TITLE	NUMBER	APPROVED DATE
ACADEMIC ADVISORY COMMITTEES	13 - 3 - 1	09-11-06
BASED ON POLICY NUMBER AND TITLE ACADEMIC ADVISORY COMMITTEE POLICY - 13-3-0

1. Qualification and Selection.  Academic Advisory Committee members must have successful first-hand experience in the field and have the respect and confidence of their associates.

   Because Advisory Committee members should maintain close contact with the activities of the College, members must have adequate time to devote to committee activities.

   Committees will consist of a minimum of six external members representing both general interest and career expertise for the programs. Membership should be diverse with respect to race and gender and should include TTC graduates, if possible.

   The appropriate Academic Manager will submit nominees using the Academic Advisory Committee recommendation/deletion electronic form provided on Outlook Tools. The form, which must be approved by the relevant dean, includes space for a biographical sketch outlining the proposed member's present position, relevant experience, community activities and other supporting information. The distribution list on the Outlook Tools form will ensure that the appropriate administrators are notified and that rosters remain up to date and accurate.

   Upon the President's final approval of the proposed addition, her/his office will issue an official letter of invitation to serve on the committee, and confirm the appointment with the Academic Manager via the electronic form.

   Appointments to a newly organized committee will be for one- and two-year terms with half of the membership designated for each term. This will provide for a staggered replacement to ensure that there are always experienced members serving on the committee.

   Although committees should not become static, members may, by mutual agreement, serve additional terms.  The Academic Manager will request the President's approval for member reappointments via the electronic form. The President will confirm reappointments with the Academic Manager via the electronic form.

2. Completion of Service.  Upon completion of service by an Advisory Committee member, it is the responsibility of the Academic Manager to complete the electronic form. This will ensure that the President provides a letter of appreciation to the departing member and the committee roster is updated.

3. Advisory Committee List.  It will be the responsibility of the office of the Vice President for Advancement to develop and maintain accurate lists of the advisory committees and membership rosters. The Advancement staff will update membership rosters based on the electronic recommendation/deletion forms that are submitted by Academic Managers. 

4. Academic Manager.  Each Academic Advisory committee will have an Academic Manager who is knowledgeable about the Academic Committee policy and procedures.  He/she will be the College's representative with primary responsibility for establishing and maintaining an active, effective advisory committee and for serving as the liaison between the committee and the institution.  Specific functions of the Academic Manager include the following:
   1. Monitor and maintain an accurate committee roster by providing membership updates, additions, and deletions using the electronic Outlook Tools Form. 

   2. Plan and schedule at least two meetings each year in conjunction with the committee chair.  Confirm the chair's attendance in advance or in his/her absence, arrange for another committee member to preside at the meeting. 

   3. Make appropriate physical and catering arrangements including timely reservation of the meeting site.

   4. Notify committee members and the Advancement Administrative Assistant at least two weeks prior to the meeting. 

   5. Adhere to budget procedures and allocations for catering services as established by the Advancement Division and review and submit approved invoices to the Advancement Division in a timely manner. 

   6. Within three weeks of the meeting, compile minutes and transmit electronically to the Advancement Division for posting in public folders.
      
      
5. Academic Advisory Committee Handbook.  The Vice President of Advancement, working in conjunction with the Vice President of Academic Affairs, will annually review and update the Academic Advisory Committee handbook.  Academic Managers will distribute the handbook, which outlines advisory committee responsibilities, activities and procedures, to all committee members and ex-officio members.
   
   
6. Annual President's Meeting. The TTC President holds an annual meeting to recognize committee members and to provide college and program updates as well as an open forum for discussion.  This event will qualify as one of the two scheduled meetings of the academic advisory committee.
   
   
7. Records Retention. TTC has established a five-year retention schedule for academic advisory committee minutes which are stored electronically and in hard copy format in the Advancement Division according to the following General Records Retention Schedules for State Colleges and Universities (Schedules 12-804-6 Meeting Minutes, Non-Executive Levels). 
   Description: Records of meetings held by non-executive level staff.  Information includes agenda, place, date, list of attendees, and a summary of discussions and decisions.  Also included are informational attachments such as reports, proposals, memoranda and other information distributed to officials and staff for use in making decisions for an institution.
   Retention: Until no longer needed for reference; destroy.

Updated June 27, 2008