PROGRAM ADVISORY COMMITTEE PROCEDURE

1.1 Capitalized words and phrases used in this Procedure document and not otherwise defined here have the meanings assigned to them in the Program Advisory Committee Policy (PL-AC-27).

1.2.1 Academic Members: Faculty Members and Instructional Members.

1.2.2 Accreditation: Official recognition that an Academic Unit, Program or Course has met the established standards of quality set by an Accrediting Body.

1.2.3 Admission Requirements: The requirements for eligibility into a University Program.

1.2.4 Alumni: Graduates of the University.

1.2.5 Certification: Official recognition that a Program or Course has met the established standards of quality set by a Certifying Body.

1.2.6 Course: A set of Learning Sessions in a particular subject, with a defined scope and duration, and specific Learning Outcomes.

1.2.7 Course Learning Outcomes (CLOs): The knowledge, skills, and competencies a Student can demonstrate immediately upon completion of a Course.

1.2.8 Faculty Members: Members of the Teaching and/or Research staff, whether on part-time or full-time contracts, holding the following ranks: Professor, Associate Professor, Assistant Professor, Senior Lecturer/Senior Technical Instructor, or Lecturer/Technical Instructor.

1.2.9 Instructional Members: Members of the Teaching staff, whether on part-time or full-time contracts, holding the following titles: Assistant Lecturer/or Workshop/Lab/Clinical Instructor, Assistant Technical Instructor, Trades Technical Instructor, or Teaching Assistant

1.2.10 Learning Outcomes: The knowledge, skills, and competencies that a Student can demonstrate upon completion of an educational activity, Course, or Program.

1.2.11 Level III Curriculum Enhancement: Enhancements that are major transformative changes that impact the Curriculum Map, exceed more than 20% of Program Credits, or impact multiple Academic Units.

1.2.12 Micro-Credentials: Short, competency-based learning experiences that focus on specific skills, knowledge, or competencies, which are not part of a formal Program leading to a qualification but are designed to support lifelong learning, professional development, and skill enhancement in line with the University’s applied education approach.

1.2.13 Professional Association: An organization that represents and advances the interests of individuals in a specific occupational field to help members stay current in their field.

1.2.14 Research Project: Any project that forms the basis of Research undertaken by the University and includes projects undertaken by:

- a member of the University Community and/or Visitor, or under their supervision,

- any individual commissioned by the University to undertake Research.

1.2.15 Staff: Person(s) employed by the University.

1.2.16 Stakeholder: Individuals or groups, both internal and external, who have an interest in or influence on the decisions, activities, and outcomes of the University.

1.2.17 Student: A person who is presently enrolled at the University in a Credit Course or who is designated by the University as a Student.

1.2.18 Teaching: The delivery of theoretical and/or practical instruction for the purpose of Student learning and development, that is generally organized by disciplines and/or interdisciplinarity of study and administered within an established mode and timeframe.

1.3 Where a word or phrase is given a particular meaning, other parts of speech and grammatical forms of that word or phrase have corresponding meanings.

1.4 Where the context requires, words importing the singular shall include the plural and vice-versa.

2.1 The purpose of this procedure is to establish the operational processes and requirements governing the composition, membership, and responsibilities of the Program Advisory Committees at the University, in accordance with the Program Advisory Committee Policy (PL-AC-27).

3.1.1 Program Advisory Committees within each Academic Unit will be recommended by the Dean of the relevant College, or by the Academic Manager for the Foundation Program Unit, and approved by the Vice-President, Academics.

3.1.2 Recommendations for membership may originate from the Dean/Academic Manager, a Director/Manager, the Program Advisory Committee itself, a professional body, concerned individuals or groups, graduates, or University Academic Members at large.

3.1.3 Program Advisory Committee members are selected for their expertise in the field, or knowledge of the labour market relating to the occupation. The Committee includes representatives from key Stakeholders, including:

3.1.3.1 Business and industry;

3.1.3.2 Government agencies;

3.1.3.3 Professional Associations; and

3.1.3.4 Community organizations.

3.1.4 Members from industry must be comprised of current or prospective employers of Alumni, and representation must avoid duplication from the same sector.

3.1.5 Program Advisory Committee members for the Foundation Program Unit are selected based on their expertise in the educational program and are representative of:

3.1.5.1 Academic Members; and

3.1.5.2 Admissions and Registration.

3.1.6 Appointments are reviewed annually by the relevant Dean/Academic Manager and if an amendment is proposed, it is then submitted to the Vice-President, Academics for approval. Once approved, the Office of the Vice-President, Academics will share a copy of the approved membership with the relevant Dean/Academic Manager and with the Faculty Affairs Department for documentation. Should membership change, the Dean/Academic Manager must inform the Faculty Affairs Department, who will communicate any updates to the Office of the Vice-President, Academics for approval.

3.1.7 The contribution of resigning and retiring members will be acknowledged by the Dean/Academic Manager.

3.1.8 Program Advisory Committees will not exceed ten (10) voting members.

3.1.9 The Vice-President, Academics and the Vice-President, Applied Research and Graduate Studies, or their nominees, are ex officio members of each Program Advisory Committee.

3.1.10 Non-voting members will include:

3.1.10.1 The Dean;

3.1.10.2 A Program Development and Accreditation Specialist designated by the Academic Manager, Program Development and Accreditation;

3.1.10.3 Senior Student representative, selected by the Dean; and

3.1.10.4 At the discretion of the Dean/Academic Manager, other Academic Members/Staff whose attendance may be appropriate for specific discussions.

