Advisory Committee
Handbook
Revised November 2012
Page 1
Table of Contents
Clark County Skills Center Advisory Committee Diagram
Role of the General Advisory Committee
Role of the Program Level Advisory Committee
Building & Maintaining an Effective Advisory Committee
Advisory Committee Structure
 Role of Committee Members
 Role of Chairperson
 Chairperson Checklist
 Role of Program Instructor
 Program Instructor Checklist
 Role of Administrator
 Administrator Checklist
Constitution
Useful/Sample Documents
Appendix
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Clark County Skills Center Advisory Committee Diagram
Travel &
Hotel
Management
Applied
Medical
Science
Bridges
Academy
Fashion Design
and Marketing
Automotive
Technology
Restaurant
Management
Construction
Technology
General Advisory
Committee
Pre-Engineering
Design
Technology
Criminal
Justice
Legal/Medical
Office
Applications
Diesel
Technology
Financial
Customer
Service
Retail
Careers
Revised November 2012
Cosmetology
Electro Digital
Technology
Dental
Assisting
Page 3
Role of the General Advisory Committee
The General Advisory Committee (GAC) is a committee composed of CCSC
administrators, businesses, community representatives, and representatives from across
program advisory committees. This committee provides overall direction and guidance
to administrators and staff concerning career and technical programs offered by the Clark
County Skills Center.
The GAC works with the Skills Center staff and administration to carry out long term
planning and implementation of Skills Center goals. GAC duties include:

Assist in the facilitation of the program renewal process on a Skills Center-wide
basis.

Make facilities and equipment recommendations for the Skills Center.

Provide business and industry guidance to the Director.

Help implement the Skills Center’s strategic plan.

Interview students for GAC scholarships.
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Role of the Program Advisory Committee
Program Advisory Committees are composed of business and industry members,
instructors, current students, former students, and parents. The overlying duty of the
committee is to guide the program area through continual improvement using their
expertise in the occupational area. It is important to note that as with the general
advisory, program advisories are committees which function in an advisory role. These
groups do not function as policy makers and therefore will not be asked to make such
decisions.
Specifically the duties of these program advisories are as follows:
1.
To facilitate the program renewal process by carrying out the following tasks using
expertise in the program area:
 suggest and approve course objectives and priorities
 review and approve curriculum, including Washington State Standards
alignment
 formulate short- and long-term goals to compliment industry standards
 recommend course competencies that align with industry standards
 evaluate additional instructional materials and software
 recommend equipment purchases
 recommend facility improvements
 recommend safety precautions needed
2.
Strengthen the relationship between business, industry, the community, and
education.
 suggest representation needed on the committee
 be a source for new membership or specific expertise.
 promote the program in the community
 provide student job shadowing and internship opportunities when possible
 provide support for Career and Technical Education (CTE) programs as needed
 conduct mock interviews with students
 judge projects and presentations in the program area
3.
To monitor current and predicted occupational trends and identify curriculum
implications.
 advise instructors regarding new and latest industry and technology trends
 recommend quality conferences for instructors to attend including professional
association meetings, trade shows, and service clubs
 suggest publications and web sites to be used in the classroom
4.
To identify community resources that may be used to enrich CTE programs.
 recommend field trip locations or host field trips
 serve as a resource for guest speakers
 offer work experience opportunities and partnerships
 acquire donations of equipment or materials
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Building and Maintaining an Effective Advisory Committee
Recruitment
Who should be on a program area committee?
Advisory Committee membership should consist of members from business,
industry, and labor. To increase program area effectiveness members should
include representatives from:
 management
 labor, or union representatives
 different levels of skilled workers if possible
In some program areas it is appropriate to involve members representing
organizations that are advocates or have an interest in the program area. All program area
committees should have representative from higher education, be it a technical school, a
community college, or a university. This is essential in programs where tech prep
agreements are in place or where these agreements are being developed.
We have found the some of our best contributing members are graduates of our
programs who are out in the industry. They are both loyal and appreciative towards our
programs and want future students to have the same opportunities that these programs
gave them. We also are in the process now of including a student currently in the
program to give us another perspective on program dynamics.
Committee membership should reflect the community and district population with
consideration given to adequate representation of ethnic groups, cultural and social
background, income levels, age groups, and gender. These are facets where we are
continually monitoring and striving to improve.
Where do you recruit members? What sources are out there?
There are many resources you may have at your disposal including:
 Industry contacts
 Former students
 Parents who are currently employed in the industry
 Local Community Colleges
 Columbia River Economic Development Council
 Local Chambers of Commerce
 Labor Union Offices
 Local Chapters of Organizations
(i.e., Audobon, Sierra Club)
 Business or Industry Consortiums
 Television and Radio Stations
 Community Published Business Directory
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How do we recruit? What is the process we use?
Once contact information has been obtained the Skills Center Director or
Assistant Director sends out a letter of invitation to the potential advisory member. This
letter introduces either the program area or in the case of the general advisory, the Skills
Center programs. Also included are the commitment expected and the role of the
committee member. It is important that community members have a clear understanding
of the capacity in which you are asking them to serve.
An important note here is the discussion of the instructors’ role in the recruitment
process. Certainly there are going to be community members who are recruited by
instructors and work closely with them and their students. We feel that it is not solely the
responsibility of the instructor to recruit members. Instructors may be the first contact
person and then relay the name of a community partner to the administrator. In any case
it is vital that the administrator maintains the proper balance of objectivity on each
committee for maximum effectiveness. Committees need to have a good working
relationship with instructors but also need to remain objective enough to be able to
evaluate a program area fairly and impartially.
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Program Advisory Structure and Effectiveness
Advisory Committee Member Position Description
Participates in the work of the committee; provides thoughtful input to the deliberations
of the committee; focuses on the best interests of students, the occupation represented,
the school, and the committee; works toward fulfilling the committee’s goals.
Responsibilities

