MACEM&PSAdvisory Council

Guide & Policy

Rev. August 2019

Mission

The Mid-Atlantic Center for Emergency Management & Public Safety at Frederick Community College provides academic and career credentials, professional services,

and community engagement in emerging high-intensity disciplines.  It serves as a resource to connect, secure, and prepare both virtual and physical environments.

Guided by the ideals of equity and justice, it provides education, training, and services to meet the challenges of developing a safe, prepared, and resilient community, state,

and nation.

Vision

To be a progressive, innovative academic and training partner connecting the virtual and physical preparedness, justice, and security environments for all public and private entities in meeting the challenges of leading a just, safe, prepared, and resilient nation.

Core Values

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MACEM&PSAdvisory Council

Guide & Policy

Rev. August 2019

Honor

Education

Innovation

Service

Table of Contents

I. The MACEM&PS Advisory Council

II. The Academic Advisory Committees

III. The MSDE CTE HSEP Advisory Committee

IV. The Apprenticeship Advisory Committee

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I. The MACEM&PS Advisory Council

Mission Statement

The Mid-Atlantic Center for Emergency Management & Public Safety (MACEM&PS, “the Center”) Advisory Council’s mission is to support the continuous improvement, growth, and resilience of the MACEM&PS through the sharing of expertise and advice in the disciplines and functions of the Center.

Description

The purpose of the MACEM&PS Advisory Council (“the Council”) is to advise, assist, support, and advocate for the Center’s programs, in addition to fulfillment of specific programmatic requirements and regulations. The MACEM&PS Advisory Council is composed of 14 individuals representing seven Advisory Committees (“Committees”) focused on the Criminal Justice/Corrections Program, the Emergency Management Program, the Fire Service Administration Program, the Geographic Information Systems Program, the Police Science Program, the Maryland State Department of Education (MSDE) Career and Technology Education (CTE) Homeland Security and Emergency Preparedness (HSEP) Program, and the Maryland Emergency Management Specialist Registered Apprenticeship Program. Two members of each Committee serve as that Committee’s representation on the Council. The offices of chair and vice chair are elected from the overall Council membership, with both positions elected for a term of two years. The Center provides administrative (secretarial) support to the Council and the Committees.

Each Advisory Committee has a minimum of five members, one of whom is designated as the Lead Member. The Lead Member of each Committee and one representative selected by the Committee will represent the Committee on the Council. Committee membership is confirmed every two years, recognizing the evolving requirements and resources of the collaborating agencies. New and replacement Committee members may be recommended by the Committee, or the Executive Director, with confirmation by the Provost through the Executive Director. Additionally, staff personnel from both the MACEM&PS and the collaborating agencies may participate in Committee discussions.

The MACEM&PS Advisory Council Guide establishes the duties and activities of the Council and individual Committees. The Guide outlines operational requirements, membership requirements and responsibilities, and the duties of both Council and Committee leadership. Input from the Advisory Committees is channeled through the Advisory Council for recommendation to the Center and formal program activities.

If the Center’s activities require additional Advisory Committees, the Council structure may be expanded, consolidated, or contracted to allow recognition and incorporation of additional disciplines or functions.

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Functions

The Council exists to advise, assist, support, and advocate for the Center, and fulfill any and all necessary responsibilities delegated by related agencies and associations.

Items for consideration will originate in the respective Advisory Committee, which will then refer them to the Council for discussion and action.

Membership

Council membership will be composed of The Lead Member of each Advisory Committee (7) A designated Member from each Advisory Committee (7)

Every two years the Council will elect an Advisory Council Chair and an Advisory Council Vice Chair from the membership. The elections shall occur in alternating years to ensure the continuity of the Council.

New or replacement members of the Advisory Committees will be recommended by the Center or by Committee action, considered and confirmed by the Council, and then referred to the MACEM&PS Executive Director for vetting. After vetting and approval, a formal invitation will be sent to the candidate on behalf of the MACEM&PS.

Committee membership will be reviewed and confirmed every two years. Committee members will represent various stakeholders in the public safety community, and be guided by the specific charge and requirements of the Committee.

Individuals wishing to resign their commitment on the respective Advisory Committee should notify the Committee Lead or the MACEM&PS administrative staff, who will notify the Council Chair.

Meetings

The MACEM&PS Advisory Council meetings will occur a minimum of twice a year, with additional meetings held as necessary. At least one meeting each year will require physical attendance; the remaining meetings may be held virtually at Center and Council discretion. All regular meetings will be scheduled in advance, with members notified at least 30 days prior to the meeting date. Council and Committee meeting agendas will be provided seven days prior to their respective event. Council meetings will occur concurrently with Committee meetings as often as possible.

Special meetings may be held to transact necessary business; on these occasions, as much prior notification will be given as is possible.

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All meetings will be conducted using the current edition of Robert’s Rules of Order as identified at www.robertsrules.com . A quorum for Council and Committee meetings will be a simple majority of the members.

Minutes of all meetings will be kept by the MACEM&PS administrative staff, to include decisions, recommendations, responses to inquiries, discussions, and other business of the Committees and the Council.

Nondiscrimination Statement

Frederick Community College is committed to the principles of equal opportunity and strictly prohibits discrimination against any person on the basis of age, ancestry, citizenship status, color, creed, ethnicity, gender identity and expression, genetic information, marital status, mental or physical disability, national origin, race, religious affiliation, sex, sexual orientation, or veteran status in its activities, admissions, educational programs, and employment. All members of the College community are expected to abide by this nondiscrimination policy and to comply with Title VI and Title VII of the Civil Rights Act of 1964, the Age Discrimination in Employment Act (ADEA) of 1967, Section 504 of the Rehabilitation Act of 1973, and the Americans with Disabilities Act (ADA) of 1990, and amendments.

