Program Advisory Committee Tool Kit

Office of Career and Technical Education

Program Advisory Committee

Tool Kit

For Secondary

State-Approved Career and Technical Education

and

Career and Technical Education Early Middle College

Program Types

July 2018

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Program Advisory Committee

Tool Kit Overview

This publication contains guidelines for secondary career and technical

education (CTE) program advisory committees as they work to improve

CTE programs.

The Office of Career and Technical Education (OCTE), Program Advisory

Committee Tool Kit (Tool Kit) details key roles of program advisory

committees and offers a general process to follow, as well as templates.

The information contained within the Tool Kit has been designed to help

facilitate communication and to enhance the program advisory

committee. Originally, the Tool Kit was developed by a committee

consisting of representatives from the field. It has been updated by the

OCTE staff to reflect current changes and updates for programs.

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Table of Contents

Program Advisory Committees ........................................................... 4

Selecting Program Advisory Committee Members ............................... 6

Member Selection ........................................................................................... 6

Role of Program Advisory Committee ................................................. 8

Curriculum and Instruction ............................................................................ 8

Program Review .............................................................................................. 9

Recruitment and Job Placement ........................................................................ 9

Student Leadership/Career and Technical Student Organization ...... 10

Staff Development ..................................................................................... 10

Community/Public Relations ......................................................................... 10

Resources ................................................................................................. 11

Legislation ................................................................................................. 11

Responsibilities of the Career and Technical Education Instructor...12

Responsibilities of the Program Advisory Committee Chairperson ...13

Responsibilities of the Career and Technical Education School

Administrator ................................................................................... 13

New Program Application Process .................................................... 15

Early Middle College Additional Requirements .................................. 17

Appendix A ....................................................................................... 18

Sample Letter of Invitation to Join Program Advisory Committee ..................... 18

Appendix B ....................................................................................... 19

Sample Letter of Appointment to Program Advisory Committee........................ 19

Appendix C ....................................................................................... 20

Sample Agenda for Program Advisory Committee Meetings ............................. 20

Appendix D ....................................................................................... 21

Sample Invitation to Business Partners to Present in the Classroom ................. 21

Appendix E........................................................................................ 22

Recognition of Program Advisory Committee Members .................................... 22

Appendix F ........................................................................................ 23

Tips for Instructors Working with Program Advisory Committees ...................... 23

Appendix G ....................................................................................... 24

Example Advisory Committee Roster ............................................................ 24

Appendix H ....................................................................................... 25

Template for Program Advisory Committee Meeting Minutes ............................ 25

Appendix I ........................................................................................ 27

Example Early Middle College Program of Study ............................................. 27

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Program Advisory Committees

Program advisory committees are a required component of state-approved CTE

programs. Expertise of individuals from related business and industry play an

essential role in providing high-quality CTE programs; in addition to fostering the

development of a trained and educated workforce.

When developing a new CTE Program, the first step for an advisory committee is

to determine the need for the program in the area. To establish this need, the

committee must determine that the program has been identified as being in the

highest 5 career cluster rankings in any of the 10 regional strategic plans jointly

approved by the Michigan Talent Investment Agency in the Department of Talent

and Economic Development and the Michigan Department of Education.

The primary purpose of a program advisory committee is to serve as a resource

and a connection to the workplace for CTE teachers, administrators, and

students. The CTE program advisory committees guide the local education agency

(LEA) with planning, development, implementation, operation, promotion,

evaluation, and maintenance of the CTE program that result in continuous

program improvement. A program advisory committee defines the following:

● Business and industry processes, equipment, and replication of work

environments

● Provide related work-based learning experiences for students

● Worker knowledge and skill needs

● Workforce needs for employers

● Professional development opportunities

● Create a plan for safety training in the classroom and in work-based

learning settings

● Input on process to plan and implement relevant CTE programs

A program advisory committee includes representatives from the appropriate

program-specific business, industry, and postsecondary representation. A parent

representative is also a member. (Administrators, counselors, students,

academic teachers, or a Special Populations (SPOPS) coordinator may be

non-voting members.) The program advisory committee majority membership

must be from local or area business and industry. Program advisory committee

members may offer assistance in the classroom with activities and program

requirements. Postsecondary partner participation facilitates alignment of

program academic and technical skills with the postsecondary curriculum.