Attends committee meetings when needed.

Reviews all relevant material before making contributions and voices objective
opinions on issues when appropriate.

Carries out individual assignments made by the committee chair.

Informs the committee of recent changes to the occupation represented regarding
employment opportunities and wage rates, certification/licensure requirements,
federal/state laws, emerging practices/trends, new equipment, etc.

Works as part of the committee and school instructional team to ensure that the
committee develops recommendations that help students and staff responsible for the
program.

Represents the committee at meetings involving professional associations and other
industry groups.

Promotes clarity within the committee on the committee’s role and how it supports
and fits within the interests of the occupation or profession.

Works directly with instructor(s) and students in mock interviews or as a mentor in
various capacities.

Provides and/or facilitates job shadowing/internships for students.

Provides instructor(s) with evidence of activities directly involving or relating to the
goals of the program.
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Advisory Committee Chair Position Description
In a manner that is consistent with the school’s policies and procedures, the committee
chair guides the committee in its work as outlined by the program of work.
Responsibilities

With program administrator, instructor(s), and other committee members, develops a
program of work as well as action plans for each program goal that will allow the
committee to effectively and efficiently discharge its responsibilities for the year.

Works with the CTE administrator and the advisory secretary to prepare meeting
agendas based on program of work when necessary.

Works with program administrator and Advisory Secretary to ensure that the work of
the committee is carried out.

Works with program administrator to improve program based on the district CTE
goals.

Facilitates any advisory committee meetings.
Chairperson Checklist
Making early contact with committee members:

In concert with the Advisory Secretary and the Program Administrator, sends a
welcome/orientation letter, cosigned by the program administrator and/or program
instructors.

Provides the committee with its charges and goals, in context with the school’s
strategic plan.

Review recent accomplishments of the advisory committee so those new and
continuing members can put that in context of work to be done.

Signs important documents such as budget approval.

Helps the program instructor monitor goal completion.
Developing and structuring a meeting agenda
Meet with the Program Instructor to determine that the following items are implemented:

Provide in advance of the meeting, an agenda listing beginning and ending times for
the meeting, the meeting location, room number, a list of committee members, and
topics to be discussed and/or acted upon.

Sequence agenda items thoughtfully. Start the meeting with agenda topics that unify
the committee; this sets the stage for working together. Make the first few items
quick-action items to establish movement. Early in the meeting is a good time to
discuss topics that require mental energy, creativity, and clear thinking. Do not put
difficult topics back-to-back – people need a break. If the meeting will last more than
two hours, build in breaks at logical places. End the meeting with topics that will
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unify the committee; people like to leave meetings feeling that they are part of a
productive team.

Do not over schedule the meeting. Provide sufficient but not too much time for each
topic. Some chairpersons like timed agendas; others do not. A good approach is to
show key times on the agenda. Having these “markers” lets members know the
general pace of discussion the chair anticipates for the meeting.

Provide at least minimal written background information for each agenda item.

