ࡱ> fieg lbjbjVV 4(r<r<XX8,* /(FF\\\.......$513P..\\H.ZZZ|\\.Z.ZZh+-\ y` R4,x..0 /N,74r744-74-Z..Z /74X x: Advisory Committee (ADCOM) These are steps to be used to assist you with the beginning of the operation of your Advisory Committee (ADCOM) meetings and for some it may serve as a refresher. Please review these steps and submit comments or suggestions to the Dean of Curriculums office. If you need anything as you plan for the meeting, please contact your Division Director who will be able to assist you. Pre-meeting Program Coordinators will be the chair of the ADCOM for programs approved by the state College Transfer Division Director will chair the ADCOM for Arts and Science Verify current addresses, e-mail, phones and other contact information on all members Send an invitation card, letter, memo, or e-mail invitation to all members with at least a two-week notice if orally verified with the member. If not verified, please give a three-week notice. Develop a folder packet for members of the ADCOM, Division Director, and the Curriculum Deans. The Dean of Curriculum should have one folder per program for office files The packet should contain: *Agenda (see minutes report template for order of business) Copy of approved POS=program hours of study Program changes for the year Success stories from the program/students Program tracking sheet, updated Program review data and recommendations Highlight of the trends in the program *Survey form Minutes from the last minutes-see *template for minutes attached Calendar of activities for the program, i.e., honor convocation, graduation and other special events (college calendar) The meeting Guest/members are treated special. Invite them to attend Honors Convocation, graduation and other special events. Elicit the members advise, suggestions, and/or recommendations. Must have a recorder to take minutes, send out minutes to members via e-mail or other contact modes for action at the next meeting. Give out hard copies if minutes are not sent via e-mail. Minutes are to be edited/proofed, approved and submitted to the Division Directors and Deans of Curriculum after each meeting within two weeks of the meeting. All minutes will be placed on the shared drive and a copy sent to the college president. Recommendations are to follow Roberts Rules of Order-Votes are motioned and second with names included in minutes. The usual time to have meeting is evening between 6-7:30 and what work best for the majority of the members. Poll each member to determine the most effective time to meet. Have meetings on campus, but be open to other locations. If off campus, be sure members have the current information on location and directions. Also leave a copy of this information at the colleges reception desk. If on campus, you can showcase the programs department and campus facilities. Consider giving a tour to the members to showcase the college and its other programs, allow for time. Eat first then follow the agenda. Take pictures of the group- invite Justin to come to take pictures, do a short write-up/article to go in RCCC Time. Submit it to the Presidents office. Minutes will be placed on the shared drive by the deans office in a folder titled Curriculum, sub folder-Advisory Committee Admin Assist to the Dean of Curriculum will verify that all minutes are submitted for each program at R-CCC. Be sure to have all members complete the survey, and incorporate the results in to the programs action plan. Collect all recommendations. Review them with the Division Directors and Deans of Curriculum. Each will be reviewed and a response will be sent to the ADCOM Chair before the next meeting in order to address the needs or concerns and to close the loop Send a note of thanks for attending to off campus members and an e-mail on campus participants. Continue to strive to make your program as successful as it can be.      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