Lake Washington Institute of Technology

Advisory Committee Member Handbook2019

Questions? Contact Melissa Curtis425-739-8420 Melissa.Curtis@lwtech.edu

11605 132nd Avenue NEKirkland, WA 98034-8506

www.lwtech.edu

Revised 4/10/19

TABLE OF CONTENTSSection Page

Message from the Vice President of Instruction 3

Role of Advisory Committees 4

Committee Administration 4

Responsibilities of Advisory Committees 5

Ethical Conduct 7

Seven Indicators of Effective Committees 7

LWTech Programs 9

Appendix A: Agenda Template 10

Appendix B: Minutes Template 11

Appendix C: Advisory Committee Membership FAQs 12

Appendix D: Advisory Committee Review Rotation Schedule 13

Appendix E: Self Assessment Form 14

Appendix F: Ethics Signature Form 16

Table 1: Table of Contents

Lake Washington Institute of Technology values equality of opportunity, human dignity, racial, cultural and ethnic diversity both as an educational institution and as an employer. The college provides equal opportunity in education and employment and does not discriminate on the basis of race or ethnicity, creed, color, national origin, citizenship, sex, marital status, sexual orientation, gender identity, age, religion, disability, genetic information, or veteran status. The college complies with applicable laws prohibiting discrimination and harassment in employment, educational programs and admissions, including Titles VI and VII of the Civil Rights Act of 1964, Title IX of the Educational Amendments of 1972, Section 504 of the Rehabilitation Act of 1973, Americans With Disabilities Act of 1990, the Age Discrimination Act and the state law against discrimination, chapter 49.60 RCW.

2

Message from the Vice President…Lake Washington Institute of Technology prepares students for today’s career and tomorrow’s opportunities. The college features small class sizes, modern equipment and hands-on training that opens doors to numerous types of career opportunities. A key to our programs success is the guidance of advisory committees and we thank you for your membership and active participation.

Representing your industry and profession helps our programs maintain currency and relevance. You provide important insight of the trends affecting your fields so the College can be responsive to evolving workforce needs. We appreciate that you bring this knowledge to our program faculty and deans during regular advisory committee meetings, and work with us throughout the year to improve curriculum, advise and assist us in equipping laboratories and shops, promote student internships and employment, and represent the College in our community.

This Handbook will help to guide you in your work. Thank you for your service to your profession and industry and the students in our programs at Lake Washington Institute of Technology. We appreciate your time and the commitment to the excellence of our programs, and we value your role in helping our students succeed and achieve their goals.

Dr. Suzanne Ames

Vice President of Instruction, Lake Washington Institute of Technology

3

ROLE OF ADVISORY COMMITTEES

The primary purpose of professional-technical education advisory committees is to promote collaboration between specific educational programs and business, industry and labor in preparing individuals to enter and succeed in their chosen careers (RCW 28B.50.252). Advisory committees historically have been a very effective means of making the educational delivery system respond to the needs of a constantly changing labor market.

Appointment Process

Advisory committee members are appointed by the administration of the college in writing for a specific term of one, two or three years. A member may be appointed or reappointed, when deemed appropriate by the administration, for a maximum service of six years. Committee members will be sent a letter of thanks from the administration when their service ends.

Note: There may be extenuating circumstances when the administration would choose to appoint a member for additional terms. These appointments should be limited to very special cases. Likewise, retiring members may be eligible for non-voting Emeritus status, allowing them to continue to provide insight and support for the program.

Membership Composition

The strength of an advisory committee is reflected in the diversity of its membership. Consideration must be given in the makeup of the committee to gender, geographical representation, ethnicity and nature of the occupation represented. Advisory committees must be composed of equal numbers of employers and employees to maintain a balance of interest. When the occupation being taught is apprentice-able and a local Joint Apprenticeship and Training Council (JATC) is active in the geographical area, at least one management member of the JATC should be invited to participate on the committee. Committee Membership FAQs can be found in Appendix C.