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A program advisory committee must meet a minimum of twice each school year;

however, more frequent meetings may be needed. Each CTE program must have

a local program advisory committee. It may be advantageous for identical CTE

programs, within a district, to operate a collaborative program advisory

committee, with industry representatives from each school. An outline of tips for

instructors can be found in Appendix F.

A collaborative regional program advisory committee meeting may be held

annually, but each program must be represented by industry members from

their local committee. In order for a regional meeting to meet CTE requirements,

all meeting criteria must be met.

The program advisory committee chairperson MUST be from business/industry.

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Selecting Program Advisory

Committee Members

Program advisory committees must include representatives from the appropriate

program-specific business, industry, postsecondary representation, and a parent

representative. Representation on the committee should reflect persons from all

genders, and racial and ethnic minorities represented within the community.

Additional non-voting members may include administrators, counselors,

students, academic teachers, or a SPOPS coordinator.

Member Selection

The CTE instructor, CTE/school administrator, and current program advisory

committee members should identify potential candidates. Potential program

advisory committee members must possess knowledge, skills, and experience

in the CTE program area they serve.

A letter should be sent to potential members notifying them of the goals and

purpose of the committee and offering them the opportunity to serve as a

member (see Appendix A).

A telephone call should be made to the potential member to determine their

availability and willingness to serve.

NOTE: It is sometimes more effective to make a personal contact before

sending the letter.

Program advisory committee member terms should be established. This

promotes a continuous flow of new ideas that help keep the committee’s advice

current and relevant. The most common organization is a three-year term of

service, staggered so that one-third of the membership is replaced each year.

Organizing rotating terms offers the following advantages:

● Terms are long enough for members to become thoroughly familiar with

the committee’s purpose and potential.

● Members in the second or third year of their terms have the benefit of

experience, while newly appointed members add fresh ideas and

perspectives.

● Members are more likely to give their time freely when the term of

service is predetermined.

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Teachers are encouraged to update program advisory committee membership and

recruit new members periodically. They should also encourage effective program

advisory committee members to serve consecutive terms.

Please refer to Appendix B for sample letter of appointment.

Please refer to Appendix G for a sample of the Advisory Committee roster.

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Role of Program Advisory Committee

Program advisory committees perform a wide variety of functions. Program

advisory committee members serve without pay, and their role is to provide

advice and input on the program. They have no legal status to change or

implement policy. Teachers should work with program advisory committee

chairs to determine appropriate topics and input needed on an annual basis.

The following lists include activities that may provide direction on how a

program advisory committee helps to improve CTE programs.

Curriculum and Instruction

● Identify and expand the use of new technologies in the industry

● Compare course content with occupational competencies and tasks

● Analyze course content and sequence for relevance

● Assist in developing and validating skills tests

● Advise on local labor market needs and trends

● Review and recommend instructional materials

● Recommend safety policies and procedures

● Promote and assist in maintaining quality programs

● Review curriculum to ensure that it meets business needs and industry

standards

● Assist with incorporating employability skills in the curriculum

● Review technology standards in the curriculum

● Endorse new program applications as appropriate

● Collaborate with postsecondary to assure seamless transition for students

● Provide support to the implementation of program standards

● Provide input on all aspects of the industry

● Provide hands-on work-based learning and internship opportunities

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Program Review

● Participate in OCTE Technical Review Assistance and Compliance

(TRAC) program CIP self-reviews

● Review and recommend appropriate program materials and supplies

● Participate in program evaluation

● Review program safety training

● Review student performance standards

● Assess, recommend, and/or provide equipment and facilities to

replicate industry

● Review student follow-up reports

● Conduct community and occupational surveys

● Identify new and emerging occupations

● Recommend new programs or eliminate/refocus obsolete programs

● Participate in long-term planning

● Assist in planning for program improvement

● Help to develop a curricular plan which will enable students to

complete the entire 12 segments of the program

Recruitment and Job Placement

● Notify program instructors of entry-level job openings for students

● Provide work experiences, internships/externships, apprenticeships,

work/study, or work-based learning opportunities for students

● Assist students to develop resumes and interview skills

● Develop strategies to recruit non-traditional students and expand

placement opportunities

● Assist in identifying additional work-based learning experiences

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Student Leadership/Career and Technical