Indicate whether the item is for discussion only or if action is expected.

Identify the person who is presenting each item.
Tips for Presiding Over a Meeting

Start meetings on time!

Review the business to be conducted.

Restate the issue to be voted on before calling for a vote, and explain the consequence
of the vote.

Put all issues to a fair vote; don’t make assumptions about how committee members
feel.

Announce the results of actions taken and explain the follow-through to be taken and
by whom.

Stay with the agenda. Seek the full committee’s agreement to change the agenda
once it has been announced.

Close the meeting on time; seek the committee’s agreement regarding extending the
time if necessary.
Parliamentary Procedure

Most advisory committees do not use and are not required to operate using
parliamentary procedure; however, the objectives and principles of parliamentary
procedure should be employed.

The objectives of parliamentary procedure include expediting business, maintaining
order, ensuring fairness and equity for all, and accomplishing the objectives for which
the committee is organized.

The principles of parliamentary procedure include courtesy and justice for all, rule of
the majority while respecting the rights of the minority, partiality to none, protection
of the absentee, and taking one item of business at a time.
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Developing and structuring the a virtual meeting agenda
Have a discussion with the Program Instructor to determine that the following items are
implemented:

Provide in advance beginning and ending times, how the meeting can be joined, list
of committee members, and topics to be discussed and/or acted upon.

Follow the agenda and be concise in the discussion.

Provide some minimal written background information for each agenda item

Indicate whether the item is for discussion only or if action is expected.

Identify the person who is presenting each item.
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The Role of the Program Instructor
The communication, commitment, and organizational skills of the instructor determine
the success of the advisory committee.
Duties include:
 Determine necessary meetings.

Face-to-face meetings:

Arrange for refreshments (optional), necessary secretarial/support staff, and
make copies of handout materials in advance of the meeting.

Arrive early to check room setup and distribute meeting materials.

Review agenda items before the meeting begins, prepare for discussion.

Develop the committee by recruiting members

Orient new members to the components of the program

Maintain necessary contact with members throughout the year

Give input for development of next agenda

Bring items of concern or tasks for the committee that relate to the agenda and
that have been approved by the chair and/or administrator.

Assist chairperson in whatever capacity needed.

Relay any information about the program that is needed by the committee.

Follow-through with meeting decisions, recommendations, and committee work.

Share information with students to foster understanding that the business
community is a part of the educational team.

Collect any evidence of accomplished committee work and keep in program
notebook.
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The Role of the Administrator
The role of the administrator is to facilitate the recommendations of the advisory
committees. The administrator serves as a direct link between the program advisory
committees, administration, and school board.
Responsibilities:
 Provide expertise on district policy and Washington State law:
The CTE Administrator keeps the advisory committees up-to-date on
district policy changes and legislation that will impact Career & Technical
Education programs.

Provide relevant education professional information and publications that may
impact program advisory committee decisions.

Articulate the overall vision of the Skills Center and future focus:
The administrator will ensure that committee members understand the
mission of the Clark County Skills Center, relationship of Career and
Technical Education to the goals of CCSC, and how each specific program
fits in to the comprehensive plan. Program advisory committee members
will be encouraged to project future occupational requirements that may
impact the curriculum, facilities, and strategic plan.

Report committee recommendations to the General Advisory Committee
when needed.

Report to the program committee any needed updates or direction from the
workings of the GAC.
Administrator Checklist

Provide orientation and training to Advisory chairpersons.

Ensure that the chair executes his or her leadership duties.

Provide administrative support to the committee throughout the year.

Assist the instructor and/or chairperson with preparing agendas.

Provide on-site support for committee.

Review the purpose of the advisory committee, its relationship to the educational
process of the school, and its charge for the year.

Review all ongoing committee projects and continuing activities. Identify the level of
staff assistance/clerical support available.