Consideration should also be given to include representatives of local professional associations related to the occupational area, organized or non-organized employee organizations, and county and/or state labor councils.

Additional educational members may be added as non-voting participants. In addition to college personnel, these may include COE directors and high school faculty from related programs, as well as invited guests. The recommended minimum committee size is five members, and the maximum should not exceed ten members.

COMMITTEE ADMINISTRATIONChairThe chair of the advisory committee must be elected from the private sector, non-college membership of the committee and must represent business, industry, government, labor or a non-profit agency. The name and position of the committee chair should be noted on the committee roster file. This person, in collaboration with other members, establishes the goals and work of the committee. At the fall meeting, the chair and scribe or secretary will be identified. Subsequent meetings for the academic year will also be scheduled.

The committee chair, program administrator, and program instructor(s) working in partnership, are responsible for facilitating the work of the committee. The program administrator and instructor(s) serve as consultants to the committee. However, they are not voting members and do not count towards the constitution of a quorum. Typically, the program administrator acts as the liaison to the Board of Trustees regarding the committee’s

4

activities. The program administrator also is responsible for providing logistical support for the committee’s work.

Committee Minutes, Agendas, and RostersThe committee chair and program administrator are responsible for keeping the college administration, Board of Trustees and appropriate staff fully informed of the committee activities. For each Advisory Committee Meeting:

1. Notify the Division Dean, Division Administrative Assistant, Vice President of Instruction, and Advisory Committee Coordinator Melissa Curtis of the meeting date, time, and location.

2. Prior to the meeting, obtain a copy of your committee’s roster from the either the Division Admin or the Advisory Committee Coordinator and update it at your meeting. Submit your updated roster, even if there are no changes, to the Advisory Committee Coordinator no later than 2 weeks after the meeting date.

3. Prepare an agenda for each meeting using the approved template (Appendix A). Submit the agenda to the Advisory Committee Coordinator no later than 2 weeks after the meeting date.

4. Prepare minutes for each meeting using the approved template (Appendix B). Submit the minutes to the Advisory Committee Coordinator no later than 2 weeks after the meeting date.

Using the approved templates will ensure that the information the college is required to track is documented. Failure to submit documentation will result in a non-compliance status with Perkins and may impact future program funding.

Meeting FrequencyLake Washington Institute of Technology requires that professional-technical advisory committees hold a minimum of two meetings each college year. However, effective advisory committees meet quarterly and quite often, monthly, to complete their program of work. A complete and up-to-date roster of committee membership should be maintained at all times. Members not attending at least fifty percent of the scheduled meetings should be replaced to maintain a viable committee. In order for the meeting to count as “official,” at least a 51% quorum of voting members must participate. Presence by phone or computer may be possible. Lead Faculty for each committee should send calendar invites to the Division Dean, Division Administrative Assistant, Vice President of Instruction, and the Advisory Committee Coordinator prior to each meeting.

RESPONSIBILITIES OF ADVISORY COMMITTEESThe following advisory committee activities and duties are not meant to be all inclusive, but are suggested areas of review and discussion.1 Members may participate in one, several or all activities during their tenure. Each advisory committee develops its program of work based on the needs of the program and industry.

Curriculum Advice Review labor market information to ensure the occupational program area is in demand and vacancies

exist for future employment. Advise to the industry standard or certifications required by the occupational area, and/or assist in the

development of skill standards where appropriate. Review the content of the professional-technical program and respective courses. Advise the college of

changing market conditions, technologies and employment needs. Advise as to the kinds and balance of theory, technical skill development, production work, and/or realistic

enterprise tasks to be accomplished by the students, to ensure the most effective and efficient use of 1 SBCTC Policy Manual, Chapter 4, Appendix E, College Advisory Committee Procedures

5

instruction time. Review instructional materials and recommend those that are most appropriate to the instruction

program, i.e. instructional materials, computer software, technical materials or tools, and trade publications.