Frederick Community College requires that each program have an Advisory Committee. As members of the College community, all Advisory Committee members are expected to adhere to the requirements stated above.

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II. The Academic Advisory Committees

Purpose

The purpose of each discipline-specific Academic Advisory Committee is to strengthen the Academic Program. The Committee exists to advise, assist, support, and advocate for program and career education. It has no legislative, administrative, or programmatic authority. Advisory Committees work cooperatively with College officials in planning and carrying out Committee initiatives. Members are volunteers who share an expert knowledge of the career tasks and competency requirements for specific occupations.

Academic Advisory Committees exist for: The Criminal Justice/Corrections Program The Emergency Management Program The Fire Service Administration Program The Geographic Information Systems Program The Police Science Program

Advisory Committee function: Advise – The Academic Advisory Committee provides professional guidance to

the specific academic program. Recommendations are designed to improve content areas of the program, such as incorporation of industry standards, curriculum updates, purchase of new instructional materials, or acquisition of necessary equipment to modernize classrooms or courses. Committee recommendations should be presented in writing to the MACEM&PS Advisory Council, which will then refer any action to the MACEM&PS Executive Director.

Assist – The Academic Advisory Committee helps the Advisory Council, Executive Director, Program Manager, and/or Instructional Coordinator(s) carry out specific activities. Activities may include evaluating student applications for the biannual Academic Completion Incentive Initiative (i.e., scholarship), the identification of internship and apprenticeship opportunities, or securing media coverage for special events.

Support and Advocate – Academic Advisory Committee members promote the academic program throughout the community. Promotion or marketing could include identifying industry and community resources, speaking with legislators, representing the academic program at board meetings, writing articles for local newspapers, arranging for publicity, or inviting the Executive Director or Program Manager to speak at industry-driven events.

Committee members will: Understand program needs and develop plans of action. Establish reasonable priorities for action. Target specific activities that will have the greatest impact on the academic

program. Ensure that the Committee has the appropriate and necessary expertise to

address identified and prioritized initiatives.

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Duties of Executive Director and/or Program Manager

The Executive Director and respective Program Manager are an integral part of the effectiveness of the Committee. The Executive Director and/or Program Manager will:

Provide Information – Provide accurate and concise program data to Committee members to facilitate informed decision making and recommendations by the Committee.

Provide Guidance and Support – The Committee’s success depends on how well the members understand their role. New members will be informed of their responsibilities and tasks and will be given a copy of this Guide. In addition, the Executive Director and/or Program Manager will meet with the elected Committee Lead to review this Guide, consider past accomplishments, and to answer any questions the Lead may have.

Expect Results – Committee members are a valuable and integral part of the academic program. The Committee meetings should be well organized and solicit the input of all members, with the expectation of program improvement.

Recognize Outstanding Members – The MACEM&PS appreciates the time and participation of Committee members, and recognizes members for their contributions. Members may be recognized in one or more of the following ways:

– News releases announcing member appointments.– Invitations to participate in program visits.– Invitations to participate in public safety focused college assessments and

drills.– Letters of thanks and appreciation, signed by the appropriate school

official.– Events to honor Committee members and present a certificate of service.– Invitations to participate in meetings attended by senior leaders.

Advisory Committee Selection

Creating the CommitteeThe Academic Advisory Committee is established by the Executive Director and/or Program Manager, with support and assistance provided as needed by the academic program staff and the Provost/Executive Vice President for Academic Affairs, Continuing Education, and Workforce Development. Each Advisory Committee will be unique to the needs of the field or discipline it represents, and each academic discipline is a field unique in its dynamism and frequent evolution. In light of such factors, the organizational structure and operating procedures of the Committee should be adaptable and reflective of current program needs. The following areas should be reviewed and reconsidered periodically as program vision, rules, and procedures are reviewed, revised, and/or developed.

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Size of the CommitteeThe Academic Advisory Committee will have five members, with one member serving as the Lead. The Advisory Committee will select a second member, to allow for two representatives to the MACEM&PS Advisory Council. Additional individuals may participate as necessary in advisory or consulting roles.

Term of ServiceTo allow for a balance of continuity and change, members shall serve rotational, two-year terms. Selection of MembersTo provide effective communication between the academic program and the community, Advisory Committee membership should be diverse and representative of the total discipline service area. The MACEM&PS recommends that the Committee consist of members who represent:

Local business and industry, including both labor and management. The geographic area served by the school. Current and former students in the discipline. Special and/or traditionally underserved populations.

Member representation should be designed intentionally to include the viewpoints of all those segments of the community that are served by discipline education. The MACEM&PS recommends that at least one Adjunct Instructor and a representative of the College administration serve as non-voting, consulting members. Although the administrative representative need not be present at all meetings, the Executive Director and/or Program Manager should attend all meetings to provide program data and participate in Committee discussion.

Members should be selected based on characteristics including, but not limited to: Interest – Motivated persons who express sincere interest in the program.

Members must be willing to devote the energy and attention required to do a good job. This means showing marked dedication both to their occupation and to the training process.

Availability – Persons who are available to attend meetings, work on projects as needed, and work in the community to promote the program.

Character – Persons who have earned the confidence of others in the community. Their achievements and good reputation will enhance the program’s standing in turn.

Skill/Experience – Persons who are knowledgeable about the target occupations and future academic prospects that may be pursued by students in the program. Usually this means selecting members who have work experience in the occupation, or those in discipline-relevant positions at more senior academic institutions.

