACs should strive to meet at least twice per academic year, with a minimum of once per academic year.
Attendance Requirements
PAC members should attend all meetings. If a PAC member misses two consecutive meetings, their membership will be re-evaluated by the PAC Chair, in consultation with the Dean (or designate).
Quorum Requirement
In order for a meeting to take place, a quorum must be established. A quorum is a majority of members.
Conduct of Meeting
- The PAC Chair will preside over all meetings; in their absence, an acting Chair will be identified by PAC members.
- The agenda for all PAC meetings should follow the 黨ƷAgenda Template. Agendas and supporting information should be available to PAC members seven days prior to a scheduled meeting.
- The draft minutes are prepared using the 黨ƷMinutes Template within 30 days of the meeting taking place and will be reviewed by the Dean (or designate) and the PAC Chair.
- The draft minutes are reviewed and approved by all PAC members at the following meeting.
- PACs shall make recommendations through a consensus-based process. Where a consensus is not possible, recommendations require a motion and a simple majority vote.
- The conduct of 黨Ʒstudents and employees in PAC meetings will adhere to JIBC’s Policy 3205 Student Code of Conduct and Policy 2301 Code of Conduct respectively. The conduct of PAC members will adhere to Policy 2302 Conflict of Interest and Standards of Ethical Conduct.
- Members participate on a voluntary basis and normally are expected to cover their own expenses. In exceptional circumstances, as approved in advance by the Dean, some assistance for expenses may be made available.
PAC Annual Report
The PAC Chair, with support from the Dean, will submit a PAC Annual Report to the PAC members and the Dean for approval annually.
Related Policies and Procedures
- 2301 Code of Conduct Policy
- 2302 Conflict of Interest and Standards of Ethical Conduct Policy
- 3205 Student Code of Conduct Policy
- 3312 Program Advisory Committees Policy
- 3312-002 Program Advisory Committees – Board Approved Programs Procedure
Documents and Forms
- (for internal use only)
- (for internal use only)
- (for internal use only)
- (for internal use only)
- PAC New Member Nomination Form (in development)