Departmental Advisory Board Guidelines

I. Purpose And Rationale

The keystone of a truly inspired educational program in engineering, applied sciences, the humanities and management is the synergism it achieves between theory and application. WPI seeks to enhance this synergism through the innovative undergraduate curriculum, the WPI Plan, through excellence in graduate education, and through scholarship. This nationally renowned program ensures that our graduates are well-educated, not simply well-trained.

To maintain and build upon the excellence we have achieved, it is essential that the college receive the input of our peers beyond WPI--professionals and leaders in various scientific and engineering disciplines. Through the counsel of eminent professionals--practitioners whose careers are well-established and highly respected--WPI can enhance the planning and development of its strategic resources.

Accordingly, WPI has formed a number of department advisory committees to bring to WPI faculty members and administrators valuable perspectives on issues facing the departments and the University.

Committee members are apprised of the status and plans for the departments--and the institution as a whole--and are invited to respond with advice that will help develop existing or new fields of excellence. Members also assist in identifying the resources required to achieve each department's goals.

As a matter of course materials outlining critical issues and problems are provided to the Committee prior to meetings. It is the intention of this program that serious two-way discussions occur, that advice and recommendations are forthcoming and that ultimately these result in improvements in WPI's academic programs.

The advisory committees are important elements of WPI's mission of educating tomorrow's professional leaders. By serving to strengthen the University's curriculum, facilities, research and resources, each committee member plays an essential role in ensuring the future vitality of the University. We are grateful to each of these individuals, who give freely of their time and wisdom to help WPI.

II. Guidelines

The following are provided as general guidelines for committee structure and function:

  1. Membership
    1. Members of advisory boards are appointed in writing by the president of WPI for a term of five years.
    2. A member whose term has expired may be re-appointed for additional three-year terms.
    3. Every committee will be headed by a chairman, appointed by the president of the University.
    4. Advisory committee chairs automatically become members of the Provost's Advisory Council.
    5. The provost will assign an ex-officio member from the WPI administration to act as staff liaison to each committee.
  2. Duties and Responsibilities
  3. While the primary concern of Advisory Committees is long-term direction, strategic planning and departmental resource requirements, committees may address any matters that the group considers important to the department and consistent with the mission of the institution.
  4. Advisory committees will normally meet once per year. Additional meetings in a calendar year may be held at the request of the chair in consultation with the department head, by a two thirds vote of the then current membership, or by the president of WPI.
  5. The committee chair will, in consultation with the department head and staff liaison, be responsible for the conduct of meetings, agenda development and task assignments of the other members.
  6. Board chairs will represent their respective boards at the annual Provost's Advisory Council meeting.
  7. Advisory committees are expected to report their findings and recommendations to the respective department head at the end of each formal meeting of the committee. This may be either done verbally or in a written report..

III. Operational Procedures

  1. The chair will determine the time and date of all committee meetings.
  2. Meetings should be scheduled through the Events Office so that no more than one committee meets on a given day, if possible.
  3. The Provost's Advisory Council will meet jointly once per year. The provost will act as chair. The vice president for Development and Alumni Relations, or a designee, will act as the staff ex-officio member of the council.
  4. Meeting agendas and other supporting materials should be prepared well in advance (four weeks or more) prior to the annual meeting. Agendas are the responsibility of the chair of the committee, department chair and staff liaison collectively, so as to assure institutional priorities are being addressed on a timely basis.
  5. Responsibilities for meeting arrangements will be divided as follows:
    1. The department office will be responsible for scheduling, correspondence to members, member travel arrangements, agenda preparation and faculty/student scheduling. Meetings should be arranged five to six months in advance and materials sent well in advance (at least four weeks) prior to the meeting date.
    2. The department office will be responsible for: room and luncheon arrangements, a/v equipment, president/provost availability.
    3. The Provost's Office will be responsible for all Advisory Council activities and correspondence as well as coordinating and scheduling with departments the provost's dinner prior to the annual meeting of each committee.
  6. Meetings will normally consist of an informal provost's dinner the night before the annual joint meeting followed the next day by a full day's session.
  7. Meetings often consist of the following general elements:
    1. Meet with faculty.
    2. Meet with undergraduate and graduate students (optional).
    3. Department head's update.
    4. Business meeting.
    5. Closed session (at option of chair).
    6. Meet with president/provost.
    7. Report of findings and recommendations.
  8. General Mailings
    1. Committee members will be added to the list to receive department mailings (e.g., newsletters, promotional literature, seminar notices).
    2. Committee members will be included on mailing list to receive news (once or twice per year) on Universitywide issues from the Office of Development and Alumni Relations.
    3. All committee members will receive Transformations from Marketing and Communications.
  9. The Office of Development and Alumni Relations will be responsible for:
    1. Maintaining current files and membership lists.
    2. Originating letters of appointment for new members and service commendations for retiring members.
    3. Including members, as appropriate, in Universitywide activities or functions.

IV. Event Check List

The following is a check list to serve as a guide in the scheduling and arrangements for committee meetings. This is a guide only and each office should tailor a check list to their specific needs.

  1. Meeting date scheduled (four to six months in advance)
  2. Preliminary meeting notices sent (as soon as possible)
  3. Draft agenda prepared (six weeks before meeting)
  4. Provost's agenda review (four to six weeks before meeting)
  5. Provost's office to hold annual meeting with heads to review last year's outcomes and next year's expectations, Universitywide and by department.
  6. Arrangement schedule (as soon as draft agenda is reviewed) includes:
    1. Provost's dinner (optional)
    2. Meeting room (and a/v equipment)
    3. Meals and coffee arrangements
    4. Confirm president/provost's schedule
    5. Confirm participants (faculty, students, outside speakers)
    6. Finalize agenda, add any supporting correspondence/reports, etc.
    7. Confirm addresses and titles of members
    8. Prepare meeting packet, directions and agenda
    9. Prepare internal/external mailing list
    10. Mail meeting packets (at least four weeks prior to meeting)
    11. Notify Marketing and Communications for press coverage, photo opportunities, etc. (four weeks prior to meeting)
    12. Make flight/hotel arrangements for attendees (as needed)
    13. Confirm attendees (at least one week prior to meeting)
    14. Confirm all arrangements (one week in advance), review check list, reconfirm all WPI participants, reconfirm all with Dining Services
    15. Prepare special arrangements if needed (one week prior to meeting)
      1. agenda revisions
      2. name tags
      3. parking
      4. seating plans for events
      5. special a/v equipment
      6. banners/podium
      7. check with other offices (department offices, Development and Alumni Relations, Provost's Office)
      8. informational materials/handouts, etc.
      9. flowers, gifts, certificates, etc.
    16. Emeritus members
    17. Thank you notes, follow up
  7. Other
    1. Send thank you notes, follow up material immediately after meeting.
    2. In special cases, the committee and department may wish to appoint individuals to emeritus status.
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Last modified: April 24, 2007 15:35:32