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ProcessThe Executive Director, Program Manager, and/or Advisory Committee members may submit recommendations for potential Committee members to the Advisory Committee. The Committee will refer acceptable recommendations to the Advisory Council for endorsement.

Duties of Advisory Committee LeadThe Advisory Committee shall designate a Lead Member to serve a two-year term.The Lead Member shall:

Work with other members to plan and carry out the Committee’s Program of Work.

Prepare meeting agendas and assist the Executive Director and/or Program Manager in handling details regarding meetings.

Preside over meetings. Provide accurate information to all Committee members. Keep the Committee focused and ensure the involvement of all members in

tasks. Delegate tasks and follow-up work as needed. Arrange for and/or provide presentations of background information and reports

to the Committee. Appoint standing committees and subcommittees as needed. Represent the Committee at official meetings and functions. Submit recommendations of the Committee to the Advisory Council. Follow-up on Committee recommendations or actions. Appoint an Acting Committee Lead if unable to attend a Committee or Council

meeting.

Orientation of MembersOrientation for all members should include, but is not limited to:

Review of the Program Advisory Council Guide. Summary of past accomplishments. Touring of facilities (assisted by the MACEM&PS program staff as needed). Program presentations by the adjunct instructor(s), current students, and/or

graduates. Review of Program Standards.

Responsibility of MembersAcademic Advisory Committee members have the responsibility to advise, assist, support, and advocate for activities designed to strengthen and modernize the program education. As such, it is important that members:

Become familiar with the Frederick Community College academic and career education programs and how they fit into overarching educational structures.

Attend and participate in all meetings. Help to determine Committee priorities and ways to achieve them. Plan and carry out a Program of Work. Suggest and develop agenda items prior to meetings.

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Respect the rights and opinions of other Committee members. Accept and carry out assignments. Promote the academic and career education programs. Participate actively in the Advisory Council.

Planning and Conducting Advisory Committee MeetingsThe Academic Advisory Committee will meet two times per year (fall and spring), with periodic communication year round for purposes of organization, collaboration, and continuity. The group may establish tentative meeting dates for the year during development of the Program of Work. The dates and times of Advisory Committee meetings may be publicized, as these meetings are open to the public. Committee meetings shall occur concurrently with Advisory Council meetings whenever possible.

Each meeting should focus on specific content or issues within the academic program. The general planning process involves reviewing minutes of the last several meetings, alongside the Program of Work, in order to create the meeting agenda.

Meetings may be held at various locations; however, it is best that meeting locations be within Frederick County, Maryland. Holding meetings at the College enables Committee members to gain a better picture of how the program operates. Meeting at business or industry sites gives recognition to Committee members and their organizations, and allows the MACEM&PS faculty and staff to gain a better perspective of the program landscape.

Preparation of Meetings Meetings should be scheduled well in advance. Members shall be notified of time, date, and location of meeting. A meeting

agenda should be provided, as well as a copy of the minutes of the previous meeting.

Advance arrangements shall be made for a comfortable meeting room and any equipment.

Additional meeting reminders should be sent as needed. Supplemental materials should be prepared, as necessary, for issues on the

agenda.

Minutes of MeetingsMeeting minutes shall be disseminated as soon as possible following meeting adjournment. Meeting minutes should include:

Decisions, recommendations, or motions made by the Advisory Committee. Responses to questions or recommendations made at previous meetings. Assignments to be carried out following the meeting (including what is to be

done, who is in charge, and the completion or reporting date). Items to be addressed at the next meeting (both new items and those tabled

during the current meeting).

Program of Work

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Committee members should keep two things in mind as they develop a Program of Work: program needs and industry requirements. To help Advisory Committees plan an effective Program of Work, the following planning process may be used:

Establish PrioritiesAdvisory Committees are usually involved in some or all of the following areas:

Community Relations. Community Resources. Curriculum Review and Updating. Student Organizations. Job Placement. Legislative Process. Program Standards. Program Review. Recruitment.

This list should not be considered exhaustive, but rather a starting point for discussion to determine the overall needs of the program. Four items should be considered as the Committee aligns these involvements into priorities:

Past accomplishments. Current and future needs of the program. Current and future needs of the community. Student outcomes.

Specify Committee ActivitiesConsider the following activities for each priority:

Community Relations Increase coverage of programs in newspaper, radio, TV, online, and other

media. Present programs to civic and service groups. Establish events to recognize outstanding students, teachers, and

community leaders. Obtain contributions to promote programs. Participate in and promote school events. Support Academic Completion Incentive Awards.

Curriculum Reviews and Updating Identify and verify job tasks. Compare program content with job tasks. Review instructional materials as needed for technical accuracy. Suggest equipment and supplies. Suggest core curriculum content. Provide equipment and/or facilities for specialized instructional needs. Encourage curriculum mapping. Integrate the use of applied academics.

Community Resources Identify community resource personnel or points of contact.

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Provide tours, field trip experiences, student job shadowing, and/or internship opportunities.

Provide speakers. Provide adjunct instructor externship worksites.

Recruitment Assist in the identification and recruitment of potential adjunct faculty. Assist in recruiting potential students.

Student Completion and Support Assist in developing incentive completion concepts. Judge incentive completion events. Sponsor student organization activities. Sponsor or collect contributions of equipment and supplies for program

events. Arrange for display space to promote student organizations and special

events.Job Placement

Facilitate employer/student conferences. Notify adjunct faculty of internship opportunities for students. Provide cooperative training sites for students. Encourage employers to provide cooperative training sites. Assist students in developing interview and networking skills. Recommend employability skills to be included in curriculum content. Conduct occupational surveys.