Assist the college in conducting special events that benefit both the student and the college, i.e. career fairs, product seminars, and college open house.

Facilities and Equipment Budget Advise the college about the adequacy of the physical facilities and conditions of equipment and prepare

recommendations for needed change. Assist the college in obtaining instructional equipment. Review annual budgetary requests for equipment and supplies, and make recommendations and assist in

the development of bid or purchase specifications when appropriate. Advise in development of plans for new construction or remodeling of existing facilities.

Instructional Quality Advise the college in the development of qualifications for the hiring of instructors and serve on interview

panels when appropriate. Assist faculty by alerting or inviting them to industry events that will keep the faculty current with trends

and techniques, and foster networking with the professionals in the industry sector. Advise in the development of evaluation instruments and procedures that may assist in determining the

effectiveness of the instructional program, conduct outcomes assessments, and recommend appropriate changes.

Recommend procedures for developing, implementing, and evaluating work-based learning experience programs.

Recommend instructional practices that will promote the development of a safe instructional environment, and that will instill safe work attitudes and habits in students.

Participate in accreditation review as invited. Recommend strategies that ensure that instructor(s) maintain instructional, industry, and state-of-the-art

proficiency. Recommend standards and minimum academic qualifications for student enrollment into programs. Advise administration regarding program continuation and/or modification as determined by a review of

outcomes.

Instructional Delivery Review national and state directives and initiatives and their impact on local programs, and make

recommendations on how to incorporate these required changes. Help the College secure qualified substitute instructors.

Student Employment Recommend ways to assist students in the landing of internships and/or eventual employment. Assist in the development of portable, transferable competencies, skills, and abilities expected of

successful employees.

6

Realistic EnterpriseIf a job account or realistic enterprise is to be conducted by or in a professional-technical program, a procedural plan must be on file and should be jointly approved by the College and the advisory committee. The plan should describe, as a minimum, hours of operation, the goods and services that will be produced or sold, what the charges, fees, and taxes will be for each, who is eligible for services, and on what time basis.

ETHICAL CONDUCTAlthough state ethics laws are directed toward state and public employees, advisory committee members are indirectly affected by the law through their relationship with college employees.

For example, the ethics laws govern all actions and working relationships of state employees with current or potential customers, governmental representatives, the media and others. In these relationships, state and public employees must observe the highest standards of ethical conduct. Each employee is expected to place the College’s best interest above his or her own self-interest in all education, business, and other matters and decisions where there is an actual, potential, or appearance of conflict of interest.

The public trust is paramount and obligates college administrators, instructors, and advisory members to fulfill their responsibilities in an ethical manner at all times. Their position may not be used for personal gain or private advantage within any relationship.

All Advisory Committee Members are required to participate in mandatory Ethics Training. Please review Appendix E and sign the form, indicating that you have completed the training. Please submit your signed form to Advisory Committee Coordinator Melissa Curtis.

For more information, see RCW 42.52.

SEVEN INDICATORS OF EFFECTIVE ADVISORY COMMITTEES1. Understand the mission and goals of the College and program

a. Know why the program existsb. Understand the quality of student the program is capable of producingc. Develop a clear, concise committee purpose statement. Sample purpose statement: “To represent

the interests of health occupations by reviewing and advising on curriculum, determining equipment and facilities needs, assisting with improving learning opportunities for students, and serving as an advocate for quality instruction.”

2. Know what must be done to achieve the missiona. Identify the “critical success factors”b. Utilize academic competenciesc. Isolate employability skillsd. Pinpoint technical skills that are current in the industrye. Search for improvement opportunities—confront status quo

3. Scan the environmenta. Internal factors:

i. Administrative and board commitment to quality programsii. Programs offered by the institution

7

iii. Adequacy of facilities and equipmentiv. Instructor background and qualificationsv. Resources available

vi. Student access and recruitmentb. External factors:

i. Labor market needs, trends and directionsii. Occupational licensing and/or certification requirements

iii. Success of program graduates / completersiv. Community perceptionsv. Programs at other colleges