Student Organization

● Assist in developing student leadership/career and technical student

organization (CTSO), and judging competitive skill events

● Sponsor student organization activities

● Conduct leadership development activities

● Assist students with career development

● Evaluate student portfolios

● Assist in student competency assessment

● Provide sponsorship opportunities and support for students to attend

competitions

Staff Development

● Invite CTE instructors to participate in industry professional

development activities

● Provide instructors with retraining/back-to-industry and summer

opportunities for technical upgrading

● Review professional development plans to ensure that instructors are

attending state level program and industry professional development

● Support staff attendance at conferences

● Conduct workplace tours

Community/Public Relations

● Promote the CTE program to employers, communities, and the media

● Assist in recognizing outstanding students, teachers, and community

leaders

● Open houses to expose the community to the many opportunities and

activities for students in the program

● Assist in developing a marketing plan which reflects nondiscriminatory

school policy and promotes a diverse student population in the

program

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Resources

● Provide tours and field trips, job shadowing experiences, and speakers

● Leverage community resources and facilitate community partnerships

● Provide input on program budget, facilities, and equipment needs

Legislation

● Advocate for CTE programs with legislators

● Arrange tours of CTE programs for legislators

● Involve legislators in CTE program events

● Support local millage to enhance CTE programs

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Responsibilities of the Career and Technical

Education Instructor

The duties of CTE instructor include:

● Facilitate meeting arrangements

● Recommend potential program advisory committee members to the

CTE/school administrator

● Provide a CTE program overview to program advisory committee

members annually

● Inform committee members of program needs

● Notify committee members of future plans

● Prepare an agenda for program advisory committee meetings (see

Appendix C) in consultation with the chairperson and/or CTE/school

administrator

● Maintain records of agenda and minutes of meeting for TRAC CIP

Self-Review

● Distribute committee minutes within two weeks to the CTE/school

administrator and membership for review and action

● Foster communication with committee members via email, phone,

and/or personal visits to business sites

● Determine meeting times that accommodate the majority of business

and industry membership

● Encourage participation of business and industry partners in the CTE

classroom and program (see Appendix D)

● Assure “All Aspects of the Industry” are included in the

curriculum/program

● Nominate program advisory committee members to participate in

review and revision of related CTE program standards, as requested.

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Responsibilities of the Program Advisory

Committee Chairperson

The role of the committee’s chairperson is to provide direction and to serve as

a spokesperson for the program advisory committee. The chairperson of the

committee must be an individual from business and industry, who possesses

knowledge of the needs of the program related business and industry. This

person should serve a minimum of one school year and be

appointed/reappointed annually (usually at the first meeting of the school

year).

The duties of the chairperson include:

● Coordinate the planning and developing of an agenda for each meeting

with the CTE instructor

● Preside at committee meetings, giving members the opportunity to

express their opinions, give advice, and make recommendations

● Provide input, when appropriate, to the CTE school administrator

regarding the committee’s findings and recommendations

● Serve as the spokesperson for the committee in meetings with CTE

school administrators, as necessary

● Appoint a representative to facilitate the meetings in the chair’s

absence

Responsibilities of the Career and Technical

Education School Administrator

The administrator must provide leadership in establishing and maintaining

program advisory committees and give the necessary support and assistance

to CTE instructors as they carry out their duties and responsibilities.

Realizing the important contributions that business and industry participants

can make to improve the total education process, the CTE school

administrator should place a high priority on program advisory committees.

The duties of the CTE school administrator include:

● Meet with the program advisory committees as necessary

● Review the program advisory committee minutes

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● Respond to program advisory committee recommendations

● Monitor CTE programs to assure compliance with Office of Career and

Technical Education program advisory committee requirements;

including two meetings annually

● Facilitate program advisory committee meetings, as needed

● Ensure committee members are recognized and thanked for their

participation (see Appendix E)

● Assist CTE instructors in identifying potential program advisory

committee members

● Assist the CTE instructor in informing the school board and other

administration members of the committee recommendations and future

plan for the program

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New Program Application Process

When considering a New Program Application, the program advisory

committee is vital to becoming a state-approved program. Each CTE program

must have a local program advisory committee.

To be considered for approval, your first program advisory committee

meeting must occur prior to submitting your New Program Application.

Regional advisory committee meetings will not meet these criteria.

The first step for the advisory committee is to determine the need for the

program. To establish this, the committee must determine that the program

has been identified as being in the highest 5 career cluster rankings in any of

the 10 regional strategic plans jointly approved by the Michigan talent

investment agency in the department of talent and economic development

and the department of CTE.