Staff Development Provide in-service activities on current business/industry trends, methods,

and processes for adjunct faculty. Provide skilled specialists to supplement adjunct faculty experience. Provide summer/part-time employment experience to adjunct faculty for

technical upgrading. Support adjunct faculty participation in career workshops.

Legislative Process Communicate with legislators and other officials regarding education

program needs. Promote tours for legislators and other officials. Promote and support legislation for higher education.

Program Review Review program goals and objectives. Participate on program evaluation teams. Review the Academic Program Review data for program improvement. Compare program accomplishments with program objectives. Compare student performance standards to business/industry standards. Review adequacy of facility as a training site. Evaluate quality and quantity of graduates and job placements. Make suggestions for program improvement. Provide periodic reports to College or state academic administration.

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This list of activities is similarly not exhaustive, and is again intended solely to provide a framework for Advisory Committee ideas. The functions and activities chosen for the Program of Work should match the needs of the program and community.

Develop Planning TasksOnce priorities have been determined and specific activities selected, identify steps to carry out those activities. Several factors should be considered, including time, cost, available personnel resources, and community/school support. Availability of these or other factors may influence how the Committee carries out a given activity—it may be necessary to develop alternative planning tasks to accomplish the same end. Depending on complexity, there may be several steps involved in completing each task.

Assign ResponsibilitiesThe Committee Lead should review and discuss each planning task with the entire Committee so that there is a clear understanding of each task. Individuals assigned to a task or responsibility should have a clear understanding of what is expected of them.

Establish TimelinesTimelines allow the person(s) assigned to a given task to plan for its completion. Each person assigned to a specific planning task should know when that task is to be completed. Status reports should be presented at Advisory Committee meetings, and additionally between meetings, if and when appropriate.

Formulate Advisory Committee RecommendationsA Committee recommendation or a specific Committee action is the desired outcome of any Program of Work. Committee recommendations should be formulated after members have had sufficient time to study and discuss a specific issue. Committee discussion, deliberation, and approval (by consensus or majority vote) of any such recommendations or tasks shall be recorded in the minutes.

Recommendations should be brief, clear, and concise. Some recommendations may need to be preceded by a rationale that includes the reasoning behind such recommended changes and how they would be beneficial to the program, school, and/or community. The number of recommendations should be kept to a minimum. Recommendations should be submitted in writing to the Advisory Council and/or Program Manager for review and consideration.

Committee members, by Frederick Community College policy, have no programmatic, administrative, or legislative authority. As such, any and all recommendations, even if approved and forwarded for consideration, shall be considered advisory in nature.

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Progress ReviewA Program of Work evaluation should be completed periodically to determine:

The extent to which the Committee is accomplishing the Program of Work. The extent to which the recommendations and actions resulting from the

Program of Work have strengthened and improved the Academic Programs.

Future direction, functions, and activities for the Committee.

The evaluation and tentative direction for the following year should be part of the agenda for the Advisory Committee’s final meeting of the academic year.

III. The MSDE CTE HSEP Advisory Committee

Purpose

The MSDE CTE HSEP Advisory Committee’s purpose is to advise, assist, support and advocate for the HSEP CTE Program on matters that will strengthen HSEP CTE in Maryland, and expand learning opportunities for students enrolled in the program. Advisory Committee function:

Advise – The MSDE CTE HSEP Advisory Committee provides professional guidance to the HSEP Program. Recommendations are designed to improve content areas of the program, such as incorporation of industry standards, curriculum updates, purchase of new instructional materials, or acquisition of needed equipment to modernize classrooms or courses. Committee recommendations should be presented in writing to the MACEM&PS Advisory Council, which will then refer any acceptable action to the MACEM&PS Executive Director.

Assist – The MSDE CTE HSEP Advisory Committee helps the Advisory Council, Executive Director, Program Manager, and/or Instructional Coordinator(s) carry out specific activities. Activities may include evaluating student applications for the biannual Academic Completion Incentive Initiative (i.e., scholarship), the identification of student needs or future teacher professional development opportunities, or securing media coverage for special events.

Support and Advocate – MSDE CTE HSEP Advisory Committee members promote the HSEP Program throughout the community. Promotion or marketing could include identifying industry and community resources, speaking with legislators, representing the HSEP Program at board meetings, writing articles for local newspapers, arranging for publicity, or inviting the Executive Director or Program Manager to speak at industry-driven or HSEP high school-hosted events.

Committee members will: Understand program needs and develop plans of action. Establish priorities for investigation, consideration, and action.

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Target specific activities that will have the greatest impact on the HSEP Program. Ensure the Committee has the appropriate and necessary expertise to address

identified and prioritized initiatives.

Advisory Committee Selection

Creating the CommitteeThe MSDE CTE HSEP Advisory Committee is established by the Executive Director and/or Program Manager, as part of the duties of the Center as the Postsecondary Affiliate for the HSEP Program. Support and assistance are provided as needed by the MACEM&PS staff and the Provost/Executive Vice President for Academic Affairs, Continuing Education, and Workforce Development. Each Advisory Committee will be unique to the needs of the field or discipline it represents, and public safety is a field unique in its dynamism and frequent evolution. In light of such factors, the organizational structure and operating procedures of the Committee should be adaptable and reflective of current program needs. The following areas should be reviewed and reconsidered periodically as program vision, rules, and procedures are reviewed, revised, and/or developed:

Size of the CommitteeThe MSDE CTE HSEP Advisory Committee will have five members with one member serving as the Lead. The Advisory Committee will select a second member, to allow for two representatives to the MACEM&PS Advisory Council. Additional individuals may participate as necessary in advisory or consulting roles.