4. Envision the futurea. Project requirements 3-5 yearsb. Prioritize things that must be done to make the program responsivec. List barriers (real and perceived)d. Enlist others: Industry experts, academic instructors and community

5. Develop program of work to address identified gapsa. Set clear, measurable short and long term goalsb. Specify logical implementation strategies and measurable objectivesc. Assign tasksd. Establish timelinese. Plan small winsf. Develop specific recommendations for continuous improvement

6. Monitor progress toward recommendationsa. Regularly meet with students, instructors, employers and administrators or board to determine

achievementb. Get support; utilize the influence of local business, labor, legislators and community

7. Encourage the heart: students, instructors and administratorsa. Celebrate accomplishments, value the victoriesb. Champion the cause of professional-technical education

8

LWTECH PROGRAMS OF STUDYPrograms of Study

Accounting Applied DesignArchitectural Technology Auto Body TechnicianAuto Repair Technician Baking ArtsBehavioral & Social Services BiologyBusiness Business TechnologyCivil Design and Engineering Technology Computer ScienceComputer Security & Network Technology Computing and Software DevelopmentCulinary Arts Dental AssistantDental Hygiene DesignDiesel & Heavy Equipment Technician Digital Gaming & Interactive MediaEarly Childhood Education Electronics TechnologyEngineering Environmental HorticultureFitness Specialist/Personal Trainer Funeral Service EducationHealth Sciences Human Resource ManagementMachining Technology Math EducationMechanical Design Technology Medical AssistingMedical Billing & Coding Professional NursingOccupational Therapy Assistant Physical Therapist AssistantPre-Nursing Public HealthSewing Transportation, Logistics, & Supply Chain ManagementWelding Technology

Table 2: LWTech Programs of Study

LWTech Baccalaureate Programs Bachelor of Applied Science – Behavioral Health Bachelor of Applied Science – Dental Hygiene Bachelor of Applied Science – Design Bachelor of Applied Science – Digital Gaming & Interactive Media Bachelor of Applied Science – Funeral Service Management Bachelor of Applied Science – Information Technology: Computing and Software Development Bachelor of Applied Science – Public Health Bachelor of Applied Science – Transportation, Logistics, & Supply Chain Management Bachelor of Science in Nursing (BSN)

9

APPENDIX A – AGENDA TEMPLATE

Advisory Committee AgendaMeeting Information

Name of Advisory Committee: Date: Time: Location:

Agenda

Introductions

Approval of the Agenda

Approval of the previous meeting’s Minutes

(the rest of the agenda items will be typed here)

Scheduling the next meeting

Adjournment

10

APPENDIX B – MINUTES TEMPLATE

Advisory Committee Meeting MinutesMeeting Information

Name of Advisory Committee: Date: Time: Location: Lead Faculty: Committee Chair: Committee Members: Voting Members Present: Voting Members Absent: Was there a Quorum (51% of the voting members present)?

Minutes The Chair called the meeting to order at:

Introductions:

Agenda: The agenda was reviewed and approved (with/without) changes. (list any changes)

Minutes: The minutes from _________ were reviewed and approved (with/without) changes. (list any changes)

(the rest of the current meeting’s minutes will be typed here)

Next Meeting: The next meeting is scheduled for __________.

Adjournment: The meeting was adjourned at ______.

11

APPENDIX C – ADVISORY COMMITTEE MEMBERSHIP FAQS1. Who can be the chair?

According to the Advisory Committee Member Handbook, “The chair of the advisory committee must be elected from the private sector, non-college membership of the committee and must represent business, industry, government, labor or a non-profit agency.” LWTech Faculty cannot be the chair.

2. What are Labor Representatives? Why do we need them? Who appoints them? Labor representatives are committee members who represent the union employees within their industry. The State Board for Community and Technical Colleges requires that each committee in industries with unions to have labor representatives. Kairie Pierce at the State Board can assist with finding labor representatives for the committees. They are appointed by the King County Labor Council, and are not just union members on the committee.