The role of the program advisory committee is to provide input on planning,

development, implementation, operation, promotion, evaluation, and

maintenance of the program that results in continuous program

improvement. The first meeting provides the groundwork for requirements of

a state-approved program. Discussions should include conversations on the

development of the Gap Analysis, leadership opportunities, recruitment

strategies, and safety requirements of industry. Additionally, the program

advisory committee should discuss how the program might be delivered and

the appearance of the laboratory or classroom. Minutes shall reflect evidence

of this discussion.

The program advisory committee membership must include: Majority from

appropriate business and industry, a committee chairperson from business

and industry, a parent representative, and a postsecondary representative. It

is highly recommended that you include a student representative and school

counselors.

The application will require submission of the following items:

● Membership roster reflecting representatives from the program specific

business, industry, and community agencies. Be sure to record the

members who attend each meeting in the minutes. (see Appendix G)

● Meeting minutes (see Appendix H)

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If these items are missing, you will receive a revision notice and be required

to submit proper documentation within five days. Programs will be denied if

this information is not properly submitted.

After the first meeting, New Program applicants assure that the program

advisory committee will continue to meet at least twice during the school

year to continue to provide input on appropriate program facilities,

equipment, materials, and resources that are relevant to the program

curriculum and reflect current industry standards and technology. The second

advisory committee assurance, as agreed upon within the last section of your

application through the signed Statement of Assurances, may occur at any

point within the same school year. Evidence will be documented in the CIP

Self-Review; program approval is not contingent on the second meeting.

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Early Middle College Additional Requirements

When completing a CTE Early Middle College Program Application there are

additional requirements that must be covered in an Advisory Committee

Meeting.

1. The course of study for students must be approved by the advisory

committee (see Appendix I).

This must include:

a. How students will complete the final course for graduation from

their high school.

b. What classes will be taken at the community college and how

these relate to CTE.

c. How many credits students will earn at the community college

and what certification they will receive from the community

college.

2. The advisory committee chairperson must sign off on the assurances

page.

3. The community college must also sign off on the assurance page.

4. For Early Middle College all students must be enrolled in a math course

during their final year of high school

5. Be sure to check the assurance list for all items which must be covered

in an advisory committee meeting which will be used for a new CTE

Early Middle College Program.

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Appendix A

Sample Letter of Invitation to Join Program Advisory

Committee

[Letterhead]

[Date]

[Name], [Title]

[Business Name]

[Street Address]

[City, State, Zip Code]

Dear [Name]:

[School Name] is seeking advice and assistance from key business and

industry partners to keep our state-approved Career and Technical Education

(CTE) programs relevant. You have been identified as an individual with

expertise in the [CTE Program Name] area.

We would like to invite you to become a member of our [CTE Program Name]

advisory committee, which meets a minimum of two times a year. The

purpose of the advisory committee is to provide assistance and

recommendations for the continuous improvement of our CTE program.

We are looking forward to working with you and the other advisory committee

members. We will be contacting you with more details. Feel free to contact

[Appropriate Contact Person Name] at [Phone/Email].

Thank you for your consideration.

Sincerely,

[Appropriate Signature]

[Name of Administrator and/or Teacher]

[Title]

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Appendix B

Sample Letter of Appointment to Program Advisory

Committee

[Letterhead]

[Date]

[Name], [Title]

[Business Name]

[Street Address]

[City, State, Zip Code]

Dear [Name]:

Thank you for your willingness to serve on [Committee Name] advisory

committee.

This letter is to inform you that your appointment to the [Committee Name]

Program Advisory Committee is effective beginning [Month] [Year], and

ending [Month] [Year].

The [First/Next] meeting of the committee will be held at [Place], in [Room

Number], on [Date], at [Time].

We wish to thank you for accepting this committee appointment. We

appreciate your willingness to assist us in supporting career and technical

education opportunities for students in our community.

[Note any enclosures and add any specific information to your school such as

parking, security, etc.]

Sincerely,

[Appropriate Signature]

[Name of Administrator and/or Chair of Committee]

[Title]

cc: [Appointee’s Supervisor]

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Appendix C

Sample Agenda for Program Advisory Committee Meetings

[Letterhead]

[Name of School]

Program Advisory Committee Meeting

[ Name of Program]

[Date and Time]

Agenda

Introductions

Approve Minutes of previous meeting (includes record of attendees)

Review Old Business: (from previous advisory committee meetings)

New Business:

Items for Next Meeting, Next Meeting Date

NOTE: Meetings may be held in a classroom/school or local business at least

two times per year (mid-year and end of year), on a date mutually agreed

upon by the chairperson and the school. Minutes must record attendance and

capture discussion of:

Advisory committee input on planning, development, implementation,

operation, promotion, evaluation, and maintenance of the program that

results in continuous program improvement.