Term of ServiceTo allow for a balance of continuity and change, members shall serve rotational, two-year terms. Selection of MembersMembers shall represent a cross-section of the career clusters and programs provided, and the community served by the program. (Instructor(s) and/or administrator(s) may serve as ex-officio members of the Committee.)

Attributes that are desirable in members include: Interest – Motivated persons who express sincere interest in the program.

Members must be willing to devote the energy and attention required to do a good job. This means showing marked dedication both to their occupation and to the training process.

Availability – Persons who are available to attend meetings, work on projects as needed, and work in the community to promote the HSEP Program.

Character – Persons who have earned the confidence of others in the community. Their achievements and good reputation will enhance the program’s standing in turn.

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Skill/Experience – Persons who are knowledgeable about the target occupations of the CTE Program. Usually this means selecting members who have work experience in the occupation.

ProcessThe Executive Director, Program Manager, and/or Advisory Committee members may submit recommendations for potential Committee members to the Advisory Committee, which will refer recommendation to the Advisory Council for endorsement.

Duties of Advisory Committee LeadThe Advisory Committee shall designate a Lead Member to serve a two-year term.The Lead Member shall:

Work with other members to plan and carry out the Committee’s Program of Work.

Prepare meeting agendas and assist the Executive Director and/or Program Manager in handling details regarding meetings.

Preside over meetings. Provide accurate information to all Committee members. Keep the Committee focused and ensure the involvement of all members in

tasks. Delegate tasks and follow-up work as needed. Arrange for and/or provide presentations of background information and reports

to the Committee. Appoint standing committees and subcommittees as needed. Represent the Committee at official meetings and functions. Submit recommendations of the Committee to the Advisory Council. Follow-up on Committee recommendations or actions. Appoint an Acting Committee Lead if unable to attend a Committee or Council

meeting.

Orientation of MembersOrientation for all members should include, but is not limited to:

Review of the Program Advisory Council Guide. Summary of past accomplishments. Touring of facilities (assisted by emergency management program staff as

needed). Program presentations by the adjunct instructor(s), current students, and/or

graduates. Review of Program Standards.

Responsibility of MembersMSDE CTE HSEP Advisory Committee members have the responsibility to advise, assist, support, and advocate for activities designed to strengthen and modernize HSEP Program education. It is important that members:

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Become familiar with the MSDE CTE HSEP Program. Become familiar with the MACEM&PS academic and career education programs

and how they fit into the overall educational structure. Attend and participate in all meetings. Help to determine Committee priorities and ways to achieve them. Plan and carry out a Program of Work. Suggest and develop agenda items prior to meetings. Respect the rights and opinions of other Committee members. Accept and carry out assignments. Promote academic and career education programs. Participate in the Advisory Council.

Planning and Conducting Advisory Committee MeetingsThe MSDE CTE HSEP Advisory Committee will meet two times per year (fall and spring), with periodic communication between meetings for purposes of organization, scheduling, continuity, and any urgent business. The group may establish tentative meeting dates for the year during development of the Program of Work. The dates and times of Advisory Committee meetings may be publicized, as these meetings are open to the public. Meetings shall occur concurrently with Advisory Council meetings whenever possible.

Each meeting should focus on specific content or issues within the HSEP Program. The general planning process involves reviewing minutes of the last several meetings, alongside the Program of Work, in order to create the meeting agenda.

Meetings may be held at various locations; however, it is best that meeting locations be within Maryland. Holding meetings at the College enables Committee members to gain a better picture of how the program operates and is administered at the College level. Meeting at business or industry sites gives recognition to Committee members and their organizations, and allows the MACEM&PS faculty and staff to gain a better perspective of CTE and HSEP landscapes.

Preparation of Meetings Meetings should be scheduled well in advance. Members shall be notified of time, date, and location of meeting. A meeting

agenda should be provided, as well as a copy of the minutes of the previous meeting.

Advance arrangements shall be made for a comfortable meeting room and any equipment.

Additional meeting reminders should be sent as needed. Supplemental materials should be prepared, as necessary, for issues on the

agenda.Minutes of MeetingsMeeting minutes shall be disseminated as soon as possible following meeting adjournment. Meeting minutes should include:

Decisions, recommendations, or motions made by the Advisory Committee.

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Responses to questions or recommendations made at previous meetings. Assignments to be carried out following the meeting (including what is to be

done, who is in charge, and the completion or reporting date). Items to be addressed at the next meeting (both new items and those tabled

during the current meeting).

Program of WorkCommittee members should keep two things in mind as they develop a Program of Work: program needs and industry requirements. To help Advisory Committees plan an effective Program of Work, the following planning process may be used:

Establish PrioritiesAdvisory Committees are usually involved in some or all of the following areas:

Community Relations. Community Resources. Curriculum Review and Updating. Student Organizations. Job Placement. Legislative Process. Program Standards. Program Review. Recruitment.

This list should not be considered exhaustive, but rather a starting point for discussion to determine the overall needs of the program. Four items should be considered as the Committee aligns these involvements into priorities:

Past accomplishments. Current and future needs of the program. Current and future needs of the community. Student outcomes.

Specify Committee ActivitiesConsider the following activities for each priority:

Community Relations Increase coverage of HSEP Programs in newspaper, radio, TV, online,

and other media. Present programs to civic and service groups. Establish events to recognize outstanding students, teachers, and

community leaders. Obtain contributions to promote programs. Participate in and promote school events. Support the Summer Institute.