3. Who can be a voting member?a. The following members are allowed to vote:

i. Industry, Labor, and Business representatives, and JATC representatives if an apprenticeship is represented in the field served

ii. LWTech Alumni – if they are representing a company in either an employer or employee roleiii. LWTech college employees from a networking program, such as an employee from the IT

department who is running the college network – He is representing a legit IT jobb. The following members are not allowed to vote:

i. LWTech faculty and administrators, even if they are part-time and work at an outside company

ii. Committee Chairs (except as a tie breaker or as per Robert’s Rules of Order)iii. Educational Partners (if sharing the seat and rotating membership between multiple partners

from a school district, like a high school or baccalaureate pathway partner who attends on an optional, or occasional basis)

iv. Current LWTech Studentsv. Non-member experts who may have been invited to any particular meeting

4. Who can be counted as part of the quorum?Only voting members can be counted as part of the quorum. The quorum should be the majority of members, so if there are 6 voting members, there would need to be 4 to make a quorum.

5. What are Designations? How do you determine a member’s designation?If a committee member is responsible for hiring employees within his/her company, then their designation would be “employer.” If they do not hold this responsibility, their designation would be “employee.”

12

APPENDIX D – ADVISORY COMMITTEE REVIEW ROTATION SCHEDULE

To be in compliance with Perkins, each year the Advisory Committees will be reviewed by the Office of Instruction, making sure their rosters are accurate and all their documentation has been submitted. The Advisory Committee Coordinator will oversee this process. An Advisory Committee Self Assessment Form will be completed for each committee annually. Self Evaluations are due to Melissa Curtis by the last day of Spring Quarter. Additionally, all Advisory Committee records will be audited every three years – one third each year.

Table 3: Advisory Committee Review Rotation Schedule

Committee Dean Review YearsAccounting Potter 2019 2022 2025Auto Collision Richmond 2019 2022 2025Auto Repair Richmond 2019 2022 2025Behavioral and Social Services Penn 2020 2023 2026Business Technology Potter 2019 2022 2025CADE (formerly Engineering Graphics) Potter 2020 2023 2026CSD (formerly ITAD) Potter 2018 2021 2024CSNT Potter 2020 2023 2026Culinary Richmond 2018 2021 2024Dental Penn 2019 2022 2025Design (formerly MMDP) Potter 2018 2021 2024Diesel Richmond 2020 2023 2026Early Childhood Education Heilstedt 2020 2023 2026Electronics Technology Richmond 2020 2023 2026Environmental Horticulture Emory 2020 2023 2026Fitness Specialist Penn 2019 2022 2025Funeral Services Penn 2019 2022 2025Gaming (formerly part of MMDP) Potter 2019 2022 2025Human Resources Potter 2020 2023 2026Machine Technology Richmond 2018 2021 2024Medical Assistant Penn 2020 2023 2026Nursing Penn 2018 2021 2024OTA Penn 2018 2021 2024PTA Penn 2018 2021 2024Welding Richmond 2018 2021 2024

Changes: Gaming was formerly a part of MMDP (now Design) that separated in 2017 to become its own program. Engineering Graphics has been changed to CADE in 2017. ITAD has been changed to CSD in 2017. This is for the AAS degree, not the BAS.

13

APPENDIX E – SELF ASSESSMENT FORMCAREER AND TECHNICAL EDUCATION

PROGRAM ADVISORY COMMITTEE SELF-ASSESSMENT

The Program Advisory Committee self assessment is based on the SBCTC Policy and Procedure Manual, Chapter 4, Appendix E: College Advisory Committee Procedures.