Appropriate program facilities, equipment, materials, and resources are

relevant to the program curriculum and reflect current industry standards and

technology, as reviewed and approved by the program advisory committee.

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Appendix D

Sample Invitation to Business Partners to Present in the

Classroom

Letterhead

[Date]

[Name], [Title]

[Business Name]

[Street Address]

[City, State, Zip Code]

Dear [Name]:

Dear Program Advisory Committee Member:

One of my goals this year is to provide students with relevant lessons

presented by professionals in [Program Area]. Learning about [Topic] from

someone in the field would offer more depth and significance for students

than a traditional lesson. Because of your expertise, I would like to invite you

to talk to my students about [Topic].

I will call you to schedule details and discuss equipment needs, as well as any

preliminary knowledge students need.

Thank you in advance for sharing your time and experience.

Sincerely,

[Appropriate Signature]

[CTE Instructor’s Name]

[Email Address]

[ Phone Number]

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Appendix E

Recognition of Program Advisory Committee Members

The following strategies and techniques have been used in the past to reward

and recognize members:

1. Publicly recognize members by name and introduce them at meetings.

2. Send a letter of appreciation to the program advisory member’s

supervisor.

3. Issue press releases to the media, announcing member appointments.

4. Send personal letters of appreciation upon completion of tasks at the

conclusion of the terms of service.

5. Award members a framed certificate of appreciation or plaque at the

conclusion of their service.

6. Recognize the contributions of individual members or subcommittees

in the media.

7. Invite members to program events, such as student banquets,

competitions, or graduation.

8. Display members’ names on a plaque in classroom or lobby of school.

9. Recognize program advisory committee members at a Board of

Education meeting.

10. Place a banner or company logo from committee members in the

classroom.

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Appendix F

Tips for Instructors Working with Program Advisory

Committees

● Poll members to determine the most convenient meeting time.

● Determine the preferred method of communication of each member.

● Develop a draft agenda prior to a meeting and consult the chairperson for input.

● Ensure meetings are a forum for input from business and industry, and

postsecondary.

● Meet often enough to establish working relationships and accomplish work plans.

● Foster communication about program specific topics at meetings.

● Follow-up on recommendations from program advisory committee members and

communicate the results to them.

● Encourage members to visit the school’s CTE programs and/or facilitate a student

meeting for an open question-and-answer session with students.

● Avoid asking members to complete work that can be handled by school staff.

● Keep members informed of current and pending legislation affecting CTE.

● Send reminder announcements of meetings one month in advance.

● Send agendas out two weeks in advance of meetings and call or email members

the day before the meeting.

● Ensure meetings do not last more than 90 minutes. Use agendas effectively.

● Disseminate minutes within two weeks after meetings.

● Provide members with current committee rosters. Keep rosters revised and current.

● Replace inactive members. Ask current members to recommend new members.

● If issues that require immediate attention arise, meet individually or with at least

two or three members at a time.

● Keep the committee active. Continually solicit and consider its advice.

● Publicly recognize program advisory committee members.

For more information on program advisory committee requirements, go to

www.michigan.gov/octe.

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Appendix G

Example Advisory Committee Roster

Name Company

Position

Sally Stethoscope

Committee Chair

Doggy Vet Clinic Veterinarian [email protected]

John Deere Cassie IH Ag Sales and Service [email protected]

Johnny Appleseed Hillside Orchard Farm Manager [email protected]

Julie Holstein Udders are Us Dairy Herdsman [email protected]

Pat Plant Crop Treatment Field Applicator [email protected]

Mike Program Community College Student Advisor [email protected]

Jesse Smith

Parent [email protected]

Julie Smith

President CTSO [email protected]

Teacher CTE County ISD Instructor / CTSO Advisor [email protected]

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Appendix H

Template for Program Advisory Committee Meeting Minutes

Note:

These topics might be spread over 2 meetings.

[Letterhead]

[Name of School]

Program Advisory Committee - [ Name of Program]

[Date, Time, Location]

Meeting Minutes

Chairperson:

Note Taker:

Timekeeper:

Attendees with Affiliations:

Introductions

Role of Advisory Members, Select a Chairperson for the Committee

[Conclusion]