Curriculum Reviews and Updating Identify and verify job tasks. Compare content of program with job tasks. Review instructional materials as needed for technical accuracy. Suggest equipment and supplies.

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Suggest core curriculum content. Provide equipment and/or facilities for specialized instructional needs. Encourage curriculum mapping. Integrate the use of educational methodology to improve the program.

Community Resources Identify community resource personnel and points of contact. Provide tours, field trip experiences, student job shadowing, and/or

internship opportunities. Provide speakers for College, HSEP, or participating high school events.

Recruitment Assist in the identification and recruitment of potential adjunct faculty. Assist in recruiting potential students.

Legislative Process Communicate with legislators and other officials regarding HSEP

educational needs. Promote tours for legislators and other officials. Promote and support legislation for HSEP education.

Program Review Review program goals and objectives. Participate on program evaluation teams. Review curriculum periodically for program currency and improvement. Compare program accomplishments with program objectives. Compare student performance standards to business/industry standards. Review adequacy of facilities as training sites or Summer Institute field trip

locations. Evaluate quality and quantity of completers, graduates, and their college

acceptance/job placement data. Make suggestions for program improvement. Provide periodic reports to Frederick Community College, MSDE, or

participating high school administration.This list of activities is similarly not exhaustive, and is again intended solely to provide a framework for Advisory Committee ideas. The functions and activities chosen for the Program of Work should match the needs of the program and community.

Develop Planning TasksOnce priorities have been determined and specific activities selected, identify steps to carry out those activities. Several factors should be considered, including time, cost, available personnel resources, and community/school support. Availability of these or other factors may influence how the Committee carries out a given activity—it may be necessary to develop alternative planning tasks to accomplish the same end. Depending on complexity, there may be several steps involved in completing each task.

Assign Responsibilities

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The Committee Lead should review and discuss each planning task with the entire Committee so that there is a clear understanding of each task. Individuals assigned to a task or responsibility should have a clear understanding of what is expected of them.

Establish TimelinesTimelines allow the person(s) assigned to a given task to plan for its completion. Each person assigned to a specific planning task should know when that task is to be completed. Status reports should be presented at Advisory Committee meetings, and additionally between meetings, if and when appropriate.

Formulate Advisory Committee RecommendationsA Committee recommendation or a specific Committee action is the desired outcome of any Program of Work. Committee recommendations should be formulated after members have had sufficient time to study and discuss a specific issue. Committee discussion, deliberation, and approval (by consensus or majority vote) of any such recommendations or tasks shall be recorded in the minutes.

Recommendations should be brief, clear, and concise. Some recommendations may need to be preceded by a rationale that includes the reasoning behind such recommended changes and how they would be beneficial to the program, school, and/or community. The number of recommendations should be kept to a minimum. Recommendations should be submitted in writing to the Advisory Council and/or Program Manager for review and consideration.

Committee members, by Frederick Community College policy, have no programmatic, administrative, or legislative authority. As such, any and all recommendations, even if approved and forwarded for consideration, shall be considered advisory in nature.

Progress ReviewA Program of Work evaluation should be completed periodically to determine:

The extent to which the Committee is accomplishing the Program of Work. The extent to which the recommendations and actions resulting from the

Program of Work have strengthened and improved the HSEP Programs. Future direction, functions, and activities for the Committee.

The evaluation and tentative direction for the following year should be part of the agenda for the Advisory Committee’s final meeting of the academic year.

IV. The Apprenticeship Advisory Committee

Purpose

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The Apprenticeship Advisory Committee’s purpose is to advise, assist, oversee, support, and advocate for the Maryland Emergency Management Specialist Registered Apprenticeship Program; the enrolled apprentices; the host employers; the Maryland Department of Labor, Licensing & Regulation (DLLR) Apprenticeship Program; and the U.S. Department of Labor Registered Apprenticeship Program.Advisory Committee function:

Advise – The Apprenticeship Advisory Committee provides professional guidance and oversight to the Maryland Emergency Management Specialist Registered Apprenticeship Program. Recommendations are designed to improve content areas of the program, such as incorporation of industry standards, competency updates, and recruitment of apprentices and host employers. Committee recommendations should be presented in writing first to the MACEM&PS Advisory Council. Any acceptable recommendation will then be forwarded to the MACEM&PS Executive Director.

Assist – The Apprenticeship Advisory Committee helps the Advisory Council, Executive Director, Program Manager, and/or Instructional Coordinator(s) carry out specific duties and tasks related to the activities and requirements of the Apprenticeship Program.

Oversee – The Apprenticeship Advisory Committee oversees those activities of the Apprenticeship Program that have been delegated by DLLR, and the activities of the MACEM&PS in its role as program sponsor.

Support and Advocate – Apprenticeship Advisory Committee members promote the Apprenticeship Program throughout the community. Promotion or marketing could include identifying industry and community resources, speaking with legislators, representing the Apprenticeship Program at board meetings, writing articles for local newspapers, arranging for publicity, or inviting the Executive Director or Program Manager to speak at industry-driven events.

Committee members will: Understand program needs and develop plans of action. Establish priorities for investigation, consideration, and action. Target specific activities that will have the greatest impact on the Apprenticeship

Program. Ensure the Committee has the appropriate and necessary expertise to address

identified and prioritized initiatives.

Advisory Committee Selection

Creating the CommitteeThe Apprenticeship Advisory Committee is established by the Executive Director and/or Program Manager under the Standards of Apprenticeship for the Occupation of Emergency Management Specialist, with support and assistance provided as needed by the MACEM&PS staff and the Provost/Executive Vice President for Academic Affairs, Continuing Education, and Workforce Development. Each Advisory Committee will be unique to the needs of the field or discipline it represents, and public safety is a field unique in its dynamism and frequent evolution. In light of such factors, the

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organizational structure and operating procedures of the Committee should be adaptable and reflective of current program needs. The following areas should be reviewed and reconsidered periodically as program vision, rules, and procedures are reviewed, revised, and/or developed.

