Program Advisory Meetings 101

At HVAC Excellence , our mission is to enhance education in the HVACR and building science fields. We often receive inquiries about the purpose and structure of program advisory meetings, and we want to provide some guidance on this matter.

Introduction

It is often a challenge to maintain an effective and robust advisory board or program advisory committee. From petitioning the most suitable individuals, who represent a cross-section of our industry, to securing long-term commitments for continued participation, the challenges are ever-present, with solutions to these hurdles even more evasive.?

This guide is designed to assist educators and administrators in developing and maintaining resilient and successful HVACR program advisory committees.?

The enclosed materials provide a roadmap for these all-important industry interactions and are based on best practices that are applicable to most, if not all, HVACR educational programs.?

Purpose

The main purpose of a program advisory committee is to create a network of stakeholders who all have the potential to benefit, in one way or another, from the success of an HVACR education and training program. Similarly, it is these same stakeholders who stand to suffer if the program is not successful, or otherwise fails to meet the needs of the community.

Efficient meetings provide an opportunity for the institution to present a comprehensive program overview, while gathering important feedback for possible improvements that benefit the program, its facilities, its faculty, the program completers, and those who will ultimately employ those completers. It is the valuable guidance and input provided by the committee members that aid in planning activities intended to enhance the program and promote it in the community.?

Who Should Be Invited

The ideal composition of the committee should be a representational, cross-section of the industry as it applied to the geographic and demographic needs of the community. Program advisory committee members should include institutional faculty, administration, and staff, as well as representatives from the following categories: program graduates, manufacturers, distributors, contractors, employers, technicians, and local utilities. Diverse representation on the committee helps ensure a well-rounded perspective that has the potential to provide valuable insights that can serve to guide the advisory committee's work.

Program Advisory Committee Activities

Local advisory committees are integral in advancing educational programs, particularly in HVACR education. Their unwavering dedication provides invaluable insights to educators and administrators regarding labor market dynamics, employer expectations, and community opportunities. These committees aim to enhance program quality, foster business-education relations, make curriculum recommendations, prioritize needs, conduct program reviews, and convey long-term goals.?

To fulfill their goals, committee members actively contribute to student recruitment, placement support, curriculum development, facilities and equipment identification, staff development coordination, public relations, community needs assessment, and legislative and financial support.?

Meetings with these committees should be structured to ensure a comprehensive understanding of the program under evaluation. This involves providing a packet with various program-related documents to attendees, which serves as a foundation for discussing the program's strengths and areas in which improvements are needed. During the meeting, the HVACR program chair should welcome everyone, provide an overview of the program, and emphasize the importance of understanding the program for valuable feedback.?

A key part of the meeting includes a tour of the program's lab areas, where members can view the equipment, tools, and instruments used. This offers an opportunity for committee members to consider donating valuable resources if they are not currently part of the program. Since a portion of committee members are actively working in the field, input regarding the quality, necessity and appropriateness of the lab equipment, tools, and instruments can help guide future lab-related decisions.?

If students receive a tool kit as part of their program, a complete set of the tools program completers receive should be on display for committee members to view. Just as with the laboratory tours, input regarding the quality, necessity and appropriateness of the tools in the kit can help guide future tool-related decisions.?

Conclude the meeting with a group photo for social media and local HVACR news sources to promote future participation. HVACR faculty should express appreciation for attendees' time and follow up with a call to continue discussions on student recruitment, hiring graduates, equipment donations, and other relevant topics.?

The administrator's responsibilities include providing an overview of the institution and its goals, awareness of regulations, facilitating meeting logistics, ensuring a welcoming atmosphere, and learning how to better support the program to meet the needs of the industry.

Important Things to Do as a Representative of the Institution

As a representative of the educational institution, several essential actions should be taken.

• Extend invitations to committee members to observe classrooms and laboratories while they are in session.
• Make certain that committee members are told that they are a valuable resource and are appreciated.
• Request committee members to periodically provide reports to the school board.
• Request that committee members share relevant professional publications and conference details with committee members.
• Ensure ALL advice and recommendations from the committee receive proper follow-up.
• Request committee advice and support on program-related problems.
• Maintain honesty and candor in all interactions.
• Foster productive meetings by addressing issues openly, and offer comprehensive background information about the institution's activities and programs.
• Keep committee members informed about the institution's ongoing activities and programs.
• Take detailed notes that offer a comprehensive historical perspective on the changes implemented, along with the rationale behind these changes. These notes should serve as a valuable resource for future faculty, administration, accrediting agencies, and committee members.