3.1.11 Members will select a Chair and Vice-Chair from the voting membership to chair meetings. The Chair and Vice-Chair will both serve a two-year term of office. The Vice-Chair will act in the absence of the Chair. The Chair is a voting member.

3.1.12 Members are not remunerated for their participation.

3.2.1 Advising on aspects related to the Program, including the resources and technology required, the need for education and training in the occupation or discipline, and the content of programs and courses, such as revisions to Course Learning Outcomes, assessment of Learning Outcomes, Program structure and title, Admission Requirements, and Curricula.

3.2.2 Providing input on any Level III Curriculum Enhancements as well as annual and cyclical program review outcomes.

3.2.3 Following up on the achievements of academic initiatives relevant to the Program and provide feedback for improvement.

3.2.4 With the exception of the PAC for the Foundation Program Unit, reviewing the Program’s Program Educational Objectives in terms of the extent to which they prepare the University’s Students for a professional career in industry.

3.2.5 Identifying industry trends that could be incorporated into the Program's initiatives, ensuring alignment with local industry and market needs.

3.2.6 Supporting the Program’s engagement in industry at all levels, including Teaching, Academic Member professional development, Student extra-curricular activities and internship, short courses, career advice, work placements, and/or capstone projects.

3.2.7 Strengthening the Program’s research and scholarly activities and assisting in identifying opportunities for Academic Member and Student involvement in Research Projects, as well as for outreach such as consultancy.

3.2.8 Providing feedback on new Programs which fall under the Academic Unit’s mandate.

3.2.9 Promoting collaboration and building partnerships with Stakeholders.

3.2.10 Recommending suitable industrialists, executive members and community leaders to be invited as Guest Speakers.

3.2.11 Advising on aspects related to Program Certification, Accreditation and Micro-Credentials.

3.2.12 Carrying out any other Program Advisory Committee-related tasks as requested by the Dean/Academic Manager.

3.3.1 Setting the meeting agendas in consultation with committee members and the Dean/Academic Manager of the relevant Academic Unit.

3.3.2 Ensuring that meeting agendas and/or minutes and action items of the previous meeting are delivered to members at least one (1) week in advance of the meeting.

3.3.3 Submitting and reporting an annual list of committee activities and recommendations to the Dean/Academic Manager for institutional tracking.

3.3.4 Submitting the annual Committee Self-Assessment report as per the Manual to Councils Committees Task Forces and Working Groups to the Dean/Academic Manager.

3.4.1 The Program Advisory Committees meet at least once a year or as often as deemed necessary by the Dean/Academic Manager.

3.4.2 Minutes of all meetings of the Program Advisory Committee will be circulated to members, the Program Development and Accreditation Department, and the President.

3.4.3 A meeting quorum is a majority of Committee membership.

3.4.4 Program Advisory Committee members who are unable to attend meetings may send a representative in their stead and must inform the Dean/Academic Manager.

3.4.5 Committee members will be expected to maintain regular attendance at all meetings.

3.4.6 Program Advisory Committee members must treat all non-public information obtained through Program Advisory Committee work as confidential and must not disclose it without authorization from the Dean/Academic Manager. This obligation continues after membership ends.

3.5.1 The Dean/Academic Manager of the Academic Unit:

3.5.1.1 Ensures the Program Advisory Committee is established and operational in accordance with the applicable Policy and Procedure.

3.5.1.2 Ensures an appropriate budget is reserved for the operation of the Program Advisory Committee.

3.5.1.3 Ensures appropriate policies and procedures are respected prior to implementation of any Curriculum changes resulting from advice received from the Program Advisory Committee.

3.5.1.4 Reports on implementation status of PAC recommendations as part of the Academic Unit’s planning and reporting cycle.

3.5.1.5 Ensures minutes of meetings and reports are prepared and circulated to all Committee members, the Vice-President, Academics and the President.

3.5.1.6 Attends all related activities/responsibilities to ensure effectiveness in the function of the Program Advisory Committee.

3.5.1.7 Provides an orientation to Committee members including but not limited to the following information:

3.5.1.7.1 The Program Advisory Committee Policy and Procedure.

3.5.1.7.2 The Academic Catalog.

3.5.1.7.3 Relevant Program Brochures, if applicable.

3.5.1.7.4 An overview of the Academic Unit’s structure and governance.

3.5.1.7.5 Program information (e.g. enrolments, etc.)

3.5.1.8 Involves, where possible, PAC members in the Academic Unit’s activities.

3.5.1.9 Consults with the Vice-President, Academics on all issues that need clarification and provides recommendations on policies and procedures related to Program Advisory Committee.

3.6.1 Expenses associated with attending Program Advisory Committee meetings, including transportation-related costs, are absorbed by participants’ industrial enterprises or agencies. Such participation is considered their contribution to education and training.

3.6.2 Expenses associated with the operation of the Program Advisory Committee meetings, including costs related to meeting arrangements and logistical support, are allocated within the Academic Unit’s budget.

3.7.1 The Dean / Academic Manager receives the advice of the Program Advisory Committee as recommendations, reviews them in the context of the principles of the Academic Unit, labour market needs, and external Accreditation requirements, and communicates the recommendations to the Vice-President, Academics.

3.7.2 Decisions to implement changes will adhere to the approved Policies and Procedures for Course and/or Program enhancement.

3.7.3 Should a decision be made not to implement a recommendation, a documented rationale must be included in the PAC meeting actions and submitted to the Vice-President, Academics for approval.

4.1 PL-AC-27: Program Advisory Committee Policy.

4.2 Manual to Councils Committees, Task Forces and Working Groups.