Size of the CommitteeThe Apprenticeship Advisory Committee will have five members with one member serving as the Lead. The Advisory Committee will select a second member, to allow for two representatives to the MACEM&PS Advisory Council. Additional individuals may participate as necessary in advisory or consulting roles.

Term of ServiceTo allow for a balance of continuity and change, members shall serve rotational, two-year terms. Selection of MembersMembers shall represent a cross-section of the stakeholders of the Apprenticeship Program, and the community served by the program.

Attributes that are desirable in members include: Interest – Motivated persons who express sincere interest in the program.

Members must be willing to devote the energy and attention required to do a good job. This means showing marked dedication both to their occupation and to the training process.

Availability – Persons who are available to attend meetings, work on projects as needed, and work in the community to promote the Apprenticeship Program.

Character – Persons who have earned the confidence of others in the community. Their achievements and good reputation will enhance the program’s standing in turn.

Skill/Experience – Persons who are knowledgeable about the target occupations of the careers fed into by the Emergency Management Specialist role, or the emergency management career field generally. Usually this means selecting members who have work experience in the occupation, or familiarity with the Apprenticeship structure.

ProcessThe Executive Director, Program Manager, and/or Advisory Committee members may submit recommendations for potential Committee members to the Advisory Committee. The Committee will refer suitable recommendations to the Advisory Council for endorsement.

Duties of Advisory Committee LeadThe Advisory Committee shall designate a Lead Member to serve a two-year term.The Lead Member shall:

Work with other members to plan and carry out the Committee’s Program of

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Work. Prepare meeting agendas and assist the Executive Director and/or Program

Manager in handling details regarding meetings. Preside over meetings. Provide accurate information to all Committee members. Keep the Committee focused and ensure the involvement of all members in

tasks. Delegate tasks and follow-up work as needed. Arrange for and/or provide presentations of background information and reports

to the Committee. Appoint standing committees and subcommittees as needed. Represent the Committee at official meetings and functions. Submit recommendations of the Committee to the Advisory Council. Follow-up on Committee recommendations or actions. Appoint an Acting Committee Lead if unable to attend a Committee or Council

meeting.

Orientation of MembersOrientation for all members should include, but is not limited to:

Review of the Program Advisory Council Guide. Summary of past accomplishments. Touring of facilities (assisted by the MACEM&PS program staff as needed). Program presentations by the adjunct instructor(s), current students, and/or

graduates. Review of Program Standards.

Responsibility of MembersApprenticeship Advisory Committee members have the responsibility to advise, assist, support, oversee, and advocate for activities designed to strengthen the Maryland Emergency Management Specialist Registered Apprenticeship Program. It is important that members:

Supervise the administration and enforcement of the Standards of Apprenticeship.

Recruit and select applicants for the Apprenticeship Program. The Committee shall recruit and select applicants in accordance with the Apprenticeship Program’s approved selection procedures and Affirmative Action Plan.

Maintain records for five years of all persons applying for the Apprenticeship Program indicating whether or not the applicant (a) completed the application process, (b) met the Apprenticeship Program qualifications, (c) was placed on the eligibility list, and (d) was registered.

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Evaluate prior experience and training of qualified applicants to determine advance credit to be granted.

Provide each participating employer with the program’s Apprenticeship Standards.

Enter into an agreement with each participating employer, stating that the participating employer agrees to adhere to the Program’s registered Standards and Affirmative Action Plan.

Submit a copy of the executed Employer Acceptance Agreement and Supplemental Form for each participating employer to the Council.

Refer applicants who have been selected for the Apprenticeship Program only to employers who have signed an agreement with the Committee.

Enter into an Apprenticeship Agreement clearly stating hours, wage scale, work processes, and responsibilities of the Committee and the apprentice with each apprentice.

Review each Apprenticeship Agreement and submit the original along with three signed copies, typed or in ink, to the Council.

Maintain a registered Apprenticeship Agreement for each apprentice and provide each apprentice with a copy of his or her registered Apprenticeship Agreement.

Ensure that all apprentices are provided continuous employment insofar as possible.

Advise apprentices that if laid off, they should report to the Committee for re-assignment.

Monitor attendance and classroom performance of apprentices and instructors during related instruction.

Ensure that all apprentices receive holistic, diversified training in all job processes of the skilled occupation.

Establish and maintain a record system for each apprentice’s work experience (hours worked, wages paid) and attendance and performance in related instruction.

Monitor the training provided to apprentices, and take appropriate action if deficiencies are found.

Determine when apprentices have satisfactorily completed their on-the-job training and related instruction.

Submit evidence of each apprentice’s satisfactory program completion to the Council and recommend issuance of a State Certificate of Completion of Apprenticeship.

Administer appropriate discipline to any apprentice who fails to fulfill his or her obligation on the job or in related instruction.

Review Apprenticeship Standards periodically, and adopt changes subject to the approval of the Council.

Designate an individual to carry out the day-to-day activities of the Committee and to report to the Committee periodically on his or her activities. Such individual shall be designated a title such as Apprenticeship Director, Apprentice Coordinator, Apprentice Supervisor, etc.