Identify focus areas for committee activities.
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CLARK COUNTY SKILLS CENTER
ADVISORY COMMITTEE CONSTITUTION
XYZ Advisory Committee
SECTION A: PURPOSE AND NAME
ARTICLE I
The XYZ Advisory Committee shall exist to advise the XYZ Program during such time
as it is authorized by the Skills Center General Advisory Committee or the
Superintendents Administrative Council.
ARTICLE II
The purpose and duties of the XYZ Advisory Committee are outlined in the attached
Addendum A.
SECTION B: MEMBERSHIP
ARTICLE I
The number of advisory committee members shall be determined by 85% of Advisory
Committee Members providing service as documented through work completed in focus
areas 1-6 of the Advisory Involvement Indicators Rubric to meet the Skills Center’s
Standards for Excellence.
ARTICLE II
Advisory committee members shall be selected to represent a balanced cross section of
the profession. The advisory committee and instructor(s) will seek new advisory
committee members to maintain active membership.
ARTICLE III
Advisory committee members are encouraged to notify the Skills Center if they are
unable to be involved in their prospective advisory committee.
ARTICLE IV
The instructor(s) will be expected to be present at any face-to-face advisory committee
meetings as a non-voting member and be included in virtual committee meetings. The
Director and/or Assistant Director and program staff assistants are encouraged to attend
any face-to-face meetings as well as be included in any virtual committee meetings as
non-voting members.
SECTION C: OFFICERS AND THEIR DUTIES
ARTICLE I
The advisory committee officers shall be; chairperson and chairperson-elects.
ARTICLE II
The chairperson elect shall be elected annually by a majority vote of the committee
members at the annual meeting and cannot hold this position for more than 2 consecutive
years.
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ARTICLE III
The chairperson duties shall be;
A. to preside at face-to-face meetings and be included in all virtual meetings of the
advisory committee.
B. to appoint special committees which may include persons other than advisory
committee persons.
C. to work cooperatively with the instructor(s).
D. to represent the advisory committee at any official meeting at the request of the Skills
Center Director.
ARTICLE IV
The chairperson-elect shall perform the duties of the chairperson in his/her absence.
SECTION D: MEETINGS
ARTICLE I
The annual meeting for the Advisory Committee shall be either May or September of
each school year as determined by the advisory committee.
ARTICLE II
The advisory committee chairperson may call special meetings of the advisory
committee. These meetings can be face-to-face or virtual.
ARTICLE III
Written notices for all face-to-face advisory committee meetings shall be sent to all
advisory committee members at least 7 calendar days before each meeting.
ARTICLE IV
The chairperson and the instructor(s) will meet/communicate prior to face-to-face
advisory committee meetings to prepare the agenda.
ARTICLE V
The Advisory Secretary shall be responsible to send all advisory committee meeting
notices, agendas, and minutes to the advisory committee membership.
ARTICLE VI
Face-to-face meetings shall last a maximum of two (2) hours unless a majority of the
committee members vote to continue a particular meeting.
SECTION E: AMENDMENTS
ARTICLE I
The constitution and by-laws of Skills Center programs may be amended by the Skills
Center General Advisory Committee upon consideration of a proposal from one or more
of the Skills Center Advisory Committees.
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Page 15
Dennis Kampe, Director
Kari Duffy, Assistant Director
What Program Advisory Committees Provide…..
For students:
Definition of criteria and necessary pre-requisites for entering an occupation or profession
Internships and on-the-job training sites
Career placement for students completing programs
Scholarships to help deserving students
Guest speakers to talk to students about various aspects of careers and occupations
Tours of local businesses for students
Planning and conducting skills contests for students and "mock" interviews
Sponsorships of employer/student seminars
For teachers:
Helping teachers formulate their professional development plans by providing opportunities
to return to the workplace for up to date training.
Informing teachers about and inviting them to attend technical seminars and workshops
Endorsing teachers for renewal of vocational teaching certificate
Curriculum and Course Advisement:
 Reviewing curriculum for relevancy and completeness related to competencies, skills, and
knowledge.
Suggesting new curriculum ideas based on changing technology
Reviewing performance standards for students
Recommending "real life" lab experiences for students
Reviewing and recommending textbooks, films, other instructional materials
Reviewing student leadership/professionalism skills and assisting in the development of the
curriculum
Making suggestions for serving students with special needs
Assisting with short and long-range program planning
Securing donated resource and reference materials
Equipment and Facilities:
Making recommendations regarding new equipment
Securing donation(s) of teaching aids and equipment
Reviewing safety standards in lab
Making recommendations for facilities remodeling
Being involved in program evaluation
Conducting evaluation of advisory committee effectiveness
Reviewing progress of short-and long-range goals
Reviewing results of student and employer follow-up
Making recommendations to improve or close a program
Community Public Relations
Discussing Skills Center with business, industry, or service groups
Making recommendations for program improvements with local administrators and policy
makers such as school boards, county officials, state and federal legislators
Interpreting community input to staff and administrators
 Helping to market Skills Center education merits to students, parents, and counselors.
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Program of Work
Due on October
Program Goals:
1
2
3
4
5
6
7
8
Program Review:
Program Standards of Excellence reviewed by committee
Follow-up survey information reviewed by committee
Goals reviewed, revised and approved
Action plan created for each goal
Review competencies for certificates:
Revisions made and turned in
Scholarship Interviews (list students and Advisory Committee members involved):
GAC:
 Date of Interviews: ___________________________________
Others:
 Date of Interviews: ___________________________________
Budget:
Date reviewed: ________________________
Date approved: ________________________
Signature of chair
Chair: _____________________________ Chair-Elect: _______________________
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Page 17
Goal Action Plan Worksheet
Goal Statement:
SMART Goal:
Strategies and Action Steps
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Responsibility
Timeline
Page 18
Evidence of Effectiveness
APPENDIX
Helpful information on ways to conduct a meeting:

Free On-line platforms:
o Email
o Linked-in

Create an account; go to http://www.linkedin.com
o Facebook

Create an account; go to https://www.facebook.com
o Edmodo

Create an account; go to http://eps.edmodo.com

See more information in Appendix 1
o Text Message

Create an account with “GroupMe”; go to https://groupme.com


See more information in Appendix 2
Plan-based (cost) On-line platforms:
o Go-to Meeting

Phone
o Phone-conferencing

See more information in Appendix 3
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Appendix 1 (Edmodo)
Go to: http://eps.edmodo.com
1. Navigate to: eps.edmodo.com and click on I’m a Teacher
Please note: if you already have an eps.edmodo.com account you can sign into your existing account and
begin on step #4.
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2. You will need to enter the code assigned to your building. Our code is as follows:
Clark County Skills Center
a3yeua
3. Enter the code for your school and fill in the rest of the information then click on Sign up.
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Page 21
4. Once you have signed in, click on ‘Join’ located on the left hand side of your screen.
5. Enter the group code provided by your instructor to join your class.
The class you are joining will show up in the left hand column, and the information will appear in
the newsfeed area of your screen.
If you have any questions please contact your class instructor, building BTI or
[email protected]
Thank you.
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Appendix 2 (GroupMe)
About GroupMe
GroupMe is the best way to chat with everyone you know. It's absolutely free, whether you're talking to a
group of friends, or texting with one person. Best of all, it works on nearly every phone, via push or SMS.
With GroupMe, it's easy to reach anyone, anytime, anywhere. https://groupme.com/signin
Group SMS on GroupMe: https://groupme.com/sms
You can create and manage groups simply by sending text messages—no app or smartphone needed. Just
use these commands.
Global Commands

Text these commands to GROUP (47687)
o
#new [topic] = Creates a new group with a unique phone number.
o
#help = Sends you a text that lists all the commands here.
Group Commands

Text these commands to your group's phone number
o
#add [name] [number] = Adds a new member to the group
o
#remove [name or number] = Removes a member of the group
o
#mute / #unmute = Mutes the group - you will no longer receive messages from the group until
you send #unmute
o
#topic [topic] = Changes the group name
o
#list = Sends you a text listing all the members of the group
o
#name [name] = Changes your nickname in the group
o
#exit = Removes you from the group
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Appendix 3 (Phone Conferencing)
Using the ASC (Evergreen School District) Conference Bridge
Description
While three callers may be connected in a conference call on any district phone, if more
callers need to be linked together, the conference bridge is a useful tool. Up to fourteen
callers may be connected in a conference call using the conference bridge.
Reserve the Conference Bridge
Call Information Technology at x4096 and request a date/time you would like to reserve.
We will sign you up on our calendar for use.
Operation of the Conference Bridge
1) The conference leader calls the conference participants and requests them to call the
conference bridge pilot number (604-4044).
2) At the agreed upon date/time, the participants dial the conference bridge pilot.
3) The conference leader dials the conference bridge leader number (604-4043).
a) To ensure privacy, after all participants have dialed in to the pilot number, the
conference leader may press “0”. (This will lock the call and prevent anyone else from
dialing into the pilot number.)
b) If needed, the conference leader may press “0” a second time to release the privacy
lock. (This would allow another person to dial the pilot number and join the conference.)
After the additional person has dialed in, “0” can be pressed again to lock the call.
c) When the conference call is completed, the conference leader presses “#”, and all
parties are released from the call.
24