Important Things to Avoid as a Representative of the Institution

Conversely, as a representative of the educational institution, some actions should be avoided.

• Never underestimate the intelligence or interest of committee members in educational matters.
• Never treat program advisory committee meetings as obligations. Instead, treat them as opportunities to help your program succeed and grow.
• Avoid ignoring committee suggestions and recommendations or exhibiting complacency in your relationship with the committee.
• Refrain from asking the committee for advice or approval after decisions have already been made or without providing supporting evidence.
• Never alienate committee members with differing opinions or manipulate them into providing support without full understanding of the circumstances behind a decision.?

Important Things to Do as a Member of the Advisory Board Committee

• Allocate sufficient time in your work and personal schedule for committee activities.
• Attend meetings regularly, keeping colleagues informed about your committee involvement.
• Understand that the only local body with authority over the school or college is the elected school board, joint operating committee, or board of trustees and their employees.
• Examine materials presented before voting on issues, making recommendations, and taking other actions.
• Familiarize yourself with the way schools and colleges are organized, governed, and financed so that advice is realistic.
• Identify opportunities to aid the program. These can include field trips, guest speaking engagements, internships, externships, donations, employment opportunities, curriculum review, and student scholarships.
• Serve enthusiastically and take pride in your achievements and those of the committee.?

Important Things to Avoid as a Member of the Advisory Board Committee

• Don't complain, involve personalities, use pressure tactics, or criticize without offering constructive alternatives.
• Avoid setting overly broad objectives for the committee.
• Avoid losing interest in the school or college when your committee term expires.
• Do not deal with issues outside the purview of the committee.
• Do not disseminate privileged or confidential information.
• Do not meet just for the sake of meeting.
• Don't sit back and let others assume all the responsibility for committee work.?

The Administrator’s Role in Facilitating Successful Program Advisory Committees

The administrator plays a critical role in the success of program advisory committees by shaping the attitude and conduct of these committees. They should view these committees as valuable resources composed of dedicated community volunteers who aim to enhance the quality of career and technical education programs.?

When to Hold a Meeting

Program Advisory Members are esteemed volunteers who generously contribute their time, often without compensation, ?to assist your program. Consequently, it is of utmost importance to schedule meetings at times that minimize conflicts with their professional obligations.?

While holding midday meetings might be convenient for the school, it is important to understand that your dedicated representatives face a dilemma between fulfilling their business commitments and volunteering their valuable time for your meetings. To honor their dedication, you must adopt a flexible approach that accommodates their needs. Very often, this may mean holding a meeting at 6:00 am. to avoid conflicting with their work schedule. The key is to hold meetings when the maximum number of people can participate, not when its convenient for the school.?

Quite often, the attendees at a program advisory committee meeting are asked if the time selected for the meeting was appropriate. For those in attendance, the answer will undoubtedly be yes. For those not in attendance, the answer would presumably be no. Institutions miss out on the opportunity to sow great insight by not accommodating the majority of those stakeholders who have the most to offer.?

After the Meeting

To conclude the meeting, it is crucial to convey your deep appreciation to all participants for their invaluable presence and contributions. In addition, here are suggestions to further demonstrate our gratitude and foster a strong connection with your Program Advisory Members:

• Share a message of thanks on social media, summarizing the meeting's key highlights and acknowledging its occurrence.
• Ensure that all Program Advisory Members, whether they attended in person or not, receive a copy of the meeting minutes for comprehensive review.
• Initiate follow-up phone calls to address any outstanding issues, showcasing our dedication to resolving their concerns.
• Send a thoughtful email expressing your gratitude for their active participation and include the date for your next meeting, promoting transparency and planning.
• Diligently follow through on all commitments and promises made during the meeting. This reaffirms to the attendees that their suggestions are genuinely valued and significantly contribute to your ongoing efforts to enhance your program.

If you are looking for more ideas, join us for the National HVACR Education Conference to learn from others who are happy to share their successful ideas.