Planning and Conducting Advisory Committee Meetings

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The Apprenticeship Advisory Committee will meet at least two times per year (fall and spring), with periodic communication between meetings for purposes of organization, scheduling, continuity, and any urgent business. The group may establish tentative meeting dates for the year during development of the Program of Work. The dates and times of Advisory Committee meetings may be publicized, as these meetings are open to the public. Meetings shall occur concurrently with Advisory Council meetings whenever possible.

Each meeting should focus on specific content or issues within the Apprenticeship Program. The general planning process involves reviewing minutes of the last several meetings, alongside the Program of Work, in order to create the meeting agenda.

Meetings may be held at various locations; however, it is best that meeting locations be within Frederick County, Maryland. Holding meetings at the College enables Committee members to gain a better picture of how the program operates. Meeting at business or industry sites gives recognition to Committee members and their organizations, may help entice host employers, and allows the MACEM&PS faculty and staff to gain a better perspective of the emergency management landscape and job market.

Preparation of Meetings Meetings should be scheduled well in advance. Members shall be notified of time, date, and location of meeting. A meeting

agenda should be provided, as well as a copy of the minutes of the previous meeting.

Advance arrangements shall be made for a comfortable meeting room and any equipment.

Additional meeting reminders should be sent as needed. Supplemental materials should be prepared, as necessary, for issues on the

agenda.

Minutes of MeetingsMeeting minutes shall be disseminated as soon as possible following meeting adjournment. Meeting minutes should include:

Decisions, recommendations, or motions made by the Advisory Committee. Responses to questions or recommendations made at previous meetings. Assignments to be carried out following the meeting (including what is to be

done, who is in charge, and the completion or reporting date). Items to be addressed at the next meeting (both new items and those tabled

during the current meeting).

Program of WorkCommittee members should keep two things in mind as they develop a Program of Work: program needs and industry requirements. To help Advisory Committees plan an effective Program of Work, the following planning process may be used:

Establish Priorities

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Advisory Committees are usually involved in some or all of the following areas: Community Relations. Community Resources. Curriculum Review and Updating. Student Organizations. Job Placement. Legislative Process. Program Standards. Program Review. Recruitment.

This list should not be considered exhaustive, but rather a starting point for discussion to determine the overall needs of the program. Four items should be considered as the Committee aligns these involvements into priorities:

Past accomplishments. Current and future needs of the program. Current and future needs of the community. Student outcomes.

Specify Committee ActivitiesConsider the following activities for each priority:

Community Relations Increase coverage of the Apprenticeship Program in newspaper, radio,

TV, online, and other media. Present programs to business and emergency management groups. Establish events to recognize outstanding apprentices and host

employers. Obtain contributions to promote programs. Participate in and promote apprentice events.

Curriculum Reviews and Updating Identify and verify job tasks. Compare content of program with job tasks. Review instructional materials as needed for technical accuracy. Suggest equipment and supplies. Suggest core curriculum content. Provide equipment and/or facilities for specialized instructional needs. Encourage curriculum mapping. Integrate the use of educational methodology to improve the program.

Community Resources Identify community resource personnel and points of contact. Provide tours, field trip experiences, and events focused on the

Apprenticeship Program. Provide speakers.

Recruitment Assist in recruiting potential apprentices. Assist in obtaining a commitment from host employers.

Legislative Process

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Communicate with legislators and other officials regarding the Apprenticeship Program.

Promote information for legislators and other officials. Promote and support legislation involving the Apprenticeship Program.

Program Review Review program goals and objectives. Participate on program evaluation teams. Review the competency data for program improvement. Compare program accomplishments with program objectives. Compare apprenticeship performance standards to business/industry

standards. Review host employer programs. Evaluate quality and quantity of apprentices completing the program. Give periodic reports to administration.

This list of activities is similarly not exhaustive, and is again intended solely to provide a framework for Advisory Committee ideas. The functions and activities chosen for the Program of Work should match the needs of the program and community.

Develop Planning TasksOnce priorities have been determined and specific activities selected, identify steps to carry out those activities. Several factors should be considered, including time, cost, available personnel resources, and community/school support. Availability of these or other factors may influence how the Committee carries out a given activity—it may be necessary to develop alternative planning tasks to accomplish the same end. Depending on complexity, there may be several steps involved in completing each task.

Assign ResponsibilitiesThe Committee Lead should review and discuss each planning task with the entire Committee so that there is a clear understanding of each task. Individuals assigned to a task or responsibility should have a clear understanding of what is expected of them.

Establish TimelinesTimelines allow the person(s) assigned to a given task to plan for its completion. Each person assigned to a specific planning task should know when that task is to be completed. Status reports should be presented at Advisory Committee meetings, and additionally between meetings, if and when appropriate.

Formulate Advisory Committee RecommendationsA Committee recommendation or a specific Committee action is the desired outcome of any Program of Work. Committee recommendations should be formulated after members have had sufficient time to study and discuss a specific issue. Committee discussion, deliberation, and approval (by consensus

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or majority vote) of any such recommendations or tasks shall be recorded in the minutes.

Recommendations should be brief, clear, and concise. Some recommendations may need to be preceded by a rationale that includes the reasoning behind such recommended changes and how they would be beneficial to the program, school, and/or community. The number of recommendations should be kept to a minimum. Recommendations should be submitted in writing to the Advisory Council and/or Program Manager for review and consideration.

Progress ReviewA Program of Work evaluation should be completed periodically to determine:

The extent to which the Committee is accomplishing the Program of Work. The extent to which the recommendations and actions resulting from the

Program of Work have strengthened and improved the Apprenticeship Program.

Future direction, functions, and activities for the Committee.

The evaluation and tentative direction for the following year should be part of the agenda for the Advisory Committee’s final meeting of the academic year.

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