College Name:       Date:      

____________________________________________________________________________________

Prof/Tech Program:      

MEMBERSHIP

Advisory committee member training, including ethics, is conducted:

On an individual member basis At a college-wide advisory committee event

At a program advisory committee meeting Other      

Is the roster current as of 2017-18? yes no

Does the college appoint the advisory member for a designated term (1, 2, 3 yrs)? yes no

Number of committee members:       (min. 5 recommended)

Chair identified on roster: yes no Gender/cultural diversity in committee: yes no

Committee composed of: # Employees       # Employers       # Labor       # JATC      

If no organized labor representative is part of the committee, have you contacted your labor liaison to get a member placed? yes no

Is attendance of members tracked: yes no

(Members not attending 50% of the meetings should be contacted and removed if they cannot commit to attending 50% or more of the meetings)

MEETINGS

Are the minutes for 2017-18 on file? yes no

1st meeting date       Quorum present yes no

2nd meeting date       Quorum present yes no

Are the minutes for 2016-17 on file? yes no

1st meeting date       Quorum present yes no

2nd meeting date       Quorum present yes no

Are the minutes for 2015-16 on file? yes no

14

1st meeting date       Quorum present yes no

2nd meeting date       Quorum present yes no

Do the meeting minutes reflect that the:

Chair conducts meetings: yes no

Committee voting members attending are clearly identified on the minutes: yes no

Are faculty, staff, and administrators counted as voting members? yes no

Committee makes recommendations on: curriculum, equipment, instructional quality/delivery, student employment and realistic enterprise (if applicable) yes no

How does the college provide information back to the committee members in response to the advisory committee’s recommendations?

At a program advisory committee meeting

By letter or email

College does not respond back to the advisory committee’s recommendations

Other      

Comments:      

15

APPENDIX F – ETHICS TRAINING SIGNATURE PAGEPlease review the following principles and sign below. Submit your signed form to your committee’s faculty contact, who will submit it to the Office of Instruction, or email a scanned copy to Melissa.Curtis@lwtech.edu.

How does the Ethics Act affect me?You should not have financial or other interests, or engage in business or professional activities, that conflict with the performance of your official duties; you should not use your state positions to secure special privileges or exemptions for yourself any other person; you should not receive compensation from a source other than the State of Washington for the performance or non-performance of an official duty; and, you should not receive a gift if it could be reasonably expected to influence or reward the performance of your official duties.Financial Interests in TransactionsThe law prohibits state employees from participating in a state transaction if they have a financial or other interest in the transaction. If a decision you are about to make puts money into your pocket or those of friends, family or other persons including a business entity of which you are a partner, board member, managing officer, or employee, that constitutes private benefit and you cannot do it. You are also prohibited from accepting—directly or indirectly—any compensation, gift, or reward from any person who gets a benefit in terms of a contract, sale, lease, purchase or grant.Confidential InformationNo state employee may disclose confidential information gained through their job, or otherwise use confidential information for personal gain or benefit. Information that is confidential is not releasable upon public demand such as:

Personal information in employee, appointees or elected officials’ files that, if disclosed, would violate that person’s right to privacy.

Test questions, scoring keys, and other examination data used to administer a license, employment, or academic examination.

All applications for public employment or contracting, including the names of the applicants, resumes, and other related materials.

The residential addresses and residential telephone numbers of employees or volunteers of a state agency which are held in personnel records, employment or volunteer rosters, or mailing lists.

Special PrivilegesState employees may not use their position to secure special privileges or exemptions for themselves, or their spouse, child, parent, or other person.Use of Persons, Money, or Property for Private GainState employees have a duty to conserve public resources and funds against misuse and abuse.Basically, the idea is that we are using taxpayers’ money and we must be respectful of that fact and you cannot use state resources for private benefit or gain unless within an allowable exception within the ethics law or under WAC 292-110-010. Supervisors and anyone who manages others must be especially aware of this principle because they are in a position to affect the flow of resources as well as model appropriate behavior.

I, _________________________________ have read the above principles and understand that I am required to (print name)

follow the laws I am directly or indirectly affected by through my relationship with college employees.

______________________________ ______________ _______________________________Signature Date Advisory Committee

16